Office communication for students 1


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Office communication for students 1

  1. 1. Office Communication<br />Helps in the flow of information<br />
  2. 2. Whole class<br />Curriculum- Theory and concepts emphasized<br />Extensive use of Internet and Library for research/ self study/ learning<br />All written work done in the classes/lab<br />Continuous assessment charts – kept by each student individually<br />
  3. 3. Class 1 contd.<br />Introduction of all 4 items of unit 1- interactive session<br />Self Evaluation Graph per each student<br />X axis - units & dates<br />Y axis - grades from 1 to 10<br />
  4. 4. WHY<br />Large companies need efficient system of communication within the organization to enable the different departments and employees communicate with each other either in the same building or sections situated in different locations .<br />
  5. 5. HOW<br />MEMOS<br />NOTICES<br />AGENDA<br />MINUTES OF MEETING<br />
  6. 6. DEFINITIONS<br />A memo is a short piece of writing ,generally used for internal communication. It is also called interoffice memorandum.<br /> Notice is generally a way of informing about meeting and describing a legal concept, specifying day, date, time and place of meeting.<br />Agenda is an official list of things to be done or dealt with at a particular meeting.<br />The official record of discussions held and decisions taken at a meeting are called minutes.<br />
  7. 7. Importance of memo<br />Enables officers to maintain good business relationships(in house communication)<br />Used for Information, clarifications, reminders and authorizations.<br />Accountability.<br />record of facts-Means of concise communication<br />ensures quick and smooth flow of information in all directions. <br />memo form used for short reports which helps to take a decision.<br />
  8. 8. MEMO’S do’s<br />Plain, informal and more direct<br />Objective, matter-of-fact, and lucid(reports)<br />Start with a statement of the purpose<br />Paragraphs short, much like newspaper articles.<br />Audience Focused <br />
  9. 9. MEMO’S don'ts <br />Memos do not contain a salutation (i.e. Dear ____,) or a signature (i.e. Sincerely, so and so).<br />Memos are not official until you initial next to your name in the “from” spot.<br />Do not attempt to make an emotional or psychological impact.<br />Do not use difficult language or jargon.<br />Avoid using details. ( one context only)<br />
  10. 10. Format<br />In house style. <br />Name of the organization/the department.<br />Include your job title and your reader's.<br />Consider using bullets in front of items in a list.<br />Inform readers about the context (one context per memo)<br />Name of the sender and contact information at the bottom.<br /> Mention enclosures if any.<br />
  11. 11. Format<br />Memo no……………<br />Date………………<br />To …………………<br />From ………………………<br /> Subject Heading………………..<br />Background information<br /><ul><li>Briefly give the reason for writing.
  12. 12. Refer to previous communication.
  13. 13. Who? What? Where? When?</li></ul>Facts and Figures<br /><ul><li> Logical sequence.
  14. 14. Paragraphs</li></ul>An Action Statement<br /><ul><li>Action you want the reader to take.
  15. 15. Action you will take.</li></ul>Deadline?<br />Close - a one liner <br />Name of the sender <br />
  16. 16. STEPS<br />Create a header at the top. <br />Create a paragraph that discusses the problem.<br />Create a paragraph that proposes the solution.<br />Create a call to action.<br />Reference attachments. <br />
  17. 17. Common Types of Memos for you<br />Directive - Downward<br />Response to an Inquiry- Upward<br />Trip Report - Horizontal<br />Field/Lab Report<br />
  18. 18. Heading<br />TO: Name and job title and your reader's.<br />FROM: your reader's name and job title.<br />DATE: <br />SUBJECT : be specific<br />Purpose (message)<br />Summary<br />Action<br />Necessary Attachments- lists, graphs, tables, etc<br />
  19. 19. Message<br />The first sentence - a purpose statement, concise and direct. <br />Provide a context (background) for readers.<br />Use lists to draw attention to specific information.<br /> For Example<br /> To receive a degree in engineering, you must complete the following:<br />1. Core Courses <br />2. Elective Courses <br />3. Senior Design <br />
  20. 20. NOTICE<br /> Notice is a popular and effective way of communication reaching out to the general staff for whom they are meant. Many notices require signatures of staff or some other indication of agreement or disagreement with some proposal , policy decision, etc.<br />Notice is the legal concept describing a requirement that a party be aware of legal process affecting their rights, obligations or duties.<br />
  21. 21. Types of Notices<br />General notices- pinned on the wall- General warning, caution, danger notices.<br />Public notices – Regarding legal proceedings,<br /> notification of Board meetings(local newspaper, radio, internet and television.<br />Circulars – for seeking opinions of the staff members on matters of importance to the organization.<br />Questionnaires - for opinions and suggestions.<br />Tender notices- A tender is a written or formal offer to supply goods or do a job for an agreed price.<br />
  22. 22. Public notices<br /> Issuing public notices is a routine affair with companies. <br /> Annual general body meeting<br /> Termination of the services<br /> Warning the public in general<br /> Loss of equity shares<br /> Opening & Closing of public issues <br /> Caution notices <br />
  23. 23. Format for Special Notices<br />Write the word "Note" followed by a colon. (Underline the word, or use bold if you have it.)<br />Begin typing the text of the note one space after the colon(not bold)<br />Single space within the text of the note; skip one line above and below the note.<br />Align the note with the text to which it refers.<br />
  24. 24. Style<br /><ul><li>More effective to request than to command or demand.
