Tuesday, April 12, 2011
Friday, February 25, 2011
To : (recipient email address)
Subject : Looking for English Tutor
Dear Mr. Jack,
My name is Jaana and I am a university student from Finland. The reason I’m sending this email to you is because I am looking for an English subject tutor .I would like to know if you do courses for university students and if you do, how many lessons per week? I really need your help and I hope you can consider my request. Thank you very much for your time and I look forward to hearing from you.
Sincerely,
Jaana
Friday, February 11, 2011
Sample of Semi Block Letter
source : http://www.etweb.fju.edu.tw/business/fjweb/course_metirial/letter/format-style/sample-semi.html
Formal Letter Format (Explaination)
Your Address *1
The return address of the sender of the letter so the recipient can easily find out where to send a reply to. Skip a line between your address and the date. (Not needed if the letter is printed on paper with the company letterhead already on it.)
Date *2
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).
Inside Address *3
The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the salutation.
Salutation *4
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body.
Subject Line (optional) *5
Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body.
Body *6
The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.
Closing* 7
Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the printed name, so that there is room for the signature.
Signature *8
Your signature will go in this section, usually signed in black or blue ink with a pen.
Printed Name *9
The printed version of your name, and if desired you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure.
Enclosure *10
If letter contains other document other than the letter itself your letter will include the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed that doesn't include the letter itself.
Reference Initials *11
If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/gs or AG:gs.
Source : http://www.letterwritingguide.com/businessletterformat.htm
Formal Letter Format
Return Address Line 1 *1
Return Address Line 2
Date (Month Day, Year) *2
Mr./Mrs./Ms./Dr. Full name of recipient. *3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2
Dear Ms./Mrs./Mr. Last Name: *4
Subject: Title of Subject *5
Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . *6
Closing (Sincerely...), *7
Signature *8
Your Name (Printed) *9
Your Title
Enclosures (2) *10
Typist Initials. *11
Source: http://www.letterwritingguide.com/businessletterformat.htm
Thursday, February 10, 2011
Tuesday, February 8, 2011
CONCLUDING THE MEETING
- When to closed the meeting
The meeting should be closed by 3 ways.First is when the scheduled time has arrived.This way is to prevent one by one members losing because drifting off to other commitments.Second way is when the group lacks resources to continue.In this cases, be sure to identify who is responsible for getting the needed in formation,an set a new date.Finally, the meeting should be closed when the agenda has been covered.There is no use to discuss or adjourn the meeting while there are nothing more to cover.
- To conclude a meeting
Concluding a meeting has three parts.First is signal when time is almost up.This is step of warning or giving information about remaining meeting duration in order to gives everyone a chance to have any final words.Seconds step is summarize the meeting's accomplishments and future actions.To review the information as important is reminding memebers of their responsibility.Final step must be thank the group.This is important to show your appreciate their effort and to assure those who deserve get the credit.
- Following up the meeting
In order to get the desired result of meeting is through follow-up that involves 3 steps which the first one is build an agenda for the next meeting.Just to give a slice new information of next.Then follow- up on other members,Check up on other members to make sure the promised out comes are actually occur.Finally steps must be take care of your own assignment.Home work must be fully prepared for the meeting needs,not do it last minute to avoid poor result.
Beginning the Meeting
The effective meeting emphasize some criteria such as time is used efficiently, the tone is constructive,and the quality of ideas is good. Effective openings get the meeting off to a good start. First, they give everyone a clear picture of what is to be accomplished. Second, define how the group will try to reach its goal. Finally,set the stage for good teamwork and results. In the meeting, we should be identify the goals of the meeting. Thus, provide necessary background information to prevents misunderstandings and helps members to understand. Then, outline the contributions that members can make during the meeting and some of these contributions will come from specific people. Additionally, preview the meeting is most important in the successful meeting. Finally, Identify time constraints to prevent wasting time.
Setting an Agenda
Introduction
An agenda is a list of topics to cover in a meeting. Agenda is important because it helps the progression of a meeting by giving the meeting members direction. Agenda can build by asking three questions, which are:
- What do we need to do in the meeting to achieve our objective?
- What conversations will be important to the people who attend?
- What information will we need to begin?
A complete agenda contains a list of attendees, the meeting’s time and location, necessary background information and brief explanation on each item.
Time, length and location
To avoid problems, all three of these details need to be present on and agenda.
Participants
The overall size of the group is important. It’s best to keep the size small so that everyone can participate in discussions. You also need to identify on the agenda the people who will be attending because it will help to alert all members about whom to expect in the meeting.
Background information
Sometimes, participants will need background information to give them new details or to remind them of things they may have forgotten. Background information can also provide a description of the meeting’s significance.
Items and Goals
A clear list of topics and goals will result in better informed members and more productive satisfying meetings. Goals are useful in at least two ways: first, they help to identify those who ought to attend the meeting. Second, specific goals help the people who do attend to prepare for the meeting and they help to keep the discussion on track once it begins.
