linguistics presentation

8/7/2019 Linguistics presentation

1/44


2/44


3/44

INTRODUCTION

Linguistics

Skills

Communication

OfficialCommunication


4/44

LINGUISTICSDerived from Latin word lingua(tongue) and istics (knowledgeor science)

Linguistics is the scientificstudy of language or of aparticular language

Language is an instrument of

thinking and means ofcommunication. Languageyokes present, past and futuretogether.


5/44

SKILLSAbility

ExpertnessTechniques

Knowledge

Art


6/44

COMMUNICATION

The activity or process of

expressing ideas and

feelings

Conveying information to

the peopleInteraction


7/44

OFFICIAL COMMUNICATION

A formal interaction of the members

of an organization in a hierarchy

Dissemination of a formal

information in different echelons ortiers of an organizational setup and

with other governmental, semi

governmental or other organizations

and individuals

Verbal / non verbal.


8/44

USE OF LINGUISTIC

COMMUNICATIONTo express feelingsTo express ideas or thoughts

To socializeTo instruct

To give or receive directions

To perform different linguisticfunctions for example to invite,to order, to inform, to impress,to apologize, to thank etc.


9/44

SALIENT FEATURES OF

COMMUNICATION

Communication is a process oftransferring messages in the form ofideas or information from one

person to another.It is a process or form of behaviourby which an individual / individualsaffect the behaviour of another

individual/individualsIt is exchange of informationbetween two or more people tocreate understanding


10/44

EFFECTIVE COMMUNICATION IN

ADMINISTRATION

Proper timingRegulated flow of information

Multiple channels

Nothing like face to face communication

Exposure about communication as a tool ofmanagement

EmpathyEffective feed back

Synchronize communication on organizationalenvironment

Proper listening

Clarifying ideas before communicatingTalking to the people at their level and in theirlanguage

Communicate as human being

Support words with deeds (actions speak louderthan words)


11/44

COMPONENTS OF COMMUNICATION

CONTEXT

SENDER-ENCODER

MESSAGE

MEDIUM

FEED BACKReceiver-decoder


12/44

DIFFERENCE BETWEEN ORAL &

WRITTEN COMMUNICATION

ORALImmediate feed back

Shorter sentences;

shorter wordsConversational

Focus on interpersonal

relations

Prompt action

WRITTEN

Delayed feed back

Longer sentences, words

More formal

Focus on content

Delayed action


13/44

COMMUNICATION IN A DYNAMIC

ORGANIZATION

To initiate, direct and coordinate

operations

To establish standards of

performance and provide

control

To obtain reports and

information

To develop and train personnel


14/44

THE SEVEN Cs OF EFFECTIVE

COMMUNICATION

Completeness

Conciseness

ConsiderationConcreteness

ClarityCourtesy

Correctness


15/44

MODES OF COMMUNICATIONS

1. COMMUNICATING VERBALLY

Face to face

TelephonicallyTeleconferences


16/44

2. Communicating in writing

i. simple, relevant, brief

ii. Grammar and vocabulary

iii. Capitalization and punctuation-

spelling and word division

iv. Abbreviations; unknown,

confusing abbreviations beavoided.


17/44

3. COMMUNICATING ELECTRONICALLY

Telephones

Telegrams

Telexes

Cablegrams

Faxes

E-mail

Teleconferences

Computer etc


18/44

DOWNARD, HORIZONTAL AND

VERTICAL COMMUNICATION

Messages in an organization flowin three primary directions i.e.downward, side ways, and upwards. Itis also possible, but not easy, to

communicate in a diagonal direction.People are usually adept atcommunicating in one direction or another. For example, some people aremotivated to become good upwardcommunicators, but they fail tocommunicate in a meaningful way totheir colleagues, or to a lower rankingemployee.


19/44

OFFICE SKILLS

Recording/maintenance of incomingand out going letters

Noting on files

Drafting different forms of officialcommunicationsMinutes of the meetings/conferences

Preparation of briefs and briefings

SummariesOffice Reports

Introduction to Government Rules,High Court Rules & Orders.


