1. GOVERNMENT GENERAL SERVICES UNION
PREPARING MANAGEMENT SUPPORT OFFICERS
FOR
OFFICE MANAGEMENT ASSISTANT
PRESENTED BY
F K YARROO
MINISTRY OF HEALTH AND QUALITY OF LIFE
( )
SEPTEMBER 2017

2. CORRESPONDENCE REPORT MINUTE

3. UNDERSTANDING COMMUNICATION
Two-way process of reaching mutual understanding, in which participants not only exchange (encode-decode) information, news, ideas and feelings but also create and share meaning.
In general, communication is a means of connecting people or places. In organisations. It is a key function of management
An organisation cannot operate without communication between levels, departments and employees.

4. UNDERSTANDING COMMUNICATION
Components of communication:
Sender
Receiver
Content of Message
Context ( non verbal communication - expressions; gestures; body language)
Delivery method chosen (must best suit the stakeholders like phones, s, letters, minutes)
BARRIERS – (INTERFERENCE; AMBIGUITY; LANGUAGE)

5. RULES FOR OFFICIAL CORRESPONDENCE
RULE 1: NEVER USE:
Metaphor (an implied comparison - Time is a thief )
Simile compares two different things in an interesting way ( uses “as” & “like”- They are as different as night and day)
Long word when Short word will do
If possible to cut out a word, better do it
Passive when Active can be used
Foreign phrase/Scientific word/Jargon if you can think of equivalent words
(cont)

6. RULES FOR OFFICIAL CORRESPONDENCE (cont)
RULE 2: IF U HAVE A CHOICE, PREFER:
SHORT to LONG words
CONCRETE to ABSTRACT terms
HOME to FOREIGN words
NON-TECHNICAL to TECHNICAL words
REMEMBER: use words that suit the subject and are intelligible to the reader
(cont)

7. RULES FOR OFFICIAL CORRESPONDENCE (cont)
RULE 3: AVOID
CIRCUMLOCUTION AND EUPHEMISMS
EXAMPLE:
The Officer Has Reached The Age Equivalent To Three Score And Two CAN SIMPLY BE WRITTEN AS The Officer Is Sixty Two Years Old
(cont)

8. RULES FOR OFFICIAL CORRESPONDENCE (cont)
RULE 3: CONSTRUCT YOUR PARAGRAPH WITH CARE.
If Participle Is Used, It Should Be In Agreement And Neither Misrelated Nor Unrelated.
EXAMPLE:
Waiting for the bus a branch fell on my head (BAD)
As I was waiting for the bus, a branch fell on my head (GOOD)
(cont)

9. RULES FOR OFFICIAL CORRESPONDENCE (cont)
RULE 4: WRITE SIMPLE SENTENCES AND SHORT PARAGRAPHS
DO NOT PATRONISE the reader and imply HOW CLEVER you are
AIM at WINNING the reader over what YOU THINK. SO BE:
PERSUASIVE;
READER FRIENDLY; AND
NOT ARROGANT
If you always THINK BEFORE PUTTING PEN to PAPER (writing) = you are more LIKELY to be CLEAR

10. ADMINISTRATIVE CORRESPONDENCE
BASIC RULE: All administrative correspondence should be EASY TO READ. ALWAYS WRITE:
CORRECTLY: without mistakes; verbs properly conjugated of & sentences well punctuated
CLEARLY: short sentences and orderly written ideas
CONCISELY: avoid repetition but ensure fair treatment of the subject
SIMPLY: avoid pretentious words

11. OFFICIAL LETTERS ( TO PUBLIC)
DEAR SIR:
LETTER HEAD - ARMORIAL BEARINGS (COAT OF ARMS)]
NAME AND ADDRESS - OF MIN/DEPT
REFERENCE NUMBER - FILE NUMBER TOP LEFT HAND CORNER (both Sender & Recipient, if applicable)
DATE: TOP RIGHT HAND CORNER (no comma is used & it may take different forms).EX: 05 September 2011; 5th September 2011; etc

12. OFFICIAL LETTERS ( TO PUBLIC)
SALUTATIONS: (addressing- followed by a comma): (Sir/ Madam,; Dear Sir,/ Dear Madam,; Dear Colleague,/ My dear Colleague,)
TITLE/SUBJECT MATTER (not more than 6 words preferably. Should be relevant & indicative)

