Dinesh Divekar
Business Mentor, Consultant And Trainer
Sunita Meena
Hr Professional
Doondi Reddy
Works For A Pvt Ltd Company
Asnath
Hr Consultant
+5 Others

Thread Started by #Anuhr 298

I have joined a company as Hr Asst and i need to know how to write internal memo regarding proper usage of computers , Switching of AC, Monitors, chairs in proper place and display of company id card regularly....
pls help urgnt ..
12th July 2013 From India, Trivandrum
Dear Anu,
Office memo is generally addressed to individual or group of persons. Yours is a general communication to all. Therefore, it cannot be "memo" but "Office Circular".
I recommend you trying on your own. Some senior like me will correct the draft.
Thanks,
Dinesh V Divekar
12th July 2013 From India, Bangalore
thank you.. for the suggestion .. i am trying to write it by own, but thought experienced persons suggestion will help me in future circulars and memos Thank you so much for the support Anu
12th July 2013 From India, Trivandrum
Dear Hr,
.
For anything don't depend on INTERNET.
try writing based on your knowledge, it's oh k initially everybody has done mistake and you also will do.
If you want to get a good impression in first mail, then go back to school days and remember those letters and put them in a word doc and after finishing it read it minimum 5 times, am sure you'll be able to do at least 10 corrections (pls don't use paper).
Like this be a dependent and don't try to follow our Great senior for all silly things
when you turn back in life, you should be proud of your self saying i have learn't my self instead of copying from others or taking guidance.
Free tip : if you still don't wanna try your self, then go and ask my Bro Google.com , search for sample copy of bla bla letters, you'll get millions of resulets that are uploaded by Experts and JACK's who haven't done any thing education on HR.
Good luck
12th July 2013 From India, Bangalore
Dear Anu
01. Build up confidence in you
02. Everybody learns only by making mistakes.
SO YOU NEED TO TRY YOURSELF. WHAT YOU HAVE ASKED IS NOT A LEGAL DOCUMENT OT A TROUBLE CREATING ONE.
03. These internal memos and similar things are too a small thing to depend upon internet and this CITEHR
04. Yourself and fellow followers of this site - please AVOID SUCH TRIVAL MATTERS, to keep this site on a high level
rgds
Anbumalar
12th July 2013 From India
Hi,
You may send a general email to every employee explaining that amount of energy we would be wasting if the terminals are not switched off. After leaving the premises chairs and other things should be arranged before going.
Alternatively you can stick posters with permission of serious at various locations indicating you need to switch off the devices when employee leave the office
Also you can spread awareness program during induction.
12th July 2013 From India, Mumbai
Just to add something here, It is sad to see that the youngsters are just trying find the easy way out instead trying to learn, relying on sending mail to the group.
This is higlighting two weakness in the system either he is not suitable for the job and does not have the reqiured training/self confidence to carry it out or he has bluffed himself into this position. The request is a simple cricular and not a complex instrument that requires help form experiienced HR professionals.
As it is I think Anu you need to pick yourself up move forward instead trying the easy way out.
13th July 2013 From United Arab Emirates, Dubai
@Rukshandeva, I would partially agree to this. This forums and blogs are good facilities which were not available earlier. i do agree that sometimes this forum are misued, but this is a beautiful platform to share knowledge and knowledge shared always increases the wisdom. Moreover you come to know various practices followed in different domains and if this knowledged shared properly can bring a good change in the society.
It also gives good platform for juniors to gain knowledge from seniors and also exchange cross-border culture and who knows some may get a better options from this platform.
13th July 2013 From India, Mumbai
Hi Mois,
Agree on knowledge sharing aspects, but if you look at some of the reqeusts they are basicaly not on knowledge requirements but request to get your job done eleswhere. It does not require so much knowledge or experience to right a simple memo or circular to your collegues to follow the laid down company procedure but it may require some expertise write the company procedure, this is what I am trying to get at.
Any way nice to have some of these coments as it helps all on how to carry on in your job.
13th July 2013 From United Arab Emirates, Dubai
Dear Anu,

Congratulations on your new Job. We at capacity Builders wish you all the best!

