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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

Note taking, transcription, revision of grammalogues, simple phrases and


special contractions.

Shorthand writing is a system of quick writing that involves using symbols and
abbreviations instead of full words or phrases in order to reduce the amount of time
needed to write down specific information.

Shorthand essentially uses abbreviated symbols to increase the speed of writing and
create a concise and memorable summary of information. Many people already use
abbreviations to simplify their writing and increase speed.

 You take notes in lectures or seminars, writing down what other people are
saying for future reference.
 You make notes from reading books, journals, any form of text.

Principles of shorthand

The principle of shorthand includes

 Omission of silent letters and most vowels,


 The substitution of letters, numbers, or signs, and
 The combination of certain letters.

Shorthand is an abbreviated symbolic writing method that increases speed and


brevity of writing as compared to longhand, a more common method of writing a
language. The process of writing in shorthand is called stenography which is drive
from the Greek stenos (narrow) and graphing (to write).

Purpose of shorthand:

The purpose of shorthand is to be able to write approximately as fast as someone


speaks, in order to take down everything that is said.

Advantages of shorthand:

 Speed and Efficiency: One of the primary advantages of shorthand is its ability to
capture spoken words at a much higher speed than traditional writing. ...
 Increased Focus: Shorthand encourages active listening as individuals need to
concentrate on the spoken words to transcribe them efficiently.

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

Preparing a complete sentence

A complete sentence must contain subject (noun), verb, capital letters, and
punctuation and finally must make sense. Typically, the subject is a noun or a
pronoun. And, if there is a subject, there must be a verb because all verbs require a
subject. In a sentence, the object is the thing on which action is being done by the
subject.

Practice of seen dictation exercise at the speed of 50 words per minutes

Applying touch typing techniques

Touch typing is typing without looking at the keyboard. The fundamental idea is
that each finger is given its own section of the keyboard and your fingers learn the
location of the keyboard through practicing regularly and gaining muscle memory
to eventually build up speed whilst typing.

Using organizational benchmark for phonography

Benchmarking aims to compare and contrast certain identified areas of


organizational performance with others, which would enable organizations to
identify gaps and weaknesses in order to take appropriate remedial actions.

Many companies use benchmarking to improve the quality of their products. This
often involves studying their competitors' products to determine how they
outperform similar goods. This can result in improvements to a company's products,
which will ultimately affect customer satisfaction and their bottom line.

Time skill.

Time and Cost Savings: - Technology enables instant communication, eliminating


the need for time-consuming physical meetings or written correspondence. Email,
messaging apps, and video conferencing facilitate quick and efficient
communication, regardless of geographic location.

Examples of communication technology:

Communication technology refers to the tools, systems and platforms that facilitate
the transmission and exchange of information between individuals or groups.

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

Communication skills:

I. Active listening:
Active listening is a way of listening and responding to another person
that improves mutual understanding. It is an important first step to defuse
the situation and seek solutions to problems. This lesson gives students the
opportunity to identify what active listening is and why it is important in
managing conflicts.
II. Using the right communication method.
Some factors to consider when choosing a communication tool:

 Who is the audience?


 Does immediate feedback need to be gathered?
 Should there be a written record?
 Is the information confidential?
 Is the message urgent?
 Does the information need to be communicated to everyone in the same way
and/or at the same time?
III. Friendliness.

Friendly traits like honesty and kindness can help foster trust and understanding
when communicating at work and inside everyone's family. Try to communicate
with a positive attitude, keep an open mind and ask questions to help you
understand where others are coming from.
IV. Confidence.
Confident communication is the ability to speak and act with certainty. It can help
you build strong relationships, be more persuasive, and achieve your goals.
V. Sharing feedback.
You can give feedback on communication orally or nonverbally, in writing, through
written remarks, facial expressions, or body language. While negative feedback
may be used to pinpoint areas for growth, positive feedback is frequently utilized to
support and encourage effective communication.
VI. Volume and tone.
Voice volume refers to how loud or soft a speaker's voice level is. Voice tone,
refers to how your voice is heard and the meaning that is interpreted from others,

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

beyond just the spoken word. Using the appropriate volume and tone, can make a
big difference in how someone is perceived by others.
VII. Empathy.
Empathy in communication is the ability to understand and share the feelings of
another person. It involves actively listening to your audience, acknowledging their
emotions, and responding in a way that shows you care about them as individuals
VIII. Respect.
Respectful communication is a way of expressing yourself and listening to others
that shows respect for their feelings, opinions, and perspectives. It involves being
clear, honest, and polite, and avoiding language that is rude, aggressive, or
judgmental.

