logging in or signing up Internal Written Communication rajivbajaj Download Post to : URL : Related Presentations : Share Add to Flag Embed Email Send to Blogs and Networks Add to Channel Uploaded from authorPOINT lite Insert YouTube videos in PowerPont slides with aS Desktop Copy embed code: (To copy code, click on the text box) Embed: URL: Thumbnail: WordPress Embed Customize Embed The presentation is successfully added In Your Favorites. Views: 2835 Category: Education License: All Rights Reserved Like it (2) Dislike it (0) Added: February 16, 2009 This Presentation is Public Favorites: 3 Presentation Description No description available. Comments Posting comment... By: same786 (7 month(s) ago) This is again practical touch presentation, wonderful.. can i receive this at my ID sajid_aventis@yahoo.com Saving..... Post Reply Close Saving..... 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See all Premium member Presentation Transcript Slide 1: Inter-Office Written Communication A Presentation by Rajiv Bajaj Internal Communication : Internal Communication Large business organisations can be spread over various branches and departments, as well as geographically The larger the size, the more is the level of internal communication taking place Slide 3: Internal communication includes face-to-face, telephonic, letters, emails, faxes and instant messaging from – 1. One department to another 2. Employees to the manager and vice versa 3. One branch to another 4. Branch to the controlling office 5. Sales personnel to field staff etc Slide 4: Type of medium used would depend on the situation, importance and urgency Written communication, however, has certain distinct advantages Slide 5: 1. It creates a record of the message 2. It facilitates subsequent reference 3. The reader gets an opportunity to read at a convenient time 4. It offers greater clarity to the messages 5. It is possible to include as annexures all information and data related to the message Letters Within The Organisation : Letters Within The Organisation May be personal or general Letters to staff may convey – Benefit Loss Punishment Appreciation Concern Progress or Setbacks Slide 7: These letters can invoke strong sentiments among the staff, such as – Joy Anger Hurt Apprehension Disillusionment or Disappointment etc Slide 8: These letters relate to human issues Letter writer should be conscious of the likely reaction of the reader Considerate and appropriate tone, intensity and modulation should be used Let us look at some of the common types of internal letters Circulars : Circulars A written communication addressed to a circle of persons, customers etc May cover a notice, advertisement etc Process of sending circulars is known as circularizing Circulars are means of sending specific, subject-related instructions Slide 10: Circulars’ contents are expected to be mandatorily followed They are in the nature of instructions and guidelines Are of a permanent nature, of long-term relevance; may be modified as and when instructions need to be revised Can be general for the whole organisation, or concerning a particular department, or for customers only Memos : Memos Memo is a shorter form of the word Memorandum It is a note to help the memory or a record of events, etc, for future use or records Can also be described as an informal letter without signature Slide 12: However, it has become common practice these days to sign a memo Memos cover events and developments within the organisation Memos’ contents are meant to be noted They are generally informatory in nature Slide 13: They are generally of short-term relevance These are addressed to specific individuals only Maximising Use of Circulars & Memos : Maximising Use of Circulars & Memos Circulars & Memos contain vital details of relevance on functional areas May need to be referred to frequently by the staff Should be carefully indexed, filed and preserved Should be readily traceable when required Slide 15: Should be carefully drafted, bearing in mind the 7 C’s of communication Underlying principle of adaptation to the reader must be followed Ensure that copies reach all concerned well in time so that there is no communication gap Slide 16: Sometimes circulars refer to previous communication on the subject This may make it difficult for the user to follow Whenever such a circular is drafted, it should, as far as possible, be comprehensive in nature Reader should be able to understand contents without having to refer to the previous communication, and to facilitate ease of reference Slide 17: Drafting of circulars & memos calls for good communication skills All relevant facts and figures should be covered in an organised manner Wherever necessary, illustrations and examples should be given as annexures Indifferently drafted communication may create confusion - may necessitate further clarifications being sought Slide 18: A clear-cut circular or memo makes things easier at all levels Do not forget the basic need for adaptation and the 7 C’s! Writing Without Hurting : Writing Without Hurting One needs to remember that we are all human beings, regardless of what level one is working in the organisation Managers may often have to write to staff to convey displeasure and punishment etc It is very