1. Workplace Documents, Meetings and Job Application Process

2. Written Documents-Introduction
A lot of other documents, apart from report and proposals, are used in organizations.
This week’s lecture will take us through various other documents used in organizations. The first part of this lecture will deal with memo and letter writing.
Letter and memo are important documents used in communication within and outside an organization.

3. Written Documents It also acts as evidence.
Allows the organization to keep a ‘paper trail’ of the communication that takes place.
It also acts as evidence.
Thus business writing needs to be written clearly, concisely, correctly and appropriately.
Can take place within an organization and outside.
Memo is for communication within an organization.
Written letters are mostly for information outside the organization.

4. Memo
Memo is the most widely used form of written communication within an org. and is vital to the effective functioning of the workplace.
Memo is a shortened term for the word ‘memorandum’ meaning ‘one message’.
Can be used for communicating with colleagues, informing colleagues about customers and clients, arranging meetings, seeking approval, clarifying instructions and other internally related matters. Overcomes barriers such as distraction, absence and distance.
Is expected to be succinct – requires careful thought & time
Contents can be as important as reports and letters
s, used generally today combine the functions of the internal memo and external business letter.

5. Format Has a consistent format.
To ensure consistency and efficiency, most organizations adopt a standard format for memos. Pre-printed memo forms with headings are distributed for staff use as they are needed.
Can be a hand-written note with the word ‘memo’ on the top, and passed on to a co-worker.
Can also be typed and printed out.
Telephone memo is used for taking messages on behalf of a staff member who may not be available to take the message.

6. Characteristics of a Memo
A memo has the following characteristics:
Usually has the heading ‘memorandum’ or ‘memo’
Has heading- to, from, and date.
Begins by summarizing the memo with a subject title.
Subject expressed as a phrase rather than individual words or full sentences.
Usually has only one topic.
Can either be formal or informal depending on the relationship and relative job requirement
Usually written in a short concise style to save time and increase impact.
Reaches staff that are temporarily unavailable.

7. Advantages of Using a Memo
Saves money and time.
Allows electronic materials to be sent and retained.
Can reach many people.
Provides a written record thus, you have evidence to follow up with the information, confirming messages to check or verify data.
Common Types of Memo
Informing: provides information, figures, and opinions.
Directing: gives orders or instructions to junior colleagues.
Requesting: messages asking for assistance or cooperation.
Motivating: messages to inspire, lead, persuade or to stimulate staff members.
Suggesting: attempts to float or advocate ideas or proposals.
Confiding: communicates confidential information.

8. Memo Language
The kinds of words chosen in a memo reveal ‘hidden’ information about the writer and receiver.
The tone, style and vocabulary used depend on a few factors. These are:
The nature of the Message:
The position of the sender/ receiver:
Interpersonal Relationships and Contexts
However, memo language should be cordial and polite. Hence, it is advisable that memo should not be written when one’s emotion is high.

9. Letter
Letter is one of the most common forms used to communicate with individuals outside an organization.
Conveys nonverbal impressions that affect a readers’ attitude, even before they start reading. This is mainly because of its appearance, style and tone. Modern word processing procedures allow for even more opportunities to enhance the appearance and presentation of letters.
Different Parts of a Letter
A letter has different parts arranged in a sequence that allows the message portrayed to be meaningful and purposeful. They include:
The Organization’s Letterhead:
Contains company’s name, address, fax number, post box number, phone number and address. May also include the organization logo and slogan.
Helps to project the organizations’ image and prestige.
Can also be the writer’s address (inside address).

10. Different Parts of a Letter-Contd.
Date Line:
It is important for both the sender and the receiver to know when a letter was written. Date is influential in obtaining appropriate response and for filing purposes. Every letter should contain a date line consisting of the date, month and year.
References:
These are numbers allocated to the context in which the letter is written to allow for better filing and feedback purposes. It is also advisable to use the reference number that may have been allocated earlier if you are responding to it.

