Office communication for students 1

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