Problem solving Skills.

Problem-solving is a complex skill. It involves critical thinking, decision-making,


creativity, and information processing. Effective problem-solvers use a systematic
approach that allows them to break down difficult problems into smaller, more
manageable parts

Although problem-solving is a skill in its own right, a subset of seven skills can
help make the process of problem-solving easier. These include analysis,
communication, emotional intelligence, resilience, creativity, adaptability, and
teamwork.

Time skill.

Time and Cost Savings: - Technology enables instant communication, eliminating


the need for time-consuming physical meetings or written correspondence. Email,
messaging apps, and video conferencing facilitate quick and efficient
communication, regardless of geographic location.

Examples of communication technology:

Communication technology refers to the tools, systems and platforms that facilitate
the transmission and exchange of information between individuals or groups.

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

1. Social Media Platforms

Social media platforms allow people to create personal pages, post profile images
and updates on their lives, and create a friend list of people who can see your
updates.

The first social media platform was 6 Degrees, which was launched in 1997.
MySpace was launched in 2003 and became the first mainstream social media
platform. It was the most popular social media platform in the world between 2005
to 2008.

Facebook took over from MySpace as the most used social media platform and
remains used by billions around the world today.

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

Twitter is another large social media site


used to quickly share short thoughts to
people around the web. Major
corporations, public figures and
governments use Twitter to quickly share
updates and in-the-moment responses to
sensitive issues of public importance.
2. Blogs

Blogs are personal websites where people can publish or ‘log’ information for
others with an internet connection to read – all around the globe.

A blog is usually a personal website where someone shares regular long-form posts
about their lives or hobbies. More professional or commercialized blogs are run by
media organizations, companies seeking publicity, or professional bloggers who
monetize through advertising or affiliate marketing.

Blogs were a disruptive technology that revolutionized mass


communication. Before blogs you needed to get a publishing company to print and
market your writing around the world at great expense.
Now, with the click of a button your writing can be seen around the world.

The first blog was written in 1994 on the website links.net by Justin Hall. Justin
didn’t call it a blog at the time, but it had all the features of a blog.
The term ‘weblog’ was invented in 1997 by Jorn Barger. The word was a
shortening of the phrase “logging the web”.

In 1999, weblog was shortened to ‘blog’ by Peter Merholz. Then, by 2004, ‘blog’
became the Merriam-Webster word of the year!

3. Vlogs

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

Vlogs are “video logs”. They emerged as an extension of blogging after increased
bandwidths enabled regular people to post video online.

The typical vlog style involves the vlogger using a handheld camera or camera on
their computer monitor to record themselves speaking. Some vlogs, however, are
high production with complex graphics and recording teams.

The first vlog was published in 2000 when Adam Kontras posted a video on his
blog for his family and friends to view.

With the emergence of YouTube in 2005, blogging became increasingly popular.


YouTube gave everyday people the ability to upload and embed videos online.
Another facilitating factor was the emergence of cheap smartphone cameras.

4. Live Video Stream

Live video is an extension of vlogging that has responded to online content


consumers’ needs for immediacy and authenticity.
Live video was integrated onto the YouTube video sharing platform in April 2011.
Competitor network Facebook introduced Facebook Live in August 2015.

Live video has the benefit of synchronicity in communication. On YouTube, for


example, the live vlogger can read live community comments appearing on-screen
in real time and respond to their comments or questions mid-stream.
An important element of live video stream is the capacity for video to be played,
paused and rewound in real time. A video is not uploaded as a standalone packet of
data that can only be viewed once it has been completely downloaded on the
receiver’s end. Instead, the data is downloaded, buffered and played in real time.

5. Conferencing And Live Lecture Technology

Sophisticated conferencing technology helps workplaces communicate across long


distances. Today, live conferencing technology tends to use live video alongside
complex speaker systems.

Examples of common affordances of conferencing technology include:

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

 360 degree cameras. Cameras automatically detect who is speaking then


display the current speaker’s face.
 Microphone and speaker capacities to allow anyone in a room to speak
clearly to people on the other end of the conference call.
Some of my favorite online collaboration tools also allow users to interact by
sharing computer screens. A conference can have a brainstorming screen on which
all members of the conference can write from their computers.