20/44

NOTING ON FILES

There are two parts of an office file i.e.

Correspondence side and noting sideCorrespondence side contains officialcorrespondence on the subject of the filein chronological order with proper pagemarking

Noting is based on the availability ofprevious papers, policies and precedent onthe basis of which the Paper UnderConsideration (PUC) is to be dealt with by

writing of a self contained note andinterpretation of relevant rules

Noting side is an index of the file keepingthe history of the relevant file.


21/44

MAINTENANCE OF FILES AND

FILING SYSTEM

Alphabetical Filing System-

Alphabetical by subject is

useful filing system,

Rules Alphabetizing, Numerical

Filing System,

Non-paper Filing System,Maintenance of Registers and

record.


22/44

STANDARD ABBREVIATIONSPUC Paper Under Consideration

Corr. Correspondence

U.O. Un-Official

D.O. Demi-Official/Officially

S.N. Serial No.

K.W. Keep with (File)

L.F. Linked File

D.F.A. Draft For Approval

Memo. Memorandum

P.P. Previous Paper

P. PageO.O. Office Order

C.R. Character Roll

Endt: Endorsement

O/C Office Copy


23/44

LETTERS WRITING

OFFICIAL

SEMI OR DEMI OFFICIAL

LETTERSIT IS SAID THAT FACE IS

INDEX OF MIND AND

CONTENTS OF ALETTER ARE INDEX OF

THE WRITER


24/44

CHANNELS OFCOMMUNICATION

HIERARCHY

High Court

District & Sessions Judge

Senior Civil Judge


25/44

As highlighted earlier, in any sort ofcommunication the importance of linguistic

skills cannot be overemphasized. Moreso,for a judicial officer, whose every wordspoken or written is looked upon withutmost importance and subject to minutescrutiny for its correct interpretation.

Communications by the Civil Courtespecially the Senior Civil Judges could bedivided into several basic heads.

Judgment, order writing (Section 2(9)CPC,Section 2(14)CPC.

Letter Writing

Maintenance of files & filing systems.

Maintenance of registers & records.


26/44

All these heads are basically consisting of theseveral types of communications that a SeniorCivil Judge must have command over. Some of

these topics are exclusive to the Senior CivilJudge and others are general to all judicialofficers.

JUDGMENT, ORDER WRITING:

Judgment as defined under Section 2(9) of theCivil Procedure Code means the statementgiven by the Judge of the grounds of a decreeor order. The term is not so formally definedin the Criminal Procedure Code but the basic

requirement of a judgment in a criminal case isessentially the same as in a civil caseinasmuch as it has to incorporate inter alia thereasons for the decision.


27/44

LETTER WRITING:

We may divide this topic into several sub heads:

Official letters, the forms of which are provided in the rules orlaw.

There are several letters written by way of routine the forms ofwhich are provided in schedules of Acts or the High CourtRules & Orders. These include letter of request, summons andnotices etc. These must be strictly followed and care shouldbe taken in supervising the court staff to ensure that suchletters are in accordance with the prescribed forms as anydigression apart from being illegal creates a very shoddy

impression to outside agencies and the general public.Official letters, addressed to other courts, Superior Courts,Senior Officers or staff.

All such letters must carry the address of the sender andreceiver, the subject, salutations and the formal ending. Caremust be taken that the salutations and the ending areappropriately respectful. The rule of sending all such

communication through proper channel may be strictlyadhered to as it apprises all the concerned officials of what &where a particular subject matter lies and with what results. Itis equally important to follow this rule when approaching yourinferior staff or officer so that the channel of communicationis not broken and transparency at all levels is maintained.


28/44

Where the channels of communication are notclear, profuse use of sending copies forinformation may be made especially to the District& Sessions Judge. The body of the letter should

contain an introduction to the subject if it is newand a reference to the previous communication ifthe subject is a continuing one. It should succinctlyand clearly state the subject matter and the actionproposed or the result required. Brevity, relevanceand eloquence are the hallmark of good letter

writing.

