Follow
Publications: 109 | Followers: 0

CONDITIONS OF SERVICE - Government General Services Union

Publish on Category: Birds 0

GOVERNMENT GENERAL SERVICES UNION
PREPARING MANAGEMENT SUPPORT OFFICERSFOROFFICE MANAGEMENT ASSISTANTPRESENTED BYF K YARROOMINISTRY OF HEALTH AND QUALITY OF LIFE(5754 6786)SEPTEMBER 2017
CORRESPONDENCEREPORTMINUTE
UNDERSTANDING COMMUNICATION
Two-wayprocessof reachingmutualunderstanding, in whichparticipantsnot onlyexchange(encode-decode)information,news,ideasandfeelingsbut alsocreateandsharemeaning.Ingeneral, communication is ameansof connecting people orplaces. Inorganisations. It is a keyfunctionof managementAnorganisationcannotoperatewithout communication between levels, departments andemployees.
UNDERSTANDING COMMUNICATION
Components of communication:SenderReceiverContent of MessageContext( non verbal communication - expressions; gestures; body language)Delivery methodchosen (must best suitthe stakeholders likephones,emails,letters,minutes)BARRIERS– (INTERFERENCE;AMBIGUITY;LANGUAGE)
RULES FOR OFFICIAL CORRESPONDENCE
RULES FOR OFFICIAL CORRESPONDENCERULE 1:NEVER USE:Metaphor(an implied comparison-Time is a thief)Similecompares two different things in an interesting way ( uses“as”&“like”-They are as differentasnight and day)Longword whenShortword will doIfpossible to cut out a word, betterdo itPassivewhenActivecan be usedForeignphrase/Scientific word/Jargonif you can think ofequivalentwords(cont)
RULES FOR OFFICIALCORRESPONDENCE (cont)
RULE 2: IF U HAVE A CHOICE, PREFER:SHORTtoLONGwordsCONCRETEtoABSTRACTtermsHOMEtoFOREIGNwordsNON-TECHNICALtoTECHNICALwordsREMEMBER: use words thatsuit the subjectand areintelligibleto thereader(cont)
RULES FOR OFFICIAL CORRESPONDENCE (cont)
RULE 3: AVOIDCIRCUMLOCUTION AND EUPHEMISMSEXAMPLE:The Officer Has Reached The Age Equivalent To Three Score And TwoCAN SIMPLY BE WRITTEN ASThe Officer Is Sixty Two YearsOld(cont)
RULES FOR OFFICIAL CORRESPONDENCE (cont)
RULE 3:CONSTRUCT YOUR PARAGRAPH WITH CARE.If Participle Is Used, It Should BeIn AgreementAndNeither Misrelated NorUnrelated.EXAMPLE:Waiting for the bus a branch fell on my head(BAD)As I was waiting for the bus, a branch fell on my head (GOOD)(cont)
RULES FOR OFFICIAL CORRESPONDENCE (cont)
RULE 4: WRITE SIMPLE SENTENCES AND SHORTPARAGRAPHSDONOT PATRONISEthe reader and implyHOW CLEVERyouareAIMatWINNINGthe reader over whatYOU THINK. SO BE:PERSUASIVE;READER FRIENDLY;ANDNOTARROGANTIf you alwaysTHINK BEFOREPUTTING PENtoPAPER (writing)= you are moreLIKELYto beCLEAR
ADMINISTRATIVE CORRESPONDENCE
BASIC RULE:All administrative correspondence should beEASY TO READ.ALWAYS WRITE:CORRECTLY:withoutmistakes;verbsproperly conjugated of & sentences wellpunctuatedCLEARLY:shortsentences andorderlywritten ideasCONCISELY:avoidrepetitionbut ensurefair treatmentof the subjectSIMPLY:avoidpretentiouswords
OFFICIAL LETTERS ( TO PUBLIC)
DEAR SIR:LETTER HEAD- ARMORIAL BEARINGS (COAT OF ARMS)]NAME AND ADDRESS -OF MIN/DEPTREFERENCE NUMBER -FILE NUMBERTOP LEFT HAND CORNER(bothSender&Recipient, if applicable)DATE:TOP RIGHT HAND CORNER(no commais used &itmay takedifferent forms).EX: 05September 2011; 5thSeptember 2011; 05.09.11 etc
OFFICIAL LETTERS ( TO PUBLIC)