As a university teacher, I use this ‘cognitive tool‘ technology to allow my students


to write on the lecture slides.
For university live lecture technologies such as Blackboard collaborate, a teacher
can be speaking to hundreds of students around the world at once.

6. Group Wikis

A wiki is a website where anyone can edit and add content. The most famous wiki
is, of course, Wikipedia.

Wikis allow collaborative crowdsourcing of information. This can help members of


the wikis to amass a lot of information in a short period of time.

The collective knowledge that is stored on Wikis can be accessed at ease by all
users, allowing the creation of a ‘hive mind’. Hive minds are knowledge or
information stored and accessed by a community of people.

7. Group Forums

A group forum allows people to post questions and answers for others to respond to.
Many forums are sorted by topics, such as Reddit, which allows people with shared
interests to communicate with one another.

Group forums are also commonly used in education where online schools have
students respond to a stimulus question each week.
Another benefit of forums is that people can reply to each others’ comments to
create a long-form conversation between individuals online. The full conversation is
recorded in comments and replies, leaving a paper trail of conversations which can
be great for tracking the progress of the group’s thinking.

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

8. Tablet Computers

The sleek, modern tablet computers that we enjoy today emerged as a new
technological innocation around 2008-2010 with the emergence of big players like
Android and Apple into the tablet computer market.
The emergence of tablet computers was made possible by technological advances
that saw the requisite technologies both compact and cheap enough for the mass
market.

Key challenges included creating small and affordable touch screen technology and
compact long life battery packs.

Tablets are now widely used as a portable device that fits in the market between a
smartphone that’s carried in the pocket and a laptop that usually requires its own
bag. Tablets easily fit into carry bags, are sufficiently lightweight for carefree
travel, and are powerful enough to make video phone calls, take photos, and carry
out light personal computing tasks.

9. Podcasts

Podcasts are packets of audio information that can be uploaded and stored on cloud
technology ready for anyone to download and listen to at-will. A podcast can be
automatically downloaded onto a smartphone through RSS feeds so that fans of a
podcast series can get the latest episodes at-will.

Podcasts emerged out of radio technology. Whereas radio is transmitted through


radio waves, podcasts are transmitted through the more agile and feature-rich
internet. This has provided features such as downloads at-will rather than forcing
people to tune in at a specific point in time.

Podcasting has also given people the chance to access audio of their favorite topics
from around the globe. Whereas radio tends to appeal to the widest possible
audience in a specific geographical location (where it is transmitted), podcasts tend
to appeal to a dispersed community of people interested in specific topics, such as
‘true crime’, ‘politics’, or ‘comedy’.

Publication of podcasts is also available to anyone with a computer and


microphone. It is therefore very similar to other examples of communication

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

technologies in this list (see for example: blogs). While once communicating
messages to large audiences was restricted to the powerful, now we can all share
our message from behind our computer screens.

10. Wearable Technology

Wearable technologies help make communication easier than ever. A wearable


technology is any information technology that is carried on the body to help us
take a step toward transhumanism.
Examples include:
 Smart Watches
 Smart Glasses
 Exercise bracelets
Smart Watches allow people to use voice commands to control them. With internet
connections, wearable technology can provide quick answers to questions that we
ask them, make hands-free phone calls, and help you keep spoken-word memos and
notes throughout the day.
Exercise bracelets and other wearable health trackers tap into people’s bodies to
measure vital signs and sleep rhythms. These bracelets can automatically send data
to exercise trainers and medical professionals to provide quick and accurate updates
on the health profile of the wearer.
Smart Glasses can integrate augmented reality into a person’s everyday life. When
a user is wearing smart glasses, they can have the glasses project data like their
travel speed or internet search data directly onto their retina. They usually also
allow people to make phone calls through voice commands. Most smart glasses
technologies also allow users to communicate with them through eye movements,
blinks or hand movements.
11. Smart Speakers

Smart speakers are computerized personal assistants placed around offices and
homes in order to help people complete tasks hands-free. They are usually activated
using a hot word, like ‘Hey Computer’ or ‘OK Google’. Smart speakers can hear
people from distances, allowing people to use the speakers while still going about
their business.

Once activated by a hot word, the user asks the device questions or provides voice
commands such as ‘turn out the lights’, ‘add this to the shopping list’ or ‘play a
song’.

