COMMUNICATION IN

ORGANISATIONS
 Communication Within an Organisation
Organisational communication is defined as the channels and
forms of communication in which organisations such as
corporations, non-profits, and governmental bodies engage,
including both the internal communications that occur within an
organisation, and external-facing communications between an
organisation and its stakeholders.
There are basically three common types of communication used
by organisations. These are:
1.Written communication
2.Oral communication
3.Electronic communication
Lets take a look at the three basic Communication methods within
Organisations
1. Written communication involves:
a)Internal/Business Memorandum – This is a short yet formal document used
for communication between employees. Memos are brief, effective and easy
to navigate. They can serve a similar role as a press release, but the
exception is the document is primarily for internal use instead of for local and
national reporters. More: https
://www.toppr.com/guides/business-correspondence-and-reporting/official-communica
tion/memos/
b)Notices - are a means of formal communication targeted at a particular
person or a group of persons. It is like a news item informing such person or
persons of some important event. This can be an invitation to a meeting, an
announcement of any event, to issue certain instructions, make appeals etc.
More : https://www.vedantu.com/english/notice-writing
c) Circulars - 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. Circulars
also find use as advertising tools. Be it for inter-departmental communication,
advertising or even personal reasons a circular must always reach a large
number of correspondents. More:
https://www.toppr.com/guides/business-correspondence-and-reporting/official-communication/circulars/

d) Formal Letters - are written in a formal and ceremonious language and

follows a certain stipulated format. Such letters are written for official purposes to
authorities, dignitaries, colleagues, seniors, etc. and not to personal contacts,
friends or family. A number of conventions must be adhered to
while drafting formal letters. E-mails, texts, etc. are most of our preferred modes
of communication. However, letters still have a major use and importance in
our society. Especially formal letters written to authorities or professional
contacts, because they generally stay on record. More:
https://www.toppr.com/guides/english/writing/formal-letters/
2. Oral communication
a) Interview - is a structured conversation where one participant asks questions,
and the other provides answers. In common parlance, the word "interview" refers
to a one-on-one conversation between an interviewer and an interviewee. The
interviewer asks questions to which the interviewee responds, usually providing
information. That information may be used or provided to other audiences
immediately or later. More: Interview
b) Report presentation - A presentation report is designed to offer details about a
subject and is given to a person or group of people in the form of a presentation.
Presentations often include visuals, such as charts or slide shows, although they
are not required for every type of presentation. The elements that make a report
presentation great are almost the same that make any presentation great; and
they include: digestible data, clean slides, correct spellings and fonts, use of
visuals, being organised, speaking to the audience, and keeping it short and
sweet. More:
https://classroom.synonym.com/prepare-write-informational-report-2403.html
c) Negotiations - Negotiation is an interactive process between two or
more negotiators or parties seeking to find common ground on issues of
mutual interest, where the negotiators or parties seek to make a mutually
acceptable agreement that will be honoured by all.
In business negotiation, internal negotiations with colleagues are often as
challenging as external buyer-seller negotiations. Negotiators usually seek
an agreement on the exchange or sharing of products, services and to
lesser extent ideas. While most large companies sign contracts to formalize
negotiations, many negotiations are agreed without the use of written
contracts.
Negotiations typically start from early exploration discussions and continue
throughout the business relationship, long after a contract has been signed.
While many companies deliver sales negotiation training and contracts
negotiation training for their teams, meaning far fewer departments outside
of sales and procurement equip their teams with negotiation training. More -
Negotiation
3. Electronic communication
a) Email: e-mail, in full electronic mail, messages transmitted and received by
digital computers through a network. An e-mail system allows computer users
on a network to send text, graphics, sounds, and animated images to other
users. (Encyclopaedia Britannica). A mass email message should be brief, self-
explanatory, clear, and concise. Avoid sending frequent or repeated messages.
Use other communication methods noted below. Send collaborative messages
with others at the University to avoid redundancy and reduce the number of
messages sent. More: https://
courses.lumenlearning.com/suny-esc-communicationforprofessionals/chapter/e
mails/
b) Voice mail: Voice mail is a voice messaging that stores and manipulates the
spoken recorded messages that are accessible to the users from any touch-
tone phone twenty-four hours a day. Voice messaging increases the
productivity, It improves the internal communication, It enhances the customer
service and it reduces the message-taking costs. More:
https://www.universalclass.com/articles/business/etiquette-guidelines-for-using-
c) Teleconferencing: Teleconference connects several
participants at the same time with the help of
telecommunications devices. It allows attendees from different
locations to participate in a virtual business meeting instead of
in-person meetings. Web conferencing is a globally available
service, that can be accessed from any device, at any time. Its
flexibility makes it the perfect communication tool for
businesses with:
remote teams
multiple offices
partners
clients from afar
More:
https://businesspedia.in/what-is-teleconferencing-definition-types-advantages-disadvan
tages/