Writing memos, letters and reports is daily task for employers and executives inside company. Every firm follows some specific rules for their communication needs but they all have as a cornerstone of their standards these critical questions:

INITIAL ANALYSIS

1. What is it? 2. What is purpose of document? 3. When is it due? 4. How much time should you spend preparing it? 5. What key information should you cover?

AUDIENCE ANALYSIS 1. Who are readers? 2. What is their knowledge of subject? 3. What is their opinion of subject? 4. What actions do you want them to take?

PRESENTATION ANALYSIS 1. What format should you use? 2. What style should you follow? 3. In what order should you present information? 4. What attachments should you include?

INITIAL ANALYSIS

What is it?

The first question asks you to identify type of business communication you are going to write.

What is purpose of document?

You must identify what is purpose you are writing for. You must be as specific as possible. For example, you can write a memo for a specific problem with a client in your corporation.

When is it due?

If you have a deadline for completing your letter or memo then procedure is easy but if you don’t , then you must determine by yourself all facts you need for completing your document.

How much time should you spend preparing it?

You must estimate time you are going to spend for preparation of your document. For example, 8 hours for contacting a business proposal letter is reasonable but spending 8 hours for a memo is not reasonable at all.

What key information should you cover?

That question defines what kind of information you should include in your memo,letter or report. For example, should a business proposal letter contain all technical requirements for potential prospect or not?

Who are readers?

In this step you must identify who is reader. Is it a co-worker or an important client?

What is their knowledge of subject?

Here are seven things you must consider before making a purchase that will help you achieve your businesses goals.

1. Scalability

Businesses change over time so it's critical that small business accounting software you choose can change too. Some things that often change are number of products and services offered and number of employees. When you choose your package try and imaging business in 5 years or 10 years time and how different it will be. Use this information to guide your purchase decision. It may well be better to pay a little more now for software knowing that it can be easily upgraded when needed with minimum disruption and cost to your business.

2. Support

It is important that any software has great support for when something goes wrong (and it always does). Most major companies offer support but you also need to think about support in your local area. It's often much easier to have someone locally come in and do things you need done with your software than have someone trying to help you over phone. Make some enquiries with other businesses about package they use and who helps them.

3. Accountant Interface