Communications is a ladder of

success

Prepared by; Syed Mazhar Ahmed Niazi

Muhammad Irfan Shabbir
http://www.acmemills.com.pk

Lets play…
 Acme Mills is a vertically integrated textile unit, from weaving to stitching based in
Karachi, Pakistan. Acme have manufacturing set up, highly skilled work force with 15
years+ experience in the field of textiles we manufacture fabrics and made-ups for
Institutional, Home Textiles and Apparel Industry.

Now we have more than 300 employees working in various departments. We produce over 9
million meters of fabric and around 2.5 million pounds of terry towels per annum. As a leading
exporter of institutional textile we think that we are old enough to understand buyers demand and
young enough to feel today’s pulse. We have created ripples among world’s leading buyers but
we believe our best is yet to come.
 Communications in business
 Occur constantly
 Are formal and informal
 Are written and verbal
 Are internal (stay within the business) and external
(sent outside the business)
 Are essential for business success
 The importance of internal communications
 To achieve business aims, functional areas must
support each other, e.g.
•Operations and sales must agree with delivery
dates
•Finance must know what has been sold
•Sales staff must know credit limits
•Customer service must know about problems
and delays
•Human resources must know about staff training
requirements
GOOD COMMUNICATIONS ARE ESSENTIAL
 The importance of external
communications
•External communications are critical to sales, e.g.

•Customer enquiries must be handled promptly

•Product/service information must be accurate/attractive

•Customer invoices must be correct

•Customer and supplier problems must be resolved

quickly
 Methods of communication
 Oral, e.g. telephone, mobiles, face-to-face, meetings,
telephone conferencing
 By video, e.g. video conferencing and Internet video
link
 Written, e.g. letter, memo, financial documents,
advertisements, emails and attachments
 Graphical, e.g. production drawings, computer
graphics
 Choosing the most appropriate
method
Depends upon:
 The reason (e.g. important = written)
 The recipient (e.g. internal/external)
 The technology available
 The urgency of the message (e.g. fast =
courier or ICT)
 The complexity of the message (e.g. very
complex = written)
 Whether instant feedback needed
 Use oral if . . .
 You need an instant response
 You want to use your tone of voice or body
language to show feelings
 You want to keep checking the other person’s
reaction

The telephone is only suitable for

straight-forward information.
 Use video if . . .
 The person is some distance away

 Travel costs would be saved

 Seeing the person would help the

communication

 You have the technology

 Use written if . . .
 It is important there is a permanent record

 The information is important

 The information is complex

 If urgent – use email or fax

 If non-urgent – write letter or send memo

NOTE: good writing skills are vital!
 Conclusion

 To Exist in the system a company must

follow these terminologies of
communication.

 If we follow these communication skills we

will achieve our objective easily.
Thank You
 The more we remind ourselves of these skills, the more likely we will
use them