The Movement of a memo

The Movement of a memo

Hello dear friends here you will get The Movement of a memo. Memo is a means of written communication which is used within the organization. It can move either of the following three ways:
i. Downward
ii. Upward
iii. Horizontal

1. Downward: when memos carry information form managers to subordinates then it is termed as downward movement of memo.

Purposes of Downward:
i. Request for information
ii. Providing directions
iii. Announcing appointments
iv. Information regarding employees’ benefits.

Downward movement of memos can be depicted as follows:

Fig-3: Downward movement of memo.

2. Upward: when memos convey information or response of subordinates to superiors then it is called upward movement of memo.

Purposes of Upward:
i. Response to information previously asked
ii. Making request to superior
iii. Sending reports

3. Horizontal: when memos move to same level of employees then it is labeled as horizontal movement of memo. For example; if assistant manager of production department send a memo to assistant manager of finance department then it is known as horizontal or lateral movement of memo.

 Fig: Horizontal Movement of memo

 The Movement of a memo

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What is computer network?, Types of computer networks

What is computer network?, Types of computer networks

Hello dear friends here you will get What is computer network?, Types of computer networks,define computer network or Different types of computer network.

Computer network is an integrated system which establishes inter connection among different computer terminals.

In other words, communication system between two or more computers can be labeled as computer network. When two or more computer are linked through telecommunication processor and controlling software in such a way that data can be exchanged between receivers and senders. Then it is known as computer communication network.

Elements of computer network:
i. Terminals
ii. Telecommunication processors
iii. Telecommunication channels
iv. Computers
v. Controlling software.

Advantages of computer network:
1. Electronic data processing
2. E-mail
3. Office automation
4. Sharing information/ Exchange of information
5. Teleconferencing
6. Security of data
7. Multiuse’s of data.

Types of computer network:
There are different types of computer network which are as follows:
1. LAN (Local Area Network): In this system computers are inter connected within a limited geographical area. Usually LANs work within 10 miles radius. It is basically used within a large office or manufacturing plant.\

2. WAN (Wide Area Network): The networks converging a larger geographical area are known as wide area networks. Usually it is used among different branch offices of an organization situated in a big city. It can operates within more than 100 miles radius.

3. Intranets: Intranets are network system operated within a department or division of a company.

4. Extra-nets: It enables to establish communication network with the outsiders of the company.

What is computer network?, Types of computer networks

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How technology is changing communication

How technology is changing communication

Hello dear friends here you will get how technology is changing communication The influences of modern technologies on business communication.

With the introduction of modern communication technologies world has become a global village and the corporate sector entered into a new ‘Information age.’ Communicating with others become much easier but in the same time responsibilities of the professional managers increased a lot.

The major influences of modern technologies are as follows:
1. Easier and Faster communication: The explosion of information technology makes communication easier and faster than over.

2. Changes the flow of information: Due to easy access to the information system the traditional views has been changed. Now by breaking the chain of command anybody can communicate with anyone within and outside of the organization.

3. Downsizing: Though many people thinks it has a negative effect, but the reality is-the introduction of modern communication technologies isolate some people from employment opportunities.

4. Increasing pressure on employees: Latest communication technologies blur the line between work life and home life. (Thill and Bovee: 1996) as a result any person has to be prepared to respond immediately even he/she on a vacation.

5. Expansion of market:Now international borders among different countries can not separate people from each other because of communication technology. Thus companies can spread their market to foreign countries.

Besides these managerial functions also become easier to perform and customers satisfaction can be improved by using recent technologies of communication.

How technology is changing communication

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What are the general guidelines for choosing communication technology?

What are the general guidelines for choosing communication technology?

Hello dear friend here you will get What are the general guidelines for choosing communication technology?The principles of selecting appropriate communication technology? 

Modern technology makes the task of communication much easier, but to get the best result managers need to be more efficient. Each situation should be evaluated separately to select the appropriate media. General guidelines or principles of selecting appropriate technology are as follows:

1. Time: Time is one of the major factors that should be considered in choosing the right technology. An urgent message which needs to be transmitted immediately can be sent over telephone.