important and essential to ensure that the tone and language that is used in the letter is not hurtful to the reader Avoiding Being Hurtful : Avoiding Being Hurtful One must choose the words very carefully Letters can be stern, strongly worded, or candid, but they need not be hurtful Even if being written to highlight deficiencies that are work related, they should not deliberately be hurtful, humiliating or denigrating to the addressee Slide 21: Such letters may cause damage to an otherwise cordial relationship built up over the years Even if regret is expressed later, the feeling of hurt lingers Sometimes, it can hurt the ego of the person, resulting in both parties hardening their stand on any issue Once the words are out, the damage is done Never Write When Angry : Never Write When Angry Anger is an emotional state that is not normal It hampers logical reasoning and brings out words that are generally harsh and hurtful Any letter written in anger is likely to damage relationships and goodwill Slide 23: Anger, however, is a passing phase It subsides after a while Let the anger subside before resorting to any communication – written or otherwise Very often, we fail to see reason when we are angry Slide 24: However, when we calm down and review the situation, we may find ourselves to be more tolerant and accommodating Anything written in anger cannot be undone later It is always better to write once the anger has subsided. Use Tact & Courtesy : Use Tact & Courtesy Saying no without hurting the feelings of the receiver is also an art Every communication requires a good measure of tact and courtesy Whenever saying no to someone, provide a proper reason for declining the request, so as to remove any lingering doubts in the mind of the reader Slide 26: The communication should be polite, but firm, and should not say ‘no’ in a blunt manner As far as possible, any unfavourable decision should be conveyed promptly - delay adds to the anxiety in the receiver’s mind, which should be avoided Whenever possible, suggest what addressee can do in order to get a positive or favourable response Slide 27: Thank You. Questions ? You do not have the permission to view this presentation. In order to view it, please contact the author of the presentation.
Internal Written Communication rajivbajaj Download Post to : URL : Related Presentations : Share Add to Flag Embed Email Send to Blogs and Networks Add to Channel Uploaded from authorPOINT lite Insert YouTube videos in PowerPont slides with aS Desktop Copy embed code: (To copy code, click on the text box) Embed: URL: Thumbnail: WordPress Embed Customize Embed The presentation is successfully added In Your Favorites. Views: 2835 Category: Education License: All Rights Reserved Like it (2) Dislike it (0) Added: February 16, 2009 This Presentation is Public Favorites: 3 Presentation Description No description available. Comments Posting comment... By: same786 (7 month(s) ago) This is again practical touch presentation, wonderful.. can i receive this at my ID sajid_aventis@yahoo.com Saving..... Post Reply Close Saving..... Edit Comment Close By: tinoskwashira (15 month(s) ago) what a powerfull presentation pliz email me this at, tinos.daniel@gmail.com thanks in advance Saving..... Post Reply Close Saving..... Edit Comment Close By: monica_sawhney (21 month(s) ago) Hi sir, My name is Mona and i find this presentation very impressive. so please mail this at my id -- sawhney_monica@yahoo.com Saving..... Post Reply Close Saving..... Edit Comment Close By: shubhakari (21 month(s) ago) Hi, I am Archana. I found your presentation vey useful in reference to the content. May I please have a copy? You can mail this on shubhakari@gmail.com. I hope you will not mind sharing the same with me. Thanks Archana Saving..... Post Reply Close Saving..... Edit Comment Close By: reema26 (24 month(s) ago) Hello. My name Is Reema. i found your ppt very interesting. plz mail me on reemsfun1@gmail.com Thank You Saving..... Post Reply Close Saving..... Edit Comment Close loading.... See all Premium member Presentation Transcript Slide 1: Inter-Office Written Communication A Presentation by Rajiv Bajaj Internal Communication : Internal Communication Large business organisations can be spread over various branches and departments, as well as geographically The larger the size, the more is the level of internal communication taking place Slide 3: Internal communication includes face-to-face, telephonic, letters, emails, faxes and instant messaging from – 1. One department to another 2. Employees to the manager and vice versa 3. One branch to another 4. Branch to the controlling office 5. Sales personnel to field staff etc Slide 4: Type of medium used would depend on the situation, importance and urgency Written communication, however, has certain distinct advantages Slide 5: 1. It creates a record of the message 2. It facilitates subsequent reference 3. The reader gets an opportunity to read at a convenient time 4. It offers greater clarity to the messages 5. It is possible to include as annexures all information and data related to the message Letters Within The Organisation : Letters Within The Organisation May be personal or general Letters to staff may convey – Benefit Loss Punishment Appreciation