MARY LYN O.

CASANOVA ENGLISH FOR THE PROFESSION

BS ARCHITECTURE 5TH YR PROF. BERENGUELLA

I. Inter-office communication means: the communication between staff members in the offices
of a company or organization. For all intents and purposes, inter-office communication
translates as internal communication.

Here are some examples:

1. Good old face-to-face

2. Intranet
3. Email
4. Newsletters (e.g. MailChimp)
5. Skype
6. Company Culture App
7. Messaging Apps: Slack, HipChat, Yammer
8. Social Media (if permitted)
9. Digital Signage (e.g. Enplug)

What are the methods of inter-office communication available in modern office ?

Communication is the lifeblood of industrial and commercial enterprise and the success of an
enterprise depends to a great extent on effective communication. The exchange of ideas, facts
and opinions by two or more persons is called communication. Effective communication denotes
to one where a thing is understood in the sense in which it has been communicated.
Communication may be external or internal and their media may be written or oral. Internal
communication keeps the organisation going and as such, inter-communication is termed as a
major function of the modern office. Internal communication plays a vital role because of the
following reasons:

(a) Better co-ordination among the various departments is possible because of effective
communication.

(b) Better control is possible because the targets and goals of the enterprise is communicated to
the lower level management people. Similarly, the performances of the employees are
communicated to upper management people.

(c) Office system and routine will fail without effective internal communication.

(d) Good communication projects a good image of the organization in the eyes of the general
public,

(e) A lot of information is made available through effective communication to meet the
challenges of the competition.

(f) Internal communication serves as a vehicle to motivate employees.

Internal communication may be oral or in writing. When the communication is made through
spoken words, it is a case of oral communication. Oral communication may be face-to-face
communication or through telephone or through some mechanical devices.

On the other hand, written communication is made in writing.' It may take the shape of a letter,
circular, bulletin and office memos. Internal written communication is concerned with inter office
letters. These inter office letters are delivered through

(a) Actual delivery of these message

(b) Transmission of these message through mechanical devices.

Delivery of message is done through appointment of a peon or messenger. Though most of the
offices adopt this method of delivering message, it is very expensive. Under this system, written
messages are actually delivered to the person concerned. On the other hand, written
communication message is transferred from one department to another through the help of
mechanical devices. These devices are:

(a) Sending of message through teleprinter. Under this, messages can be sent from one place
to another where both the ends have INSTALLED teleprinter.

(b) Sending message through "Telewriter" which works on the principles of teleprinter and
transmit a handwritten message.

(c) Sending message through "Telefax" which is used to transmit drawing and sketches.

(d) Sending messages through "Television".

(e) Face-to-face conversation for transmitting oral communication.

(f) Sending of messages through signals.

(g) Sending on message through telephone.

(h) Sending of message through intercom system

II. Electronic, mechanical, or other device means any device or apparatus which can be used
to intercept a wire, oral, or electronic communication other than

(a) any telephone or telegraph instrument, equipment or facility, or any component thereof,
(i) furnished to the subscriber or user by a provider of wire or electronic communication
service in the ordinary course of its business and being used by the subscriber or user in
the ordinary course of its business or furnished by such subscriber or user for
connection to the facilities of such service and used in the ordinary course of its
business; or (ii) being used by a provider of wire or electronic communication service in
the ordinary course of its business, or by an investigative or law enforcement officer in
the ordinary course of his duties;

(b) a hearing aid or similar device being used to correct subnormal hearing to not better
than normal;
III. A report is a structured written presentation directed to interested readers in response to
some specific purpose, aim or request.

Characteristics of an effective report

A report is a structured written presentation directed to interested readers in response to some

specific purpose, aim or request. There are many varieties of reports, but generally their
function is to give an account of something, to answer a question, or to offer a solution to a
problem.

An effective report is:

Appropriate to its purpose and audience

Accurate Logical Clear and concise

Well organised with clear section headings.

Report structure

One important advantage that a report has over other written communication is that it follows a
standardised format. This enables readers to find and focus on specific parts of information.
Most reports are modelled on the following structure (modified where necessary).