11. Parts of a Letter Contd.
Inside Address: The name of the addressee, always preceded by a courtesy title is usually the first line of the inside address. The usual sequence would be the addressee’s name, title or position held, the organization the person belongs to, its physical or postal address, town or city and county.
The Attention Line: Used when the person dealing with the issue is known by the sender. Allows speedy handling of situation
The Salutation: There are several acceptable forms of salutations, each reflecting a different tone.
When the person is not known, then ‘Dear Sir or Madam’ is used.
Name is used when known –Dear Mr. Jones
If neither the person’s name nor gender is known, then the designated position of the person is referred to e.g. Dear Secretary or Dear Credit Manager etc

12. Parts of a Letter Contd.
The Subject Heading: Summarizes the content of the letter in a phrase or a few words.
Allows the writer to get to the point immediately and allows the receiver to file the letter appropriately also.
The Closing: Uses a complimentary closing phrase.
In formal and personal letters, the salutation should be ‘Yours faithfully’ to complement the ‘Dear Sir or Madam’.
If a more personal approach is undertaken e.g. Dear Joe, then this is complemented by ‘Yours Sincerely’
If a friendship exists between the sender and receiver, then a more casual ‘Best wishes’ or ‘With Kind Regards’ is used.
The Company/ Writer’s Signature: Often considered to be an optional part of the closing. Most companies authorize the person writing the letter to sign his/her name. Along with the name, a designation or job title should be included.

13. Parts of a Letter Contd.
Enclosure Notation: ‘Enc.’ to be used for any enclosure.
Copy Notation: ‘cc’ suggests that copies have been circulated.
Blind copies circulated when sender does not intend the receiver to be aware of such.
Postscripts: Added when the writer has unintentionally forgotten to mention something in the body of the letter or to draw attention to important aspects of the letter. Written as ‘PS’
Style of Letters:
Most business letters written today use the full block layout - text is lined up against the left hand margin and no punctuation is used outside the body of the letter.

14. Style of Letter-Contd.
Block style: All parts of the letter begin at the left margin.
The body of the letter is not indented.
Double spacing is essential to separate paragraphs.
Semi-block: would have the same information except that the subject line would be centered and normal.
punctuation would be used.
Structuring your Letters
Start by identifying the purpose of your letter, and clarify your thoughts.
Show your readers what’s in it for them in a courteous, considerate and convincing manner.
Be mindful of your audience.
A formal tone, precise use of language in a warm and knowledgeable way is important
Purpose may be expressed in general terms but feedback or action should be specifically stated.

15. Structuring your Letters Contd.
Most letters can be divided into four sections:
Opening: The first paragraph where the subject is introduced in general terms. The purpose is implied. Previous correspondence is also acknowledged here.
Body: Develops from first paragraph. Here the purpose is dealt with directly throughout the section. SCRAP (Situation, Complication, Resolution, Action and Politeness) is employed.
Action: The body is where the situation needs to be explained, the complication is then demarcated and a resolution proposed. Each may require a paragraph of its own
Close: builds on the relationship developed in the letter by reaffirming cooperation, expressing willingness to help or emphasizing availability for further discussion. Warm and sincere tone should be maintained.
The writer’s last chance to sound like a real person and to subtly reinforce the message that the action proposed will be beneficial to both.

16. Types of Letters
Acknowledgement: reply to a letter once it is received.
Complaint [Claim]: Written when inconvenienced or offended
Adjustment: written in response to a letter of complaint.
Covering [Transmittal]: to accompany & explain the purpose of printed material, e.g., for a Report, Proposal.
Confirmation: to confirm what had been agreed to.
Inquiry: asks for info; should be specific, simple & brief.
Request: asks for services; should be written in advance.
Order: used by companies & people to order goods & services
Employment: deals with finding a job. Can enquire about a position, letters of application, letters thanking an employer for the interview and letters of resignation.
Credit: written to requests for credit.
Collection: written when credit is violated.
Sales Letter: written to promote & sale specific products.

17. Meetings-Introduction
An important feature of organizations is their meetings.
Whether formal or informal, a written record of the agenda and the subsequent meeting has to be prepared and distributed to everyone who either attended or had some interest in the outcomes of the meeting.
The written record of the meeting is referred to as the minutes.
Here, we will discuss the features of meetings.