Official letters addressed to outside agencies.

The salutations in such letter writing may changefrom occasion to occasion and help may be soughtfrom the appropriate literature on the subject. Helpmay also be sought from computer formatting ofsuch letters. Utmost care is required in such letterwriting as such letters act as ambassadors of thewhole of the judiciary. The rules of brevity andexplicitness are the same as for internal letters.


29/44

FILING SYSTEM:

There are two types of files that a Senior Civil Judge isrequired to maintain.

Office Files: These are the files that are maintained on theadministrative side and include all official communications.They may again be divided into two heads; the onesmaintained by the Nazir of the court and they include all thecommunications on accounts side, that are made with thecourt agencies including the District & Sessions Judge, andthe High Court. Other official communications the files ofwhich are maintained by the Clerk of the court.

Court Files: These are the judicial files maintained by theMoharrir of the court.

MAINTENANCE OF REGISTERS & RECORD:

i. Receipt & Despatch Registers

a) for process of the court

b) for Nazarat Branch

c) for other office correspondence

ii. (a) Judicial record pertaining to cases

(b) Pertaining to administrative functions


30/44

HIGH COURT RULES/ORDERSEthics of Civil Practice

Vol.IV Chapter 19 (PART-A)

CORRESPONDENCE

1. Correspondence with High CourtAll communications to and correspondence with the High Court should be inEnglish and should be addressed to the Registrar of the Peshawar HighCourt, Peshawar.

2. Correspondence with High CourtThe orders contained in Punjab Government Consolidated Circular No.5regarding the routine and procedure to be observed in the submission ofcorrespondence, should be carefully observed by all officers of the JudicialDepartment. The directions relating to correspondence with the Punjab(Peshawar) Civil Secretariat are to be followed, mutatis mutandis, incorresponding with the High Court. Judicial Officers are not allowed tocorrespond direct with the Judges on matters affecting leave, transfer etc., or

other such official questions.

3. Correspondence with Indian States and places abroadSpecial directions regarding judicial communications intended for IndianStates and places abroad will be found in High Court Rules and Orders,Volume I, Chapter 10, Volume III, Chapter 9-C, and 16 and Volume IV,Chapter 7-F, 8-C and 15.


31/44

Vol: IV Chapter 19 (PART-B)VERNACULAR CORRESPONDENCECONNECTED WITH JUDICIAL MATTERS

1. When correspondence in vernacular advisable:

The rule regarding correspondence being ordinarily conducted in

English is not intended to require the use of the English language

when the vernacular language is obviously the most expeditious

and convenient vehicle of communication.

2. When correspondence in vernacular advisable:For instance, if a Judicial Officer requires further information on

some subject from an Pakistan subordinate of an adjoining

district, he should so word and engross his enquiry in the

Vernacular that the same sheet of paper which he sends may be

forwarded to such subordinate, through the agency of, but

without troubling, the Deputy Commissioner or District Judge ofthat District; and be returned, in the same way, with the

information endorsed on it, but leaving no trace of itself but the

receipt in the letter despatch book.


32/44

3. Correspondence regarding arrest and transmission ofoffenders:

Similarly, whenever offenders have to be arrested or

transmitted, a vernacular paper is the most convenient

medium, so that there may be no mistake in the name andresidence of the party, but the same paper which is sent

will be received back with the proper endorsement.

4. Public notices and proclamations:

In like manner, when offenders have to be proclaimed orpublic notice given of any fact, the proclamations or

notices should be prepared by the officer who has

occasion for them in the jail press or elsewhere; he should

use a proper selection in determining the places where the

notices are to be published, and will then forward them by

a vernacular docket to District Officers, Officers in chargeof Sub-Divisions or Tehsildars, as the case may be, taking

care not to entail on the office receiving the notice any

more trouble than is involved in executing the order, and in

endorsing the fact on the docket, and returning it.