1. Transmittal document

2. Title page

3. Table of contents

4. Abstract/Executive Summary

5. Introduction

6. Discussion

7. Conclusions

8. Recommendations

9. Bibliography.

Report writing procedure stage 1: Planning

Define the purpose:

Read the brief carefully

Identify key words

Make sure you know what's really being asked

Define the audience:

Determine your audience's level of understanding

Determine what your audience needs to know.

Establish parameters:

Determine the scope and level of detail required

Determine the length of the report and what can be covered in that length.

Gather information:

Make sure the information you gather is relevant, contemporary and factually correct

Make sure that you transcribe facts and figures correctly.

Report writing procedure stage 2: Writing

Write the report in three steps:

1. Write the body

2. Write the abstract/executive summary

3. Write the supplementary material

Advice on each stage is provided below.

Step 1: Write the body

There are four components of the body of the report: the introduction, the discussion, the
conclusion and the recommendations.

Introduction

The introduction leads into the main subject matter by giving the necessary background of the
report, its aims, premises, scope, limitations, approach intended audience, possible benefits and
any instructions that may be useful for the reader. If specialist terms are used in the report,
define them clearly. It puts the discussion in perspective, explains why the report is necessary
and gives background information on the subject matter.

Discussion

The discussion is the main body of the report. Use headings and sub-headings. It describes,
analyses, interprets and evaluates the procedures, data, findings, relationships, visual material,
methodology and results in the report. This material should be presented in an order that leads
logically towards the conclusions and recommendations. In writing the discussion section of the
body, you should:
 Pitch at appropriate level

Organise material logically

Use clear, concise language

Give concrete examples.

Conclusion

Conclusions are drawn from evidence, analysis, interpretation and evaluation presented in the
discussion. No new material should be introduced; the conclusions should follow logically from
the Discussion. The Conclusion section should give:

Conclusions

Key points

Main findings.

Recommendation

The Recommendation section (when used - not all reports give recommendations) should
present your informed opinions, suggestions, possible actions to be taken, applications and
recommendations arising from a rational consideration of the discussion and conclusions.

Be definite

Be perceptive

Be imaginative

Be rational.

Step 2: Write the abstract/executive summary

Once the body of the report is written, write the abstract. The abstract (also known as the
Executive Summary) is a concise summary presentation of the essential elements of the report,
from the introduction through to and including the recommendations. It should be independent
(can be read on its own), comprehensive (covers all the main points), clear and concise. As a
general rule it should be short, only 10-15% of the length of the report, and should be written in
full sentences and paragraphs. It should include a summary of the following:

Purpose

Scope Achievements

Main points

Conclusions
 Recommendations.

Step 3: Write the supplementary material

Transmittal document

The transmittal document is not part of the report, but accompanies the report. In letter, memo,
or minute form, it personalises the report for a specific reader and calls attention to those items
or sections in the report which are of particular interest to that person.

Title page

The title page identifies the report with the following information:

Title

Author's name, position and qualifications

Authority for report Place of origin

Date.

Table of contents

The table of contents shows the section titles and major headings listed in order of appearance
and indicates page locations. Standard page numbering begins with the Introduction. The
Abstract or Executive Summary is usually numbered with lower case Roman numerals (i, ii, iii,
iv, etc.)

Bibliography

The bibliography lists all publications either cited or referred to in preparing the report. Use the
Referencing System recommended by your School.

Report writing procedure stage 3: Formatting, revising and proofreading

Apply the following report checklist:

Have you fulfilled the purpose of the report?

Is the report written at a level appropriate to its audience?

Are the facts correct?

Is it comprehensive?

Is all the included information relevant?

Are the layout and presentation well thought out?

Is the style clear, concise and professional?

 Does the abstract summarise?

Does the introduction adequately introduce the discussion?

Is the discussion organised logically?

Does the conclusions section interpret, analyse and and evaluate?

Are the recommendations reasonable?

Does the table of contents correspond with the actual contents? Are page numbers correct?

Have you acknowledged all sources of information through correct referencing? Have you
checked spelling, grammar and punctuation?

Have you carefully proof-read the final draft?

REFERENCES:

http://www.preservearticles.com/201101143319/methods-of-inter-office-communication-
available-in-modern-office.html

https://www.quora.com/What-is-inter-office-communication-and-what-are-some-examples

https://www.law.cornell.edu/uscode/text/18/2510

https://life.curtin.edu.au/local/docs/CL_D-report-writing-08-2015.pdf