An Inter-office-memo or IOM is an instrument through which we communicate internally with all our fellow employees. Technically it differs from an Office circular.An office circular is used to give generic information to the employees, like ' There will be a blood donation camp as a part of our CSR, from 10.00am to 4.30pm. Doctors from Apollo Hospital will be visiting our office to collect blood.It will be conducted at the conference hall premises. Those who are interested can donate their blood by free will'......Whereas an IOM is used to communicate something which the employees are expected of and they don't do it. For example saving electricity, keeping the premises clean, switching off computers/monitors when they are not using them or coming in late after lunch breaks and tea breaks etc.,.

So the term you have used is correct. Frame a letter on your own and let us know, we will correct it and tell you where you went wrong., Remember never ask or give fish, instead learn/teach the art of catching fish. My mail ID is or call me at 9951548543.

All the best!!

Regards,

Dr.Sudhakar
13th July 2013 From India, Hyderabad
Dear Anu,

Congratulations on your new Job. We at capacity Builders wish you all the best!

An Inter-office-memo or IOM is an instrument through which we communicate internally with all our fellow employees. Technically it differs from an Office circular.An office circular is used to give generic information to the employees, like ' There will be a blood donation camp as a part of our CSR, from 10.00am to 4.30pm. Doctors from Apollo Hospital will be visiting our office to collect blood.It will be conducted at the conference hall premises. Those who are interested can donate their blood by free will'......Whereas an IOM is used to communicate something which the employees are expected of and they don't do it. For example saving electricity, keeping the premises clean, switching off computers/monitors when they are not using them or coming in late after lunch breaks and tea breaks etc.,.

So the term you have used is correct. Frame a letter on your own and let us know, we will correct it and tell you where you went wrong., Remember never ask or give fish, instead learn/teach the art of catching fish. My mail ID is or call me at 9951548543.

All the best!!

Regards,

Dr.Sudhakar
13th July 2013 From India, Hyderabad
#Anonymous
I am sorry but I beg to differ with you. Everyone has not had the same shade of education maybe like you and i have had. There are lot of people who cannot even frame a single sentence by themselves. Maybe their socio-economic conditions could not give them good education or any other reason. For example among the students who graduate every year from 600 and odd Engineering college students, a meager portion of just 8.5 percent are employable, weak in their English speaking, weak in communicating, weak in their hard skills etc., So it is our basic responsibility to handhold someone in need till they gain confidence in themselves. So while helping them out let us also advise them that they need to stand on their own legs. Lets help to make them stand on their own legs!!!
13th July 2013 From India, Hyderabad
I am sorry but I beg to differ with you. Everyone has not had the same shade of education maybe like you and i have had. There are lot of people who cannot even frame a single sentence by themselves. Maybe their socio-economic conditions could not give them good education or any other reason. For example among the students who graduate every year from 600 and odd Engineering college students, a meager portion of just 8.5 percent are employable, weak in their English speaking, weak in communicating, weak in their hard skills etc., So it is our basic responsibility to handhold someone in need till they gain confidence in themselves. So while helping them out let us also advise them that they need to stand on their own legs. Lets help to make them stand on their own legs!!!
Regards,
Dr. Sudhakar
13th July 2013 From India, Hyderabad
Dear Anu,
I have tried to draft the Inter Office Memo further it will be corrected by Seniors -
To
All Concerned,
Dear All,
It has been observed that some employees are not using Computers in proper way in the office i.e. carrying of PEN DRIVERS / CDs for viewing / loading / copying certain data or file which is not in the interest of the company due to which virus can be taken place thereby corrupting important data of the company. Further ensure that Monitors, ACs should be switched off before leaving the office.
The concern has to be used office chair in proper way during working workers and has to be parked / arranged neat before leaving the office.
It is mandatory to display / use of identity card on left pocket of Shirt / Salwar in the office.
You are therefore advised to follow above mentioned rules failing which strict action will be taken against them.
Thanks & Regards,
Rahul
13th July 2013 From India, Pune
Dear Dr Sudhakar,
Its beautiful to find someone helping this new Hr Assistant . you are the only one who answered her.....
Its ok if someone asks silly questions friends.........it may be easy for many of you for you are experienced in your field...why not help people no doubt what their doubts are..........lets us share coz it doesn't cost us anything............