2. Expectations of the audience: The key factor for effective communication is consideration of ‘you-view approach’, that is the attitude and expectation of the receiver should be given top priority. In case of technology selection it should be taken into account that- how or in what form the receiver want to receive the message.

3. Nature of the message: The technical aspects of a new product cannot be explained over telephone. It will be much better if a CD-ROM illustrated with photographs of the product is used for the same purpose. On the other hand to convey emotion or personal feelings a telephone call or a SMS might be best.

4. Presentation needs: Selection of technology also depends on the presentation need of particular information. For example, monthly sales report of a branch can be sent to the head office simply in the type-written from. But color graphics and other modern technologies can be used to send a catalogue to a foreign buyer.

5. Cost: Cost of sending a message also need to be considered while selecting a technology.

6. Evidential requirement: It a message need to be kept as an evidence for future reference then it should not be sent over telephone or any oral media. Any print media must be used to fulfill the evidential requirement.

What are the general guidelines for choosing communication technology?

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Different types of technology or device used in communication

Different types of technology or device used in communication

Hello dear friends here you will get Different types of technology or device used in communication. Different types of electronic devices used in modern communication.

Communication itself is not new, from the very early stage of human civilization even before that men communicate with each other. Symbols were the primary tools for human communication; with the progress of time-language developed. In the later periods written communication emerged. But the very nature of human is invention for ‘better life’. As a result modern and improved technologies has been invented and not yet finished. Like other fields the development and invention of modern technologies change the whole arena of business communication.

Telegraph, typewriter, telephone, copier, radio, FAX, computer, internet, these are the different sequential inventions which contributes considerably in the development of communication.

Modern technology plays vital role for the development of both oral and written communication. Now we will discuss use of modern devices in-case of written and oral communication separately.

(A) Modern devices used in written communication: 

Modern devices, especially electronically devices’ make written communication easier than ever. Speed of communication increased and the quality also improved with the aid of modern technologies. Modern devices widely used for written communication are as follows:

1. Electronic typewriters:
In comparison to computer and internet, electronic typewriter is relatively old but still used in lot of small business concerns. In fact it is a typewriter which has memory. The matter is displayed in a small monitor before printed on a pepper. Thus spelling can be checked which increases the accuracy.
2. Computer:
Perhaps changes in business communication most influenced by the emergence of computer. Computer is a electronically device which can perform the task of word-processing. In short computer plays vital role in business communication in the following manner:

•  Storing data
•  Quick word processing
•  Spelling check
•  Helps e-mail communication
•  Desktop publishing
•  Facilitate date revising
•   Analysis of past data

3. CD-ROM:
In the field of electronically invention CD-ROM is a new addition. It is a compact disk which can be read by a computer. The main advantage of CD-ROM is it can contain huge amount of data. Thus analytical reports and lager volume reports can be sent in written form by CD-ROM.

4. FAX:
It is a communication device through which picture of the original document can be transmitted within few seconds. Here both sender and receiver need to have FAX machine. Pictures, composed letters, hand writings or any written documents can be transmitted through FAX. A telephone line is essential for FAX communication. Here a light source scans the original documents by using a lens or a laser then converts the documents into electronic signals and sends to the receiving unit. The receiving units reconverts the electronic signals and send to the receiving unit. The receiving unit reconverts the electronic signals into picture.

5. E-mail:
Electronic mail (E-mail) means sending of messages through electronic network. Here messages are through electronic network. Here messages are written in a computer but send through satellite. E-mail has become an indispensable and convenient tool to communicate and build better relationship with others. Advantages of E-mail are as follows:

i. Quick transmission of documents
ii. Cost savings
iii. It may be revised, sent and received.

6. Internet:
It is a large computer network which connects may peoples throughout the world. It is a universal communication media through which FAX, voice mail, and any written documents can be transmitted. Now Internets are also used for telephone, teleconference, video-conference, etc.

