DICTATION:
Managers may
requires preparing letters, memos, circular or reports in performance of their
managerial duties. These may be dictated to his secretary or stenographer.
Dictation is an important job and every care is to be taken to ensure that dictation
work has been done is an effective manner.
The
following suggestion that will help in effective dictation:
1 Try to
speak very clearly. While dictating do not put candy chewing or cigarette in
mouth.
2 Spell
unusual words and names when using them for the first time
.
3 If you
have any special instruction then dictate if before beginning the message such
as, put extra carbon for certain persons or make a rough draft only etc.
4 Always dictate
as much punctuations as your transcriber need to turn out and accurate,
attractive message quickly. Particularly dictate “new paragraph” for each new
paragraph.
5 Dictate at
a normal speed just you talk. It is thoughtful to slow down a little while
reading an inside address or any phone number.
6 Let your
secretary use his initiative as to grammar correction additional punctuation
and arrangement of your letters, memos and report.
7 When
dictating a reply to a received, try to dictate only the name of the addressee.
Your stenographer can later copy the full address from the letter which you
return after dictating your reply.
8 Keep the
mail in an orderly by turning each letter upside down when you have finished
answering it.
9 Fix the
definite time for your dictation. For instance a set time for each morning and or
after noon with no interruptions by telephone or callers.
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