MA. Mercedes G. Sosa
Abstract: The study was an inter-office communications analysis in the University of Eastern Philippines Main Campus and its inputs to strengthening administrative communication. The study used the descriptive-analytical and evaluative research design. Specifically, it tried to find out the content of communications sent to selected offices in UEP-Main Campus, as regards to nature, direction of communication, form, and purpose, analyze office communications in terms of clarity, conciseness, accuracy, organization, and mechanics, find out the communication barriers in the inter-office communications in the UEP-Main Campus, determine whether the communication is effective or ineffective based on the findings of the study, find out if there are significant differences in the inter-office communications among colleges and selected offices, and draw inputs to public administration. The study involved 11 offices of the University- the University Management Centre headed by the Office of the President, the Graduate School and nine (9) colleges of the University with the Offices of the Deans of all the nine (9) colleges and school. This study considered only the offices which issued Special Orders, Memoranda, and letters sent to different offices of the University. The date of the inter-office communications which pertained to the objectives of the study were tabulated, analyzed, and evaluated for the purpose of arriving at desired results. It made use of the frequency counts, percentages, mean, and ANOVA. Results of the study showed that by nature, memoranda, special orders and letters are common and inherent in offices as an interpersonal exchange of information and understanding. By direction, most communications are downward considering that they are memoranda and special orders which are usually issued by the head or manager of the office. While the inter-office communications were written in varied, most were intended to give orders and compliance, considering that they are special orders and memoranda coming from the offices of the President and the Deans. On analysis in the content of inter-office communications, all inter office-communications specially special orders, were very much clear which means that they consistently use direct expression of ideas, structures and vocabulary are simple and appropriate. Among the inter-office communications which were evaluated, special orders came out to be very much concise among the others which were also very much concise. Special orders had the highest level of accuracy compared to memoranda and letters which only came out to be much accurate. Special orders came out as very much organized among the three (3) types of inter-office communication. This means that they are highly organized with clear progression of ideas and well linked. It contains the what, why, when, where, and how information. The writing of special orders very much observed mechanics because it has standard form so with memoranda, but with letters, errors in capitalization, spelling, punctuation, spacing, wrong abbreviations, and apostrophe lowered its grand mean. On barriers of communication, there were more process barriers than semantic barriers. From the three types of inter-office communications, it can be inferred that special orders have the highest level of effectiveness. The Graduate School, the College of Law produced the most clear special orders.
Keywords: Inter-Office Communication, Communication, Letters, Letter composition