THE COMMUNICATION PROCESS

1
Set left, right bottom margins to one inch
Set top margin to 0.5 inch
Professional Conduct 25 Corporate Park,
Charlotte, NC 28078 [phone]
Put heading fields in all caps
Align heading entries with start of the SUBJECT
entry

• TO Jane Doe
• FROM Sarah Simmons
• DATE June 5, 2006
• SUBJECT Concerns / Questions about upcoming
  midterm review
• Below are some responses to your questions and
  concerns regarding the
• upcoming midterm review on June 20, 2006. As a
  new manager
• evaluating employees for the first time, the
  three main areas you should
• focus your efforts on include feedback,
  listening, and non-verbal
• communication.
•  
• 1. Cushion your critical feedback with positive
  acknowledgment of the employees strengths.
  Start positive and end positive.
• 2. Provide supportive listening clues such as
• Maintaining eye contact,
• Offering appropriate facial expressions and
  gestures, and
• Repeating / restating the speakers comments to
  ensure understanding.
•  
• 3. Use appropriate gestures and nonverbal
  communication during the review, such as smiling,
  eye contact, and appropriate posture. Clothing
  on this day matters, too, so be sure your dress
  corresponds appropriately with your executive
  position. When your gestures or appearance
  conflict with your words, your audience will
  almost always believe your gestures and not your
  words.

Initial your memos after you print them
Double-space headings
Spell out month, day and year fully
Keep subject brief but specific
Single-space within paragraphs
Do not right justify
Indent bulleted or numbered lines
Double-space between paragraphs
Dont use a signature block