Business Communication | Dictation

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

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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.

Posted in: Dictation