ORGANIZATION

An organization or organisation is a social arrangement which pursues collective goals. It controls its own performance, and which has a boundary separating it from its environment. Derived from the Greek word (organon) meaning tool.

COMMUNICATION
Essentially a process of sharing information. ORGANISATIONAL COMMUNICATION It is a study of the following: How people communicate within an organizational context. The influence of, or interaction with organizational structures in communicating/organizing

Need for Communication:

Decrease duplication of work and wasted

resources. Decrease market confusion from multiple solutions to the same problem. Increased liaison activity between multiple organizations that are interested in working on the same problem Increased participation as interested parties discover work being done in a field that affects them Increased adoption as interested parties discover solutions to problems they have.

COMMUNICATION NETWORK

Wheel communication

Y Communication network
chain communication

Circular communication
Complete connection.

 WHEEL

All subordinates communicate through one manager.

CHAIN

Communication takes place only upward a downward across organization.

CIRCULAR A Person can communicate with two neighbors only.

COMPLETE

Each member communicates with all other members.

COMMUNICATION ACROSS CULTURE:

International communication problems:
Language: different words have different meaning in different languages or countries. E.g.: coca-cola in Chinese means bite the head of a dead pig. Nonverbal sings: Shaking head up and down means NO in Greece and swinging from side to side means YES. American sign of OK is rude in Spain and vulgar in Brazil

Colors: Green: Popular in Muslim countries. Suggests disease in jungle-covered countries.

Red: Blasphemous in African countries. Stands for wealth in Britain. Product: Campbell soups success in Britain. Coca-cola had to change taste of the drink when the Chinese described it as tasting like medicines.

CHANNELS OF COMMUNICATION:
ON THE BASIS OF RELATIONSHIP
Formal Communication
Informal Communication

FORMAL COMMUNICATION:
Transmission of information in the

formal organisation structure. Used for the transmission of official messages within or outside the organisation. Follows the established chain of command.

ADVANTAGES /DISADVANTAGES:
Authorised and Well
Slow moving and

Planned In Written Articulate, Direct and has Official Backing Orderly and Systematic

time consuming Obstructs a free and uninterrupted flow of information Conveyed in impersonal manner. Routed through more than one channel.

INFORMAL COMMUNICATION:
Transformation of information on the basis

of relation among people in the organisation. Officially established chain of command is not followed. Expressed in verbal form

ADVANTAGES/DISADVANTAGES:
Gives social Develops rumours

satisfaction to employees. Travels faster than formal communication. Effective and powerful in reducing stress

and misunderstanding Unsystematic Responsibility for its origin or flow of information cannot be fixed

ON THE BASIS OF DIRECTION OF FLOW OF INFORMATION:

Downward Communication Upward Communication

Horizontal (or lateral) Communication

Diagonal Communication

DOWNWARD COMMUNICATION:
Flows from a superior to a subordinate
Line of authority from the top to the

bottom of the organisational hierarchy Communication can take place in form of Letters, Orders, Notices.

ADVANTAGES/DISADVANTAGES:
Policies and Long time in

organisational are explained clearly Assessment of performance conveyed Specific directives of job are entrusted to a subordinate

transmitting information Lead to over communication/un der communication Authenticity is lost in long lines of communication

UPWARD COMMUNICATION:
Flows from a lower level position to a

higher level position Serves as a feedback Management is well-informed about the progress of the work Consists of Reports, Suggestions, Appeals, Ideas

ADVANTAGES/DISADVANTAGES:
Necessary feedback Reluctant to initiate

given to the management Valuable information: What the employees think of the organisation ? Opportunity to ventilate the problems and grievances

unless the managers keep their doors open Fear of criticism: as a sign of personal weakness More prone to distortion

HORIZONTAL/LATERAL COMMUNICATION:
Flows in between persons holding equal rank

in the same/different departments Managers to exchange information/co-ordinate without referring to higher level. Takes place between Two subordinates of the same superior/Two departmental managers

ADVANTAGES/DISADVANTAGES:
Promotes Potential for conflict/inter

understanding and Coordination among various Dept Helpful to resolve inter-related problems Speeds-up information and mutual understanding

group rivalry-creates subunit orientation Authoritarianismbitterness and indignation among the workers.

DIAGONAL COMMUNICATION:
Flows between persons holding different

ranks in different departments Person are neither in the same department nor at the same level of organisational hierarchy Increases the organisational efficiency by speeding up information

ADVANTAGES:
Increases organisational efficiency by

speeding up information Very much needed in case of line managers-while one delegates functional authority to line or staff Communication is shorter and more effective

On The Basis Of Expression

Written Communication; Verbal Comunication; and Gestural Comunication.

WRITTEN COMMUNICATION.
Transmission of Information through

Written words. Provides a permanent record for future reference.

ADVANTAGES /DISADVANTAGES
Transmission to
Expensive and time

numerous persons. Permanent record. Effective. Lengthy Messages. Legal Evidence.

consuming. Lacks Personal Touch. Unsuited sometimes. Too many formalities.

VERBAL COMMUNICATION
Transmission of communication through

spoken words.

ADVANTAGES/DISADVANTAGES
Effective.
Easy to understand. Less expensive and

No Records.
Distortion. Generates

quicker. Flexible and better understanding.

communication gap.

GESTURAL COMMUNICATION
It refers to the form of communication

through BODY LANGUAGE. Facial Expression. Movement of Hands. Movement of Lips. Wink of an Eye.

On The Basis Of Organizational Communication.

Internal Communication. External Communication.

INTERNAL COMMUNICATION
Exchange of Information Between

Peons and Departments.

EXTERNAL COMMUNICATION
Transmission of information to

Outsiders.

Communication Media:
E-mails
Memos Reports Business letter

email
Email refers to electronic transmission of

messages in the form of letters

E-mail writing:
Keep email brief and to-the-point. Organize information for on-screen reading. Create meaningful subject lines. Include context for the reader Support message with specific information. Avoid email pitfalls. Understand protocols for addressing, forwarding, and replying to email. Choose the correct tone for professional email.

Memo:
A short official note that you write to a person or to several people, especially people who work with you.
Memorandum
Date:
To: From:

Subject:

Text of the memo

The heading segment follows this general format:

TO: (readers' names and job titles)
FROM: (your name and job title) DATE: (complete and current date)

SUBJECT: (what the memo is about, highlighted in some way)

Memo writing:
Introductory greeting
Main Point of Correspondence Details Action step (if needed) Closing

Report:
A statement describing what had happened or describing the state of affairs.
BHARAT MACHINE TOOLS LTD. 10,INDUSTRIAL ESTATE OKHLA, N.D.

TO: All heads of depts. FROM: Mr. G. MISHRA

Staff Punctuality and Attendance

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------C.C. MANAGING DIRECTOR G. MISHRA

Report writing:
In business, the information provided in

reports needs to be easy to find, and written in such a way that the client can understand it. This is one reason why reports are divided into sections clearly labeled with headings and sub-headings. Technical information which would clutter the body of the report is placed in the appendix.

Format of report
TITLE PAGE

Executive summary
Table of content

Introduction
Body Conclusion Reference list appendix

BUSINESS LETTER
Identify your aims
Establish the facts Know the recipient of the letter Create a sample copy Decide on physical layout of letter

THANK YOU