  25. 25. Approach of management be polite and persuasive, not threatening.
  26. 26. Effort to foster good industrial relations. General warning, caution, danger notices.
  27. 27. Instructions must often emphasize key points or exceptions. </li></li></ul><li>Writing Instructions<br />Plan the introduction to your instructions carefully<br />Clear, simple writing <br />A thorough understanding of the procedure in all its technical detail.<br />Your ability to visualize the procedure in great detail and to capture that awareness on paper<br />Define the audience and situation of your instructions.<br />Finally, your willingness to go that extra distance and test your instructions on the kind of person you wrote them for.<br />
  28. 28. NAME OF THE INSTITUTION<br />Notice<br />Date ............................ heading .(Introductory in nature)............................ BODYsign (name) designation<br />
  29. 29. A notice about a meeting of the Board of Directors of a company.<br />MDH LIMITED<br /> 28 Najfgarh Road, New Delhi<br /> NOTICE<br /> A meeting of the board of Directors of the Company will be held on Wednesday, the 28th May, 20.. at 4 p.m. at the Registered office of the Company at 28 Najfgarh Road, New Delhi to consider, approve and to take on record the unaudited half-yearly Financial Results for the period ended 31st March, 20..<br /> For and on behalf of the Board<br /> M.P. Jain<br /> Managing Director<br /> New Delhi<br /> 5th May, 20..<br />
  30. 30. Notice is also combined with the document of Agenda. <br />The portion on the top is known as notice.<br /> It gives the details of the type, place, day and time of meeting.<br />
  31. 31. AGENDA<br />A document that outlines the contents of a forthcoming meeting.<br /> It is usually sent along with the notice of the meeting.<br />
  32. 32. <ul><li>Purpose
  33. 33. Agenda helps members to come prepared for the meeting.
  34. 34. Agenda helps in the smooth conduct of</li></ul> meeting.<br /><ul><li> Agenda ensures that only matters relevant to a particular meeting are discussed.
  35. 35. Agenda ensures that every point is taken up for discussion.
  36. 36. It apprises the members about the meeting of minutes of previous meeting. </li></li></ul><li>FORMAT<br />COMPANY NAME<br />NOTICE STATING PLACE, DAY, DATE AND TIMING.<br />USE THE HEADING AGENDA.<br />ITEMISE THE TOPICS TO BE DISCUSSED.<br />REFERENCE AND DATE OF ISSUE.<br /> (Organization Name<br /> Group Meeting Agenda<br /> Location<br /> Date<br /> Starting and Ending Time)<br />
  37. 37. Agenda format<br /> Name of the company <br /> Dept. ( if required) <br />Date………………<br />Time……………<br />Venue………<br />App. Time of meeting<br />AGENDA<br />Points of Discussion: (List them)<br />
  38. 38. CONTD.<br />1. Reading of the minutes of the previous meeting.<br />Rest of the agenda items.<br />Any other issue with permission of the chair.<br />Participants<br />1. Chair <br />Members<br />1.<br />2.<br />Agenda prepared by /secretary<br />Signature <br />Name<br />
  39. 39. ALLIED SALES CORPORATION<br /> CHENNAI<br />The next quarterly meeting of the Board of Directors will take place on Monday, 17th September, 20.. At 5p.m. in the conference room.<br /> AGENDA<br />1. Minutes of the last meeting.<br />Matters arising from the minutes<br />Financial irregularities in Dharwar branch<br />Re organization of work in Bangalore branch<br />Any other business<br />Date of next meeting<br />
  40. 40. Minutes of the Meeting<br />Who takes it?<br />Secretary only?<br />Official record?<br />
  41. 41. Minutes of Meetings<br />Minutes are the official record of the proceedings of a meeting.<br />Minutes must be precise, concise and accurate record of decisions and resolutions.<br />The validity as well as legality of the proceedings depends on the faithful recording and formal approval of the proceedings and resolutions by the appropriate authority.<br />
  42. 42. Types of Minutes<br />Minutes of resolutions<br /> In this type of minutes, only the resolutions passed at a meeting are recorded and no reference is made to any discussion preceding the resolutions. No mention is made even of the movers and those who second of the resolution. <br />Minutes of narrations<br />Minutes of narration are somewhat similar to a report here, in addition to the resolutions passed, a brief account of the discussion and the voting pattern is also included. <br />
