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1. Communication
Office Management
Office Management 1
Nov 23, 2012

2. Communication
Definitions:
 The activity of Communicating;
 The sharing of ides, knowledge or feeling;
 The process of transmitting information and
feelings through verbal and non-verbal
information
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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.
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4. Communication (Cont.)
Essential Elements of Communication:
The sender;
The message;
The medium;
The receiver; and
The feedback.
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5. Communication (Cont.)
Objectives of Communication:
 Conveying the right message;
 Coordination;
 Good relations;
 Development of managerial skills; and
 Effectiveness in policies.
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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.
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7. Communication (Cont.)
 Barriers of Communication:
 Muddled Messages;
 Stereotyping;
 Wrong Channels;
 Language;
 Lack of Feedback;
 Poor Listening Skills;
 Interruptions; and
 Physical Distractions.
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8. Communication
(Answers to Practice Exercise)
a) False
b) True
c) True
d) True
e) True
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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
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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.
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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
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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.
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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;
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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.
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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.
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16. Forms of Communication
 Official Letter;
 Memorandum;
 Demi-official letter;
 Un-official reference;
 Endorsement;
 Notification;
 Press communiqué/notes; and
 Office order
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17. Forms of Communication
(Cont.)
Official Letter: used for correspondence
with Federal Govt., other Provincial
Governments, Pakistan Mission Abroad,
Foreign Missions in Pakistan, Public
Service Commission, the High Court,
and other public bodies and individuals,
Attached Departments & subordinate
offices.
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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.
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19. Forms of Communication
(Cont)
Office Memorandum: Used for
communication with subordinate offices
or offices of the same status; used in
cases where reference can be made
briefly without observing the formalities
of an official letter.
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20. Forms of Communication
(Cont.)
MEMORANDUM
Telephone No. GOVERNENT OF N.W.F.P.
Of the Sender Name of the Department/Wing
Number of lette r___________
Date and place of issue
To:
Designation and Address of the addressee
Subject:________________________________________________
Memorandum
Reference___________________________________________
Text_________________________________ _______________
_________________________________________________________
Particulars of documents attached, if any.
Signature
(Name of the sender in block letters)
Designation of the Sender.
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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.
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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
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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.
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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.
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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
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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.
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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
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28. Forms of Communication
(Cont.)
Office Order is used for conveying
instructions to be followed by the
department/office and for making
appointments, promotions, transfers,
and leave etc.
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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……………………….
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30. Forms of Communication
(Cont.)
Press Communiqué is used for giving a
wide publicity to a government decision
or policy through the press.
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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.
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32. Summary for Provincial
Cabinet Rule 21
Heading (Summary for Provincial
Cabinet).
 (b) Minister Incharge (if any).
 (c) Secretary Incharge.
 (d) Subject.
 (e) Contents:
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33. Summary for Provincial
Cabinet Rule 21
Contents
 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.
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