Internet converts the whole world into a global village. It bridges the gaps between distant parties and facilitates continuous communication. Through internet following benefits can be enjoyed by all concerned parties:

i. Multinational companies can ensure better control on their employees.
ii. Enables smooth supply of raw material and JIT (Just in time) purchase.
iii. Facilitate better customer service.
iv. E-commerce.
v. Close contact with business partners.

(B) Modern devices used in oral communication: 

Oral communication also improved by the contribution of modern technologies. Following modern technologies are used in oral communication:

1. Land Telephones:
Land telephones are most common device that used in all modern offices. It is time and cost saving. Even after the invention of mobile phones it has its own importance in the field of business communication.

2. Mobile phones:
Mobile phones are the latest addition to the technologies used for business communication. Now managers can keep touch with the organization even remaining out of the work station.

3. Voice mail system:
Voice mail is like e-mail but here user does not need to have a computer. Voice mail sends verbal messages to any number of mail boxes. It can make employees more efficient.

4. Telephone answering machine:
It can store messages in absence of the receiver and also solved the problem of time zone difficulties.

5. Voice conference:
In this system telephone conversation shared among several individuals through networked, computers or through internet. It facilitates decision making and implementation of decision.

6. Chat system:
By chat system concerned parties can share ideas, regarding business matters. One of the major advantages of chat system is, it can store the dialogues of all members which can be reviewed by other team members who were not present during the chat.

7. Electronic meeting system:
Meetings are extremely important for decision making purpose. Electronic meeting system facilitates group decision making. It uses Group Support System (GSS) software which make the group communication easier.

Different types of technology or device used in communication

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Major methods of external communication

Major methods of external communication

Hello dear friends here you will get The media of external communicationDifferent means/methods of external communication. pangunahing pamamaraan ng panlabas na komunikasyon.

Any business organization depends on external communication for the accomplishment of its goal. There are different media for external communication. A particular media is selected on the basis of the nature and importance of the information. Location of the receiver also considered in selecting a media. The most common means of external communication are as follows:

1. Letters:
Detailed information can be conveyed through letters. Letters not only convey the message but also can create favorable image of the firm.

2. E-mail:
It is a modern media of external communication. It is cheap and information can be transmitted very quickly. When immediate feedback or response is necessary then messages conveyed through e-mail.

3. Fax:
For external communication especially to communicate with foreign parties. FAX is used as a communication tool. When the exact copy of the original document is required then FAX is used.

4. Telephone:
When a direct conversation is required then organizations use telephone to solve it.

5. Face-to-face discussion:
For special purposes depending on the importance of the matter, external communication can take place in a face-to-face situation.

6. Print and audio-visual media:
An organization need to communicate with the people of the society to inform its activities. To make this mass communication different print media (Newspaper, periodicals) and audio-visual media (Radio and Television) are used.

7. Handbills and leaflets:
Companies also distribute handbills and leaflets among the people to inform them regarding its products and services.

Major methods of external communication

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What is external communication?

What is external communication?

Hello dear friends here you will get Define external communication. What are the objectives of external communication? What do you mean by external communication? Ano ang panlabas na komunikasyon?, The purposes of external communication.

For the very survival organizations are continuously exchanging information with suppliers, investors, customers and with all the concerned parties. All these communications with external parties are known’s as external communication.

According to Thill and Bovee, “External communication links the organization with the outside world of customers, suppliers, competitors and investors. “Thus, exchanging messages with the outsiders can be labeled as external communication.

Objectives/Purposes of external communication:
Major objectives of external communication are as follows:
1. To inform customers:
The very existence or survival of an organization depends on the successful communication with the customers and clients. Any organization need to communicate with the customers to inform them regarding-
i. Existing facilities
ii. New product
iii. Express goodwill
iv. Problem solving

2. Contact with investors:
A company also needs to communicate with its investors that are with the shareholders regarding meetings, dividends, or any other matter of interest.

