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Communication

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  • 1. Communication Office Management Office Management 1Nov 23, 2012
  • 2. CommunicationDefinitions:  The activity of Communicating;  The sharing of ides, knowledge or feeling;  The process of transmitting information and feelings through verbal and non-verbal information Office Management 2Nov 23, 2012
  • 3. Communication (Cont.)Stages of Communication Process:  Preparing the Message;  Coding the Message;  Sending the message;  Channelising the communication;  Receiving the message; and  Decoding the message. Office Management 3Nov 23, 2012
  • 4. Communication (Cont.)Essential Elements of Communication: The sender; The message; The medium; The receiver; and The feedback. Office Management 4 Nov 23, 2012
  • 5. Communication (Cont.)Objectives of Communication:  Conveying the right message;  Coordination;  Good relations;  Development of managerial skills; and  Effectiveness in policies. Office Management 5Nov 23, 2012
  • 6. Communication (Cont.)Principles of communication:  Principle of Clarity;  Principle of Attention;  Principle of Consistency;  Principle of Adequacy;  Principle of Time;  Principle of Integration;  Principle of Informality; and  Principle of Feedback. Office Management 6Nov 23, 2012
  • 7. Communication (Cont.) Barriers of Communication:  Muddled Messages;  Stereotyping;  Wrong Channels;  Language;  Lack of Feedback;  Poor Listening Skills;  Interruptions; and  Physical Distractions. Office Management 7 Nov 23, 2012
  • 8. Communication (Answers to Practice Exercise) a) False b) True c) True d) True e) True Office Management 8Nov 23, 2012
  • 9. Noting and DraftingNoting: A Technique or Process for explaining a case in detail, with all supporting rules and regulations on the subject.Drafting: It is the result of noting process for facilitating the disposal of the case in the form of a communication Office Management 9 Nov 23, 2012
  • 10. Noting and Drafting (Cont.) Need for Noting: Notes are required where cases are to be put up to officers for decisions/orders. Conditions where notes are not required:  Cases covered by clear policy decisions;  Issue of reminders for getting information previously asked;  Supply of ordinary information;  Cases where powers are delegated to the officer concerned; and  cases where line action has already been indicated by higher officers. Office Management 10 Nov 23, 2012
  • 11. Noting and Drafting (Cont.) Permissible Abbreviations:  PUC: Paper under consideration  F.R: Fresh Receipt  C: Correspondence  U.O: Un-Official  D.O: Demi-Official  DFA: Draft For Approval  Memo:Memorandum  O.M. Office Memorandum  O.O: Office Order  Endt: Endorsement  O/c: Office Copy Office Management 11Nov 23, 2012
  • 12. Noting and Drafting (Cont.)Notes should the following points:  Important Points for Consideration;  Background of the case;  Rules position-relevant rules on the subject;  Points for decision; and  Recommendations. Office Management 12 Nov 23, 2012
  • 13. Noting and Drafting (Cont.)Instructions regarding Note Writing:  Should be legibly written on note sheets;  No note should be written on the receipt itself;  Note exceeding half a page should be neatly typed;  Note should have short connected paragraphs, each dealing with a particular point; Office Management 13Nov 23, 2012
  • 14. Noting and Drafting (Cont.)Instructions regarding Note Writing (Cont):  Long sentences and discursive style should be avoided;  Should be temperately worded and free from personal remarks;  Should bear the dated signature with full name of the officer recording the note; and  The officer who agrees with the preceding should only sign the note. Office Management 14Nov 23, 2012
  • 15. Noting and Drafting (Cont.)Instructions regarding Drafting:  Draft should be written or typed on double space with sufficiently wide margin;  Should bear the relevant File No. and subject;  Should clearly indicate the enclosures which are to accompany the fair copy; and  The officer under whose signature the communication is to issue should initial the draft as token of his/her approval;  Indicating appropriate priority e.g Immediate etc. Office Management 15Nov 23, 2012
  • 16. Forms of Communication Official Letter; Memorandum; Demi-official letter; Un-official reference; Endorsement; Notification; Press communiqué/notes; and Office order Office Management 16 Nov 23, 2012
  • 17. Forms of Communication (Cont.)Official Letter: used for correspondencewith Federal Govt., other ProvincialGovernments, Pakistan Mission Abroad,Foreign Missions in Pakistan, PublicService Commission, the High Court,and other public bodies and individuals,Attached Departments & subordinateoffices. Office Management 17Nov 23, 2012
  • 18. Forms of Communication (Cont.) Telephone No. GOVERNENT OF N.W.F.P. Of the Sender Name of the Department/Wing Number of letter___________ Date including the place of issue From: Name and Address of the sender To: Designation and Address of the address see Subject:________________________________________________ Dear Sir, I am directed to ___________(when purporting to issue under directions from (Government). I have the pleasure to __________(when not purporting to issue under directions from Govt. Yours faithfully, Signature ( NAME ) Designation of the Sender Particulars of documents attached, If any. Office Management 18Nov 23, 2012
  • 19. Forms of Communication (Cont)Office Memorandum: Used forcommunication with subordinate officesor offices of the same status; used incases where reference can be madebriefly without observing the formalitiesof an official letter. Office Management 19Nov 23, 2012
