Interoffice

communication
Types:
1. Memorandum 2. Minutes of the
more commonly known as meeting
a memo, is a short a written record of
message or record used
everything that has
for internal
occurred during a
communication in a
business. business meeting

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memorandum
Memo
Memos can be used to quickly communicate with a wide
audience something brief but important, such as
procedural changes, price increases, policy additions,
meeting schedules, reminders for teams, or summaries
of agreement terms, for example.

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 Effective
memos
 short,
 concise
 highly organized,
 never late
 provides unnecessary or confusing
information
 Purposes
of Memo
 Share information
 Request
 Congratulate
 Recommend
 Direct people
 Announce
 Confirm
 Inform
 Instruct
 Reply
 Express Appreciation
 Persuade
Parts of a Memo
1. Memo Number (format depends on the organization)

2. Heading

TO: DATE:
FROM: or TO:
DATE: FROM:
SUBJECT: SUBJECT:

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Parts of a Memo
1. 3. Body

 Leave one blank line between the heading and the

body;
 Single-space the body text, leaving one blank line
between paragraphs;
 Use block paragraphs (no paragraph indentions);
however, indenting paragraph is permissible based
on your organization’s preferred format.

 A. Purpose
 B. Message
 C. Conclusions 7
Approaches for
Writing Memo:

1. Direct Approach
2. Indirect Approach
3. Persuasive Approach

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Sample:

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Minutes of the
Meeting
Meeting minutes are notes that are recorded during a
meeting. They highlight the key issues that are discussed,
motions proposed or voted on, and activities to be
undertaken. The minutes of a meeting are usually taken
by a designated member of the group. Their task is to
provide an accurate record of what transpired during the
meeting.

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 Steps Involved in
1 Recording Meeting
Minutes
There are five main steps involved in recording the
minutes of a meeting. They are:
 Pre-planning
 Record-taking
 Writing or transcribing the minutes
 Sharing meeting minutes
 Filing or storage of minutes for referencing in
the future
 What to include:
￮ Before recording any details, a designated minutes recorder
should familiarize themselves with the type of information that
they should record. A group may be using a specific format to
record notes but, overall, the minutes of a meeting typically
include the following details:
1. Name of Organization
2. Date and Time of Meeting
Members Present and Absent ( If members are few)
Agenda/topics
Summary of discussions
actions
time the meeting ended
name of minutes taker (with signature)
noted by presiding officer 12
 Agenda:

￮ An agenda lists the items of

business in order that they are to
be discussed at a meeting.

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Take note:
Write only important short statements. Do not add words. Use the
REPORTED SPEECH format.

Keep it brief and straight to the point

Numbers should be included at the left side. No space is left

Unnumbered.

Make sure that the members are quorum. A quorum meeting

Has population divided by two plus 1 attendees.

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Take note:
 Past-tense
 Chronological order
 Need not to be keyed verbatim

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Sample:

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PREPARING BUSINESS
PRESENTATIONS
REPORTS
 Business
Presentation

o Business presentation can be

defined as formal information
about the business products
or practices.
 Reports

o It can cover a wide range of topics, but

focus more on transmitting information
with a clear purpose.

o Good reports are documents that are

accurate, objective, and complete.
Steps in Preparing
BUSINESS
PRESENTATIONS
 01: ANALYZE YOUR AUDIENCE

o The first step in preparing a

presentation is to learn more
about the audience to whom
you’ll be speaking.
 02: SELECT A TOPIC

o It will be much easier to deliver a

presentation that the audience
finds relevant, and more enjoyable
to research a topic that is of
interest to you.
 03: DEFINE THE OBJECTIVE

o The objective needs to

specify exactly what you
want your audience to learn
from your presentation.
04: PREPARE THE BODY OF THE PRESENTATION

o In order to present your ideas convincingly, you

need to illustrate and support your ideas.