13. OFFICIAL LETTERS-DEAR SIR (cont)
OPENING OF THE LETTER: (next line - commonly begins with:
“with reference to”;
“would you please refer to” etc.)
NOTE: Alternatives:
thank you for your letter….;
I have received your letter….etc.)
BODY/CONTENTS: (contains information, description, requests, replies etc. Rules of writing apply).
Numbering of paragraphs especially if it is long to help the reader. (to be decided by signatory)

14. OFFICIAL LETTERS-DEAR SIR (cont)
ENDING THE LETTER: ends with
yours faithfully/ I am, yours faithfully followed by a comma;
signature;
surname and
title Perm sec/ Supervising Off/ SCE etc.)
NOTE:
Don’t forget to write FOR, if signing for someone else
Signature on the right hand side
Address on the corresponding left hand side
NAME and ADDRESS OF RECIPIENT
NOTE: Unlike in French, No hyphen is used in English for address (EX: Port Louis; Saint Pierre)

15. OFFICIAL LETTERS-DEAR SIR (cont)
NAME & ADDRESS OF RECIPIENT: (at the level of the signature.
Spell the correspondent’s name properly. Initials in names take points (dots) but no space in between.
However, there should be space between initials and Name – Ex: A.B. Charles
Abbreviations for honours, degrees etc. take no points (dots)- Ex MSc, MLA
Addresses should normally contain no commas. EX: 10 Avenue Belle Rose; Quatre Bornes

16. MEMORANDA (MG FORM 2) - “FROM – TO” LETTERS’
PROVIDED FOR CORRESPONDENCE BETWEEN GOVT DEPTS AND MINISTRIES
SHOULD BE OFFICER TO OFFICER OR OFFICE TO OFFICE BUT NOT MIXTURE OF BOTH-EX: From Senior Chief Executive, MOH and QOL To Commissioner of Police
REFERENCE: TOP LEFT HAND CORNER (BOX PROVIDED)
DATE
SENDER AND RECIPIENT
SUBJECT MATTER (space provided-heading not followed by fullstop)

17. DEMI-OFFICIAL CORRESPONDENCE
PROVIDED for use BETWEEN PUBLIC OFFICERS.NORMALLY BETWEEN OFFICERS OF SIMILAR RANK in the service
SALUTATION and ENDING should BOTH BE EITHER HANDWRITTEN OR TYPED BUT NOT A MIXTURE OF BOTH - Ex: From / To Mr …., Ministry of …… From / To Ombudsman; From / To Chairman, PSC

18. THANK YOU

19. MINUTE SHEET

20. MINUTE SHEET
ENTRIES: From/To Ministry Of …… ( No Need To Write- Perm Sec, Min Of….)
HONORIFIC (HONOURABLE) need not be used
NOTES: SHOULD BE SIGNED
MINUTES: SHOULD BE SIGNED. NOTE: If Signature Is Not Legible Enough, the NAME of the Officer should be TYPED Or Written In Block Capitals
RANK of the OFFICER (EVEN IF ACTING)should be inserted
DATE (can be written as )

21. MINUTE SHEET - MINUTE WRITING
ADDRESS - hierarchy. Ex: SCE; Perm Sec, Deputy Ps etc)
REFERENCE (Re fol ()- if any)
NUMBERING (as from 2nd para.)
MESSAGE:
Rules of writing apply
Should be Short but complete (refer to folio- details)
Should Stand alone
Ends with information, action, instruction, request for approval/consideration etc.
Courtesy- please
SIGNATURE
NAME and RANK and DATE

22. REPORT WRITING

23. REPORT WRITING Every report contains some or all of the following:
TITLE: (short but conveys essential message)
IDENTIFICATION MARKS:(initials of writer; class of report.eg cabinet memo etc
CIRCULATION LIST:( recipients)
INTRODUCTION:(introduces issue and the outcome)
METHODOLOGY:( how materials were assembled)
DISCUSSION:(interpretation of factual info to reach conclusion)
CONCLUSION: findings & ultimate result)
RECOMMENDATIONS:(personal views for future action based on the conclusion)

24. THANK YOU