Pre-meeting Work
The agenda is a good place to tell members how to prepare for the meeting by reading information, developing reports, preparing or duplicating documents or locating facts or figure.
The order of agenda items is important. The meeting ought to begin with relatively simple business, minutes, announcements, and the easiest decision. Once the members have hit their stride and good climate has developed, the group can move to the most difficult items.
When to Hold a Meeting
A job might be too much for one person to handle for two reasons. First, it might call for more information than any single person possesses. Second, a job might take more time than one person has available. For the task, each member at a committee meeting should have a different role. If each person on the handbook team is responsible for a separate section, there is little need for the group to meet frequently to discuss the task. And there are times when people who do the same job can profit by sharing ideas in a group. A group of people who do the same kind of work can often improve their individual performance through meetings by performing some of the complementary functional roles. Another might take the job of being information giver, others server as diagnosers and some just can serve as empathic listeners.
Types of meeting
Meeting falls into three categories; information-sharing, problem-solving and ritual activities. Purpose of information-sharing meeting s to exchange information informing group members about new developments, emerging trends and the coming weeks task, and to keep them up to date on the activities. Problem solving or decision-making meeting is to decide some action or make a change in existing policies or procedures. Because problem-solving and decision-making meetings are the most chalenging types of group activity, the bulk of this chapter discusses how to conduct the effectively. Ritual activities are to allows user to create teleconference, add video to meetings, give software demonstration, deliver presentation via the Web and share computer application. Anyone in the meeting can view and edit shared documents to take meeting participation on a Web tour. Virtual meetings can take several forms. Teleconferences are essentially multiparty telephone conferences. Videoconferences allow users in distant locations to see one another.
Saturday, January 22, 2011
How to write a Memo
Heading of memo:
To:
From :
Date:
Subject:
Note: To prevent confusion, a memo should address only one subject. The
subject-line title should be accurate and complete.
Body of memo:
A memo should contain three parts:
1. For the introduction, start with one clear sentence that states the
subject and provides a summary of the topic.
2. The middle may contain several sentences of explanation.
3. The ending makes a request or a recommendation
Friday, January 21, 2011
MEMO
MEMO
To : Members of Grenade Team
From : Ms Byla - Secretary of Grenade Team
Date : January 26th 2011
Subject :Educational Visit
There will be a meeting to discuss about educational visit's planning and activities. Here are the details about the meeting :
Date : February 7th 2011
Time : 2.00 pm
Venue : UniKL IPROM's Library
Agendas : During this meeting,we will discuss about
1) Choosing a manufacturing company that we would like to visit
2) Distribute task among the team members
3) Planning the activities during the visit
Please bring a list of companies related to manufacturing.
If you have any questions, please feel free to contact Ms Nornabila Bte Zainal Abidin at 017-9040098 or nabila_mse@yahoo.com.
Tuesday, January 18, 2011
Basic Guide to Conducting Effective Meetings
Selecting Participants
· The decision about who is to attend depends on what you want to accomplish in the meeting. This may seem too obvious to state, but it's surprising how many meetings occur without the right people there.
· Don't depend on your own judgment about who should come. Ask several other people for their opinion as well.
· If possible, call each person to tell them about the meeting, it's overall purpose and why their attendance is important.
· Follow-up your call with a meeting notice, including the purpose of the meeting, where it will be held and when, the list of participants and whom to contact if they have questions.
· Send out a copy of the proposed agenda along with the meeting notice.
· Have someone designated to record important actions, assignments and due dates during the meeting. This person should ensure that this information is distributed to all participants shortly after the meeting.
Developing Agendas
· Develop the agenda together with key participants in the meeting. Think of what overall outcome you want from the meeting and what activities need to occur to reach that outcome. The agenda should be organized so that these activities are conducted during the meeting.
In the agenda, state the overall outcome that you want from the meeting
· Design the agenda so that participants get involved early by having something for them to do right away and so they come on time.
· Next to each major topic, include the type of action needed, the type of output expected (decision, vote, action assigned to someone), and time estimates for addressing each topic
· Ask participants if they'll commit to the agenda.
· Keep the agenda posted at all times.
· Don't overly design meetings; be willing to adapt the meeting agenda if members are making progress in the planning process.
· Think about how you label an event, so people come in with that mindset; it may pay to have a short dialogue around the label to develop a common mindset among attendees, particularly if they include representatives from various cultures.
Opening Meetings
· Always start on time; this respects those who showed up on time and reminds late-comers that the scheduling is serious.
· Welcome attendees and thank them for their time.
· Review the agenda at the beginning of each meeting, giving participants a chance to understand all proposed major topics, change them and accept them.
· Note that a meeting recorder if used will take minutes and provide them back to each participant shortly after the meeting.
· Model the kind of energy and participant needed by meeting participants.
· Clarify your role(s) in the meeting.