33/44

5. English Figures:

English figures alone shall be used in all official papers preparedand registers maintained in the Judicial Department, except in thecase of vernacular summonses or notices, or in the vernacularjudgments of Judicial Officers, or in vernacular translations of

English judgments.

6. Judicial Orders and Processes: Signatures and address of theofficer:

Judicial Officers are reminded that, as a rule, every order passedby them, and every process issued from their courts under theirsignatures, should be signed in full, with the name of their office,

or the capacity in which they act, whether as Judge, Magistrate.The practice adopted by many officers of endorsing importantorders and issuing robkars with only the initial letters of theirnames and these often illegible, causes much inconvenience and itshould be avoided.

7. Vernacular correspondence between officers of different ranks:

Vernacular correspondence between an officer of superior rankand an officer of lower rank shall be conducted by parwana on thepart of the former and by arzi on that of the latter, but the lattershould be addressed as ap and not as tum. A Tehsildar or otherofficer of superior rank, when corresponding with an officer ofequal rank with himself, will use of the robkari form.


34/44

Vol: IV Chapter 19 (PART-C)

THE USE OF RUBBER STAMPS FORSIGNATURES IN OFFICIAL CORRESPONDENCE

Rubber stamps for signatures not allowed:

The Honourable Judges have observed the use by acertain District & Sessions Judge of a rubber stamp inplace of signatures in correspondence addressed to thisoffice.

Rubber stamps for signature not allowed:

This procedure in official correspondence, even inmatters of a routing nature, is objectionable for obviousreasons. Full signatures should always be affixed by the

forwarding officer to all correspondence addressed tothis court.

When letters may be signed by an official:

Should it not be possible for the forwarding officer tosign all letters, they should be signed for him by some

responsible official.


35/44

Vol: I Chapter 10 (PART-D)

Commissions & Letter of Request

Reciprocal arrangements withAzad Jammu & Kashmir

GENERAL:The question of the channel through which Commissionsshould issue by Civil Courts of the Azad Jammu & Kashmir

to Courts in the Punjab (Pakistan) has been the subject ofcorrespondence between the Provincial Government andthe Azad Jammu & Kashmir Government, as there hashitherto been no prescribed method of transmission.

CHANNEL OF COMMUNICATION:

It has been decided that when Civil Courts in Azad Kashmirare obliged to issue Commissions to Courts in the Punjab,they will be transmitted to the District Judge concernedthrough the High Court of Azad Jammu & Kashmir and willbe returned after execution in like manner through theDistrict Judge to the High Court of Azad Jammu & Kashmir.


36/44

Similarly Letters of Request issued by Pakistani Courts

under Section 77 of the Code of Civil Procedure should be

forwarded by District Judges to the High Court of Azad

Jammu & Kashmir for transmission to its Courts. These

Commissions and Letters of Request must, on no

account, be transmitted through the Resident in Azad

Jammu & Kashmir.

General

District Judges have accordingly been directed to

communicate these instructions to Presiding Officers of

Civil Courts serving under them, and, since the

arrangement is subject to revision if either party find

reason for dissatisfaction in its working, to watch how the

experiment works.


37/44

Vol: I Chapter 10 (PART-E)

RECIPROCAL ARRANGEMENTS

WITH PROVINCES


It has been decided that whenever it is necessary forthe Civil Courts in the Punjab (any other province) to

take evidence of a witness residing in other Provincesmentioned in Column 3 of the schedule following,Letter of Request (not a Commission) should betransmitted though the District Judge concerned to theLahore, who will then forward them to the Provinceconcerned for transmission to the proper Court in the

Province, Letters of Request in respect of theProvinces mentioned in Part-II of the Schedule will beforwarded through the Punjab Government. The Courtin the Province to which the Letter of Request shouldbe addressed should be the Court shown against thename of each in the schedule.


38/44


Letters of Request will be returned, after execution,through the same channel, i.e. through the Punjab

Province as the case may be.(Note: In all the provinces, High Courts are

functioning now)

WRIT NOT TO BE SENT DIRECT TO COURT:

On no account should these Letters of Request betransmitted direct to any Court in these Provinces.

