Com­mu­ni­ca­tion – Cont’d

Jamaica Gleaner - - YL - HYACINTH TUGMAN Con­trib­u­tor

IN MY last les­son, I looked at the meth­ods of com­mu­ni­ca­tion. This week, I will look at spe­cial fea­tures of the tele­phone and types of com­mu­ni­ca­tion for­mat.

Call wait­ing – This fea­ture will give a spe­cial tone when you are on the tele­phone with an­other caller. You can ei­ther fin­ish the call you are on or place that caller on hold while you an­swer the sec­ond call.

Call for­ward­ing – The call-for­ward­ing fea­ture will al­low you to key in a code that will au­to­mat­i­cally for­ward all in­com­ing calls to an­other num­ber.

Speed call­ing – This fea­ture al­lows you to store fre­quently used num­bers in a tele­phone’s mem­ory. Af­ter these fre­quently used tele­phone num­bers are stored, you can dial any of the num­bers by key­ing in a num­ber code in­stead of en­ter­ing the en­tire num­ber.

Con­fer­ence calls – A con­fer­ence is unique in that sev­eral per­sons are able to talk to each other over the phone at the same time.

Di­rect out­ward di­alling – This fea­ture trans­fers out­go­ing calls with­out the as­sis­tance of the op­er­a­tor.

BUSI­NESS LET­TERS AND MEM­O­RAN­DUM

Let­ters are sent to per­sons out­side the or­gan­i­sa­tion. A mem­o­ran­dum or memo is for in­ter­nal use. For both doc­u­ments, or­gan­i­sa­tions fol­low a stan­dard for­mat.

LET­TERS

1. Let­ter head­ing. Most or­gan­i­sa­tions use headed pa­per for cor­re­spon­dence. The head­ing usu­ally in­cludes: (i) Name of or­gan­i­sa­tion (ii) Mail­ing ad­dress (iii) Names of di­rec­tors and chair­man (iv) Tele­phone num­ber(s) (v) Fax num­ber (vi) Email ad­dress (vii) Com­pany’s logo or house sym­bol (viii) Le­gal sta­tus, e.g., pri­vate or public com­pany

2. Ref­er­ence. Some or­gan­i­sa­tions have the words ‘Your ref’ and ‘Our Ref’ preprinted on their headed sta­tionery. Oth­ers leave the typ­ist to insert them. The ref­er­ence num­ber is of­ten the num­ber of the file re­lat­ing to the in­di­vid­ual or com­pany con­cerned.

3. Date – All doc­u­ments should bear the cur­rent date, this is nor­mally typed in or­der of day, month and year.

4. Name and ad­dress of ad­dressee – This is the name and ad­dress of the per­son to whom the let­ter is sent.

5. Sa­lu­ta­tion – This is the writer’s greet­ings.

6. Sub­ject head­ing – This tells the reader what the let­ter is about.

7. Body of the let­ter – The in­for­ma­tion the writer wishes to im­part is set out in this, the main part of the let­ter.

8. Com­pli­men­tary close – This is the clos­ing re­mark in a let­ter. A let­ter start­ing with a for­mal Dear Sir, should end with ‘Yours faith­fully’ or Dear Mr James should end with ‘Yours sin­cerely’.

9. Sig­na­tory – The name of the writer is of­ten typed un­der the sig­na­ture space and his po­si­tion in the or­gan­i­sa­tion is typed be­low.

10. En­clo­sure – This in­di­cates that one or more items are be­ing sent with the let­ter.

MEM­O­RAN­DUM

Staff who wish to com­mu­ni­cate to other mem­bers of staff in the same or­gan­i­sa­tion write a mem­o­ran­dum. The head­ing and frame­work of an in­ter­nal memo is usu­ally much sim­pler than the ex­ter­nal cor­re­spon­dence. Ad­dresses are not usu­ally needed on memos – the name and the depart­ment or po­si­tion is enough to iden­tify the sender. There are no salu­ta­tions and com­pli­men­tary close. Memos are just ini­tialed rather than signed in full.

The body of a memo, like that of a let­ter, may vary in length from a few lines to sev­eral pages.

See you next week.

Hyacinth Tugman an in­de­pen­dent con­trib­u­tor. Send ques­tions and com­ments to kerry-ann.hep­burn@glean­erjm.com

Mark Con­nolly, United Na­tions res­i­dent coordinator in Ja­maica, chats with stu­dents at the re­cent World UN Day Expo in Eman­ci­pa­tion Park, New Kingston.

Newspapers in English

Newspapers from Jamaica

© PressReader. All rights reserved.