3. Ensure smooth supply of raw material:
An organization must made regular contacts with the suppliers to ensure timely and proper supply of raw materials.

4. To cope-up with rules and regulations:
Organizations need to keep contact with government agencies like tax authorities, licensing authorities, foreign trade authorities, Securities and Exchange Commission etc. to cope-up with the prescribed rules and regulations.

5. Ensure proper financing:
Financing is one of the major tasks of the management. To ensure proper financing, an organization has to maintain relation with the banks, debt holders and financial institutions.

6. Managing risk:
To manage and to minimize risk an organization also need to keep contact with insurance companies.

7. Mange legal aspects:
Organizations are to maintain relationships with lawyers to manage legal aspects.

8. Creation of goodwill:
To survive and to create goodwill companies also need to maintain close relationship with the following external parties:

i. Environmental organizations
ii. Consumers association
iii. Sports organization
iv. Print media
v. Tele media
vi. Cultural organizations
vii. Religious organizations
viii. Organizations for destitute, etc.

From the above discussion it can be revealed that, as organizations are part of the society and using physical and human resources of the society they (organizations) have to maintain continuous relationship with different bodies of the society through external communication.

What is external communication?

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Different media of internal communication

Different media of internal communication

Hello dear friends here you will get the Different media of internal communication. Different methods/forms of internal communication.

Internal communication can be made through different media. It should be noted that internal communication includes both downward and upward communication. It also includes horizontal communication to peers/colleagues.

Media/Forms of Downward communication:
When managers of superiors communicate information to subordinates then it is known as downward communication. Usually manager’s use following media:

1. Bulletin Boards:
In big organizations managers use bulletin boards or notice board to inform messages to subordinates.

2. Company Periodicals:
Information or directions also can be communicated through articles published in the company periodicals.

3. Directives:
Policies and procedures of the company may be communicated to employees through directives.

4. E-mail, Telephone and Fax:
To inform messages quickly within the same branch or to different branches now managers use e-mail, telephone and fax. These are cheap and information can be transmitted immediately.

5. Face to face discussion:
To share views on mutual interest face to face discussion is an effective media.

6. Grapevine:
Though it is an informal channel but widely used. Through grapevine information spread very quickly among subordinates. But there is a chance of distortion of the message as it passes from one employee to another.

7. Handbook:
Usually handbooks are used to inform following messages to newly employed subordinates:
i. Responsibilities
ii. Norms & values of the firm
iii. Benefits, etc.

8. Information Racks:
It serves like a bulletin board. It is used to convey information of interest to employees. It should be kept in a place where employees get together.

9. Letters:
Letters are very common media for transmitting messages. For some specific purposes letters are very useful.

10. Memos:
Perhaps the most frequently used media of internal communication is memos. Messages are written briefly in a memo.

11. Posters:
To inform special news or to create awareness among employees on a particular matter posters are effective.

Media of Upward Communication: When information provided by the subordinates to the superiors or managers that is labeled as upward communication. Media or forms of upward communication can be listed as follows:

1. Reports: It is a widely used means for upward communication or internal communication. Detailed and analytical information can be provided through reports.

2. Quality Circles: Quality circles are small groups of employees get together to identify solutions to specific problems and present it to the top management.

3. Questionnaires: Through designed questionnaires information can be transmitted to management from subordinates.

4. Open-door Policy: In this case, employees or subordinates can freely express their views to the top management.

5. Complaint Boxes: This is a relatively traditional but very effective means of internal communication. Here subordinates can drop their complaints in written form to inform the management.

6. E-mail, Telephone and Fax: In modern times these are most frequently used means of internal communication.

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What do you mean by communication within small groups?

What do you mean by communication within small groups?

Hello dear friends here you will get What do you mean by communication within small groups? What is communication in small groups?, Define of communication in small groups.komunikasyon sa loob ng mga maliliit na grupo. Friends I have written an article The essential factors for effective internal communication last day.

