Halley’s Comet A memorandum, as it goes down the chain of command in an educational institution. SUBJECT : Operati...
Halley’s Comet
SAMPLE OFFICE ORDER
A memorandum, as it goes down the chain of command in
an educational institution.
SUBJECT : Operation Halley’s Comet
FROM : Chairman of the Board of Trustees
TO : The President
Tomorrow evening at approximately eight (8) p.m.,
Halley’s Comet will be visible in this area, an event which occurs only once
every seventy five (75) years. Have the
students fall out in the football fields in uniforms and I will explain this
rare phenomenon to them. In case of
rain, we will not be able to see anything, so assemble the students in the
auditorium and I will show them film of it.
FROM : The President
TO : Vice President for Academic Affairs
By order of the Chairman of the Board, tomorrow, at
eight in the evening, Halley’s Comet will appear above the football field, if
it rains, fall the students out in uniforms.
Then lead them to the auditorium where the rare phenomenon will take
place, something which occurs only once every seventy five years.
FROM : Vice President for Academic Affairs
TO : College Dean
By order of the Chairman of the Board, in uniform, at
eight o’clock in the evening tomorrow, the phenomenal Halley’s Comet will
appear in the auditorium. In case of
rain, in the football field, the Chairman of the Board will give another order,
something which occurs once every seventy five years.
FROM : Dean of College
TO : Academic Coordinators
Tomorrow at eight o’clock in the evening, the Chairman
of the Board will appear in the auditorium with Halley’s Comet, something which
happens every five years. If it rains,
the Chairman of the Board will order the COMET into the football area in
uniform.
FROM : Academic Coordinators
TO : Department Heads
When it rains tomorrow at eight in the evening, the
phenomenal, seventy-five year old Chairman Halley, accompanied by the President
will drive his Comet thru the football field area theater in uniform.
WHAT IS COMMUNICATION?
Communicating with others is at the heart of every
activity and of the every process of living.
It is the thread that lines the actions of the individual or
organization to its desired objectives.
It is also the way humans have of sharing feelings, thoughts, wants and
needs. Communication is a process which
enables us to share ideas with others.
It also examines the barriers that interfere with effective
communications.
COMMUNICATION –
-Is the transfer of information from one person to
another. It is a way of transmitting
ideas, facts, thoughts, feelings and values.
- Is what the receiver understands, not what the
sender says.
THE COMMUNICATION PROCESS
FEEDBACK FOR TWO-WAY
COMMUNICATION
DIRECTIONS OF OFFICIAL COMMUNICATIONS
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Downward
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Upward
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Lateral / Across
DIRECTIONS OF OFFICIAL COMMUNICATIONS
A. DOWNWARD
COMMUNICATION
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Visioning and motivational
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Job instructions
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Job rationale
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Policies, procedures and practices
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Feedback
B. UPWARD
COMMUNICATION
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Participatory-planning and decision-making
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Feedback on understanding of downward
communication
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Encourages submission of valuable
ideas/suggestions for improvements
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Unsolved work-related and issues and problems
C. HORIZONTAL
COMMUNICATION
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Tasks coordination
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Problem solving
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Information sharing
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Conflict resolution
D. INFORMAL
COMMUNICATION NETWORK
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Grapevine is _________.
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Grapevine is accurate (80 to 90 percent for
noncontroversial information)
E. INFORMAL
COMMUNICATION NETWORK (Continuation)
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Grapevine carries much information
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Grapevine provides management with feedback
about employee views/opinions
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Grapevine serves as the network over much
rumor travels
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Grapevine travels by cluster
POSSIBLE MAJOR GOALS OF COMMUNICATION TO THREE TYPES
OF RECEIVERS
When Communicating with Superiors:
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To provide respond to their requests
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To keep them informed of your progress
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To elicit their help in solving problems
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To sell them on your ideas and suggestions
for improvements
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To seek clarification of their orders and
instructions
When Communicating with Peers:
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To share for improvement
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To coordinate your activities with theirs
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To provide them with assistance
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To get to know them as individuals
When Communicating with Subordinates:
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To issue orders and instructions
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To persuade and sell them on changes
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To appraise their performances
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To compliment, reward and discipline
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To clarify your intentions, orders and instructions
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To get to know them as individuals
COMMUNICATION RESPONSIBILITIES
1. Be sure of the purpose of communicating. Two basic questions to answer: Is communication necessary? What are the goals of communicating?
2. Know the receiver.
Sender must look at intended audience to construct the message properly
and to determine who the specific receiver should be.
3. Construct the message with the receiver in
mind. The sender should try to put the
message into words what the audience will understand, and choose only those
words.
COMMUNICATION RESPONSIBILITIES
4. Select proper medium. The sender needs to elect the most
appropriate medium. The choice of a
medium to carry the message depends on the content of the message, who the receiver
will be, the receiver’s location and environment at the time of transmission,
and the time chosen to transmit the message.