DITTO:

Similarly, Letters of Request issued by theseProvinces for execution in the Punjab will beforwarded to the District Judges concerned by therespective District, through the Punjab Government asthe case may be, and shall be returned in the samemanner after execution.


39/44

Vol: I Chapter 10 (PART-F)

Commissions and Letters of Request for the

examination of witnesses in Foreign Countries

Letters of Request is preferable:There are two methods of obtaining evidence in a foreigncountry, namely, by a Letter of Request addressed to a foreignCourt or by means of a Commission appointing an individualto take the evidence thus constituting him pro tanto an officerof the Court. It may be noted that the Commissioner hasordinarily no power to compel the attendance of a witness. Hecan only invite the witness to present himself and giveevidence. If the witness declines to do so, the Commissioner ishelpless. If, on the other hand, recourse is had to a Letter ofRequest addressed to the foreign Court concerned, the lattercan, if necessary, exercise its power of compulsion.

Further a Commissioner can record evidence only ifthe local law of the country where the Commission is sent

permits the Commissioner to record evidence.

It will appear from the above that a Letter of Requestis ordinarily the more appropriate method in the case offoreign countries.


40/44


Commissions and Letters ofRequest intended for execution in

foreign and Commonwealth

countries should be forwardedthrough the District Judge, to the

Registrar, High Court of West

Pakistan Lahore (Peshawar High

Court Peshawar) and not direct.

LETTERS


41/44

LETTERS(High Court Rules & Orders

Vol: IV Chapter 19-A)1. LETTERS:

b. Every letter should have at the commencement itsnumber, the name (when possible) as well as theoffice of both the writer and the officer addressed,and the place from which it is written, and its date.This rule applies as well to copies as to originaldocuments.

c. Every letter should refer to the last precedingletter, if any, on the subject and also give, eitheras a heading or on the margin, a brief descriptionof the subject; the subject in respect of a judicialcase pertaining to the court which is being

addressed, will be the title of the case (i.e. theclass, number and year of the case and theparties names). This will also be done whenreminders are issued to facilitate the quick tracingof cases.


42/44

2. MARGIN, SIZE AND FILING:

Correspondence should ordinarily be conducted on the 3/4

margin system. The docket size should ordinarily be used.For fillng of correspondence the flat file system will be

found to be the most convenient (the size of half-sheet offoolscap).

3. All letters received from mercantile bodies, firms, privateindividuals, etc., not under Government, should be repliedto unless they are in reply to communications from the

Court or office itself and call for no further action. If there islikely to be any delay in disposing of such letters, an adinterim acknowledgment should be sent as soon aspossible. The acknowledgment should ordinarily issue inthe form below:

I to acknowledge the receipt of your letter

No.___________ dated the __________

A reply will follow.

am directedhave the honour


43/44

MESSAGEPractically speaking, due to limited and meagre resources and

time constraints, I could only convey the basis of linguistic skills inofficial communications, it being very vast and complex subject. It is for

this reason that many writers and linguists found and observed that

most of the people express an interest in language, they know less about

it than about almost any other aspects of their lives. We use language

almost every moment of the waking day for every imaginable purpose.

We declare war and negotiate peace through language, we use it in

shops for buying, in schools for teaching, in mosques for praying. We

sue each other in courts about what we have said, we think about the

meaning of life. We write countless books, newspapers, diaries,

prescriptions, and letters; almost every human activity involves

language directly or indirectly, yet most people are as unaware of their

language as they are of the beating of their hearts. Nevertheless it is an

hard fact that science and technological advancement in the linguisticskills and means of communications whether official or private has

reduced the distance converting and transforming the Global World into

a Global Village. So success of an Administrator/Manager in an

organization mainly depends as to how an Administrator or Manager

applies such linguistic skills and means in communications, it being the

back bone of a dynamic organization.


44/44

linguistics presentation

Documents