Analysis organised by criteria, with the matrix

The section the memo is marked on most

R-memo's analysis line is the heaviest: analysis organised by criteria (headed sections or a table), qualitative and quantitative both, assumptions stated. The structure is the stage-3 matrix turned into prose: one heading per criterion, with the weight beside it; under each heading, one sentence per alternative giving the score's reason; the matrix as a table in the section (or in an appendix that the section points to), with the weighted-total row; the assumptions listed; any external fact cited; and the sensitivity result in one line. The reader can then check any cell against its reason and any total against its cells.

Worked example — Lakeshore's analysis

> Analysis > > Four alternatives were assessed — A keep and repair the current press; B buy a new press ($260,000, bank loan at 7 % over five years); C lease a new press ($58,000 a year for five years, maintenance included); D outsource large-format work to a Hamilton trade printer — against five criteria weighted by the objectives set out in the brief. Scores are 1–5; the matrix is Table 1. > > Annual cost (0.30). A: repairs were $38,000 last year, up from $9,000 three years ago, and the trend is upward — 2. B: the loan payment of about $63,400plusabout$4,000 of repairs, about $67,400 a year — 2. C: $58,000 with maintenance included, the lowest of the three fixes — 3. D: margin on $310,000 of large-format work falls from 42 % to 18 %, about $74,400 a year forgone — 1. > > On-time reliability (0.25). A: 14 breakdowns last year; on-time delivery fell from 96 % to 84 % and two of three key accounts have said they may leave — 1. B and C: a new press under a maintenance agreement — 5 each. D: on-time performance depends on the trade printer's schedule — 3. > > Cash-flow impact (0.15). A: no outlay — 5. B: $260,000 of new debt — 1. C: no outlay; a monthly commitment — 4. D: no outlay; margin lost gradually — 4. > > Staff impact (0.15). A, B, C: both press operators kept — 5. D: two operators redundant — 1. > > Flexibility (0.15). A: nothing committed — 3. B: a press owned for years and debt for five — 2. C: a fixed term with an exit and an upgrade clause — 4. D: a contract that can be ended — 4. > > Table 1 — the decision matrix (below). Weighted totals: A 2.80, B 3.05, C 4.10, D 2.40. > > Sensitivity. The lease leads under equal weights (4.20) and under a cost-dominant weighting (3.80), and still leads with its flexibility score cut to 2 (3.80); the result is robust. > > Assumptions. Large-format volumes stay roughly flat; the lease quote's maintenance terms cover parts and labour (confirmed by Meridian on 12 November); the loan rate of 7 % is the bank's indicative rate of 4 November. Source: the trade printer's quote and the two lease quotes are in Appendix A.

Every criterion is a heading; every alternative has a sentence under every heading; the numbers a reader would want are in the sentences; the table is in the section; the sensitivity is one line; the assumptions are written down and one external fact is sourced.

The failure — organised by alternative

> Option A: keep the press. Keeping the press costs nothing up front and keeps the staff, but repairs are rising and reliability is poor… Option B: buy. Buying gives a new press but takes on $260,000 of debt… Option C: lease. Leasing gives a new press with no debt…

This reads as four sales pitches, and the reader has to hold five criteria in her head to compare them. Organising by alternative also invites the writer to argue for the favourite — the section on C grows, the section on B shrinks — and a marker reads that as advocacy. The criterion-first structure forces every alternative to be assessed on the same terms, which is what objective means in a memo.

Write two criterion sections for the clinic

Annual cost (0.20). Paper book: nothing new — 5. Reminder-only service: about $60 a month — 4. Full online booking: about $150 a month — 3. Hybrid: about $150 a month — 3. Scheduling accuracy (0.20). Paper: one book, two hands, two double-bookings last month — 1. Reminder-only: the book is unchanged — 1. Full booking: one shared calendar — 5. Hybrid: shared calendar for most bookings; phone bookings still keyed in — 4. Now the other three rows, then the table, then the sensitivity line from module 6 (ease of use +0.10 puts the hybrid ahead, 3.75 to 3.60).

Now the bike shop, cold

The exam asks for the whole analysis section from your module-6 matrix. Headings by criterion, a sentence per cell, the table, the assumptions, the sensitivity that reversed the order under a cost weighting of 0.40.