Establishing Ground Rules for Meetings
You don't need to develop new ground rules each time you have a meeting, surely. However, it pays to have a few basic ground rules that can be used for most of your meetings. These ground rules cultivate the basic ingredients needed for a successful meeting.
· Four powerful ground rules are: participate, get focus, maintain momentum and reach closure. (You may want a ground rule about confidentiality.)
· List your primary ground rules on the agenda.
· If you have new attendees who are not used to your meetings, you might review each ground rule.
· Keep the ground rules posted at all times.
Time Management
· One of the most difficult facilitation tasks is time management -- time seems to run out before tasks are completed. Therefore, the biggest challenge is keeping momentum to keep the process moving.
· You might ask attendees to help you keep track of the time.
· If the planned time on the agenda is getting out of hand, present it to the group and ask for their input as to a resolution.
Evaluations of Meeting Process
· It's amazing how often people will complain about a meeting being a complete waste of time -- but they only say so after the meeting. Get their feedback during the meeting when you can improve the meeting process right away. Evaluating a meeting only at the end of the meeting is usually too late to do anything about participants' feedback.
· Every couple of hours, conduct 5-10 minutes "satisfaction checks".
· In a round-table approach, quickly have each participant indicate how they think the meeting is going.
Evaluating the Overall Meeting
· Leave 5-10 minutes at the end of the meeting to evaluate the meeting; don't skip this portion of the meeting.
· Have each member rank the meeting from 1-5, with 5 as the highest, and have each member explain their ranking
· Have the chief executive rank the meeting last.
Closing Meetings
· Always end meetings on time and attempt to end on a positive note.
· At the end of a meeting, review actions and assignments, and set the time for the next meeting and ask each person if they can make it or not (to get their commitment)
· Clarify that meeting minutes and/or actions will be reported back to members in at most a week (this helps to keep momentum going).
Sunday, January 16, 2011
Questions given :
How to give an idea/opinion/suggestion in the meeting?
- Make sure the meeting conductor finished first.
- Raise up your hand to ask permission.
- Give any ideas, opinions or suggestions but don't condemn the others.
If you are chair person, how will you pull members attention from straying?
- If I am the chair person, I'll try to conduct meeting as brief as I could to keep the meeting exciting. To make sure everybody are giving their attention, I'll ask questions, then ask them for opinions. The feedback from the audiences shows that they are paying attention during the meeting.
Saturday, January 15, 2011
Q&A first presentation
What will you do on 14-18 March 2011?
How about the budget?
Open to all student?
- We will setup a booth, then the whole group members will cooperate to attract students especially MSE students, to join our trip. Estimate students joined are limited to 35 persons including members of executive committee. To ensure our promotion attractive, we will distribute flyers or pamphlets. We will also make a slideshow about the company.
- All the souvenir, transportation, allowance are sponsored by UniKL finance department.
- Yes, but the advantages will go to MSE student first.
Does this trip has any fun activities?
- Yes. According to the plan, tongue twister game will be held on the evening at the beach.
How to get the accommodation?
- We will send a letter to know about the place and price. We will submit the information to UniKL's financial department after we get the Dean's Approval.
Promotion @ Academia Week
During Academia Week on 13th to 17th March 2011, we are planning to do a promotion for our Industrial Visit. The first thing that we need to do is to setup a booth. We also prepare fliers, poster, and slide show about the Industrial Visit. To attract students attention, we plan to give a t-shirt to each student who join our trip. The students are not require to pay any fees because this trip will be fully support by UNIKL. This Industrial Visit is open to maximum 40 person.
Planning Activity
We are planning to do the trip during the semester break. Our suggestion date is 15 until 17 May 2011. On the first day, we are planning to visit the TATIUC campus and in the evening we are planning to do Tongue-Twister game. Second day, we plan to go to Petronas and Hunstman Tioxide. After the visit, students are allow to do their own activity such as shopping for souvenirs. However, the activity will be change depends on authorization from the company.
Planning
The first thing we are going to do is to contact the selected company. We decide to do Industrial Visit at Petronas, Hunstman Tioxide or Emercson Process Management. We will ask the permission to do the industrial visit at their company. For the accommodation, we decide to choose TATIUC's hostel. We will write an invitation letter for selected lecture to accompany our trip. We will also write the parents authorization letter so that student's parents will know about this activity. We also have to conduct a meeting with Unikl Iprom's Dean to inform and get approval to do the trip and do a proposal to know the budget for all activities we are going to do. After we get the approval, we need to do reservation letter to reserve the bus for the trip. For the company's tribute, we suggest to give souvenirs under Unikl Iprom's name.
Selecting the project
In the first lessons, we were divided into groups. In the group, we were given a task to come out with a project. After brainstorming among our group members, we decided to do an Industrial Visit. The reason we choose this project is to give MSE students an exposure about the technology of manufacturing. We also want to give a chance for student to run out from hectic classroom by having an educational trips.
Friday, January 14, 2011
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