DICTATING
PROCEDURES:
Remember these key points in dictating are similar to the
steps in making an oral presentation.
1.
Identify
the reader
2.
Determine
the purpose of the communication.
3.
Organize
the idea to the presented , and
4.
Outline
the major and minor points to be covered in the dictation process
Of course, before you more forward with any these four
points, you should know to use the equipment how to step, erase, pause, and
play back. But with that knowledge in mind, you can be the dictation process.
Normally you will initial a letter or report or replying to
the piece of correspondence just received .In any ease the reader must be
identified .Is the recipient a customer? Dealer? Prospect? Employee? Government
official? Next , what is your purpose? To complete a sale? Make an adjustment?
Enter a claim? Refuse a request? Knowing the purpose is important for it is the
purpose that often determines the organization of communication
Everyone has slightly different way of organizing or outlines
the message to be dictated. Some individual prefer to enter the outline in the
marginal or at the bottom of the letter being answered. Other find it easier to
use a separate sheet of paper and some people are comfortable making up the
outline in their heads. Regardless of the method, an outline is vital. When it
has complete review it for.
1.
Logical
sequence of ideas (obviously it is easier to move ideas around in the outline
than it is in the finished letter or report;
2.
Possible
omission of ideas; and
3.
Possible
duplication or addition of unnecessary topics.
Now just one more point before dictating: Do you have the
correct spelling of recipient`s name? The address Model number and specification
data?
You will find a little practice will help you to become adopt
as a dictator. And you will save a great deal of time in the bargain. The key
is the outline if it is logical sufficiently detailed, and carefully edited
dictating from it will prove to be very easy indeed.
The dictation should establish a reasonable speed of
dictation; if you are dictating in word – processing center, the organization
will have established norms for dictating speeds.
Be sure to be very clear in dictating. Pronounce words distinctly
and spell any unusual word or names. Also provide the transaction with oral
clues as to where you want certain kinds of punctuation.
Remember that he transaction may be very unfamiliar with the situation
which you know well; thus it will be up to you to dictate in a manner that will
enable the transcribe to produce perfect copy.
