PROBLEM IDENTIFIED
- Short form
- Not stating the purpose clearly
- Inappropriate language
- Unnecessary points included
- Point are not in order
STEP
- Change from short form to actual word
- Properly introduce oneself
- Rearrange points and contents
- Get rid of unimportant points
- State the points clearly
- Use appropriate language
REFLECTION
Subject : Extra Tutor Class
Hi Mr. Jack, I am a student of local university from Finland. I am currently not doing good in my university's subject so I am wondering if you do courses for university students too, because I am in the need of extra tutor class to help me with my studies. If there is, do you mind sending me the timetable of the tutor class to me because that will be really helpful, and is there any extra activities after school because it would be quite interesting if there are and I would like to take part in it. I am hoping that you could give feedback to me regarding the info that requested. Thank you
Joanna
Sources
www.ehow.com
www.askmen.com
www.monsterworld.com
Thursday, February 24, 2011
Thursday, February 17, 2011
Formal Letter Format Sample
Sender's Name
Address
Telephone Number
Email Address
Date
Recipient's Name
Address
Dear Mr./Ms. (Recipient's Full Name):
Subject: (PURPOSE OF THE LETTER)
In the first paragraph, you can introduce yourself, if the recipient does not know you. After this, mention the purpose of the letter.
In the next paragraph, give out the details i.e. the facts that support the statement you made in the first paragraph. You can end the letter with this paragraph or you can have another one, if the information you want to convey does not fit in this paragraph. Complete the letter by thanking the recipient for taking out time to read the letter.
Respectfully Yours,
(Your Signature)
(Your Name)
(Enclosures)
Address
Telephone Number
Email Address
Date
Recipient's Name
Address
Dear Mr./Ms. (Recipient's Full Name):
Subject: (PURPOSE OF THE LETTER)
In the first paragraph, you can introduce yourself, if the recipient does not know you. After this, mention the purpose of the letter.
In the next paragraph, give out the details i.e. the facts that support the statement you made in the first paragraph. You can end the letter with this paragraph or you can have another one, if the information you want to convey does not fit in this paragraph. Complete the letter by thanking the recipient for taking out time to read the letter.
Respectfully Yours,
(Your Signature)
(Your Name)
(Enclosures)
Tips on Writing a Formal Letter Format
Before you take a look at the formal letter format example, it will be a good idea to gather some crucial information on the things that you have to keep in mind while writing a formal letter. Here, you will find some important tips on how to write a formal letter.
- According to the rules of the formal letter format, it is important to begin the letter with the name, address and other contact details of the sender. However, this can be avoided, if the letter is typed on the letterhead. Followed by this, one has to mention the date on which the letter is written.
- After you have written the date, you have to mention the recipient's name and full address. This should come 4-6 lines after the date.
- Once you are done with the address of the recipient, you have to begin the letter with a salutation. The salutation should have a greeting word or phrase followed by a personal title Mr./Ms. and full name of the person. Some of the letter salutations that you can use for formal letters include Dear (full name), Dear Sir/Madam, etc. If you do not know the name of the recipient, it would be best to begin with To Whomsoever It May Concern.
- Followed by the salutation comes the subject line where you have to mention the purpose of the letter in short. Make sure that the subject line is in uppercase characters and is aligned either to the left or to the center.
- The body of the letter can have 2-3 paragraphs. In the introduction, talk about the reason of writing the letter and in the following paragraphs, you can give the necessary details. It is important to maintain two spaces between paragraphs when you are writing a formal letter.
- Once you finish writing the letter, you have to end it with the complimentary close. Some of the formal letter closings include Respectfully Yours, Sincerely, etc. Leave 4 blank spaces after the complimentary close and then, write your full name. The blank space should be used to sign your name.
If you have enclosed some document with your letter, it is important for you to mention it just below your name. Leave two spaces and write 'Enclosure' or 'Enclosures' below it. If you have attached more than 1 enclosure, do not forget to mention the correct number in brackets.
- According to the rules of the formal letter format, it is important to begin the letter with the name, address and other contact details of the sender. However, this can be avoided, if the letter is typed on the letterhead. Followed by this, one has to mention the date on which the letter is written.
