LECTURE.

3
PART 1
PUBLIC SECTOR COMMUNICATION

IFTIKHAR AHMAD
DG. AUDIT
 UNOFFICIAL REFERENCES
An official reference is also known as an official memorandum, an
unofficial note, inter departmental note, and inter-departmental
reference. This means that these denote one and the same thing.
Unofficial references can be made in either of the two different
ways as stated below:
a. By sending the file itself to a ministry or an office with the note
recorded on it.
b. By sending a self-contained note or memorandum.
This mode is normally adopted in Ministries or between a ministry
and its attached offices for the following purposes :
a. For obtaining the views, comments , concurrence, counsel etc.
b. For obtaining a clarification, etc. of the existing instructions, rules,
etc.
c. The requisite papers of information, etc. salutation or subscription
is not used in such references.
 ENDORSEMENT
This form is used in the following ways:
a. When a paper is returned in original to the sender;
b. When a paper is referred to another ministry or to
an attached or subordinate office either in original
or by sending its copy for information, remarks for
disposal,
c. When a copy of a communication is to be
forwarded to other in addition to the original
addressee .This shows that an endorsement is a
copy of a letter which is sent to a person or an office
, where original is addressed to somebody else.
 In the last case, the endorsement takes one or other of the
following forms:
“A copy( with the copy of the letter to which it is a reply) is
forwarded to:
a. For information
b. For information and guidance
c. For necessary action
d. For favor of a reply
e. For early compliance"
Copies of financial sanctions issued by administrative Ministries,
when required to be communicated to the audit authorities,
through the Ministry of Finance are also sent by means of an
endorsement.
This form should not be used in communicating copies to
provincial governments. in such cases, a letter is the appropriate
form of communication to provincial governments.
 Part 2
Precis/Summary
A precis or summary is a shortened version of
a text.It contains the main points in the text
and is written in your own words. It is a
mixture of reducing a long text in to a short
text by selecting relevant information only.A
good precis shows that you have understood
the text.
The word precis is a French form of English word
“Precise” which in the original Latin meant “Cut short”. It
is generally defined as a brief and clear statement in a
connected and readable shape of the substance of a
larger passage. In English, we have so many expressions
for this action of compressing written matter into smaller
space. Following are the different ways of referring to it:
1.Precis
2.Summary
3.Epitome
4.Drift
5.Substance
6.Gist
 Qualities of a Good Precis
• Selection
• Conciseness
• Sequence
• Clearness
• Coherence
Important Points to Make Precis/Summary
1. Read and understand the text carefully.
2. Think about the purpose of the text.
3. Select the relevant information.
4. Find the main ideas:
a. They may be found in topic sentences.
b. Distinguish between main and subsidiary information.
c. Delete most details and examples, unimportant information,
anecdotes, examples, illustrations and data etc.
d. Find alternative words phrases.
5.Change the structure of the text: Simplify the text. Reduce complex
sentences to phrases, phrases to single words.
6. Write the main ideas in complete sentences. Combine your notes
into a piece of continuous writing.
7. Check your work:
a. Make sure the purpose is clear.
b. Make sure the meaning is the same.
c. Make sure the style is your own.
 Specimen/Exercise
Though all of us strive to be happy, none are completely happy.
Accidents spoil our happiness. Sickness and death often do the
same. There are so many infirmities of the flesh and spirit
which stand in the way of our attaining complete happiness. No
one is immune from them. Besides, one's happiness does not
always depend entirely on one's own actions. An ungrateful
child may ruin the happiness of his father, a heartless husband
may embitter the life of his wife. Some men are so sensitive
that they do not feel happy unless those around them are also
happy. Their sympathies for those that suffer may be too keen
to allow them to be happy. It is also true that our desires are
always in advance of our possessions. We Desire many things,
and as we attain very few of them so we feel unhappy.
(150 words)
 Solution
Title: Causes of Unhappiness
In this world none is completely happy. There are
accidents, sickness , death and our own
shortcomings spoil our happiness. Our happiness
also depends on others when our expectations
are not met. Some men are sensitive by nature
and cannot be happy. Then our desires are so
many and we can attain only a few of them.
(56 words)
 Part 3
COMMUNICATION SYSTEMS
1. The communication model (process of
communication).
2. Context.
3. Methods of communication.
4. Communication media.
5. Universals(components) of interpersonal
communication.
 The communication model (process of
communication)
Whilst there are many different ways in which
organizations can collect, share and
disseminate information. They are all based
on the same underlying communication model
as shown below:
 1.Generate
a message

6. Receiver 2.Transmitt
provides a er encodes
feedback a message

3.The
5.Receiver encoded
decodes a message is
message
transmitted
4.Encoded
message is
received
 Components of the communication
process
Sender: The sender generates a message and select
the most appropriate communication method.
Encoding: The message is then encoded and
transmitted to the intended recipient known as
the receiver.
Receiver/decoding: The receiver decodes/ interpret
the message to understand what the message is
about and what action( if any) is required.
Feedback: The receiver that provides feedback to
the original sender to show that they have
received and understood the message.
 Context
The sender must appreciate the context in which they are
communicating a message in order to ensure they adopt the
most appropriate way to communicate information. As well as
considering whom the receiver is and the nature of the
information being communicated, they may also need to think
in for example whether the message incorporates good news
or bad news, maybe time-critical or whether it may require a
decision to be made.
Contextual consideration when selecting the appropriate form
of communication include:
1. Formal vs informal.
2. Confidential vs non confidential.
3. Urgent vs non urgent.
4. Internal vs external.
 Methods of Communication
Oral
Face to face discussion,telephone
conversation.
Visual
Face to face discussion, videoconferencing,
notice-boards.
Pictorial
Charts, drawing, graphs.