| SUBJECT CODE |
: DES3103 |
| SUBJECT NAME |
: ORGANISING SKILLS |
| SEMESTER |
: 7 |
| CREDIT HOURS |
: 4 |
| SCHOOL |
: School of Secretarial Studies |
| COURSE |
: Diploma / Diploma in Executive Secretaryship |
OBJECTIVES
Upon completion of the unit:
- Demonstrate an understanding of organising meetings, events and conferences.
- Demonstrate an understanding of the purpose of meetings and types of meetings.
- Demonstrate an awareness of the chairperson's role, meeting terminology and the minting process.
LEARNING OUTCOME
Upon completion of this unit, students will be able to:
- Produce a written report to specified criteria.
- Select and apply appropriate methods of communication, and effective monitoring aids.
SYNOPSIS
Unit 1 - Organize and plan a meeting, event or conference.
- Monitoring
the arrangements of the events such as meetings (book venue, organize
equipment, documentation, checking arrangement, communication
protocols) and seminar/conference (research venue types, availability
of audiovisual equipment, organize refreshments, speakers arrangements,
publicity/advertisement, confirm participants numbers).
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Unit 2 - Identify and explain the secretarial role and procedures.
- Preliminaries
- date, time, duration, venue, equipment, refreshment, number of
participants, documentation, dateline for approval invitations.
- Preparation before, during and after.
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Unit 3 - Outline sources of information and services.
- Sources of information - internet, reference books, hotel guides, professional magazines
- Source
of services - local suppliers: venue, caterers, audiovisual equipment,
video, teleconferencing, courier services, and car park facilities.
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Unit 4 - Apply appropriates communication methods and protocols.
- Oral and written communication (face to face, telephone calls, memorandums, business letters and reports).
- Protocols
(formal and informal channels of communication within the organisations
and relationships in the communications process).
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Unit 5 - Use a range of monitoring aids efficiently.
- Diaries and checklists
- Action plans
- Schedules: manual / electronic planners.
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Unit 6 - Compile a portfolio of oral and written communications and monitoring aids.
- Generate
a portfolio which demonstrates co-ordination and monitoring and other
relevant records (memorandum, letters, work schedule, action plan,
advertisement/publicity, invitation, materials/documentation).
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Unit 7 - Explain the purpose of meetings.
- Democratic
system (decision making, problem solving, provision of information,
interests and involvement, seek assistance, reporting back,
co-ordination, dispel rumours, arena for oral communication)
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Unit 8 - Define the purpose of each meeting type.
- Formal meeting (AGM, EGM)
- Informal meeting (department, staff)
- Types of committees (executive, advisory, statutory, etc)
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Unit 9 - Outline the chairpersons role.
- Role/Power
(welcome and to adjourn the meeting, follow all meeting regulations,
control and conduct meetings, responsible for the voting process.
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Unit 10 - Define meeting terminology.
- Proxy, vote, casting vote, proposes seconded, motion, resolution, amendment, adjournment, postponement, etc.
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Unit 11 - Explain the essentials of minting.
- To take down the main discussion and decisions as proof record.
- Use standard business meeting layout.
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Unit 12 - Organise a meeting, conference or event.
- Students need to apply all the theories and put them to practical use (organise meetings, workshop or trips).
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Unit 13 - Produce an individual written report.
- Students need to produce a formal written report of their event.
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Semester & Subjects
Calendar & Timetable
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