- After you have written the date, you have to mention the recipient's name and full address. This should come 4-6 lines after the date.
- Once you are done with the address of the recipient, you have to begin the letter with a salutation. The salutation should have a greeting word or phrase followed by a personal title Mr./Ms. and full name of the person. Some of the letter salutations that you can use for formal letters include Dear (full name), Dear Sir/Madam, etc. If you do not know the name of the recipient, it would be best to begin with To Whomsoever It May Concern.
- Followed by the salutation comes the subject line where you have to mention the purpose of the letter in short. Make sure that the subject line is in uppercase characters and is aligned either to the left or to the center.
- The body of the letter can have 2-3 paragraphs. In the introduction, talk about the reason of writing the letter and in the following paragraphs, you can give the necessary details. It is important to maintain two spaces between paragraphs when you are writing a formal letter.
- Once you finish writing the letter, you have to end it with the complimentary close. Some of the formal letter closings include Respectfully Yours, Sincerely, etc. Leave 4 blank spaces after the complimentary close and then, write your full name. The blank space should be used to sign your name.
If you have enclosed some document with your letter, it is important for you to mention it just below your name. Leave two spaces and write 'Enclosure' or 'Enclosures' below it. If you have attached more than 1 enclosure, do not forget to mention the correct number in brackets.
Thursday, February 10, 2011
Chapter9: Summary of Effective Meeting & Career Tips
1. Types of meetings
1.1 Information sharing meeting
- Changing information or updating information with work mate for example Head Department will have a meeting on the beginning and end of their work shift
1.2 Problem solving / decision making meeting
- Deciding on taking action or making changes in existing policies or procedures
1.3 Ritual activities
- Having a fix meeting at the same time and day every week to update progress of any task
1.4 Virtual meeting
- Having a meeting via internet or telephone
- Usually in communication company
- Can be conducted even though meeting members is not in the same room
- Following some guidelines will make the meeting run smoother:
o Before the meeting send your agenda and copies of documents that will be discussed
o Have all the participants introduce themselves state their location before the meeting
o In phone conversations, parties should identify themselves whenever necessary to avoid confusion
o Avoid interrupting others or leaving out persons simply because you cant see them
o Keep distractions to a minimum
o Use the best equipment possible
2. Planning a Problem Solving Meeting
2.1 When to hold a meeting?
- Giving the cost of bringing people together, the most fundamental question is whether to hold a meeting at all
When the meeting is not justified?
- The matter could be handled just as well over the phone
- You could send a memo, e-mail, or fax to achieve the same goal
- Key people are not available to attend
- The subject will be considered trivial by many of the participants
- There isn’t enough time to handle the business at hand
- Members are not prepared
- The meeting is routine, and there is no compelling reason to meet
- The job can be handled just as well by one or more people without the need to consult others
- our mind is made up or you have already made the decision
Is the job is beyond the capacity of one person?
- The job might call for more information than any single person possesses
- It might also take more time than one person is available
Are individuals’ tasks independent?
- Each member at a committee meeting should have a different role
- If each member’s share of the task can be completed without input from other members, it is better to have members co-acting under the supervision
Is there more than 1 decision or solution?
- Question that have only one right answer are not well suited to discuss I a meeting
- Tasks that do not have fixed outcomes however, are appropriate for committee discussion.
Are misunderstandings or reservations likely?
- Meeting are often necessary when confusing or controversial information is being communicated
- Only by talking out their complaints and hearing why the new policy is being instituted will employees see a need to go along with the new procedure
2.2 Setting an agenda
- Agenda is a list of topics to be covered in a meeting
- A meeting without an agenda is without destination or objective
- You can start building an agenda by asking three question:
o What do we need to do in the meeting to achieve our objective?
o What conversations will be important to the people who attend?
o What information will we need to begin?
- Agenda items can come from many sources:
o Group leader
o Minutes from previous meeting
o Group members
o Standing items
o etc
Time Length and Location
- All three details need to be present on an agenda to avoid problems
Participants
- When attendees grows beyond seven , the likelihood of some members falling silent increases
- Be sure to identify on the agenda the people who will be attending
Background information
- Sometimes participant will need background information to give them new details or to remind them of things they may have forgotten
- It can also provide a description of the meeting’s significance
Goals
- Good agendas is effective “meeting should be outcome rather process-driven”
- A clear list of topics and goal will result in better informed members and more productive, satisfying meetings
3. Conducting the Meeting
- A well run meeting do not just happen: it is a result from some important communication skills.