  • 20. Forms of Communication (Cont.)MEMORANDUMTelephone No. GOVERNENT OF N.W.F.P.Of the Sender Name of the Department/Wing Number of lette r___________ Date and place of issueTo: Designation and Address of the addresseeSubject:________________________________________________Memorandum Reference___________________________________________ Text_________________________________ ________________________________________________________________________Particulars of documents attached, if any. Signature (Name of the sender in block letters) Designation of the Sender. Office Management 20 Nov 23, 2012
  • 21. Forms of Communication (Cont.)Demi-official Letter:  Used for personal attention of certain officers in particular cases;  It is answered Demi-officially;  It is used to explain or supplement certain issue which has already been referred to officially; and  To save time in great urgency. Office Management 21Nov 23, 2012
  • 22. Forms of Communication (Cont.) DEMI OFFICIAL LETTER Name, Designation and GOVERNMENT OF N.W.F.P. Telephone No. of the NAME OF THE DEPARTMENT Sender D.O.NO…………………………… Place of Issue and Date Subject________________________________________________ My dear __________( when addressing officers of equal or junior status) ____________________________________________________________ Dear Mr.__________( when addressing officers of senior status) I am desired to (when purporting to issue under direction from Government) _____________________________________________________________ ____________________________________________________________ I am to ______________(in other cases). Yours Sincerely, Signature Name, Designation and Address of the addressee Office Management 22Nov 23, 2012
  • 23. Forms of Communication (Cont.)Un-official Reference:  Used between different departments when files are sent to other departments for information r advice; and  Generally used in secretariat. Office Management 23Nov 23, 2012
  • 24. Forms of Communication (Cont.) Endorsement: Used for:  Forwarding a copy of communication to others in addition to the original addressee;  Conveying brief instructions on orders/instructions received from department/office;  Conveying sanction of Govt. to expenditure or scheme to the Audit Office concerned; Endorsement should be:  Addressed by designation;  Written in third person; and  Free of salutations and subscriptions. Office Management 24 Nov 23, 2012
  • 25. Forms of Communication (Cont.) Endorsement Copy of memorandum/letter No…………….dated………… …….. From………………………………………………………………….. ………………………………………………………………………. Subject------------------------------------------------ (Contents) ------------- Government of N.W.F.P. Establishment Department (Cabinet Wing) Endst: No………………………….date…………………………….. A copy of ………………………….. is forwarded-to: - 1. …………………… 2. …………………… for information/for necessary action/for supplying the requisite information. Signature (Name in block letter) Designation of Issuing Authority Office Management 25Nov 23, 2012
  • 26. Forms of Communication (Cont.)Notification is used for making gazetted appointments, postings, transfers, and promotions etc used for making gazetted appointments, postings, transfers, and promotions etc and publishing of these along with rules, orders, bills, ordinances etc. in the official gazette. Office Management 26 Nov 23, 2012
  • 27. Forms of Communication (Cont.) NOTIFICATION GOVERNMENT OF N.W.F.P. Name of Department/Wing Date (place of issue)………. No……………………………The Governor of the N.W.F.P. is pleased It is hereby no tified Text…………………………………………………………………………… ………………………………………………………………………………… ……………………………………………………………….. Name in block letters Designation of the Issuing authority …………… ENDORSEMENT No……………………….. Dated…………………………………… A copy is forwarded to…………………………… ………………… All concerned………………………………………………………… ENDORSEMENT A copy is forwarded to the Manager, Government Printing and Stationery Department, NWFP, Peshawar for publication in the next issue of the Government Gazette. Signature (Name in block letters) Desig nation of the Officer Issuing the endorsement Office Management 27Nov 23, 2012
  • 28. Forms of Communication (Cont.)Office Order is used for conveyinginstructions to be followed by thedepartment/office and for makingappointments, promotions, transfers,and leave etc. Office Management 28Nov 23, 2012
  • 29. Forms of Communication (Cont.) OFFICE ORDER GOVERNMENT OF N.W.F.P. (NAME OF THE DEPARTMENT AND WING) Text ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… …………………………………………………………….. Dated (place of issue) Signature (Name in block letters) Designation of iss uing authority No.__________________ dated (place of issue), the __________________. A copy is forwarded to: 1………………………. 2………………………. 3………………………. Office Management 29Nov 23, 2012
  • 30. Forms of Communication (Cont.)Press Communiqué is used for giving awide publicity to a government decisionor policy through the press. Office Management 30Nov 23, 2012
  • 31. Summary for Governor, Chief Minister or Ministers Rule 34 to 37 concise - self-contained and referenced stating facts of the case & important points from notes and correspondence points for consideration specific recommendations Add 2 or 3 extra blank sheet of same type of papers signed by Secretary & placed on top of file. Office Management 31 Nov 23, 2012
  • 32. Summary for Provincial Cabinet Rule 21Heading (Summary for Provincial Cabinet). (b) Minister Incharge (if any). (c) Secretary Incharge. (d) Subject. (e) Contents: Office Management 32 Nov 23, 2012
  • 33. Summary for Provincial Cabinet Rule 21Contents History and background of the case with relevant facts; Issue involved; Points for consideration; Views of the Department and of any other Department if concerned; Specific recommendations with reasons; and The date on which it is submitted. Office Management 33 Nov 23, 2012