SALUTATIONS:(addressing- followed by acomma):(Sir/ Madam,; Dear Sir,/ Dear Madam,; Dear Colleague,/ My dear Colleague,)TITLE/SUBJECT MATTER(not more than6words preferably. Should berelevant & indicative)
OFFICIAL LETTERS-DEAR SIR (cont)
OPENING OF THELETTER:(nextline - commonlybeginswith:“withreferenceto”;“wouldyou please referto”etc.)NOTE:Alternatives:thankyou for your letter….;Ihave received your letter….etc.)BODY/CONTENTS:(contains information, description, requests, replies etc.Rules of writing apply).Numbering of paragraphsespecially if it islong tohelpthe reader.(tobe decided by signatory)
OFFICIAL LETTERS-DEAR SIR (cont)
ENDING THE LETTER:ends withyours faithfully/I am, yours faithfullyfollowed by acomma;signature;surnameandtitlePerm sec/Supervising Off/SCEetc.)NOTE:Don’t forget to writeFOR, if signing for someone elseSignature on the right hand sideAddress on the corresponding left hand sideNAMEandADDRESS OFRECIPIENTNOTE: Unlike inFrench,No hyphenis used inEnglishfor address (EX:Port Louis;Saint Pierre)
OFFICIAL LETTERS-DEAR SIR (cont)
NAME & ADDRESS OF RECIPIENT:(at the level of the signature.Spellthecorrespondent’s nameproperly. Initials in namestakepoints(dots)butno spacein between.However, thereshould be space between initialsandName–Ex:A.B.CharlesAbbreviationsforhonours,degreesetc.take nopoints(dots)- ExMSc,MLAAddressesshould normallycontain no commas. EX:10Avenue BelleRose;QuatreBornes
MEMORANDA (MG FORM 2) -“FROM – TO”LETTERS’
PROVIDEDFOR CORRESPONDENCEBETWEEN GOVT DEPTSANDMINISTRIESSHOULDBEOFFICER TO OFFICEROROFFICE TO OFFICEBUTNOTMIXTURE OFBOTH-EX:FromSenior Chief Executive, MOH andQOLToCommissioner ofPoliceREFERENCE:TOPLEFT HAND CORNER (BOX PROVIDED)DATESENDERANDRECIPIENTSUBJECT MATTER(space provided-headingnotfollowed byfullstop)
DEMI-OFFICIAL CORRESPONDENCE
PROVIDED for useBETWEENPUBLICOFFICERS.NORMALLYBETWEENOFFICERS OF SIMILAR RANKin the serviceSALUTATIONandENDINGshouldBOTHBE EITHERHANDWRITTENORTYPEDBUTNOTAMIXTURE OFBOTH -Ex:From/ToMr….,Ministry of ……From/ToOmbudsman;From/ToChairman, PSC
THANKYOU
MINUTE SHEET
MINUTE SHEET
ENTRIES:From/ToMinistry Of …… ( No Need To Write- Perm Sec, Min Of….)HONORIFIC(HONOURABLE) need not beusedNOTES:SHOULD BESIGNEDMINUTES:SHOULD BESIGNED.NOTE:IfSignatureIsNotLegibleEnough,theNAMEoftheOfficershouldbeTYPEDOrWritten In BlockCapitalsRANKof theOFFICER(EVEN IFACTING)should be insertedDATE(can be written as5.9.11)
MINUTE SHEET -MINUTE WRITING
ADDRESS-hierarchy.Ex: SCE;Perm Sec,Deputy Psetc)REFERENCE (Refol()-if any)NUMBERING(as from 2ndpara.)MESSAGE:Rules of writingapplyShould beShortbutcomplete(refer to folio- details)ShouldStandaloneEnds withinformation,action,instruction,request for approval/considerationetc.Courtesy-pleaseSIGNATURENAMEandRANKandDATE
REPORT WRITING
REPORT WRITING
Every report contains some or all of the following:TITLE:(short but conveys essential message)IDENTIFICATIONMARKS:(initials of writer; class of report.eg cabinet memoetcCIRCULATIONLIST:(recipients)INTRODUCTION:(introduces issue and the outcome)METHODOLOGY:(how materials were assembled)DISCUSSION:(interpretation of factual info to reach conclusion)CONCLUSION:findings& ultimate result)RECOMMENDATIONS:(personal views for future action based on the conclusion)
THANK YOU

0

Embed

Share

Upload

Make amazing presentation for free
CONDITIONS OF SERVICE - Government General Services Union