18. Meeting Meeting: Is the forum for group or team
An efficient way to pool ideas, knowledge & experience
Can foster creative ideas & solutions to problems.
Is to convey and share information.
To reach consensus
To build group
Provides a ‘human face’ to the organization

19. Meeting Advantages Disadvantages
Create an opportunity to share ideas & ask questions, to arrive at informed decisions
Provide a ‘human face’ for the organization
Allows for a collaboration of ideas leading to a creative outcome.
builds morale, commitment & creates a sense of belonging.
Increase acceptance & commitment towards a given task
Allows for cooperation & coordination
Not needed for simple tasks that can be done through s, telephones or memos.
Can be time wasting if not managed properly.
Increases pressure on the group.
Can limit the work done
Can be influenced by charismatic leaders
May lead to a few getting to do all the work
Can be expensive

20. Good and Bad Meetings Good Meetings Bad Meetings
Create a safe & comfortable environment for asking questions & sharing info.
Do more than convey information
participants share decision making & responsibility
Share ideas developed by the group
Establish positive feeling towards change
Reinforce relationships and channels of communication
Help establish commitment to the proposed action/solution
Increase feelings of belongings to the organization & of the team working together towards a common goal
Treat questions as interruptions or attempts to side-track the meeting
Present information which could have been better sent in another form
Controlled by people with power who make all the decisions
Reinforce some people’s feelings that they ‘own’ ideas and don’t want to change
Stress negative feelings towards change
Create a climate of distrust between sections of the organization
Leave participants uncommitted & unsupportive of planned changes
Increase feelings of not being valued or having nothing to contribute to the organization

21. Steps in Preparing for Meetings
Preparing for meetings is essential. The steps in preparing for meetings are:
Determine the Purpose
Set Date and Time
Establish number of participants
Determine who to invite
Organize venue
Write a notice of meeting
Set agenda
Meeting Notice should include:
Date and time of the meeting
Its purpose or topic
Who should attend
Where it will take place
A statement to invite participants to send you items for the agenda

22. Notice of Meeting-Example
To: COM501 Lecturers
From: Josephine Prasad, Course Coordinator
Date: April, 2014
Subject: COM501 Oral Presentation Assessment
Notice of Meeting
An important meeting will be held on Friday, 20 April at the F101, Nasinu.
The oral presentation assessment will be coming up within a couple of weeks, hence the need to plan for the presentation, especially with the high students’ number.
Please think about presentation topics and how the students can be grouped, and send specific items for discussion before 4:30pm on Tuesday 17 April. Agenda can then be prepared and sent to you before the meeting. JP

23. Agenda The schedule or order of events in meetings Purposes of Agenda
Allow you to plan the specifics of a meeting ahead of time so that everything important will be included in discussions
help meetings move smoothly and quick.
To structure thinking - all topics are discussed.
To ensure participants understand why they are at the meeting, what is expected of them and what they are needed to do before the meeting.
Guideline for Chairperson.
Focuses on outcomes and measures of success.

24. Arrangement of the Agenda- Example
Opening
Welcome
Apologies
Minutes of the previous meetings
Business arising of the minutes
Correspondence –inwards and outwards
Business arising from the correspondence
Financial report
Notices of general business
Reports
Notified business
General/Other Business
Date, time, place of next meeting
Close

25. Managing or Chairing the Meeting
The chairperson has the formal responsibility of:
Seeing that everyone understands the purpose of the meeting
Everyone has the opportunity to contribute to the discussion.
Assigning responsibility
Opens the meeting on time
Suggests time frames for agenda items and for the meeting
Facilitates introductions and knows everyone’s names
Summarizes the discussion
Focuses on the discussion process rather than the topics, if the interaction is getting off-task
Suggests strategies

26. Duties of a Meeting Member
Every person in the room has the responsibility to actively participate. This is the role of meeting members. They are expected to:
Contribute ideas
Express opinions
It is possible to play multiple roles during a meeting.
Groupthink: indicates how a group thinks when it tries to keep unity at all costs. May not allow proper decision making and full contribution of ideas. Can be avoided through:
Encouraging all members to participate in discussions, express different ideas and listen to others.
Stop jumping into hasty conclusions & making quick decisions.
Avoid seeing opposition as incompetent & lacking in understanding, etc.