3.1 Beginning the Meeting
- A good start will make the objective of the meeting clearer and define how the group will achieve it.
- Remarks by the person who called the meeting can set the stage for a constructive session and should be covering:
o Identifying the goal of the meeting
o Provide necessary background information
o Show how the group can help
o Preview the meeting
o Identify time constraints
3.2 Conducting Business
- Parliamentary Procedure
o A set of rules that governs the way groups conduct business and make decision in a meeting
o This approach can keep the discussion clear and efficient while safeguarding others right
- When to use?
o When a group’s decisions will be of interest to an external audience
o When haste may obscure critical thinking
o When emotion are likely to be strong
- Order of business
o Reading of minutes
o Reports (sharing information)
o Unfinished business
o New business
- Motion
o Must be seconded by someone other than its sponsor
o Good motion address a single issue in a brief, clear way
o It ensures that only those motions deemed worthy at least two members are discussed by the groups
o Motion can be discussed and amended by other members
o Once discussion is complete, a motion is decided by a public vote
o Examples:
“I move we direct 10% of contribution to the Annual Fund to the endowment”
Encouraging Participant
- Use the nominal group technique
o Every idea are written down and collected by discussion leader
o All ideas are posted for every members to see
o Members discuss the ideas but criticism are prohibited as the goal is to clarify the possibilities not for evaluation
o Each members privately rank orders the ideas from most to least promising preventing domination by a few talkative or influential members
o Items that receive the greatest voters are discussed critically and thoroughly by the group
- Have members take turn
o It is to give chances fairly to all meeting members and preventing domination of any member.
- Use questions
o Questions that draw out listeners are another way to encourage participants
o Four types of questions can balance the contributors of members:
Overhead question
• “Sales have flattened out in the western region. Can anyone suggest what is going on?”
Direct question
• “How would that suggestion work for you, kim?”
Reverse question
• “Suppose the decision were up to you, Gary. What would you do?”
Relay question
• “Cynthia has just raised a good question. Who can respond to it?”
Keeping discussion on track
- Do not let unnecessary discussion dragged for too long than it is suppose to
- The leader or some other members needs to get the discussion back on the track by using one of the following techniques:
o Remind the group of time pressure
o Summarize and redirect the discussion
o Use relevancy challenges
o Promise to deal with good ideas later
Keeping a positive tone
- Ask questions and paraphrase to clarify understanding
- Enhance the value of member’s comments
o Acknowledge the merits of the idea
o Explain any concerns you have
- Pay attention to cultural factors
3.3 Concluding the meeting
- When to close a meeting?
o When the scheduled closing time has arrived
o When the group lack resources to continue
o When the agenda has been covered
- How to conclude a meeting?
o Signal when time is almost up
o Summarize the meeting’s accomplishments and future actions
o Thank the group
3.4 Following up the meeting
- Build an agenda for the next meeting
- Follow up on other members
- Take care of your own assignment
Career Tips
Opting out of meetings
- Provide written input
o If your sole reason for showing up is to provide information, a memo or written report may be a good substitute for your physical presence
- Suggest a productive alternative
o There may be other ways for you-and maybe even other attendees to achieve objectives without actually having a face to face meeting like exchanging emails, telephone conference, etc
- Tell the truth
o Explain your reason for not wanting to attend diplomatically
Members Can Be Leaders Too
- Members of the meeting should also contribute in success a meeting
o Be clear of the meeting agenda and response to it
o Communicate with other members to achieve a fair decision
o Be confident to ask if there is any doubt
o Volunteer to help with things that will make a meeting run smoother
o Make sure there is someone as a time keeper
o Verify the points you have got with double checking
Getting Credits for Your Ideas
- Share your ideas with others who will be present, securing their buy in before the formal session
- Put your ideas in writing and circulate it before the meeting start
- If another person try to steal your idea, diplomatically stress out that the idea was originally yours
1.1 Information sharing meeting
- Changing information or updating information with work mate for example Head Department will have a meeting on the beginning and end of their work shift
1.2 Problem solving / decision making meeting
- Deciding on taking action or making changes in existing policies or procedures
1.3 Ritual activities
- Having a fix meeting at the same time and day every week to update progress of any task
1.4 Virtual meeting
- Having a meeting via internet or telephone
- Usually in communication company
- Can be conducted even though meeting members is not in the same room
- Following some guidelines will make the meeting run smoother:
o Before the meeting send your agenda and copies of documents that will be discussed
o Have all the participants introduce themselves state their location before the meeting
o In phone conversations, parties should identify themselves whenever necessary to avoid confusion
o Avoid interrupting others or leaving out persons simply because you cant see them
