Chapter 9: Internal and External communication (Written communication…
Chapter 9: Internal and External communication
is the transferring of a message from the sender to the receiver, who understands the message.
is the information or instructions being passed by the sender to the receiver.
: Is between members of the same organisation.
: Is between the organisation and other organisations or individuals.
of the message is the person starting off the process by sending the message.
medium of communication
is the method used to send a message.
is the person who receives the message.
: Is the reply from the receiver which shows whether the message has been arrived, been understood, and if necessary, acted upon.
: involves a message which does not call for or require a response.
: is when the receiver gives a response to the message and there is a discussion about it.
: is when messages are sent through established channels using professional language.
: is when information is sent and received casually with the use of everyday language.
: are factors that stop effective communication of messages.
Choosing the right communication method:
: is it important that the receiver gets the information really quickly?
: is it important to keep costs down or is it important to communicate effectively, regardless of cost?
: how detailed is the message? If it contains detailed plans, figures and illustrations, then clearly, written and other visual forms of communications are essential.
: is the leadership style a democratic one? If it is, then two-way verbal forms of communication with employees are much more likely used than they would be by an ‘autocratic leader’.
: who is/are the target receiver(s)?
Importance of written record
: if its essential that a written record can be referred to at some time in the future, then, clearly verbal communications are inappropriate.
Importance of feedback
: if its essential that the sender received feedback, perhaps very quickly, then a direct verbal form of communication is appropriate.
Verbal communication methods:
-meetings and team briefings
Advantages of verbal communication:
-Information can be given out quickly.
-There is an opportunity for immediate feedback.
-The message is often reinforced by seeing the speaker.
Disadvantage son verbal communication
-In a big meeting, we don’t know if everyone’s listening or not.
-It may take longer to get feedback than to use a written form.
Written communication methods:
-noticed pinned on billboards
-email or social networking sites
Advantages to written communication:
-There is evidence of the conversation which could be used for the future.
-It is essential for certain messages involving complicated details which might be misunderstood verbally.
-A written message can be copied and sent to many people.
-Electronically, it’s very cheap and fast.
Disadvantages to written communication:
-Direct feedback is not always possible.
-It is not so easy to check that the message has been received and acted upon.
-The language used may be difficult for some receivers to understand.
-There is no opportunity for body language to be sued to reinforce the message.
Visual communication methods
-Films, videos or any other animations.
-Charts and diagrams.
-Photographs and cartoons.
Advantages to visual communication
-These methods present information in a attractive or appealing way, which might keep the receivers focused.
-They can be used to make a written message clearer by adding a chart or diagram to illustrate the point being made.
Disadvantages to visual communication
-There is no feedback and the sender of the message may need to use other forms of communication to check that the message is understood.
-Charts and graphs are difficult for some people to interpret.