1. MODUL 5
INTRAOFFICE
COMMUNICATION

3. Key Words: Electronic media; Best practices; Etiquette
INTRODUCTION BEST PRACTICES
According to Demetrios D. Lappas, vice ELECTRONIC MEDIA ARE becoming an integral part of the office environment. Electronic mail ( ), voice mail, and facsimile are readily available. “Effective communication is critical to a company’s success” To fully realize their potential, companies need to agree on the most effective and efficient ways for exchanging information between team members and colleagues; otherwise, the effectiveness and usefulness of these technologies developed may be drastically limited.

4. The ineffective or improper use of communications tools can create what he describes in the memorandum as a “communication disorder.” To reduce communication disorder, communications guidelines and best practices must be determined. These communications guidelines were developed to improve a sender’s “ability to get the right information to the right people at the right time in the right format that the recipients can and will use.”

5. E-MAIL Send to many recipients simultaneously Able to forward
To respond immediately
Make certain that subject headings reflects the
message content.
Message content is appropriate

6. Begin e-mail with action item so that readers do not
have to scroll to the end to find out what is needed.
Identify the intended recipient
Messages kept brief and to the point
hardcopy record ?
respond time?

7. FACSIMILE Fax out ; Always use a cover sheet. Cover sheet includes;
Name of sender and name of recipient
Date sent
Message written clearly
Fax out record : (not in use)
Stamp fax out info
Fax in ;
Immediate distribution - by whom?
If fax paper, photostat for filing

8. VOIC
Not applicable

9. PENAWAR ADDITIONAL
SMS
Immediate response
Direct or via sms centre

10. WEB-BASED
Forum
Iteamwork.com project management

11. MEMO Planned HQ meetings : 1 week before
Impromptu HQ meetings : 1 day before
Acknowledgement of memo : circulate and sign