CHAPTER VII

COMMUNICATION FOR
WORK PURPOSES
JUMBLED WORD EXERCISE
ANDMEOMUMR
Clue:
• it is a noun, a written message that may be used in a business office
• “Reminder”
Answer: Memorandum

GEDANA

Clue:
• It is a noun, a list of things to do.

Answer: Agenda
E M M O

Clue:
• a written message or letter

answer: Memo

U I M N T E S

Clue:
• notes that are taken at a meeting and often
distributed to participants

answer: Minutes
OVERVIEW:
1. Guidelines in Business Meeting

a. Traditional Method of Taking Minutes

b. Modern Method of Taking Minutes of Business Meeting

2. Distribution the Minutes of the Business Meeting

3. Writing in the Workplace

4. Writing Persuasive Letters

5. Characteristics of a Good Report

Communication for work purposes?
GUIDELINES IN
HERE ARE SOME STEPS TO PLAN A SUCCESSFUL CONFERENCE
AMONG WORKERS:

STEP 1: Call the meeting to order

according to the scheduled time

STEP 2: Pass an agenda during the

meeting
HERE ARE SOME STEPS TO PLAN A SUCCESSFUL
CONFERENCE AMONG WORKERS:

STEP 3: Provide a summary of a

previous meeting

STEP 4: End the meeting on time

STEP 5: Ask the secretary to take the minutes of

the business meeting
 STEP 6: Prohibit members
from insulting each other

STEP 7: End the business meeting with

optimism
TEMPLATE OF
BASIC

S
 TRADITIONAL METHOD OF
TAKING MINUTES OF A
MEETING
Minutes of meeting

(Date): _____________________________

Name of Person Recording the Minutes:

Agency: ____________________________
Old Business: _______________________
(Items carried over from last meeting will be listed
here)

New Business:
(List new items to be discussed here in point form)
Old Business:
(Set out detailed account of the discussion relating to
the old business on the agenda, including names of
everyone who contributed ideas or made
presentation)

Continue…
New Business
(After the old business has been dealt with, set out details
of new busines to be dealt with. Again, the names and Adjournment:_________________________
questions, comments, or concerns of the people who (make a note of the time the meeting was
contributed to the discussion need to be recorded in adjourned)
detail.)

List the date, time, and location for the next meeting:
___________________________________________

Next Meeting Agenda:

___________________________________________
At the next meeting, attendees will deal with old business
carried forward from the current one. A detailed agenda
should be set for the next meeting. Names attendees who
need to gather information or make presentations should
be listed.
OLD AND NEW BUSINESS?

OLD BUSINESS NEW BUSINESS

• involves • starts the
discussion of conversation
existing activities or about an activity or
previously held event.
events. • includes the
announcement of
new programs,
strategies,
approaches or
corporate
changes
  MODERN METHOD OF TAKING MINUTES OF BUSINESS MEETING

Project Name:_________________________________________________________

Location:______________________________________________________________

Date:__________________________________________________________________

Names of Attendees:___________________________________________________

Names of Team Members not in Attendance:_____________________________

Item #1 on the Agenda:

• Include the name of the person making a presentation
• Arrange what was discussed after the presentation and any decisions made
• Include specific task, name(s) of the person(s) who will be responsible for them, and a specific deadline
Item #2 on the Agenda:
• Repeat the information for each subsequent item on the meeting
agenda
AGENDA?

 The word agenda is the

plural for of the Latin
word agendum, which
literally means "something
to be done."
Example:
 DISTRIBUTING THE
MINUTES OF THE BUSINESS
MEETING
WHAT ARE MINUTES ANYWAY?

Minutes also known as Protocols or informally

notes are the instant written record of a meeting
or hearing.
Describe the events of the meeting, starting
with:
• A list of attendees
• A statement of the issues being considered
• Related responses or decision of the issues
 Should be distributed to everyone on the team or
committee involved

Should be on the task or Once the minutes of the Will served

project in question meeting prepared as a reminder to everyone in
attendance of what discussed,
decision made
Minutes are a useful business tool
for keeping written records of what
takes place during important meetings.
For people who were invited to the
meeting but couldn’t attend, minutes
help to fill them in on what they
missed. • Minutes is useful for recording
action items and next steps that
are decided during the meeting
WRITING IN
THE
WORKPLACE
What is Memo and Memorandum?
 LOGO
Memorandum
To:[audience]
From: [person and/or Department issuing the
memo]
Date: [date sent]
Subject: [subject of the memo]

[Opening-Get to the point in the opening paragraph.

Keep things simple and short. Make it easy and fast to
read.]

Continue…
[Summary- Summarize any historical or contextual
information needed to support the opening paragraph.]

[Conclusion- End with a call to action.]

CC: [Send copies to anyone affected by the memo]

Attachments: [list any attachments to the memo. Only list

items referred to in the body of the memo.]
HEADING

OPENING

BODY

CONCLUSION
WRITING
PERSUASIVE
LETTERS
A. Letter of Business Request
Who and Why Write Request Letters?
All Request Letters should:

1. Be specific and brief

2. Be reasonable

3. Provide complete, accurate information

HOW DO YOU WRITE A LETTER TO REQUEST SOMETHING?

Persuasive writing
motivates the reader to
fulfill such request.
Letter of Request must:
• Introduction stating the request and specifying the call of action with specific date

• The introduction is concise and persuasive with not more than two sentences

• If the request is three or more things, it is advisable to use bullet points to allow the

request clearer and specific

LETTER OF
REQUEST SAMPLE:
Formal Letters Format:

• Full Block Style

• Sime-block Style
• Modified Block Style
• Modified Semi-block Style
B. REPORTING AND RECORDING PROCESS FOR
INCIDENTS
Reports are permanent record of:
 Events
 Incidents
 Problems
Among many other.

The Purpose of incidents reporting and investigations is to prevent a recurrence

of the hazardous condition causing the event.
 Reports can also:
 Used for statistical compilation
 Spot problems

The impact of a poorly written report:

• Can cause to lose a case in court
• Can make a difficult to accurately identify training and equipment needs.
• Can result in failure to take appropriate follow-up action on a problem
(Firebelle Productions, 2006)
 CHARACTERISTICS OF A GOOD REPORT

• ACCURATE AND SPECIFIC

• FACTUAL
• OBJECTIVE
• CLEAR
• COMPLETE
• CONCISE
• WELL-ORGANIZED
• GRAMMATICALLY CORRECT
• LIGHT ON ABBREVIATIONS
(FIREBELLE PRODUCTIONS, 2006)