Tips in Preparing Effective Written Communication
Points to remember in preparing written communication:
1. Determine
the purpose. Have clearly in mind
the purpose of your communication, knowing the purpose will help organize your
thought.
2. Think
about the reader. Tailor what you
say, and the way in which you express it so that the message is presented in an
appropriate way.
If
you say Yes to a request or offering something or giving pleasant news,
tell your reader right away.
Example: You will be glad to know that your request
was approved.
Points to remember in preparing written communication:
3. Be clear and concise. Use the best words and expressions to cover
your thoughts to the reader.
Specifically,
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Use basic English words not slang.
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Use the specific and concrete terms rather
than vague and misleading expressions.
If a technical term makes your writing clearer or more concise, use
it. However, you may avoid using a
technical term when a simpler word will do just as will, or when the term’s
meaning may not be clear to your reader.
Specifically,
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Keep paragraphs and sentences short. Sentences and paragraphs that express one
idea are easier to understand. Avoid
wordy phrase such as:
–
i regret to inform
–
would appreciate it
–
will acknowledge
–
please be advised
–
a great deal of
–
with references to
–
beg to inform you
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Avoid redundancy
Ex:
–
an honor and a privilege
–
combine into one
–
first priority
Specifically,
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Minimize the use of cliches such as:
–
bread- and -butter issue
–
tried and true
–
bottom line
4. Have a
logical progression of ideas.
A
well-planned communication must have the following parts:
–
Introduction - to attract the
attention and interest of the reader
–
Body - the main content -- the “meat”
–
Closing - should be the
natural and logical result of
what you have said
5. You should
strive for accuracy in mechanical and technical details especially in
references, statements, dates. Include
only the essential facts as dates and figures, names and other data and make
sure that they are correct. Incorrect,
insufficient and irrelevant information leave the reader in doubt and will
require additional communication.
6. Whenever
possible, use the active voice.
Your writing style will be more direct, will add strength to your
message as well as contribute to a conversational tone.
7. Adopt
the right tone. Be specific
without sounding threatening. Use
positive rather than negative approach.
–
Whenever possible, soften your NO by
offering an alternative action
Ex. Although we can’t … we can…
–
Point out a mistake tactfully
NOT
THIS BUT
THIS
You
failed to send We need your in your
report report to …
Use the passive voice to point out an error.
NOT
THIS BUT THIS
“You overlooked.” Something was overlooked.
–
Avoid scolding or blaming.
8. Check
for proper form, capitalization, spelling, word division, grammar and
punctuation.
9. Check
and polish your rough draft before you finalize your written communication.
COMMUNICATIONS IN DepED
1. DepED Orders
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issued as needed and are confined to
announcement of policies or of matters of general and reasonably permanent in
nature. The contents of the Orders
remain in effect until rescinded or amended
2. DepED
Memoranda
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issued when the instructions/informa-tion to
be conveyed/disseminated are of a temporary nature. Examples are announcements of conferences,
seminars, examinations, surveys, contests, celebrations, etc.
3. DepED
Bulletin
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usually deal with matters which are more
informational or instructional than regulative in nature
4. Unnumbered
Memoranda
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similar DepED Memoranda but limited in scope
or concern only one or a few regions or offices
5. Office
Orders
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similar to DepED Orders but contain
policies/instructions confined only to the DECS Central Office personnel
6. Office
Memorandum
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similar to DepED Memorandums but concern only
to the Central Office personnel
-- The first three issuances
mentioned are chronologically numbered by the Materials Production and
Publication Division. The other are not
numbered.
THE MEMO
The memo format is suitable
for most in-house instructional messages, whereas the letter format is more
suitable for outside contact. Any
instruction -- oral or written -- must be very clear and specific to avoid
misunderstandings.
Parts of a Memo
Principal Parts
A. Heading - guide words preceding the
body. Memo stationary may have headings
printed at the top of the page beneath the letterhead address: Date, To, From, Subject. The writer then fills in the appropriate
information after each guide word. Major
words in the subject line are capitalized.
B. Body -- the message of the
memo. Prepare it like the body of a
letter, with paragraphs that may not be indented. Since memo has no salutation, the first
paragraph begins two or more lines below the row of guide words.
C. Notations --
miscellaneous references such as the inclosure notation. Place notations in the same position as those
in a traditional letter.
CHANNELS/MEDIA OF
COMMUNICATIONS
A. FORMAL / OFFICIAL
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memoranda
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orders
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letters
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endorsements
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bulletins
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circulars
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reports
B.
INFORMAL
·
grapevine
·
electronic telecommunications (telephone,
radio, television, fax, e-mail,
internet, pager)
Sample
DepED Order
SAMPLE
DEPED MEMORANDUM
SAMPLE
MEMORANDUM UNNUMBERED
SAMPLE LETTER ENDORSEMENT
SAMPLE OFFICE ORDER
