INTERNAL COMMUNICATION

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INTERNAL COMMUNICATION: 

INTERNAL COMMUNICATION APARNA H

INTRODUCTION: 

INTRODUCTION Communication is a vital aspect of the managerial process. In fact, success of any business depends upon a vivid communication system used by a business house or firm or company in order to keep in touch with its customers. Similarly superior sub-ordinate relation in office can’t thrive without effective and meaningful communication.

PowerPoint Presentation: 

“communication in business is the heart and soul of business system and routines ” “communication is the vehicle on which the business moves.” “ Words are the most powerful drug used by mankind…” Rudyard Kipling

INTERNAL COMMUNICATION: 

INTERNAL COMMUNICATION Internal communication takes place within the org: it could be individual to individual, individual to group, group to individual, dept: to dept: etc It could be oral or written, visual or audio-visual, formal or informal, and upward or downward

INTERNAL COMMUNICATION: 

INTERNAL COMMUNICATION Internal communication serve to inform, instruct, educate, develop, motivate, entertain, and control people in the organization. Knowledge, goal orientation, sharing of corporate concerns, review and monitoring, performance appraisal, counseling, and training are the issues that internal communication addresses.

IMPORTANCE : 

IMPORTANCE Promote spirit of understanding and co-operation Business has grown in size. Business activity has become extremely complex.

METHODS INTERNALCOMMUNICATION: 

METHODS INTERNALCOMMUNICATION Memorandum Office orders Circulars Office notes

MEMORANDUM: 

MEMORANDUM Memorandum is also known as “ memo" . It is a short piece of official note used by the officers of an organization for internal communication. It has been derived from the Latin word ” memorandus ”, and means literally ‘to mention’ or ‘to tell’. A memorandum is never sent outside the organization

MEMORANDUM: 

MEMORANDUM A memorandum is by definition, “a written statement that you prepare specially for a person or committee in order to give them information about a particular matter.”

MEMORANDUM SITUVATIONS: 

MEMORANDUM SITUVATIONS To communicate policy changes to the staff. To intimate granting/withholding permission to do something. To issue instruction to the staff. To seek explanation on some matter of conduct. To confirm a decision arrived at on the telephone.

MEMORANDUM ADVANTAGES: 

MEMORANDUM ADVANTAGES A memorandum ensures quick and smooth flow of information in all directions. A memorandum enables officers to maintain good business relationships A memorandum plays an important role for establishing accountability.

MEMORANDUM ADVANTAGES: 

MEMORANDUM ADVANTAGES It is inexpensive, no expensive stationary need to be used for it. It is very brief, it include nothing except the message in its simplest form. It is convenient. It can be used for further references.

PowerPoint Presentation: 

R.K. INDIA LTD., KANPUR INTER-OFFICE MEMO. Date: ………..…. No. ………………………. To. ……………………………… From. ………………………… Sub: 1. 2. 3. Copies to Signature M EMORANDUM FORMAT

OFFICE ORDER: 

OFFICE ORDER Office order is a tool of down ward communication; it travels from the higher-ups down to the subordinates. The word order suggests acceptance or compliance. If a message is conveyed as an order, it means that it carries a stamp of authority with it and has to be accepted.

OFFICE ORDER: 

OFFICE ORDER Orders are usually related to: Posting, promotion, suspension, termination of service. Granting/withholding increments. Granting/withholding certain privileges Imposing certain restrictions

OFFICE ORDER: 

OFFICE ORDER Office order is very sensitive form of communication and if misunderstood or misinterpreted, it can lead to serious unintended consequences.

OFFICE ORDER: 

OFFICE ORDER The following points should be kept in mind while drafting orders: Order must be concise; they must not contain any unnecessary details. The language employed should be absolutely clear. The order should be written in very simple words that can be easily understood by all. Idioms, phrases and slangs should be strictly avoided

OFFICE ORDER: 

OFFICE ORDER 3. Order should clearly specify who they are meant for. Some orders are sent to the concerned individuals with copies to the concerned department; others may be meant for display on the notice boards.

OFFICE ORDER-EXAMPLE: 

OFFICE ORDER-EXAMPLE Ref.:Pers/455/23 Date:10 April,2012 OFFICE ORDER Ms. Samira Naidu, Accounts Assistant, is promoted as Senior Accountant with immediate effect. She will draw the basic pay of Rs. 3200 in the pay scale Rs. 4500-100-5500-150-6500.Other allowance will continue to be admissible as per the company’s rules. To Ms Samira Naidu Sd/-Arun Guptha Through Accounts Department Manager(Personnel)

OFFICE CIRCULARS: 

OFFICE CIRCULARS Office circulars are also a means of internal communication. Their purpose is to inform the employees about specific issues and matters like Change of timing. Transfer of an employee. Dismissal of an employee. Promotion of an employee.

OFFICE CIRCULARS: 

OFFICE CIRCULARS Office circulars are also used to invite application from employees for promotion test/interview, to changes in medical rules etc. Office circulars should be brief, precise and persuasive. The subject of the circular is often stated at the top.

OFFICE CIRCULARS-EXAMPLE: 

OFFICE CIRCULARS-EXAMPLE AR INDUSTRIES LTD LUCKNOW Date: June 16, 2009 Circular No: Adm/13/04 Subject: Change in Office Timings In view of the ensuing summer, office timings from 1 st July will be as follows: 9.00 a.m. - 1.00 p.m. Morning session 1.00 p.m. – 2.00 p.m. Lunch 2.00 p.m. – 5.00 p.m. Evening session The employees are expected to strictly adhere to these office hours. Mukesh Srivasthava Administrative Manager

OFFICE NOTES: 

OFFICE NOTES Office notes are a means of horizontal communication. They are exchanged between officers of equal rank or between departments of an organization. They are used to obtain or convey information and suggestion. The format/layout of office notes may vary from company to company.

OFFICE NOTE- EXAMPLE: 

OFFICE NOTE- EXAMPLE RAJAN INDUSTRIES LTD Date: March 10, 2009 Ref.No:……………......... From: Stores Deptt. To: All Departments. Subject: Stock-taking for the year ending 31.03.2009 The stocktaking for the purpose of closing the accounts for the year ending 31.03.2009 will begin on 30.03.2009.All departments are advised to draw their requirements latest by 28.03.2009. The Stores Department would not be able to make supplies to the customers also on 31 st March, 2009. Rajesh Agarwal Stores Manager Copy to: All Departments

CONCLUSION: 

CONCLUSION Internal communication implies the transmission of information to people inside the organisation and also getting information from them. ‘‘ communication is older than words ’’