o Keep distractions to a minimum
o Use the best equipment possible
2. Planning a Problem Solving Meeting
2.1 When to hold a meeting?
- Giving the cost of bringing people together, the most fundamental question is whether to hold a meeting at all
When the meeting is not justified?
- The matter could be handled just as well over the phone
- You could send a memo, e-mail, or fax to achieve the same goal
- Key people are not available to attend
- The subject will be considered trivial by many of the participants
- There isn’t enough time to handle the business at hand
- Members are not prepared
- The meeting is routine, and there is no compelling reason to meet
- The job can be handled just as well by one or more people without the need to consult others
- our mind is made up or you have already made the decision
Is the job is beyond the capacity of one person?
- The job might call for more information than any single person possesses
- It might also take more time than one person is available
Are individuals’ tasks independent?
- Each member at a committee meeting should have a different role
- If each member’s share of the task can be completed without input from other members, it is better to have members co-acting under the supervision
Is there more than 1 decision or solution?
- Question that have only one right answer are not well suited to discuss I a meeting
- Tasks that do not have fixed outcomes however, are appropriate for committee discussion.
Are misunderstandings or reservations likely?
- Meeting are often necessary when confusing or controversial information is being communicated
- Only by talking out their complaints and hearing why the new policy is being instituted will employees see a need to go along with the new procedure
2.2 Setting an agenda
- Agenda is a list of topics to be covered in a meeting
- A meeting without an agenda is without destination or objective
- You can start building an agenda by asking three question:
o What do we need to do in the meeting to achieve our objective?
o What conversations will be important to the people who attend?
o What information will we need to begin?
- Agenda items can come from many sources:
o Group leader
o Minutes from previous meeting
o Group members
o Standing items
o etc
Time Length and Location
- All three details need to be present on an agenda to avoid problems
Participants
- When attendees grows beyond seven , the likelihood of some members falling silent increases
- Be sure to identify on the agenda the people who will be attending
Background information
- Sometimes participant will need background information to give them new details or to remind them of things they may have forgotten
- It can also provide a description of the meeting’s significance
Goals
- Good agendas is effective “meeting should be outcome rather process-driven”
- A clear list of topics and goal will result in better informed members and more productive, satisfying meetings
3. Conducting the Meeting
- A well run meeting do not just happen: it is a result from some important communication skills.
3.1 Beginning the Meeting
- A good start will make the objective of the meeting clearer and define how the group will achieve it.
- Remarks by the person who called the meeting can set the stage for a constructive session and should be covering:
o Identifying the goal of the meeting
o Provide necessary background information
o Show how the group can help
o Preview the meeting
o Identify time constraints
3.2 Conducting Business
- Parliamentary Procedure
o A set of rules that governs the way groups conduct business and make decision in a meeting
o This approach can keep the discussion clear and efficient while safeguarding others right
- When to use?
o When a group’s decisions will be of interest to an external audience
o When haste may obscure critical thinking
o When emotion are likely to be strong
- Order of business
o Reading of minutes
o Reports (sharing information)
o Unfinished business
o New business
- Motion
o Must be seconded by someone other than its sponsor
o Good motion address a single issue in a brief, clear way
o It ensures that only those motions deemed worthy at least two members are discussed by the groups
o Motion can be discussed and amended by other members
o Once discussion is complete, a motion is decided by a public vote
o Examples:
“I move we direct 10% of contribution to the Annual Fund to the endowment”
Encouraging Participant
- Use the nominal group technique
o Every idea are written down and collected by discussion leader
o All ideas are posted for every members to see
o Members discuss the ideas but criticism are prohibited as the goal is to clarify the possibilities not for evaluation
o Each members privately rank orders the ideas from most to least promising preventing domination by a few talkative or influential members
o Items that receive the greatest voters are discussed critically and thoroughly by the group
- Have members take turn
o It is to give chances fairly to all meeting members and preventing domination of any member.
