COMMUNICATION FOR WORK PURPOSES
7.1 Basics of Writing
7.2 Memorandum
7.3 Types of Short Reports
BASICS OF WRITING
Writing is an essential skill. All job calls for writing, from application letters
to memos, emails, tweets, text, blogs, websites, proposals, and reports among or
between employees, managers, stakeholders, clients, and agencies. Writing keeps
business moving (Searles, 2014; Kolin, 2015).
1. Purpose. On-the-job writings are usually done for at least one of the three
reasons: (a) to create/build a record, (b) to request or provide information,
and (c) to persuade.
2. Reader/Audience. Ask yourself these questions: a. Who am I writing? An
individual or a group of Person? b. What do they know about this topic? c.
What are their job titles and areas of interest?
FLOW OF COMMUNICATION
Upward Communication
The written materials are sent by subordinates to their superiors. Upward
communication can convey varied types of messages:
a. What subordinates are doing.
b. Unsolved work problem.
c. Suggestions for improvement.
d. How subordinates feel about each other and the job.
e. Reply to an inquiry from a supervisor.
Lateral (Horizontal) Communication
The materials are sent to people who are of equal level or status; that between
members of the same division or department of an organization. This communication
serves the following purposes:
a. Task coordination.
b. Problem-solving.
c. Sharing information.
d. Building rapport.
Downward Communication.
, This is the kind of communication sent by superiors to their subordinates. Downward
communication is very important because giving instructions is inevitable.
Examples are:
a. Job instructions
b. Job rational
c. Feedback
Outward Communication.
This is intended for workers outside the workplace. An example is a letter to the
comptroller of a company regarding financial matters.
a. Tone. Tone express your attitude toward a person or thing (whether you
agree or disagree, like or dislike, bias or accept.)
MINUTES OF THE MEETING
Minutes are a summary of what happened at a meeting. Which are considered
official, permanent records, are regarded as legal documents (Kolin, 2015; Dagdag,
Ranin, Roxas, Perez, & Bularan, 2011). Minutes may be formal or informal depending
on the type of meeting.
1. Day, time, and place of the meeting
2. Name of the group holding the meeting
3. Name of presiding officer or chair
4. Names of present and absent members
5. Approval or amendment of minutes of the previous meeting
6. For each major point, what was done is indicated. a. What was discussed,
suggested, or proposed b. What was decided and the votes, including
abstentions c. What was continued or tabled for further study or for another
meeting d. What time the meeting was officially closed
7. Secretary's signature
GUIDELINES IN PREPARING THE MINUTES
As official company document and evidence in court litigations, minutes of
meetings shoukd be prepared with care.
1. All motions and resolutions are recorded, and proponents are identified by
name.
2. Seconded motions are also noted and recorded although the ones who
seconded them need not be identified.
7.1 Basics of Writing
7.2 Memorandum
7.3 Types of Short Reports
BASICS OF WRITING
Writing is an essential skill. All job calls for writing, from application letters
to memos, emails, tweets, text, blogs, websites, proposals, and reports among or
between employees, managers, stakeholders, clients, and agencies. Writing keeps
business moving (Searles, 2014; Kolin, 2015).
1. Purpose. On-the-job writings are usually done for at least one of the three
reasons: (a) to create/build a record, (b) to request or provide information,
and (c) to persuade.
2. Reader/Audience. Ask yourself these questions: a. Who am I writing? An
individual or a group of Person? b. What do they know about this topic? c.
What are their job titles and areas of interest?
FLOW OF COMMUNICATION
Upward Communication
The written materials are sent by subordinates to their superiors. Upward
communication can convey varied types of messages:
a. What subordinates are doing.
b. Unsolved work problem.
c. Suggestions for improvement.
d. How subordinates feel about each other and the job.
e. Reply to an inquiry from a supervisor.
Lateral (Horizontal) Communication
The materials are sent to people who are of equal level or status; that between
members of the same division or department of an organization. This communication
serves the following purposes:
a. Task coordination.
b. Problem-solving.
c. Sharing information.
d. Building rapport.
Downward Communication.
, This is the kind of communication sent by superiors to their subordinates. Downward
communication is very important because giving instructions is inevitable.
Examples are:
a. Job instructions
b. Job rational
c. Feedback
Outward Communication.
This is intended for workers outside the workplace. An example is a letter to the
comptroller of a company regarding financial matters.
a. Tone. Tone express your attitude toward a person or thing (whether you
agree or disagree, like or dislike, bias or accept.)
MINUTES OF THE MEETING
Minutes are a summary of what happened at a meeting. Which are considered
official, permanent records, are regarded as legal documents (Kolin, 2015; Dagdag,
Ranin, Roxas, Perez, & Bularan, 2011). Minutes may be formal or informal depending
on the type of meeting.
1. Day, time, and place of the meeting
2. Name of the group holding the meeting
3. Name of presiding officer or chair
4. Names of present and absent members
5. Approval or amendment of minutes of the previous meeting
6. For each major point, what was done is indicated. a. What was discussed,
suggested, or proposed b. What was decided and the votes, including
abstentions c. What was continued or tabled for further study or for another
meeting d. What time the meeting was officially closed
7. Secretary's signature
GUIDELINES IN PREPARING THE MINUTES
As official company document and evidence in court litigations, minutes of
meetings shoukd be prepared with care.
1. All motions and resolutions are recorded, and proponents are identified by
name.
2. Seconded motions are also noted and recorded although the ones who
seconded them need not be identified.
