Instructions for Memo Assignment

This assignment is based on the Harvard Business School Case, “Economy Shipping Company” frequently used in finance classes. Students should develop a Pyramid argument and write a memo arguing for or against repairing one of the company’s steamboats vs. replacing it with a new diesel-powered boat.
Objectives
This assignment allows students to accomplish the following objectives:
• Practice structuring and writing effective memos
• Analyze audiences and design communication strategies tailored to them
• Communicate coherently, correctly, clearly, concisely, and confidently
Context and Audience
Students should pretend to be the Controller for Economy Shipping. They should prepare a memo to the Executive Committee that outlines their recommendation for the “Cynthia.” They need to justify their decision with data from the case, remembering that the executives will want answers, not processes for determining answers. In addition, they might wish to hear about non-financial considerations.
Deliverables
Students need to prepare a memo of 1 to 1 ½ pages. Students should state their purpose in the first paragraph and use headings to signal major points. The pyramid that students used to develop their argument should be attached to the memo. It should be at least three levels and can be either hand-written or produced electronically; students will not be penalized for hand-written pyramids provided they are legible.

Students may insert a financial data chart (but only one) to support their argument, but it must be an original chart and not simply a table copied from the case. If students do insert a chart, they must handle it correctly, that is, by introducing it in the text before it appears and giving it a chart title and exhibit number. Also, they should remember the audience wants a decision and the facts behind the decision not a description of the analysis or financial formulas.
Evaluation Criteria
The communication faculty will be looking for the following when evaluating the memo:
• Tight, logical, and complete argument
• Professional and appropriate tone for the audience
• Clear and concise style
• Clear, concise, meaningful subject line (reveals the “so what” of memo)
• First paragraph that establishes context and states the memo’s purpose
• Final paragraph establishing the next steps
• Correct usage and no careless proofreading errors
• Formatted for easy reading (no globby paragraphs, headings used effectively).