No organization or group of individuals can exist and accomplish goals and objectives without effectively communicating their intentions to one another. Effective communication is the bedrock of every organizational productivity. Communication is the process through which information, ideas, thoughts, facts and opinions are exchanged from one person or group to another by speaking, writing or using some other medium. This article is going to expose us to the various means of communication in the civil service.
Means of communication in the civil service
Below are some of the means or channels through with a civil servant can communicate meaningfully to achieve the set objectives.
- Letter
- Memoranda
- Circular
- Brief
- Draft
- Minute
- Handing over notes
- File notes
Letter:
A letter is a written, typed, or printed communication, sent in an envelope by post or messenger from an individual or organization to another individual or organization. In daily official engagements letters plays prominent roles in any organization. Example of letters includes appointment letter, promotion letter, invitation letter, query, letter of inquiry, commendation latter, approval letter etc. Latter is one of the means of communication in the public service and even other useful ventures.
Memoranda:
A memorandum, more commonly known as a memo as it’s short form is usually a short and concise written message or record used by organizations to disciminate or communicate important information within the organization. They are oftentimes sent to a wider audience within the organization
Circular Letter:
A circular is a formal letter written and address to a large number of audience to convey a message or a decision from a higher authority.
Brief:
A brief is a summary of a subject prepared for a superior authority. It can also be written submission on an extant position on a subject matter.
Draft
A draft is a proposed reply; circular or other document put up by an officer to a higher authority to be vetted, and if considered fit for the purpose it is adopted, corrected and sent out, if otherwise it is Rejected or scraped. An example of a draft is when a letter, a proposal or a memo need to be written, the head tells the secretary or other concerned staff to put up a letter which will be checked by the boss, if it is fit; the head issues it out, if it needs correction he does the corrections and send it out, however if it is not fit or beyond correction; it will be outrightly rejected.
Minute:
The word minute in the public service could be categorised into two, though the two are not the same.
A minute may be defined as a communication in writing, usually in files, between two or more officials. However this is different from minutes of meeting which can be defined as the written record of major issues deliberated upon and conclusion reached during a meeting.
Handover notes
Handover Notes are documents created by staff members who are about to leave their positions, either temporarily or permanently, to assist their successor to carry out their duties.
It is important to note that the means of communication in the civil service are not limited to the above mentioned, as there are several other acceptable means through which public servants can communicate.
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You can also read sources of authority in the Nigerian civil service
