ORGANIZATIONAL
COMMUNICATION
Dr.Yogananthan
contents
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Objectives
Communication in organisation
Meetings
Memo
Circulars & notices
Report writing
Principles of proof reading
Objectives
• Distinguish between the type of
communications in an organisation
• Distinguish between the type of meetings and
explain their uses
• Organise a meeting, prepare an agenda and write
the minutes of the meeting
• Write memos, circulars and notices
• Write technical report and proof read for the
accuracy
Types of communication
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Internal or organisational communication
External communication
Formal communication
Informal communication
• Internal or organisational communication
– Between the members of organisation
– Face to face, telephone, fax, mail, etc
• External communication
– Organisation and outside org.
– E-commerce, e- business, etc
– Thro letters, fax, direct mail, internet, video,
telephone, advertising and web sites
• Formal communication
– Communication occurs thro official channel
– Official meetings, letter, circular, memo, etc
• Informal communication
– Apart from the official communication
– It can be productive or negative
– If envt is relaxed, it may develop interpersonal
relationship, building teams, generate
innovative ideas
Meetings
• Two or more people come together for
purpose of discussion for a prior agenda
• Meeting styles
– Formal meetings
– Semi formal meetings
– Informal meetings
• Formal meetings
– Meetings are conducted by set of rules or
standing orders
– Members should follow the protocol
– Lead should be there – chair person,
president
– prior agenda and standard period of notice
– Participants – quorum, meeting - quorate
• Semiformal meetings
– No formal settings are required
– Ideal for brainstorming, problem solving,
discussion of local issues, giving feed back
and appraisal
– Meal time meetings
– Due to time and availability constraints of
participants
• Informal meetings
– To resolve the immediate/ emergency
problems quickly
– Impromptu meeting – corridors, canteen, etc
and no preparation required and to solve the
immediate problem
– Virtual meeting- e-mail / chatting, video
conferencing to avoid time and cost , make
use of the technology
Agenda of a meeting
• ‘the actions to be taken’- list of points to be
discussed
• Planning the agenda
• Form the agenda
Planning the agenda
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It is to be specific
No of items to be limited to the time frame
Avoid topics can be handled by sub groups
Separate information exchange
Keeping of time
Circulate the agenda and relevant information
before the meeting
• Gather the relevant materials needed
Form an agenda
• Heading – date, time & location
• Body – series of points
• Points in typical agenda
– Welcome / open meeting
– Approval of previous meetings
– Matters aroused from previous meeting
– List of specific points - crux
Minutes of meeting
• … official record of the meeting
• Immediately taken by the minute taker or it
can be taped and later
• Minutes must have actual happenings
• Any/ all official decisions to be included
along with voting pattern
• At last respectfully submitted !
• Amended minutes must be included
Preparing minutes
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They are key points only
They are summaries which are verbatim
It must be entirely accurate
Record all the motions
Use simple & specific sentence
construction / grammar
• If there a confusion, clarify and make
Basic style of minutes
• Report – complete record of all the
discussions which includes members,
speakers, seconders in a narrative style.
• Minutes of narration – important details of
meeting –considered as a legal document
• Minutes of resolution – they are taken from
tapes and appropriate sentences are given
as comment on every matter, also a legal
matter.
Contents of the minutes
• The following should be in order
– Name of unit
– Date/ time/ place of meeting
– No of meetings
– Chair person’s name
– Members of meeting
– Record of transactions
Participating in meeting
• For the success
– Arrive on time
– Be prepared to discuss the agenda items
– Keep their contributions to the relevant matter
– Present their ideas clearly
– Listen to others questions/ responses
carefully
– Encourage good ideas from others
– Keep their interests in check
Chairing the meeting
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Arrives early
Call the meeting on time
Declare the meeting open
Call for apologies
Leaders discussion, item
by item
• Free Exchange of ideas
in concern with org.
should allowed
• Debates should be
healthy for smooth
business
• Rules on disagreements
• Answers questions raised
by members
• Sums up the debate
frequently
• Follows the agenda
timings
• Ensure correct decisions
are recorded
• Announces the date of
next meeting
• Closes the meeting
Memo
• Memorandum- a thing which must be
remembered.
• Language of memo
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Concise
Personal
Simple language
Avoid confusing words- tion, ance, ent, ment
Don’t be trite
Check before you send
Close with call to action – before 5th July respond.
Components of memo
• Header
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Date
Name of receiver
From
Subject
Cc – carbon copy
Bcc – blind carbon copy
• Purpose
• Summary
• action
Circulars & notices
• Circulars – usually announcement sheet to
specific group/ dept of people. immediate
feed back looked for.
• Notices – sent to the employee or public
and intentional to convey the message.
– Show cause notice – which are sent to the
individuals under special circumstances when
suspected of major misconduct.
Technical / scientific writing
• The cover, title page, table of contents,
foreword, executive summary, Main text,
recommendations, annexure & reference
• Main text – introduction, clarification of
problem statement, Methodology,
Conclusions of the results,
recommendations, annexure
References
• Stephen Robbins,(1990),hypothesis
testing in simulation researches, J. Bus.
Res : 250, 900-957.
• Glossary – when too many technical
abbreviations / short forms
• Index – if it is too big when it is not
possible to be put in contents and will be
helpful in cross reference
Principles of proof reading
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Spell check – the boy of a report ( body)
UK, US English differences
Mnemonics –
Homonyms – sea/ see, their / there, son/
sun
• Dropping the final e – advancing, dancing
• Dropping the final y –apply, supply
• Adding prefix – un, dis, mis
Proof reading symbols
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Insert a comma
Apostrophe or single
Insert something
Use double quotation
Use a period here
Delete
Space needed here
Begin new paragraph
No paragraph
• Ab – a faulty abbreviation
• Awk – awkward
expression
• Cap – faulty capitilisation
• DICT- faulty diction
• -ed – problem with final
ed
• I I – problem in parallel
form
• Pron – problem with
pronoun
• Rep – unnecessary
repetition
• Sp – spelling error
• -s – problem with final
s
• s/v – subject & verb
arrangement
• Wdy – wordy
• WW – wrong word