o Here are strategies to help you present your

ideas:
 Present data and facts
 Read quotes from experts
 Relate personal experiences
 Provide vivid descriptions
05: PREPARE THE INTRODUCTION AND CONCLUSION

o Make sure the introduction

captures the attention of your
audience and the conclusion
summarizes your important
points.
o Here are strategies on making your intro and
conclusion
 Make the introduction relevant to the listener’s
goals, values, and needs;
 Ask questions to stimulate thinking;
 Share personal experiences;
 Begin with a joke or humorous story;
 Project a cartoon or colorful visual;
 Make a simulating or inspirational statement;
 Give a unique demonstration.
06: PRACTICE DELIVERING THE PRESENTATION

o Ask Questions
 Involve the audience, use
rhetorical questions to inspire
thought.

o Be Prepared to Answer Questions

Steps in Preparing
BUSINESS REPORTS
Confirm Client Determine the Type of
Expectations Report the Client
Requests
Clarifying client
expectations is Types of business reports:
essential to any o Business plan
successful business o Business proposal
report. o Strategic plan
o Financial plan
 ESSENTIALS OF A GOOD REPORT

 The report should have a proper title to

describe the subject matter reported.
 It should be factual.
 It should relate to a certain period and
the period of time should be indicated on
the top of the report.
 The report should be clear, brief, and
concise.
 ESSENTIALS OF A GOOD REPORT
 Take note of the periodicity of the report,
it should be submitted on time.
 Adequate data should be given to suggest
possible course of action.
 A report should be periodically reviewed.
 The report should draw manager’s
attention immediately to the exceptional
matters so that management by exception
may be carried out effectively.
•ANY FORM OF MESSAGE SENT DIGITALLY
ADVANTAGES DISADVANTAGES

•EASIER / FASTER •CAN BE UNRELIABLE

•PAPERLESS •NO HARD COPIES
•EASY ARCHIVING
•EASY CONNECTION TO
AREAS
EXAMPLES

• ELECTRONIC MAIL
• SMS
• FAX
• VIDEO AND TELE CONFERENCING
PARTS OF AN E-MAIL

•HEADER (TO: & SUBJECT: )

•MESSAGE BODY
•SIGNATURE BLOCK
DECIDING WHEN TO USE E-MAIL
• EMAIL IS EFFECTIVE FOR:
EXCHANGING OF IDEAS
PLACE OR ORDER REQUESTS
TO PROVIDE CONCISE INFORMATION
TO LEAVE MESSAGES WHEN PEOPLE ARE NOT AVAILABLE BY PHONE
TO KEEP IN TOUCH WITH COWORKERS AND CUSTOMERS
TO DO ROUTINE TASKS
TO COMMUNICATE INFORMALLY ON ROUTINE MATTERS
DECIDING WHEN TO USE E-MAIL
• EMAIL IS NOT EFFECTIVE FOR:
TO AVOID CONFRONTATION OR UNCOMFORTABLE ISSUES
TO MAKE NEGATIVE COMMENTS
TO DISCIPLINE AN INDIVIDUAL
TO SEND LONG, COMPLEX INFORMATION
TO DISCLOSE CONFIDENTIAL INFORMATION WITHOUT AUTHORIZATION
TO DISCUSS PERSONAL, CONFIDENTIAL, OR SENSITIVE ISSUES
TO RESPOND TO SOMEONE WHEN YOU ARE ANGRY OR UPSET
SMS / TEXTING
•SENDING OF SHORT MESSAGES FROM MOBILE PHONES
•CHEAP
•NON-VOICE
•NO NEED FOR INTERNET
 FAX
•FAX MACHINES ARE USED TO
SEND AND RECEIVE
DOCUMENTS FROM A VARIETY
OF RESOURCES WHEN AN
ELECTRONIC COPY IS NOT
AVAILABLE.
VIDEO AND TELE-CONFERENCING
•VIDEOCONFERENCING – MEAN TO CONDUCT A CONFERENCE
WITH TWO OR MORE PARTICIPANTS USING NETWORKS TO
TRANSMIT AUDIO AND VIDEO DATA
•TELECONFERENCING – TELEPHONE MEETING AMONG TWO OR
MORE PARTICIPANTS INVOLVING TECHNOLOGY