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

Furthermore, smart speakers can be hooked into phone lines and internet lines to
allow people to ask search engine questions via voice command or make phone
calls while going about their daily lives.

12. Web Chat

While web chat has been around since the early days of the internet, it has
experienced resurgence in recent years for business to consumer (B2C)
communication.

Early web chat software included MSN messenger which was embraced by
adolescents and young adults as a way of chatting with friends during the early
2000s. With the rise of Facebook and Facebook messenger, MSN messenger
declined and was disbanded in 2012.

Smartphone apps have made web chat an increasingly popular form of instant
communication between friends.

However, it has also recently been used by companies as a means of offering “web
chat support” to customers seeking help with their products. Web chat support for
business to consumer interactions is a viable alternative to phone helpline support.
It enables customers to go about their daily lives and get a notification whenever the
support team has a new piece of information, rather than waiting on hold on the
phone.

13. Email

While email has been around since at least the 1970s, it makes this list because of
its continuing relevance in the 21st Century.
Email in fact outdates the internet by several decades. Early emails were sent via
closed-circuit LAN networks in government and university databases. The first
email using the ‘@’ symbol to direct the message to the correct servers was used in
1971!

Perhaps most emblematic of email’s increased relevance to our lives is the growing
rate of ‘paperless billing’. Whereas once we would have received bills via post,
most business to consumer (B2C) billing and invoicing is done via email today.
Email has also rendered alternatives like Fax almost irrelevant in the 21st Century .

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

Email – is leading communication technology

Research skills

Research skills refer to the ability to search for locate, extract, organize,
evaluate and use or present information that is relevant to a particular topic.

Research is a process of seeking out answers to a specific problem. It can be


conducted for several purposes, such as to understand a phenomenon, behavior, or
test a theory. Research is conducted systematically, and it adds to a body of
knowledge and supports many theories.

Steps:

1. Formulate the questions


2. Get background information
3. Refine your search topic
4. Consider your resource options.
5. Select the appropriate tools.
6. Use the tool.
7. Locate your materials.
8. Analyze your materials.

Characteristics of Research

1. Empirical - based on observations and experimentation.


2. Systematic - follows orderly and sequential procedure.
3. Controlled - all variables except those that are tested/experimented upon
are kept constant.
4. Employs hypothesis - guides the investigation process.
5. Analytical - There is critical analysis of all data used so that there is no
error in their interpretation
6. Objective, unbiased, & Logical - all findings are logically based on
empirical.

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

7. Employs quantitative or statistical methods - data are transformed into


numerical measures and are treated statistically.

What is research strategy?

A research strategy is a plan that guides your research activities and helps you
achieve your research goals. Developing a research strategy can help you clarify
your research question, identify your sources, organize your data, and communicate
your findings.

What are the five qualities of a good research?

But to qualify as good research, the process must have certain characteristics and
properties: it must, as far as possible, be controlled, rigorous, systematic, valid and
verifiable, empirical and critical.

What are the 5 characteristics of a research problem?

Characteristics of a research problem statement

It must address the gap in knowledge. It must be significant to the extent that it
contributes positively to the research. It must help in further research. The collected
empirical data confirm the clarity and understandability of the research problem.

Planning is like a roadmap that guides you how to complete a task. Good
planning/organizing skills give you the ability to get things done in a more
structured way. You have more control over the tasks and time available to
implement them, and can organize yourself and others better in order to be more
effective and consistent in achieving the set goals. How can you personally and
professionally benefit from effective planning?

● Planning reduces risks and oversight – Planning minimizes possibilities of risk


and uncontrollable uncertainties for the future.

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

● Planning makes controlling easier – Planning does not only mean thinking about
the future but also acting upon it. With planning, you identify effective ways for
attaining set goals. These effective ways for planning can be determined by
forecasting

Planning enables creativity and innovation – Planning enables identifying the best
alternatives out of many options and encourages you to put effort into discovering
new ideas that support your goals and objectives.

● Planning facilitates decision-making – Planning means determining in advance


the actions and resources (human and physical) required to reach a goal. It
facilitates decision-making by selecting the most feasible course of action and
resources that could lead to your goals.

● Planning increases personal effectiveness – Effectiveness is related to the extent


to which you are able to accomplish your goals by efficiently allocating all
resources.

● Planning provides direction – The planning process clearly defines and maps out
the guidelines for ensuring smooth operations and activities in order to achieve set
objectives.