Concern Progress or Setbacks Slide 7: These letters can invoke strong sentiments among the staff, such as – Joy Anger Hurt Apprehension Disillusionment or Disappointment etc Slide 8: These letters relate to human issues Letter writer should be conscious of the likely reaction of the reader Considerate and appropriate tone, intensity and modulation should be used Let us look at some of the common types of internal letters Circulars : Circulars A written communication addressed to a circle of persons, customers etc May cover a notice, advertisement etc Process of sending circulars is known as circularizing Circulars are means of sending specific, subject-related instructions Slide 10: Circulars’ contents are expected to be mandatorily followed They are in the nature of instructions and guidelines Are of a permanent nature, of long-term relevance; may be modified as and when instructions need to be revised Can be general for the whole organisation, or concerning a particular department, or for customers only Memos : Memos Memo is a shorter form of the word Memorandum It is a note to help the memory or a record of events, etc, for future use or records Can also be described as an informal letter without signature Slide 12: However, it has become common practice these days to sign a memo Memos cover events and developments within the organisation Memos’ contents are meant to be noted They are generally informatory in nature Slide 13: They are generally of short-term relevance These are addressed to specific individuals only Maximising Use of Circulars & Memos : Maximising Use of Circulars & Memos Circulars & Memos contain vital details of relevance on functional areas May need to be referred to frequently by the staff Should be carefully indexed, filed and preserved Should be readily traceable when required Slide 15: Should be carefully drafted, bearing in mind the 7 C’s of communication Underlying principle of adaptation to the reader must be followed Ensure that copies reach all concerned well in time so that there is no communication gap Slide 16: Sometimes circulars refer to previous communication on the subject This may make it difficult for the user to follow Whenever such a circular is drafted, it should, as far as possible, be comprehensive in nature Reader should be able to understand contents without having to refer to the previous communication, and to facilitate ease of reference Slide 17: Drafting of circulars & memos calls for good communication skills All relevant facts and figures should be covered in an organised manner Wherever necessary, illustrations and examples should be given as annexures Indifferently drafted communication may create confusion - may necessitate further clarifications being sought Slide 18: A clear-cut circular or memo makes things easier at all levels Do not forget the basic need for adaptation and the 7 C’s! Writing Without Hurting : Writing Without Hurting One needs to remember that we are all human beings, regardless of what level one is working in the organisation Managers may often have to write to staff to convey displeasure and punishment etc It is very important and essential to ensure that the tone and language that is used in the letter is not hurtful to the reader Avoiding Being Hurtful : Avoiding Being Hurtful One must choose the words very carefully Letters can be stern, strongly worded, or candid, but they need not be hurtful Even if being written to highlight deficiencies that are work related, they should not deliberately be hurtful, humiliating or denigrating to the addressee Slide 21: Such letters may cause damage to an otherwise cordial relationship built up over the years Even if regret is expressed later, the feeling of hurt lingers Sometimes, it can hurt the ego of the person, resulting in both parties hardening their stand on any issue Once the words are out, the damage is done Never Write When Angry : Never Write When Angry Anger is an emotional state that is not normal It hampers logical reasoning and brings out words that are generally harsh and hurtful Any letter written in anger is likely to damage relationships and goodwill Slide 23: Anger, however, is a passing phase It subsides after a while Let the anger subside before resorting to any communication – written or otherwise Very often, we fail to see reason when we are angry Slide 24: However, when we calm down and review the situation, we may find ourselves to be more tolerant and accommodating Anything written in anger cannot be undone later It is always better to write once the anger has subsided. Use Tact & Courtesy : Use Tact & Courtesy Saying no without hurting the feelings of the receiver is also an art Every communication requires a good measure of tact and courtesy Whenever saying no to someone, provide a proper reason for declining the request, so as to remove any lingering doubts in the mind of the reader Slide 26: The communication should be polite, but firm, and should not say ‘no’ in a blunt manner As far as possible, any unfavourable decision should be conveyed promptly - delay adds to the anxiety in the receiver’s mind, which should be avoided Whenever possible, suggest what addressee can do in order to get a positive or favourable response Slide 27: Thank You. Questions ?