In an organization there are different small groups among the employees on the basis of different types of job. Small groups are created to solve the problems of the employees:

The exchange of information or sharing the views among the members of a small group is known as ‘communication within small groups’.

Generally within small group communication is completed through informal networks.

The most common informal network is known as ‘grapevine’ besides these, wheel network and all channel network also used within the small group.

Features of Communication in small groups:
i. Basically informal communication
ii. Use informal networks
iii. Made for fulfillment of self interest.

What do you mean by communication within small groups?

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The essential factors for effective internal communication

The essential factors for effective internal communication

Hello dear friends here you will get The essential factors for effective internal communication, The conditions for successful internal communication. Friends I have written an article what is the difference between verbal and non verbal communication last day.

The accomplishment of the organizational goal largely depends on the effective internal communication. To be effective internal communication should be planed and systematic. Essential factors of effective internal communication are as follows:

1. Free flow of information:
For effective internal communication the most important factor is there should be free flow of information within the organization. That is, both upward and downward flow of information should take place freely.
2. Friendly environment:
Within the organization a friendly environment must be established, so that level employees will feel free to exchange their views with top management.

3. Mutual trust:
without mutual trust effective internal communication can not be ensured.

4. Use of informal channel:
To make internal communication effective the use of informal channels of communication should be encouraged. This will give opportunity to all levels of employees to communicate spontaneously.

5. Less expensive:
To be effective internal communication should be less expensive.

6. Elimination of barriers:
Perhaps the most important factor of effective internal communication is elimination of communication barriers. Within the organization following barriers should be eliminated to facilitate effective internal communication.

i. Information overload
ii. Message complexity
iii. Unethical communication
iv. Semantic barriers

The essential factors for effective internal communication

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The importance of internal communication

What is the importance of internal communication?

 Hello guys here you will get The importance of internal Communication.
Any organization cannot exist alone, it has to keep relation with external parties like, supplier, investors, financial institutions etc. – but these external communication is completely depends on internal processing of information. Thus it should be realized that internal communication is the basis of external communication.

Importance of internal communication

The existence of an organization will be threatened if there is lack of internal communication among the employees/members of the organization.

The importance of internal communication are as follows:
To run the business:
-------------------------
To ensure the smooth operation of routine activities of an organization proper internal communication is essential.

Proper supervision:
-----------------------
If there is lack of downward and upward internal communication then the management or the supervisors failed to understand the problems of the employees. As a result proper supervision cannot be exercised.

Co-ordination:
-----------------
Internal communication is considered as the precondition for co-ordination.

Job satisfaction:
--------------------
When internal communication is adequate then employees feel more secured which intern increase their job-satisfaction.

Low turnover:
------------------
In presence of proper internal communication labor turnover rate reduces considerably.

Mutual trust:
----------------
For the smooth functioning of an organization and for higher productivity there must be mutual trust between management and employees. Successful internal communication can ensure mutual trust.

Motivation of employees:
------------------------------
To provide proper motivational measures management need to have a clear view regarding the attitude of the employees. Without continuous internal communication proper motivation cannot be provided.

Facilitate decision making:
-------------------------------
Participation of the employees in the decision making process not only increase the quality of decision but also ensure the better implementation of decision.

It can be concluded that internal communication has immense importance in the successful operation of an organization. Almost all the managerial functions directly depends on internal communication.

What is Internal Communication?

What is Internal Communication?

What is internal communication?

What do you mean by internal communication?
Define internal communication.
The communication among the members of the same organization is called internal communication. In other words the communication flow that takes place within an organization can be termed as internal communication.

Internal communication

Not only for decision making purposes but just to operate the routine functions of as organization, it’s members need to communicate each other. The nature and types of this communication is different from that of external communication.

In the words of R. Pal and Korlahalli – “Internal communication consists in transmitting information within the organization.”

Internal communication can use formal or informal channels. Every organization has own system of internal communication.

What is an Order letter?