- Use questions
o Questions that draw out listeners are another way to encourage participants
o Four types of questions can balance the contributors of members:
Overhead question
• “Sales have flattened out in the western region. Can anyone suggest what is going on?”
Direct question
• “How would that suggestion work for you, kim?”
Reverse question
• “Suppose the decision were up to you, Gary. What would you do?”
Relay question
• “Cynthia has just raised a good question. Who can respond to it?”
Keeping discussion on track
- Do not let unnecessary discussion dragged for too long than it is suppose to
- The leader or some other members needs to get the discussion back on the track by using one of the following techniques:
o Remind the group of time pressure
o Summarize and redirect the discussion
o Use relevancy challenges
o Promise to deal with good ideas later
Keeping a positive tone
- Ask questions and paraphrase to clarify understanding
- Enhance the value of member’s comments
o Acknowledge the merits of the idea
o Explain any concerns you have
- Pay attention to cultural factors
3.3 Concluding the meeting
- When to close a meeting?
o When the scheduled closing time has arrived
o When the group lack resources to continue
o When the agenda has been covered
- How to conclude a meeting?
o Signal when time is almost up
o Summarize the meeting’s accomplishments and future actions
o Thank the group
3.4 Following up the meeting
- Build an agenda for the next meeting
- Follow up on other members
- Take care of your own assignment
Career Tips
Opting out of meetings
- Provide written input
o If your sole reason for showing up is to provide information, a memo or written report may be a good substitute for your physical presence
- Suggest a productive alternative
o There may be other ways for you-and maybe even other attendees to achieve objectives without actually having a face to face meeting like exchanging emails, telephone conference, etc
- Tell the truth
o Explain your reason for not wanting to attend diplomatically
Members Can Be Leaders Too
- Members of the meeting should also contribute in success a meeting
o Be clear of the meeting agenda and response to it
o Communicate with other members to achieve a fair decision
o Be confident to ask if there is any doubt
o Volunteer to help with things that will make a meeting run smoother
o Make sure there is someone as a time keeper
o Verify the points you have got with double checking
Getting Credits for Your Ideas
- Share your ideas with others who will be present, securing their buy in before the formal session
- Put your ideas in writing and circulate it before the meeting start
- If another person try to steal your idea, diplomatically stress out that the idea was originally yours
MEMO.2
To: Members of Street Rovers Group
From: Secretary of Street Rovers Group
Date: 8/2/2011
Subject: Event for Academia Week
Meeting to discuss about Event for Academia Week. Please refer to the details below:-
Date :11/2/2011
Time: 9.00am – 10.00am
Venue: Student HUB UniKL IPROM
Agendas: During this meeting we will discuss about
1. Brainstorming on what event we should organize
2. Decide and finalize on the activities
3. Discuss in detail about the activities
4. Distribution of task among the group members
Remarks:-
- Please do some research regarding any appropriate activity pertaining to the Academia week theme.
- Any inquiries on the meeting please contact Mr.Syukur on 013 -4559202
- Please cooperates as you may be dismissed from the Street Rovers.
From: Secretary of Street Rovers Group
Date: 8/2/2011
Subject: Event for Academia Week
Meeting to discuss about Event for Academia Week. Please refer to the details below:-
Date :11/2/2011
Time: 9.00am – 10.00am
Venue: Student HUB UniKL IPROM
Agendas: During this meeting we will discuss about
1. Brainstorming on what event we should organize
2. Decide and finalize on the activities
3. Discuss in detail about the activities
4. Distribution of task among the group members
Remarks:-
- Please do some research regarding any appropriate activity pertaining to the Academia week theme.
- Any inquiries on the meeting please contact Mr.Syukur on 013 -4559202
- Please cooperates as you may be dismissed from the Street Rovers.
Monday, February 7, 2011
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