Discover Lane: Proactive vs Reactive Memos

Welcome back to another edition of Discover Lane! Our very own breakdown of how to create more meaningful content to populate onto your platform to better serve members of your workplace community.

Best Practices:
  • Provide the contact information of the appropriate member of the Property Team as a point person to answer questions or field requests. This provides peace of mind to your subscribers in times of uncertainty.
  • Provide a clear way to signify that the memo is being updated as more information becomes available, like an update to a news story.
  • Use info rows, to highlight key info points. Always be succinct!
  • Provide links to resources from reputable sources for further detailed information.

Workplaces today are nerve centers of change. Effective memos are often the best solution for quick knowledge transfer and widespread dissemination of info.

A memo is a mid-length announcement that is best broadcast widely across your organization or to the entirety of the building complex’s community.

Today, we’ll clarify how to draft memos created with two different approaches:

  1. Proactive Messaging
  2. Reactive Messaging

1. Proactive Messaging

When writing a proactive memo for your workplace community, it means that the subject matter is known information that simply needs to be relayed to the masses. It’s better to be proactive with messaging so that you’re able to ensure that you are publishing information that is factual, complete, and one source of truth for your subscribers. 

This could be information regarding:

  • Upcoming improvements to the building, such as construction, maintenance, pre-scheduled outages or policy changes
  • Seasonal notices, like statutory holidays, or observances
  • General Health and Safety information
  • Announcements about events or campaigns 
  • Alerts or warnings of upcoming happenings like weather advisories or regional events

Best Practices:

  • Plan out memos in an editorial calendar and pre-schedule what is known
  • Use targeting to broadcast the message to the correct audiences using sub-channels or teams
  • Use notifications to inform the community via email or push alerts sent to subscribers’ devices

 

2. Reactive Messaging

Reactive messaging means that the Property Team is reacting in real-time to a change or unknown event happening in the building.
This could include: 

  • Emergencies, unknown or unexpected events such as disruptions, breakdowns or accidents
  • Safety and security risks, such as suspicious activity in or around the building
  • Regional Advisories, such as natural disasters or health crises 

Provide the contact information of the appropriate member of the Property Team as a point person to answer questions or field requests. This provides peace of mind to your subscribers in times of uncertainty. Best Practices:

  • Provide a clear way to signify that the memo is being updated as more information becomes available, like an update to a news story.
  • Use info rows, to highlight key info points. Always be succinct!
  • Provide links to resources from reputable sources for further detailed information.

🏆 Keep memos simple by centering around one topic. Refrain from including multiple calls-to-actions and too many busy content blocks that could dilute your main message!

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