2019-01-25T09:41:53+00:00 Assignments

Public Policy and Administration Practice Translation Memos

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Public Policy and Administration Practice Translation Memos

Public Policy and Administration Practice Translation Memos
Order Description
The practice translation memo is designed to instill in students the competency to translate public policy and administration research into practice. In doing so, students will demonstrate the ability to access, identify, evaluate, and use effectively the extant research on substantive topics. Students should select a recent journal article from any area within the public service literature, including: public policy and administration, nonprofit management, human resource management, criminal justice, social work, etc. Translation memorandums should be addressed to either a supervisor or elected official(s). Memos should be no more than six single-spaced pages, and no less than four single-spaced pages in length and include an overview to the article?s topic and its relevance to public administration, an identification of the research question(s), and an evaluation of the findings and conclusions. Lastly, students must finish with a set of recommendations on how to either implement or apply the article?s recommendations/findings, or the student?s own recommendations based on their reading of the article. In-text citations should follow American Psychological Association (APA) guidelines and a full reference list should be included as an attachment to the memo.

 

Writing effective policy memos

What is a policy memo?

A policy memo is a document that provides analysis and/or recommendations for a particular audience regarding a particular situation or problem. A well-written policy memo reflects attention to purpose; it is well organized; and it has a clear, concise style.

Determining and responding to your audience

In most cases, you will know the audience for your work because (1) you have been hired by that individual or organization or (2) your instructor provides that information to you. Think carefully about the needs and expectations of your audience. For example, if your audience is an elected official seeking analysis on a highly technical matter, you should generally assume that the official lacks substantial technical expertise. You will need to define technical terms and provide enough background about the situation you are discussing that such a “lay” audience can grasp your arguments. On the other hand, if you are writing for a technically trained audience, you will waste time and energy providing background information that your readers already know.

Organizing an effective policy memo

Introduction

One distinguishing characteristic of a policy memo is that a summary of the document’s

conclusion(s) and recommendation(s) is placed right at the beginning of the memo.

Remember that the purpose of the document is generally to provide your audience advice

about a particular decision, project, or policy stance. Thus, you open the memo by

summarizing the problem or situation about which you are writing, and by providing a very

brief summary of the conclusions/recommendations you have reached during your analysis.

The rest of the memo is designed to support the conclusions or recommendations you

present.

Background

Keeping in mind that different audiences need different amounts of background information

(see above), follow your introduction with a concise summary of any historical or technical

that your audience needs to understand the arguments you are building. (It may be that no

background information is needed at all.)

Supporting arguments or analysis

Once you have set the stage for your audience, show how this information leads logically to

the conclusions/recommendations you have provided.

1 11.479 – Water & Sanitation Infrastructure Planning Spring 2004

Style and format

Your ideas will be no more meaningful to the reader of your memo than you are able to make them. Meaning is not just embellished by style; rather, the two must function together. Muddled writing reflects hazy thinking. Your prose should be simple, clear, and easy to read; you will confuse, not impress, your readers with sophisticated vocabulary. Your reader should be able to describe your conclusions and the general arguments you used to reach them after only one reading of your memo.

Some tips on achieving an effective writing style:

(1) Choose the simplest words available to express your ideas. When discussing technical information, avoid the use of jargon–or at least define your terms clearly.

(2) Make your sentences “active”; avoid phrases such as “there are” or “it is.”

(3) Use one paragraph to develop one idea or argument. Make that idea or argument explicit within the first one or two sentences of the paragraph.

(4) PROOFREAD CAREFULLY. Don’t distract your readers from the content of your memo with poor spelling or grammar.

 

The format of the memo should be as follows:

(1) Memos must be typed on 8.5 X 11” or A4 paper with margins of one inch on all sides.

(2) Paragraphs should be single-spaced and should be separated by a double space.

(3) You may use any standard conventions for the layout of your memo, including numbering, bullets, indentation, etc. Do address the memo to your audience at the top of the page. See the attached sample for a suggested layout.

Length

The length of your policy memo assignment will be announced in class. Do not exceed this length limit! I am enforcing this rule for several reasons:

(1) I assume that you will continue to write persuasive documents for clients and/or colleagues in the future. Like you, most of these people are busy. They rarely have time to review lengthy documents; these generally wind up unread in a filing cabinet or waste basket. I’m hoping to help you craft documents that are concise and of use to your clients or colleagues.

(2) Confining yourself to a particular page limit encourages careful editing, establishing priorities, and paring your arguments down. In general, these practices also improve the flow and impact of your writing.

(3) Tightly written policy memos have a much better chance of influencing others toward a particular point of view.

2 11.479 – Water & Sanitation Infrastructure Planning Spring 2004

Getting help

I strongly recommend that you exchange your memos with other students in the class for proofreading and editing before you submit them. You can help one another with suggestions for clarity and content of your assignments.


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