27. Minutes Details of what took place in a meeting.
Brief and accurate document includes the information shared, the decisions made and the action decided upon.
Purposes of Minutes
Source of reference and authority
Help to avoid conflict and save time
Encourage accountability
Strategies for Writing Minutes
Keep record of the discussions and decisions made. Use the same headings as listed on the agenda
Record in the action column who agreed to do the task.
Write in reported speech.
Use of white space and consistent indenting are important.
Check for accuracy

28. Job Application Process
Finding a job is often a job in itself. Due to the high number of people seeking paid employment and the limited number of actual jobs available, this becomes quite competitive.
You therefore need to be able to present your letter and CV in such a manner that you get called for an interview. Once this is done, you can then impress the panel into hiring your services. Your CV needs to stand out by being well organized and parked with relevant information to support your professional objective.
All these require thorough preparation and a lot of strategizing.
Here, we discuss the different parts to a job application process

29. Applying for a Job-Steps
One does not apply for every job opening. Every applicant needs to perform the following steps:
Personal Assessments
Self-assessment
Know your skills
Know your accomplishments
Know your interests
Know your personal value
Cover Letter: an effective cover letter
introduces the applicant to the prospective employer
identifies the position applied for
acts as a bridge between the job vacancy the CV
acts as a marketing tool to earn an interview opportunity .

30. Parts of Cover Letter Introduction
Identifies the position you are applying for
Tells how you learnt about this position
Includes your special interest in this position
Body
Highlights your most important qualifications
Describes points that may be of special interest to the employers
Includes information on your degree, major, certification
Closing
Includes names and addresses of referees
Indicates your interest in having an interview or the next step you plan to take
Informs that your CV is included
Closing statement

31. Job Application Rules
The most important rule to remember when applying for jobs is to follow the directions- If the employer tells you to apply in person, don't call. If the job posting says to mail your CV, do not send it by . When the job listing says apply via a form on the company web site, don't your application directly to Human Resources.
There is not much more annoying to hiring managers than job seekers who don't follow the rules!
What you Need to complete a job application
Full contact information including your address/phone number
Educational information including dates of graduation
Names and addresses of previous employers
Dates of employment
References
CV (if you have one)

32. Curriculum Vitae Preparation-Step 3
CVs should be based on the job requirements stated in the advertisement rather than relying on an already prepared standard CV. Should contain information on:
Personal information including name, gender, date of birth, address, etc.
Educational Background
Mention your current status
Mention the qualification achieved (in reverse order)
Work Experience
Employer
Mention positions held
Date of employment
Responsibilities
Other personal Information
Interests
Research
Member of any organization etc.
Photo (if required)

33. Role of Sincerity in Job Application
Your job is to attract favorable attention & to persuade a prospective employer that your CV should be read & that you should be interviewed.
Give your reader facts about yourself. Avoid giving the impression that you are boasting. Be sincere and open.

34. Job Interviews-Introduction
Finding a job is a job itself. The high unemployment rate makes job seeking a highly competitive venture.
Hence, ones’ cover letter and CV need to be outstanding in order to be invited for an interview. Once invited to an interview the job seeking process is gradually drawing to a close.
All these require thorough preparation and strategizing.
This aspect of the lecture will discuss the interview aspect of job seeking process

35. Before the Interview
Prior to the interview the interviewee should do the following:
Get information: find out about the company.
Prepare for questions: try to think of questions you may be asked.
Compile your file: keep a folder with all your important documents.
Plan your journey: ensure you know the interview location.
Plan your outfit: prepare some suitable and comfortable outfit.
Get enough rest.

36. The ‘Dos’ and ‘Don’ts’ of Interview
Arrive minutes early
Give your name to the receptionist
Relax, stay calm and breathe
Be polite and friendly – SMILE
Look interested
Answer questions fully
Tell the TRUTH
Speak clearly
Sell yourself
Sit until you are invited
Slouch or fidget in your chair
Smoke
Criticize your former employer(s)
Interrupt the interviewer(s)
Boast
Draw attention to your weaknesses
Swear or use slangs

37. Conclusion Be well-prepared for interviews. Have your DATA FILE.
Presentation and Personality create positive impact.
DO NOT exaggerate.
BE CONCISE.
If addressed to by a particular person, find out the person’s name – shows initiative.
Most importantly BE CONFIDENT.