  43. 43. After the Meeting <br />to Ensure Effective Meetings<br />
  44. 44. Publish Meeting Minutes<br />Publish your minutes and action plan within 24 hours<br />They still have a fresh memory of action plan.<br />They remain enthusiastic and ready to get started. <br />People wait for the minutes to arrive before they begin to tackle their commitments.<br />
  45. 45. Effective Meeting Follow-up<br />Respecting and observing deadlines and follow-up.<br />what you ask for gets accomplished.<br />Meeting planner’s goal is to check progress and ensure that tasks are underway. <br />
  46. 46. Accountability for Follow-up <br />Establish norms of consequences early in the cycle.<br />Check progress at the next meeting and if there is a real roadblock to progress, determine how to proceed.<br />
  47. 47. Debrief the Meeting Process <br />Debriefing each meeting is a powerful tool for continuous improvement<br />Participants take turns discussing what was effective or ineffective and the progress they feel the group is making<br />Future meetings reflect the evaluation. <br />
  48. 48. Agenda<br />Xxxxxxxxxxxxxxxxxxxx<br />Xxxxxxxxxxxxxxxxxxxxxxxx<br />Discussion, decisions, assignments<br />First agenda item. XxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxXxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.Second agenda item. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.Additional items. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxx.<br />Tentative agenda for the next meeting<br />XxxxxxxxxxxxxxxXxxxxXxxxxxxxxxx<br />XxxxxxxxxxXxxxxxxxxxxx<br />Call (insert your name and<br />
  49. 49. Sample Template for a Meeting-Minutes Report<br />Group name, date, and place (if it changes) Meeting title<br />Follow-up action <br />Person <br />Date <br />Next meeting <br />All <br />Date, time, place (if it changes) <br />A description of any action that someone committed to work on or complete before the next meeting <br />The person or group who committed to the action <br />Date and time for completion or ASAP, soon, or next week. <br />Present<br />AxxxxBxxxxCxxx (Chair)Dxxxxx*Exxxx*Absent number) with additions or corrections to these minutes<br />
  50. 50. MINUTES OF MEETING<br /> Name of the institution<br /> Dept.<br /> Meeting will be held <br />Date..<br />Time convened<br />Time ended or adjourned<br />Venue..<br />Agenda --Agenda repeated as discussion took place according to that<br />
  51. 51. Resolutions/ decisions<br />1.<br />2<br />Follow up action if required<br />Task<br />Resource person <br />Date on which the task started and date accomplished.<br />
  52. 52. Participants- Names of all the members including absentees (Agenda)<br />1. Name and signature<br />2.<br />3.<br />4. ABC*<br />*Absentees<br />(reasons of absence)<br />
  53. 53. Tentative Agenda for the next meeting :<br />1.<br />2.<br />3.<br />Minutes prepared by/for suggestions and improvements in the mins , please contact<br />Name of the preparer and his signature with date of preparation.<br />
  54. 54. Narratives and decisions<br />1. Reading of the mins of the previous meeting.<br />2. a. Suggestions: With reference to the point no. 2 in agenda , Mr. X suggested……<br /> b.) Seconded by Mr A what he said and supported.<br /> c. Opposed by…….What said<br /> d. Decisions taken- In spite of this what the decisions taken<br />
  55. 55. E-mail- most popular medium<br />Used both for reaching out to people within as well as outside the organization.<br />Speed<br />Low cost<br />Quick distribution<br />Flexibility<br />Easy Attachments<br />Easy upward communication<br />
  56. 56. Characteristics<br />Concise<br />Correct<br />Clear<br />Conversational tone<br />Single theme<br />Maintain readability<br />
  57. 57. Formatting E-Mail messages<br />Heading – Date, From, to, Subject, CC, BCC.<br /> (date appears automatically)<br />Salutation- name with Dear Mr., Ms., Dr.<br />Body- Content or main point<br />Closing- Thank you and regards.( like letter)<br />Signature- writer’s name<br />
  58. 58. THANKS<br />