Module 3Learning unit 3.3 & 3.4

Using the identified information sources to provide the information needed.• Each and every organisation needs will determine the type of source

they will need to approach to get the required information to include in the report.

• Structured headings of each report type also serve a valuable guideline to follow. These headings clearly identify information sources that will provide the information required by the organisation (Revise the table in unit 2.2)

• in order for one to collect the information required by the organisation, you need to consult sources.

Four main categories of information sources

• Internal sources – sources from inside the organisation.

• External sources – sources from outside the organisation

• Primary sources – sources of information that have not been used before.

• Secondary sources – already existing information e.g. (books, journals, newspapers, magazines, company reports, internet.)

• All four sources are important when collecting information for the report. No matter where you collect the information double check that the facts and content are accurate. Do checks, trace public records, do online research- anything to verify the validation of your sources.

Revision activity: Assessment Activity 3.3 pg. 39

Module 3Unit 3.4 Effective ways of distributing reports to meet specific

deadlines.

intro

• All the reports have deadlines by which the reported information should be ready to be released to their intended audience receiver or reader.

• An employee need to understand the importance of having all types of business correspondence, business reports ready on time, and also being able to work within a given constraint time and successfully meet a given deadline.

Time management and meeting deadlines.

• Being an effective office professional is having the ability to stick to the given deadline of a project or assignment. (go through page 40-41)

• Effective ways of distributing reports.

• Five most effective ways of distributing reports.

• Electronic mail

• Posting

• Internal mail

• Courier

• Delivery

• .

Electronic mail

• Benefits of electronic mail

Disadvantages of electronic mailing

Posting

• It is classified in two ways namely:

• Outgoing mail - refers to all mail matters such as (letters, packages, reports, financial statements and other business documents. That leave the organisation by hand delivery or through the post office network.

• Everyone in the organisation must place his or her outgoing mail pieces in a mail basket at a central place. The messenger will then collect it at a fixed time and place it all in a mailbag, seals it and takes it to the post office.

• Every mail article needs to have the correct address of the receiver or should show the return address on the back so that it can be able to be returned to the organisation should it get lost.

• Incoming mail - all the postal articles sent to the organisation through the post office or delivered by hand at the organisation’s offices

• Every incoming mail has to be recorded in the incoming mail register, sorted then distributed to the right people in the right department.

Internal mail

• Internal mail refers to mail items that get sent between different department, sections or staff members within the same organisation.

• Frequently used for distribution of memoranda, instructions, short messages and report within the organisation.

• Internal mail never leave the organisation and therefore requires no official postage stamps or being handled by the post office.

• Envelopes must still be sealed and specifically marked for someone’s attention by stating their name, position, and department on the front.

• Messengers collect internal mails from central collections points at specific times.

Procedure to be followed when distributing report internally.

Courier

• Refers to a person or company that delivers documents or small and valuable packages by hand. Sending a report by courier means that it will be personally transported either by air, sea or land and will be hand delivered to the receiver who needs to sign for it before they may take it and open it to look at the contents.

• The benefit of using courier is that all couriered items can be tracked, every mail piece gets issued with a barcode that gets scanned as it moves through the handling points on its way to the receiver.

• The sender is given a receipt with the same barcode as the one on the couriered item to track the delivery’s progress.

• Services offered by courierSame day service

24 hour service

Overnight service

International service

Delivery

• Delivery can be done in several different ways in South Africa, although it also fall under courier services, you can choose to have a report physically delivered in any of the following ways:

Counter to Counter

Counter to door

Door to counter

Door to door

• Delivery is part of speed services offered by the post-office , a person receiving the delivered report at their door or nearest post- office counter needs to sign to confirm it was received and will also serve as a record that has reached its destination.

Go through activity 3.4 P.g.45 answers will be discussed in the group chat