CHAPTER 4

4.1 Preparation of Correspondence

Composing a letter is a part of the duties at the Human Resource division. The margin for the letter is 1 inch for left, right, bottom and top. The font size use 10.5 and the font is Arial. On 3 July 2012, I composed a letter with a title; Surat Edaran Minit Mesyuarat Jawatankuasa Pemilih Kumpulan Pengurusan dan Profesional (Bukan Akademik) yang Keenam Puluh Enam (66). Refer to the third log book.

There is an attachment to the letter with a title; Borang Jawapan Surat Edaran Minit Mesyuarat Jawatankuasa Pemilih Kumpulan Pengurusan dan Profesional (Bukan Akademik) yang Keenam Puluh Enam (66). There is a few more information about the organization at the bottom of the letter such as: 1. Telephone number 2. E-mail address 3. Fax number 4. Reference initial

A motto and a slogan will be included in every letter before the signature. For example, the motto is Berkhidmat Untuk Negara and the slogan is Memastikan Kelestarian Hari Esok.

Every initial contents its own meaning and usually its refer to the person who involved in the process of composing the letter and the document name. The example of the reference initial is RO/MFAA/nam...surat jawatankuasa pemilih pengurusan dan profesional...doc. The purposes of having a reference initial are: 1. Easier to retrieve the document in the future, 2. Able to detect the person in-charge in the work process and 3. If the accountable staff is on leave, retired, changing department or having a disciplinary action the replacement staff or other officer can make a reference easily.

4.2 Telecommunication Technology Used

During my internship I the telecommunication technology that I used frequently is telephone and e-mail. Every day I will take the call if the staffs at the recruitment unit is not available especially when they are having a meeting.

On 13 June 2012 until 18 June 2012, I have been assist Mrs. Sabrinah Binti Abdul Mutaliff to handle a board of professor meeting. The meeting is on 18 June 2012 and it required me to make a lot of telephone calls before the meeting. I need to make a telephone calls to the deans executive secretary to retrieve the deans e-mail address. Their telephone numbers are obtained from the USM online phone directory.

At Human Resource division officers and employees will send their work through e-mail. Every time I was assigned with a task, the officer will send me an e-mail about the task and when it is done I will reply it to them. Using an e-mail help in saving the time and its make the job easier but a problem will occur if there is no internet connection.

4.4 Communication Flow

Every single person that I met during my industrial training are very warm, kind hearted and helpful. They work together as a family and always help each other throughout their daily job. The communication flow with my superiors is a formal communication and we had a few formalities such as addressing them with a title like Mr. and Mrs. and also knocking their room door before entering. My relationship with the co-workers is informal but I still respecting them as my senior.