Communication in Organization
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The document discusses internal and external communication within organizations, emphasizing the importance of effectively exchanging information to motivate staff and project a positive image to the public. Internal communication methods include notice boards, public address systems, intercoms, e-mails, and meetings, while external communication involves engaging with customers, financiers, and the general public through various media. The overall aim of communication in organizations is to ensure understanding, build relationships, and enhance the organization's reputation.
Communication in Organization
- 1. Communication in Organization Chapter 6
- 2. An organization has internal as well as external communication. Messages within the organization are the internal communication whereas the messages exchanged with those outside the organization is external communication Chapter 6
- 3. Internal communication It may be written or oral and should be organized into a well-ordered network. The purpose of internal communication is mainly to exchange information and to motivate staff Chapter 6
- 4. Media of Internal Communication •Notice board and bulletin board: a notice board must be attractively laid out and up-to- date and should be placed at a location where it can be seen by the persons for whom it is meant. •Public address system: It is to make important and urgent announcements to the entire staff at once. Chapter 6
- 5. Media of Internal Communication Intercom: It is between departments or persons located at a distance from each other and the messages are exchanged quickly. E-mail: It is the most efficient where there is LAN or WAN electronic media. Meetings: A regular schedule of meeting ensures that issues are discussed. It should be planned and conducted efficiently. Chapter 6
- 6. The publications that give employees information about the company, its history, its activities and its policies and build up a sense of identification with the company are as follows: House journal , Bulletin , Newsletter Chapter 6
- 7. House journal: It’s a periodical magazine having own format and style for its house journal is meant for distribution to its members. It encourages participation in company’s activities Chapter 6
- 8. Bulletin: It’s a short publication for the purpose of announcing important or special official information. They are a method of keeping up the morale of the employees by giving them timely information and can create a sense of unity and loyalty among the employees. Chapter 6
- 9. Newsletter: It is written report containing special or important items of news with analysis, comments and forecasts usually issued periodically to present information to the members Chapter 6
- 10. External communication An organization projects an image of itself upon the public, through its communication and its conduct. The good administration and efficient management can build up a good credit standing. Chapter 6
- 11. External communication The more people know about the organization, its policies with regard to employees and customer serviced the better the public response to its advertisement and recruitment notices. Chapter 6
- 12. External communication Monitoring and setting up communications and relationships with segments of the public through various media build a positive image of the organization. Chapter 6
- 13. External communication The more people know about the organization, its policies with regard to employees and customer serviced the better the public response to its advertisement and recruitment notices. Monitoring and setting up communications and relationships with segments of the public through various media build a positive image of the organization. Chapter 6
- 14. The Public The segment of the World outside with which the organization is concerned are as follows: Customers, Financiers, Educational institutions, Voluntary Organization and General Public Chapter 6
- 15. Professional A Company’s Public Services(auditors, Customers Stockholders The media Clients legal, finance, Investors Lenders Employment advertising etc.) Banks Agencies Suppliers, Vendors Legislators Trade Associations Government Agencies Competitors Other The Regulators Business and Industries The Courts The General Public Company Potential customers Foreign Government potential Employees Offices Potential Investors Distributors, Voluntary Wholesalers, Organizations Unions Franchisees, Charities Educational Subsidiaries Retailers Agents foundations Institutions Chapter 6
- 16. The Customers •Customers form a close and manageable public •Organization has constant contact with them •The relationship is of buyers or the users of the service provided. Chapter 6
- 17. The Customers A good data base of customers helps the organization to manage the communication easily Chapter 6
- 18. The Financiers They want to know about the profit; estimates the future earnings, the potential market growth etc. through annual and other reports, letters and the invitations to functions and celebrations of the organization Chapter 6
- 19. The Financiers The Banks, Creditors, Shareholders, Stockbrokers, Pension fund administrator, Donors and Sponsors are the financiers Chapter 6
- 20. Institutions The Companies sponsor activities, training, course or special projects and give donations for prizes and scholarships or special departments to educational & Welfare Institutes, hospitals and orphanage Chapter 6
- 21. Voluntary Organization They have various interests and watch all aspects of a Company’s activities. Their activities spearhead legislation. The two way communication with them enables the company to maintain a good relationship with them. Chapter 6
- 22. Voluntary Organization Environmentalists, Consumer protection groups, women’s rights group etc. are the Voluntary Organization Chapter 6
- 23. General Public It is large, spread and the least definable which is influenced by the company’s advertisement, reports and the efforts it makes to be visible to the people. Chapter 6
- 24. Entire Society Is the General Public Chapter 6
- 25. Communication The aim of communication is the transference and understanding of information between two or more people Chapter 6
- 26. Communication An organization’s communication comprises every message that it puts out in the media and includes its actions and activities which form non-verbal communication Chapter 6
- 27. Communication The messages in organization are conveyed through Letters, Reports, Press handouts or Press Release, Advertising, Open house, Visits, Exhibitions, Fairs and shows, Sponsorships, Conferences and Seminars Chapter 6
- 28. Letter It is to generate goodwill by giving prompt and courteous response to requests, help and complaints Chapter 6
- 29. Reports It provides reports regarding accounts, audits, directors, functions, gatherings etc Chapter 6
- 30. Press Release It is a press release purely gives factual information, telling what happened where and when an who were the persons concerned or involved in the event Chapter 6
- 31. Advertising It is to bring awareness of the product among the people Chapter 6
- 32. Open House It is an opportunity for the people to get personally acquainted with the organization Chapter 6
- 33. Visits It keep the public informed and helps in maintaining good relation Chapter 6
- 34. Exhibition Excellent opportunity to display products and providing information Chapter 6
- 35. Fair and Shows It provides opportunity for interaction as well as to bring forth its product and activities before the public Chapter 6
- 36. Sponsorship It is used for advertising and to appear as friendly and socially responsible before the public Chapter 6
- 37. Media of External communication To reach out to its various public, the company uses all the media of mass communication like Press, Radio, Television, Exhibitions, Films, Literature, Books, Direct Mail, Word- of- mouth and internet Chapter 6