-
Johann Wolfgang Von Goethe
Communication
is recognized medium of exchange of thoughts, deeds and views. Written
communication plays a vital role in an office, whether it is government
department public undertaking or private organizations. The working of the government
office is continuous affair. The officers may come and go, but the policy of
the government has to remain uniform in a given set of circumstances. It is
therefore, necessary to have a written record of the reasons for adopting a
particular course of action in a case so as to ensure identical treatment to a
similar case coming up in future. The ‘note’ thus helps in maintaining
consistency and continuity to the actions and decisions of the government.
Noting drafting is the most common and well
established procedure for submission, examination and subsequent communication
for final order on a particular subject. There is a well established and standard
procedure followed in regard to noting and drafting. The procedure may vary
from one department to another but the basic remains the same.
Meaning of noting and making a note :
‘Noting’ means preparing a note for taking a
decision on a case.
Communication in the organization flows according to
the formal channels in the organization i.e. from top to bottom. This
communication indicates the line of action to be taken in a particular case.
Noting is a written remark recorded on a note sheet requiring a communication
under consideration. This written remark called ‘Note’ and the procedure
followed in preparing a note called ‘Noting’. Noting is done to focus the
important points of a particular communication under consideration. It may also
include an explanation if required.
‘Note’ means the remarks recorded on a case to
facilitate its disposal, and includes a precise of previous papers, a statement
or an analysis of the questions requiring decisions, suggestions regarding the
course of action and final orders passed thereon. The ‘Note’ also provide a
very useful guide to the officers who may have to handle the same or similar
cases in future in as much as they reveal the line of thought and logic behind
the decision taken earlier. A ‘Note’ contains facts and figures, rules, law,
procedures and precedents, if any, as also views of other sections/departments,
which might have been consulted. It helps the decision taking authority in
taking taking a decision. It should normally comprises a brief resume of the
case, the analysis/statement of the points at issue, rule positions, best
course of actions, orders of any already passed on the subject. It may be in
any of the following terms :
1. Summary
of the case.
2. An
analysis of the questions requiring decisions.
3. Suggestions
regarding the course of action.
4. Final
orders passed there on.
Thus the main aim of an office is to inform and guide
the officers who have to decide the case and help them to dispose it. The note
also serves as conclusive proof for fixing responsibility for delays or
inactions.
How a note should be written :
1. Recorded
on a Note sheet.
2. Even
at least one word should be carried over to the next page, instead of ending
the note at the extreme bottom of the page.
At least one blank courtesy sheet be added for
further action.
The practice of the note in the offices serves a
very useful purpose as it helps the higher officers to dispose of a case
promptly by going through the note in which the main question or questions on
the case and the course of action are clearly stated. The dealing hand who
writes the first not on a communication should put up a case properly, by
stating the main points of the case, explaining its intricacies, analysing the
issues involved, citing the laws or conventions and lastly, making suitable
suggestions regarding the course of actions or orders.
Kinds of Note making :
Mainly there are two types of Noting. They are:
1. General
Noting
2. Office
Noting.
General Noting : Whenever an individual requests for
some information or permission which is not very important in nature, he writes
a short note on a piece of paper and sends to the concerned person.
Office Noting : When remarks are written on note
sheet regarding communication under consideration and are sent to higher
authorities for
approvals, this is called office Noting. In addition
to remarks, office noting is also meant for getting some permission or approval
from executives.
Office Noting can be of two types :
1. Simple
Noting – Noting which is simple and short in nature.
2. Detailed
Noting – Noting which is explained and written in details.
3. Routine
Noting – Noting which is done in routine manner.
Importance of Noting :
The files in government offices, public sectors and
some other organisation often contain two parts namely the left hand side is a
noting section and the right hand side is correspondence section. Its
importance is as follows :
1. Noting
reduces the time at each level of formal communication while passing the orders
or instruction.
2. It
keeps a regular track of all the development and comments on a particular case.
3. The
authorities come to an accurate decision on the basis of noting without
devoting a lot of time on it.
4. Noting
provides a line of thought and idea about how the case has taken shape.
Finally When it comes to principles of noting following steps should be kept in mind :
1.
Complete i.e., it should answer all
questions that have been raised and all other possible questions that may arise
while considering the case. Answers to questions such as What, Why, How , When
, Where and Who will help in making the note complete.
2.
Clear, i.e. it should be written, as far
as possible, choosing short, familiar words, using short sentences, in active
voice, and preferring concrete expression in place of abstract ones.
3.
Concise and to the point, i.e., it
should not contain wordy expressions, or trite or unnecessary expressions, and
should include only relevant statement. It should be avoid repetitions either
of words or ideas.
4.
Coherent, i.e., it should be logically
arranged, striking to one idea for each paragraph and linking together
sentences and paragraphs.
5.
Correct, i.e. it should factually correct,
figures should be free from mistakes and the writing should be free from
mistakes and the writing should be grammatically correct.
6.
Courteous, i.e. it should express idea
tactfully, without hurting anybody’s feelings, and emphasize positive facts. If
apparent errors or incorrect statements in an case have to be pointed out or if
an opinion expressed therein has to be criticised, care should be taken to
couch the observations in courteous and temperate language free from personal
remarks.
7.
Organised properly i.e. it should put
ideas in the best order for impact, reflecting clear thinking. The first
paragraph should state the main point followed by paragraphs giving evidence
and discussing it, and the final paragraph should contain recommendations.
8. Visually attractive, i.e. it should be
made attractive by diving the note in serially numbered paragraphs, using
heading liberally, and keeping the paragraph of six to ten lines each. Where
possible use bullets and other lists, and leave a small a small margin of about
one inch on all sides(left, right, top and bottom).
0 comments:
Post a Comment