Communication for work purposes GE-5-Group 7

GE-5

1. Communication for WORK PURPOSES

2. When you are in the workplace, there are some skills one has to master which are attending meetings and developing good communication skills among peers.  

3. GUIDELINES IN BUSINESS MEETING

4. Meetings allow employees to communicate within the institution and prompt them to have their assigned tasks done. Likely, through business meetings, goals, and plans are placed before the team members where they comment and share ideas on how to make the project feasible. Here are some steps to plan a successful conference among co-workers.

5. Call the meeting to order according to the scheduled time. Introduce new workers or guests during the start of the meeting. Those co-workers who are late need to catch up during or after the meeting. Step 1: Step 2: Pass an agenda during the meeting so that co-workers will be guided step by step in the discussion.

6. Provide a summary of the previous meeting as the secretary reads the undertakings. Step 3: Step 4: End the meeting on time, an agenda should list all the points to be taken during the discussion. Time each segment of the discussion so chit-chats can be avoided.

7. Ask the secretary to take the minutes of the business meeting for the decisions made, documentation and review in the next meeting. Step 5: Step 6: Prohibit members from insulting each other when the issue gets hot and intense. Instead call them in a separate occasion to resolve the conflict.

8. End the business meeting with optimism. Assign what each member must do and the issues to be tackled during the next assembly ( Balle , Ln.d ). Step 7:

9. TEMPLATE OF BASIC MEETING NOTES

10. Item #1 on the Agenda: •Include the name of the person making a presentation •Set out what was discussed after the presentation and any decisions made •Next steps: include specific task, name(s) of the person(s) who will be responsible for them, and a specific deadline

11. Item #2 on the Agenda: Repeat the information for each subsequent item on the meeting agenda.

12. DISTRIBUTING THE MINUTES OF THE BUSINESS MEETING

13. Once the minutes of the meeting have been prepared, they should be distributed to everyone on the team or committee involved. They will serve as a reminder to everyone in attendance of what was discussed, the decisions made, and what the next steps should be on the task or project in question.

14. If one of the participants notices something in the minutes that was recorded in error, they should contact the person who prepared them to ask that they be revised. If an item was overlooked, this should also be brought to the attention of the person who prepared the minutes so the item can be added. An updated version can then be distributed to everyone who attended the meeting.

15. WRITING IN THE WORKPLACE

16. Memo and Memorandum A memo is a written letter from one worker to another within the same company or organization. Thus, an office memo Is a short form of memorandum which is a note to help refresh the memory. Meanwhile a memo may not be sultable if it is a complex message or relating to lengthy conversation. This is why a memo is filed for future reference and may be used as a proof for legal matters (Business Consi ).

17. WRITING PERSUASIVE LETTERS

18. Letter of Business Request A letter of request must have an introduction stating the request and specifying the call of action with specific dates. The introduction is concise and persuasive with not more than two sentences. Persuasive writing motivates the reader to fulfil such request.

19. Letter of Business Request If the request is three or more things, it is advisable to use bullet points to allow the request clearer and specific. "The final paragraph should include a call to action, which is what the writer is specifically asking the reader to do.

20. Letter of Business Request Restate the initial request in this section, and add any pertinent deadlines by which a response is required along with an explanation. If the request involves making a payment, ensure that the final paragraph has all the relevant payment details that the reader needs" (How do you write a letter to request something?).

21. Reporting & Recording Process for Incidents Reports are a permanent record of events, incidents, problems, among many others. The purpose of incident reporting and investigations is to prevent a recurrence of the hazardous condition causing the event. It also ensures that we meet regulatory requirements. There are several kinds or reports each with a different purpose. Some reports keep and update people of undertakings in the department. Reports can also be used for statistical compilation, spot problems, or know the training requirements in a specific department. Others however serve to aid in legal proceedings.

22. Reporting & Recording Process for Incidents The impact of a poorly written report is that one's credibility might be affected if the issue goes to court. "A poorly written report can cause you to lose a case in court, perhaps resulting in a criminal being set free to kill, rape, steal, or commit arson again. Poorly written reports can make it difficult to accurately identify training and equipment needs. They can result in failure to take appropriate follow-up action on a problem ( Firebelle Productions, 2006). Content such as spelling punctuation, grammar and choice of words is very crucial in making incident reports. Even comma omission or wrong word can change the meaning of a statement.

23. CHARACTERISTICS OF A GOOD REPORT

24. Accurate and specific • Factual • Objective • Clear • Complete • Concise • Well-organized • Grammatically correct • Light on abbreviations ( Firebelle Productiona , 2006