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Document 5.2 Dynacol Corporation INTEROFFICE COMMUNICATION To: G.Granby, R&D From: P.Rabin, Technical Services P.R. Subject: Trip Report-Computer Dynamics, Inc. Date: September 21, 2019 The purpose of this memo is to present my impressions of the Computer Dynamics technical seminar of September 19. The goal of the seminar was to introduce their new PQ-500 line of high-capacity storage drives. Summary In general, I was impressed with the technical capabilities and interface of the drives. Of the two models in the 500 series, I think we ought to consider the external drives, not the internal ones. I’d like to talk to you about this issue when you have a chance. Discussion Computer Dynamics offers two models in its 500 series: an internal drive and an external drive. Both models have the same capacity (1T of storage), and they both work the same way: they extend the storage capacity of a server by integrating an optical disk library into the file system. The concept is that they move files between the server's faster, but limited-capacity storage devices (hard disks) and its slower, high- capacity storage devices (magnetooptical disks). This process, which they call data migration and demigration, is transparent to the user. For the system administrator, integrating either of the models would require no more than one hour. The external model would be truly portable; the user would not need to install any drivers, as long as his or her device is docked on our network. The system administrator would push the necessary drivers onto all the networked devices without the user having to do anything. Although the internal drive is convenient-it is already configured for the computer-I think we should consider only the external drive. Because so many of our employees do teleconferencing, the advantage of portability outweighs the disadvantage of inconvenience. The tech rep from Computer Dynamics walked me through the process of configuring both models. A second advantage of the external drive is that it can be salvaged easily when we take a computer out of service. Recommendation I'd like to talk to you, when you get a chance, about negotiating with Computer Dynamics for a quantity discount. I think we should ask McKinley and Rossiter to participate in the discussion. Give me a call (x3442) and we'll talk. Commented [JP1]: The subject line is specific: the reader can tell at a glance that the memo reports on a trip to Computer Dynamics, Inc. If the subject line read only "Computer Dynamics, lnc.,” the reader would not know what the writer was going to discuss about that company. Commented [JP2]: The memo begins with a clear statement of purpose. Commented [JP3]: Note that the writer has provided a summary, even though the memo is only one page long. The summary gives the writer an opportunity to convey his main request: he would like to meet with the reader. Commented [JP4]: The main section of the memo is the discussion, which conveys the detailed version of the writer's message. Often the discussion begins with the background: the facts that readers will need to know to understand the memo. In this case, the background consists of a two-paragraph discussion of the two models in the company's 500 series. Presumably, the reader already knows why the writer went on the trip. Commented [JP5]: Note that the writer ends this discussion with a conclusion, or statement of the meaning of the facts. In this case, the writer's conclusion is that the company should consider only the external drive. Commented [JP6]: A recommendation is the writer's statement of what he would like the reader to do next. In this case, the writer would like to sit down with the reader to discuss how to proceed. interoffice communication Summary Discussion Recommendation Organizing a Memo Organizing a Memo When you write a memo, organize it so that it is easy to follow. Consider these five organizational elements. • A specific subject line. “Breast Cancer Walk” is too general. “Breast Cancer Walk Rescheduled to May 14” is better. • A clear statement of purpose. The purpose statement is built around a verb that clearly states what you want the readers to know, believe, or do. • A brief summary. Even if a memo fits on one page, consider including a summary. For readers who want to read the whole memo, the summary is an advance organizer; for readers in a hurry, reading the summary substitutes for reading the whole memo. • Informative headings. Headings make the memo easier to read by enabling readers to skip sections they don’t need and by helping them understand what each section is about. In addition, headings make the memo easier to write because they prompt the writer to provide the kind of information readers need. • A prominent recommendation. Many memos end with one or more recommendations. Sometimes these recommendations take the form of action steps: bulleted or numbered lists of what the writer will do or what the writer would like others to do. Here is an example: Action Items: I would appreciate it if you would work on the following tasks and have your results ready for the meeting on Monday, June 9. • Henderson: recalculate the flow rate. • Smith: set up meeting with the regional EPA representative for some time during the week of July 13. • Falvey: ask Armitra in Houston for his advice. Organizing a Memo