13th July 2013 From India, Cuttack
Dear Rahul,

Congrats for making a sincere effort.

Dear Anu, here is a possible way you can write an IOM tailor made to your requirement....

Dear All,

Greetings from the HR department.

Kindly make a note of the following:

1. Please make a proper use of the computers to avoid breakdowns which may hamper our work. Remember they are our assets.And we are the owners.

2. Please ensure that all monitors, ACs/Fans/Lights are switched off while leaving the premises even if it is for a short while like lunch and tea breaks, meetings, client visits, vendor visits, washroom visits etc., Kindly note that this good gesture from your side will also help conserve energy to a large extent.

3. Please ensure the office is kept clean and presentable, especially the chairs, if moved for various reasons are put back in their right place while moving away from your work spot.

4. Please make sure ID cards are worn and displayed properly as long as we are within the premises of our work place.

Lets all together comply to the above and make our working conditions pleasant and enjoyable.

Regards,

xxxxxxxxxxxxxxxxx

HR department
14th July 2013 From India, Hyderabad
Dear Anu,
Kindly freely consult your senior and ask them you wart internal memo format otherwise study yourself any last copies of internal memo. that all will be useful for you understand and increase your self confidence.
Thanks and Regards
Mahendra
16th July 2013 From India, Mumbai
Please take an Idea from the trailing mail:-

Dear All,



Cost control is one of the important tools to control the expenses and controlling costs and is the best way to maintain and increase the cash flow. It has been observed from few months that telephone bill's/Printing and stationery/Electricity/couriers cost are touching the heights and usage are excess.



Telephone Cost



I request all the employees to use the official phones purely for official purpose based upon the job nature and avoid unnecessary chit chat.



Usage of Internet should be encouraged as an alternative source of communication (Email/ Messenger) as it serve the purpose,on a broader aspects and at lower cost especially for the branches.





Printing Cost



All printers is to be made printing in duplex both sides of paper and envelope can be reused within the offices before printing check the documents in print preview section.

Use back pages of obsolete documents or scratch papers for printing nonsensitive, draft or interoffice communication. These obsolete documents can also be used as Mini note pads or note cubes within the department

Courier Cost:



Multiple covers sent to one location should be clubbed in a single envelope and then redistribute.



Do not send any personal couriers.



Electricity Cost:



During the day when you are going out for the lunch or on the field,Ac's/Fans can be put off toilets lights must be turned off when not in use and can turn off the computers when on break or not in use.





Please cooperate and minimize the usage to control the cost.



Regards,



Suneeta
17th July 2013 From India, Indore
I have gone through your query just now and also read all responses and noted that you got help through a draft made for you by Mr. Rahul and good advise by Dr. Sudhakar.

What I understood from your query is that you were not able to compose the letter and get the appropriate vocabulary to express and also how to start the letter.

My suggestion is that you have to do a small exercise daily to overcome this problem in future. First possess a dictionary which gives the usage of the words in sentences and I recommend Oxford Advanced learners' Dictionary. Then please read the editorial of any English news paper practice (preferably The Hindu) and identify two words which you did not understand and then see their meanings in the dictionary and their usage in a sentence. Please practice this method continuously and I am sure you will be able to write letters, circulars and notices. Also, please watch in news papers for, legal notices, strike notices, notices for employee/customers and study how they have been drafted. Sometimes, news papers will reproduce some letters as a part of news item. Please read and learn how they are composed. By practicing this way you will be able to slowly draft communications effectively. I have learnt this way this way.

Best wishes & Regards,

Surendranath
18th July 2013 From India, Madras
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