Unit 3

Communication within the Organization

Types of Written Communication
There are two main types of communication: oral and written. Written communication involves
any type of message that makes use of the written word. Written communication is the most
important and the most effective of any mode of business communication.
Some of the various forms of written communications that are used internally for business
operations include:
• Memos
• Reports
• Bulletins
• Job descriptions
• Employee manuals
• Emails
• Instant messages
Examples of written communications generally used with clients or other businesses include:
• Email
• Internet websites
• Letters
• Proposals
• Telegrams
• Faxes
• Postcards
• Contracts
• Advertisements
• Brochures
Memos
Functions and Audience
Short for “memorandum,” a memo is a type of document used to communicate with others in the
same organization. Memos (or memoranda) are typically used for fairly short messages of one
page or less, but informal reports of several pages may also employ memo format.
Notice
Notice
A notice is a written statement that contains the particulars of holding a meeting. When a circular
is served among the members of the meeting to attend the meeting, it is called a notice. It is letter
of invitation that carries the request to the members to attend a meeting. A notice includes time,
place, date and agenda of a meeting. The notice should be sent by the proper authority in due
time so that the members can attend the meeting in time.So, notice is formal written or formal
information, notification or warning about a fact or an invitation to the concerned person for
attending the meeting.
Essential elements or factors of a valid notice
• Signature: The notice must be signed by the proper authority. Only the legal authority
should serve the notice.
• Proper time: The notice must be served in proper time. It should be circulated according
to the rules and regulations of the company or the organization.
• Time date and place: The time, date and place of the meeting must be stated in the notice.
• Unconditional: There must be no condition or complexity in the notice about attending
meeting. Always a notice is unconditional.
• Agenda: Agenda means topics to be discussed in a meeting. A valid notice should contain
the agenda of the meeting.
• Conciseness: The notice must be short in size. It should be clear, simple and easy.
• Proper persons: Notice should be served to the proper persons who are entitled to attend
the meeting.
• Enclosure: An explanatory statement should be sent with the notice.
Example:
NOTICE FOR STATUTORY MEETING
Notice is hereby given that the statutory meeting of the company will be held on March 30, 2012
at 12 p.m. in the registered office of the company according to the section ……………. Of
company Act. 1994.
Concerned shareholders are requested to attend the meeting.
Mr. John
Secretary
On behalf of the board
Of directors.
Circulars
A circular is essentially a letter containing some important information that is distributed to a
large number of people. Say for example you have to invite an entire department for a meeting,
or update the dress policy for the whole office – a circular will be the best mode of
communication for these purposes.
Let us also take a look at some of the advantages of a circular
• It is a very simple and effective way of communication. Since it is precise and written,
very little chance of miscommunication
• It is also quite inexpensive. It is a cost-effective way of communication.
• Circulars are also a time-saving method. It reaches a large number of people in very
limited time and effort.
• They are great advertising and marketing tools as well. They can help create a new
market, educate people about the product or services and also increase consumer
confidence in the company and the product.
Minutes of the Meetings
Minute is an official written statement of the motions and resolutions taken in a meeting. It is
brief but a complete record of all discussions held among the members of the meeting. It is also
defined as the official record of the proceeding of a meeting that should be needed to approve by
the participating members of the meeting.
Types of minute
Generally, the minutes of a meeting can be divided into two groups. They are the follows:
1. Minutes of narration: These minutes will be a concise summary of all discussions which took
place, reports received, actions to be taken and decisions made. It includes:
• Names of the participating members.
• Name of the proposer and supporter.
• Discussion summary. Resolutions.
A business proposal is a written document sent to a prospective client in order to obtain a specific
job. Proposals may be solicited or unsolicited. A client may simply request a proposal on a
project in the course of a sales call by saying: "You know, that sounds interesting.
Request for information (RFI) – This screening tool often precedes the proposal solicitation
process. It’s designed to help the buyer understand which vendors are in the best position to
provide what’s needed.
Request for proposal (RFP) – In addition to outlining what the customer needs, this document
also details not only what it wants to receive from the vendor in the proposal, but also how the
proposal information should be organized and presented. An RFP is often used when the buyer
needs to evaluate which company is the best vendor based on a number of factors besides price.
Request for quotation (RFQ) – These are used when price is a primary factor in the purchasing
decision, but not the only one. The buyer might need information about product availability,
delivery times, and other specifics. Proposals responding to RFQs are often shorter than those for
RFPs.
Invitation for bid (IFB) – IFBs are used to solicit services based primarily on price. Most
simply put, they’re a request for a response to the question: “What would you charge to do this?”
Report writing in an essential skill at all levels of business. Writing clear, concise reports is a
key skill for effective business communication. An effective, well-written report can drive sales,
create more cohesive and better-functioning teams, streamline processes, and improve financial
operations.
Communication outside the organization
Communication with people outside the company is called “external communication”.
Supervisors communicate with sources outside the organization, such as vendors and customers.
External communication comprehends all information developed by the company, which is
related to its activity that is released in the press, for public knowledge. Such information is
crucial in order to promote the company’s image.
• External communication can take a variety of forms depending on their purpose and
intended audiences. If external communications are considered as essentially a two-way
activity, then the following forms of communication may be useful:
• production of special printed or electronic documents and disseminating them to
concerned audiences (or making them publicly available e.g. through libraries or Internet
sites); such reports might be validated by a third party to increase their credibility;
• establishing more open access procedure for existing documents and information;
• organizing public hearing, public meetings, “open door” events, exhibitions, seminars,
etc. where communication is occurring more interactively;
Setting up hot-lines and other services for disseminating information and collecting stakeholders’
comments; conducting surveys for the latter purpose.