Office Communication

Helps in the flow of information

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

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

WHYLarge 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 .

HOW

• MEMOS• NOTICES• AGENDA• MINUTES OF MEETING

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.

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.

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

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)

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.

FormatMemo no……………Date………………

To …………………From ……………………… Subject Heading………………..Background information• Briefly give the reason for writing.• Refer to previous communication.• Who? What? Where? When?Facts and Figures• Logical sequence.• ParagraphsAn Action Statement• Action you want the reader to take.• Action you will take.Deadline?Close - a one liner Name of the sender

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.

Common Types of Memos for you

• Directive - Downward• Response to an Inquiry- Upward• Trip Report - Horizontal• Field/Lab Report

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

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

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.

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.

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

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.

Style

•More effective to request than to command or demand.

• Approach of management be polite and persuasive, not threatening.

• Effort to foster good industrial relations. General warning, caution, danger notices.

• 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.

NAME OF THE INSTITUTION

Notice• Date

............................ heading .(Introductory in nature)............................

BODY

sign (name) designation

• 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..

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.

AGENDA

A document that outlines the contents of a forthcoming meeting.

It is usually sent along with the notice of the meeting.

•Purpose

• Agenda helps members to come prepared for the meeting.• Agenda helps in the smooth conduct of meeting.• Agenda ensures that only matters relevant to a particular meeting are discussed.• Agenda ensures that every point is taken up for discussion. •It apprises the members about the meeting of minutes of previous meeting.

FORMAT

1. COMPANY NAME2. NOTICE STATING PLACE, DAY, DATE AND TIMING.3. USE THE HEADING AGENDA.4. ITEMISE THE TOPICS TO BE DISCUSSED.5. REFERENCE AND DATE OF ISSUE.

(Organization Name Group Meeting Agenda Location Date Starting and Ending Time)

Agenda format Name of the company Dept. ( if required) • Date………………• Time……………• Venue………• App. Time of meeting

AGENDA• Points of Discussion: (List them)

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 /secretarySignature Name

ALLIED SALES CORPORATION CHENNAIThe next quarterly meeting of the Board of Directors will

take place on Monday, 17th September, 20.. At 5p.m. in the conference room.

AGENDA1. Minutes of the last meeting.2. Matters arising from the minutes3. Financial irregularities in Dharwar branch4. Re organization of work in Bangalore branch5. Any other business6. Date of next meeting

Minutes of the Meeting

Who takes it?Secretary only?Official record?

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.

Types of MinutesMinutes 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.

After the Meeting

to Ensure Effective Meetings

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.

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.

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.

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.

• Agenda• Xxxx xxxxx xxxxxxx xxxx • Xxxxxxx xxxxxxxxx xxxx xxxx • Discussion, decisions, assignments• First agenda item. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

Second agenda item. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx.

Additional items. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxx.

• Tentative agenda for the next meeting• Xxxxxxxxxxxxxxx Xxxxx Xxxxxxxxxxx • Xxxxxxxxxx Xxxxxxxxxxxx • Call (insert your name and

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• Axxxx

BxxxxCxxx (Chair)Dxxxxx*Exxxx*Absent number) with additions or corrections to these minutes

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

• Resolutions/ decisions• 1.• 2

• Follow up action if required• Task• Resource person • Date on which the task started and date

accomplished.

• Participants- Names of all the members including absentees (Agenda)

• 1. Name and signature• 2.• 3.• 4. ABC*

• *Absentees• (reasons of absence)

• 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.

• Narratives and decisions1. 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

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

Characteristics

• Concise• Correct• Clear• Conversational tone• Single theme• Maintain readability

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

•THANKS