HORENSOHORENSO

REPORT / CONTACT / REPORT / CONTACT / CONSULTATIONCONSULTATION

Freshman Training Material - ITOCHU Indonesia Bloc 0310

I. REPORTI. REPORTDefinition Giving the explanation to the

boss about the development and the result of our job

It is not only reporting the result, but the development as well

Report is including the things that we think not important

Steps in doing reportSteps in doing report Report the conclusion Explain the reason, background and

other information which are needed Give our opinion Summarize points that we want to

report Differentiate between the fact and

our own opinion Give the accurate information

The importance of report in The importance of report in practicepractice

Bad situation has to be reported as soon as possible.

Do not keep the problem by ourselves

Always note the important thing Report as soon as possible when we

do not feel sure about our decision Ask for report, do not wait for it

The Best Way in Doing ReportThe Best Way in Doing Report

Do not feel hesitate to report to the boss even in his busy time

Report our status and condition of our job to the boss

Get used to give report routinely Choose the best way to report,

such as: using telephone, fax, e-mail according to the needs at that time

7 Things that need to remember in doing report

1.Report has to give more priority than daily routine job

2.If we are in trouble, report directly to our boss

3.Bad situation has to be reported as soon as possible

4.Report according to: conclusion - reasons background of situation - opinion

7 Things that need to remember in doing report

5.Before reporting the complicated problem, summarize the fact that will be reported

6.Separate between the fact and our own opinion

7.Important to try to get report from ourselves before other people report to us

II. CONTACTII. CONTACT

Definition Giving information to the person

that we think need to be informed.

The way to do contactThe way to do contact

First, inform the situation Do contact by using telephone

when we are not in the area when we used to do a job.

Have other people to do it for us

Steps in Doing ContactSteps in Doing Contact

Tell the conclusion Explain the reason, background and other

information that related Confirm the things what we have

explained

How to confirm?

Summarize and arrange the things that we want to talk

Confirm about the content of contact. Always do 5w3h in every time

Points in Practicing ContactPoints in Practicing Contact

Explain the situation to our boss and ask for instruction

Inform and coordinate with other departments or related people.

Contact customer to report the result

Inform to the person who responsible for it

In emergency situation, try to solve the problem as soon as possible

Inform to the person who responsible for it

Important Things In Receiving Important Things In Receiving MessagesMessages

Write every message Repeat the message Inform our name after we receive

the message

The Best Way in Doing ContactThe Best Way in Doing Contact

Do the contact with related people in every time we are finishing phase of work

Discuss other things when we have a chance to do it

Choose the best way to inform the message, such as: telephone, fax and e-mail according to our situation

7 Things That Need to Remember7 Things That Need to Remember

1.Contact in urgent situation is more important than routine job

2.Summarize and prepare the points of complicated problem

3.Follow this step: conclusion reason, background and situation

4.When we are informing the message, make sure that we inform it correctly

7 Things That Need to Remember7 Things That Need to Remember

5.When we are asked to inform a message, the steps are: take a note repeat message tell our name

6.If the message is urgent, inform to the person who related to that problem

7.The best time to inform message is in every we finish our phase of work

III. CONSULTATIONIII. CONSULTATION

Definition Asking opinion and instruction from the

boss or the person who related with our work when we are not sure with our work, not sure about our decision.

Share the problem with our colleague By sharing can prevent the raise of

problem

Steps in doing ConsultationSteps in doing Consultation

Analyze situation and understand the problem correctly

Think our own way to solve the problem

Consult with our boss or colleague Prepare data in advance Respect the critical opinion

Points in Doing Consultation Points in Doing Consultation PracticallyPractically

Do not depends on our own opinion, consult with other people

Listen other people’s opinion with low profile

The Best Way in Doing CosultationThe Best Way in Doing Cosultation

Understand why our boss say “NO” Ask suggestion from our colleague

or the person who has more experience

Consultation is useful to keep good relation of the job

7 Important Things in Consultation7 Important Things in Consultation

1. Ask suggestion from other people 1. Ask suggestion from other people when we can not solve the problem when we can not solve the problem by ourselvesby ourselves

2. Consult when we are not sure with 2. Consult when we are not sure with our decisionour decision

3. Before consulting, firstly, think the 3. Before consulting, firstly, think the way out by ourselvesway out by ourselves

7 Important Things in Consultation7 Important Things in Consultation

4. Prepare data that will be needed5. Do not depends on our own

opinion6. Ask suggestion from colleagues or

person who have more experience7. Consultation is important to keep

good relation of the job