COMMUNICATION STUDIES TWO Lecturer: Chevanese Y. Campbell

UNIT III WRITTEN BUSINESS COMMUNICATIONS

This is the range of written documents that are available for use in an organization. This entails the transmission of any message in black and white. They prepare workers for business, business transaction or to implement business decisions. For an organization to function properly it will need to pay attention to the range of written documentation.

TYPES OF WRITTEN BUSINESS COMMUNICATIONS  Letter(complaint, adjustment, request, application)  Memorandum  Minutes  Agenda  Notice  Report  Press Release  Forms  Resume

Written Business Communications  Communications written in the field of business or in the world of work will differ slightly from regular written communications. It will have to have a certain style and format.  Written Business Communications will have the same benefits and pitfalls as regular written communication however there are slight differences that must be highlighted when using written business communication.

Advantages of Written Business Communications  It ensures transmission of information in a uniformed manner.  It ensures little risk of unauthorized alterations in the message.  It tends to be comprehensive, obvious and accurate.  It ensures that everyone concerned has the same information.  It is permanent and can be used as a valid record

Disadvantages of Written Business Communication  It becomes difficult in maintaining privacy in written communication.  It is rigid and does not provide any scope for making changes for any inaccuracies that might have crept in.  It boosts ‘red-tapeism’ and involves too many formalities.  Too much paper work is involved.  It is costly in stationery and human input

TYPES OF WRITTEN BUSINESS COMMUNICATIONS

MEMORANDUM A memorandum is a short document used as an internal channel of communication. They travel within a company between and among employees. Memos communicate changes in policy, notification, brief reports and queries, notification of meetings or any other company information.

Memorandum Design The design includes: 1.The recipient’s name: This is the person whom the memo is intended for. It should contain the full name and job title of the receiver. 2.The sender: This is the person who sent the memo. This should include the full name, job title of the sender. A signature can be included to authenticate the document. 3.The Date: The full date on which the memo was sent. No abbreviations should be used. 4.Subject line: This tells what the memo is about. 5.Body: The message that is sent.

Guidelines for Writing a Memo 1. Memos should be short and to the point. 2. Memos should never be brusque as to seem rude. 3. Memos don’t contain salutation or complimentary close. 4. The body of a memo should resemble a letter in appearance.

TO: ALL staff FROM: Irma Brown, CEO, Finn Services DATE: July 27, 2003 SUBJECT: Agenda for Tuesday’s meeting. A meeting will be held on Tuesday 29 th of July at 3p.m in the cafeteria. The key issues are customer service preparation for the holiday season, advertising campaign suggestions, new retirement plan options and Changes in stocking procedures. Please prepare responses for discussion. Thank you.

Try Writing a Memo!  Pretend that you are the manager of an organization. There has been some issues regarding lunch time and the way in which workers dress for work.  Write a memo to employees reminding them about the importance of dress and work hours policies

NOTICE This is a written document used to give workers or members of a committee advance warning about the date and nature of the next business/staff meeting. A Notice may be written in one of several formats:  A form post card  Centered notification  Letter format  Memorandum

SPECIFICATIONS OF A NOTICE The notice must contain the following information:  The name of the company or entity sending the notice.  The date  The time  The venue/place  The purpose of the meeting  The name and signature of the person sending the notice.  A Notice should be given in advance of each meeting. This Notice must be at least five calendar days in advance of the meeting.

JOHN L. GEESMAN Chairman Executive Committee JACKALYNE BROWN Secretary Executive Committee THE CORNER STONE COMMUNITY COLLEGE EXECUTIVE COMMITTEE Will hold a regularly scheduled Committee Meeting on: WEDNESDAY, FEBRUARY 1, a.m. CORNER STONE COMMUNITY COLLEGE – MAY PEN CAMPUS 3rd Floor Board Room To transact the business of preparing for our annual conference. All members are invited to attend. Date Posted: January 24, 2006

AGENDA  An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment.  It usually includes one or more specific items of business to be considered. Most meetings will have an agenda which lays out the order in which topics will be discussed.  This meeting agenda should normally be circulated to the people attending the meeting well in advance, so that they can brief themselves on the topics to be discussed. This makes the meeting more efficient

Reasons for an Agenda An agenda communicates important information such as:  topics for discussion  presenter or discussion leader for each topic  provides an outline for the meeting (how long to spend on which topics). It can be used as a checklist to ensure that all information is covered.  lets participants know what will be discussed if it's distributed before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming discussions or decisions.  provides a focus for the meeting (the objective of the meeting must be clearly stated in the agenda)

CORNER STONE COMMUNITY COLLEGE EXECUTIVE COMMITTEE MEETING- FEBRUARY 1, 2006 AGENDA Call to Order Prayer Welcome and Apologies Congratulations and Condolences Reading of Previous Minutes a. Corrections b. Confirmation Matters Arising from the Minutes Reports a. Chairman b. Vice-Chairman c. Treasurer Any Other Business Adjournment

AGENDA DESCRIPTION Call to Order The chair for the meeting will signal to the members present that the meeting has began. It is a formal indication that the programme has begun. Minutes of the Previous Meeting The Members examine the minutes of the previous meeting and either agree them or ask for changes to be made. Matters Arising If there are any subjects in the minutes of the previous meeting where updated information is available it will be dealt with here.

Reports/New Business The main bulk of the agenda is taken up with reports presented to the meeting. In general these reports will ask the meeting to agree to a certain course of action. Members will hear a summary of the report, they will then discuss it and finally vote on the recommendations, and potentially make recommendations of their own.

Any Other Business If there is any other business that arrived too late to be included on the agenda it may, at the Chair's discretion, be discussed here. Adjournment This is the ending of the meeting. A motion is normally passed to officially draw the meeting to a close.