INTERNAL AND EXTERNAL COMMUNICATION (CHOOSING THE APPROPRIATE…
INTERNAL AND EXTERNAL COMMUNICATION
Effective communication is when the message that we send is being received, understood and acted upon in a way that is intended. In business, if the communication is not effective, it may lead to serious consequences.
Internal communication is between members of the same organisation. It is necessary for people to communicate with other people, so that informations can be linked up with one another.
External communication is when messages are being sent between one organisation and another organisation. It is just as important as internal communication.
External communication is extremely important to the image and the efficiency of the business. If there is any miscommunication between buyers and suppliers, the buyers may be sent the wrong items.
PROCESS OF EFFECTIVE COMMUNICATION
: the person who wishes to pass on the information to others.
MEDIUM OF COMMUNICATION
: a method for sending the message, for example, a letter or noticeboard.
RECEIVER OF THE INFORMATION**
: the person to whom the message should be sent to.
: where the receiver confirms that the message has been received and responds to it. This ensures that the information has been correctly received by the right person and, if necessary, acted upon.
Occurs when the receiver of a message has no chance to reply or respond to the message. One-way communication does not allow the receiver to contribute to communication or to provide any feedback.
Is when there is a reply or a response from the receiver. This could be just simple confirmation of receipt of the message or it could be a discussion about the message. Both people are therefore involved in the communication process.
both people are now involved in the communication process.
the message should become absolutely clear.
one-to-one, telephone conversations, video conferencing, meetings
Information can be given out quickly.
Immediate feedback may be given if it is a two-way communication.
Body language is shown throughout the communication.
In big meetings, someones opinion can be ignored, not knowing who is listening.
verbal communication may be sometimes inappropriate, especially when there are things that need to be recorded.
business letters, memos, reports, notices on pin boards, text messages, email and, social networking
There is written evidence of the message.
Written messages can be copied and forwarded to other people.
Electronic communication is a quick and cheap way to reach a large number of people.
Body language cannot be shown.
If the senders message is too long, it may be hard for the receiver to understand.
We don't know whether the message has been received and if necessary, acted upon or not.
Films, posters, diagrams, photographs
These methods can present information in a more appealing way.
Can be used to make written messages clearer by using diagrams or graph.
There won't be any feedback and the sender of the message may need to use other forms of communication.
Charts and graphs may be hard for people to interpret.
CHOOSING THE APPROPRIATE COMMUNICATION METHOD
: it is important that the receiver of the message gets the message quickly.
: It is important to keep the costs low.
DETAILS OF THE MESSAGE
: how detailed the message is
: The style of leadership can affect the type of communication.
: always keep the receiver/audience in mind, as this may also affect the type of communication.
IMPORTANCE OF RECORDS
: written records may be needed in the future, therefore verbal communication would not be fit for this.
IMPORTANCE OF FEEDBACK
: It is essential for the sender to receive feedbacks.
Is when messages are sent through established channels using professional language.
Is when information is sent and receive casually with the use of everyday language.
Factors that stop effective communication of messages.
INCLUDES THINGS SUCH AS:
Problems with the sender
Problems with the medium
Problems with the receiver
Problems with the feedback