EISENHOWER MATRIXES

Eisenhower Matrix is a very simple, yet effective tool for prioritizing your personal
and professional activities based on the level of their urgency and importance.
Using this tool, you will be able to identify activities that you should focus on, as
well as activities you should ignore. First, let us see the difference between tasks
that are urgent and those that are important.

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

URGENT – WHAT DO YOU IMPORTANT – WHAT DO YOU


HAVE TO DO? WANT TO DO?

● Urgent matters demand your ●Important things usually contribute


immediate attention and action – you to your values and high priority/long
react/respond on urgent things; term goals;
● They press on you and can put you ● They require more proactivity from
in defensive, negative mode; you – you need to take initiative and
act to make things happen;
● Usually they are visible and easy to
do; ● Usually they are less tangible;
● Most of the time they are set by ● Focusing on important matters keep
others – by doing urgent tasks usually you calm, collective and inventive.
you are contributing to someone else’s
goals;
● Consequences of not dealing with
them are immediate.

We are easily diverted into responding to the urgent matters and postponing the
important ones if we are not clear what goals/results we want to achieve. According
to the Eisenhower Matrix, you can manage your time in 4 different ways (4
quadrants). What kind of activities fall into each quadrant based on their urgency
and importance:

Urgent Not Urgent


I. URGENT AND II.IMPORTANT BUT NOT
IMPORTANT – CRISES URGENT – PLANS
ACTIVITIES: ACTIVITIES:
 Crises  Prevention
 Pressing problems  Relationship and team building
 Deadlines  Recognizing the opportunities and
 Equipment breakdowns not challenges
 Client complaints  Long term planning
 Risk analysis
 Creating a budget
 Education and training
Activities that became emergencies  Recreation (taking care of

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

because you could not predict them or physical and mental health)
because you left them until the last
minute. Do them now! Activities that contribute to your long
and mid-term goals. Typically, they are
not pressing for attention, so you often
neglect them to deal with urgent issues.
Plan them well!
III. URGENT BUT NOT IV. NOT URGENT AND NOT
IMPORTANT – IMPORTANT -
INTERRUPTIONS DISTRACTIONS

ACTIVITIES: ACTIVITIES:
 Interruptions  Trivia, busy work
 Some calls, emails and reports  Irrelevant email (spams)
 Regular meetings  Personal phone calls
 Requests form others  Social media
 Tasks that »we have always done  Unproductive meetings
this way« and are ineffective  Time wasters (blindly surfing on
 Popular activities the internet, sitting in front of
Activities that are urgent because of the TV...)
expectations of others, but they do not  Pleasant activities These
contribute to fulfillment of your goals. activities are distracting you from
Delegate them! doing things that matter. Forget
about
These activities are distracting you from
doing things that matter. Forget about
them!

Applying Ergonomic Requirement.

A properly designed workstation should allow the worker to maintain a correct and
comfortable body posture. There are a number of ergonomic factors to consider
when designing a workstation, including head height, shoulder height, arm reach,
elbow height, hand height, leg length, and hand and body size.

There are three types of ergonomics:

 physical,
 cognitive, and

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RVU GINCHI CUMPUS SECRETERIAL AND OFFICE ADMINISTRATION LEVEL IIIMODULE TITLE: Applying

 Organizational.

Each of these differently affects how people interact with their environment,
contributing to how effective they are in their work.

What are 5 ergonomic factors?

Ergonomic risk factors are workplace situations that cause wear and tear on the
body and can cause injury. These include repetition, awkward posture, forceful
motion, stationary position, direct pressure, vibration, extreme temperature, noise,
and work stress.

What is the goal of ergonomics?

The goal of ergonomics (i.e. the scientific study of people at work) is to prevent soft
tissue injuries and musculoskeletal disorders (MSDs) caused by sudden or sustained
exposure to force, vibration, repetitive motion, and awkward posture.

Documentation

Documentation is written information that describes and explains a product,


system, or service. It can take many different forms, such as user manuals, technical
guides, and online help resources.

The four kinds of documentation are:


 Learning-oriented tutorials.
 Goal-oriented how-to guides.
 Understanding-oriented discussions.
 Information-oriented reference material.
What are the skills of dictation?
Effective dictation activities provide meaningful contexts for pupils to apply
their phonics skills (e.g. spelling of words), practice the integrated use of language
skills (e.g. listening and writing skills) and demonstrate their grammar knowledge
in proofreading.

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