Category: Business Communication

In this article, you’ll learn What Is Two-Way Communication, Types of Two-Way Communication, 6 Steps Involved in Two-way Communication Processes, Two-Way Communication Systems and more.

What Is Two-Way Communication?

‘Can you hear me now? How about now?’ Who can forget that iconic commercial for wireless phone service where the hapless signal tester is wandering the countryside looking for feedback? His quest for a response to his message is an attempt to engage in two-way communication with the person on the other end. Let’s look at a simple model for two-way communication. Two-way communication is when one person is the sender and they transmit a message to another person, who is the receiver. When the receiver gets the message, they send back a response, acknowledging the message was received. The model looks like this.

Two-way communication is essential in the business world. Messages are transmitted between employers, employees, customers, and other stakeholders, and feedback is required to be certain that the message was received and understood.

Types of Two-Way Communication

Two-way communication doesn’t always mean instantaneous face-to-face (or these days, screen-to-screen) conversations. It also doesn’t exclusively involve dialogue between managers and subordinates. The latest innovative internal communications tools let you transform traditional communication channels into two-way messaging tools.

Here are just some of the ways that two-way communications are as follows:

• Horizontal communication: This occurs between employees on the same level, fostering teamwork and knowledge sharing.
• Vertical communication: This takes place between managers and employees, allowing for feedback, goal setting, and performance evaluation.
• Asynchronous communication: This includes emails, internal forums, or surveys, allowing for thoughtful responses and participation at convenient times.
• Instantaneous communication: This can involve instant messaging, video conferencing, or internal chat platforms, enabling real-time discussions and quick updates.

6 Steps Involved in Two-way Communication Processes

Steps involved in two-way communication processes are given below:

1. Develop an idea the right step is to develop an idea that the sender wants to transmit.

2. The second step is to encode the idea in suitable words, charts of other symbols for transmission. In this step, the sender decides the method of transmission so that the words and symbols may be organized for transmission.

3. The third step is to transmit the message by the chosen method. Senders also try to keep their communication channels free from barriers so that their messages have a chance to reach receivers.

4. The fourth step is to allow another person to receive a message. At this point, the initiative is transferred to the receiver. If the receiver does not function, the message is lost.

5. The fifth step is to decode the message so that it can be understood. The sender wants the receiver to understand the message exactly as it was sent. Understanding can occur only in a receiver’s mind. A communication may make others listen, but there is no way to make others understand. The receiver alone chooses whether to understand or not. Many employers overlook this fact when giving instructions. They think that telling someone is sufficient but communication is not effective until there is understanding.

6. The last step in the communication process is for the receiver to use the communication. The receiver may discard it, perform the task as directed, store the information or do something else.

Two-Way Communication Systems

Many businesses and municipal services rely on two-way communication systems to stay in touch with their employees on-site and in the field. Some of the most common examples of two-way communication systems are the radio, telephone, and computer-aided dispatch systems used by police, fire, and emergency response personnel. These systems allow dispatchers and supervisors to keep in touch with individuals and to coordinate the activities of groups of responders.

Two-way communications systems are also routinely used in the construction and building trades, public transportation, the trucking industry, and aviation by commercial and non-commercial pilots, just to name a few.

Two-way communication systems vary greatly in sophistication and special features. They range from simple handheld two-way transceivers that use a single dedicated channel to more complex systems that allow a large number of users to share several channels. The type of system chosen depends on many factors, such as the intended use, the location, the number of users, the frequency band, and the cost of the system. Regardless of the type of system chosen, the one common feature is that all of the components must be compatible and work together to support a common purpose.

Examples

Jack is an on-call service technician for a large medical supply company. At 3:00 a.m., he is awakened to the sound of his BlackBerry signaling an incoming email. The email from the dispatcher alerts him to an emergency call from a local hospital. The anesthesia cart in the operating room is malfunctioning, and there is an operation scheduled for 7 a.m. that morning. Jack sends an email back to the dispatcher letting them know he received the service call, and then he phones the client to get the details and to let them know he’s on the way.

On the way to the hospital, Jack spots a fast food restaurant and turns into the drive-thru lane. A little shot of caffeine is just what the doctor ordered! He’s surprised to see two cars ahead of him, but he inches his way up to the crackling speaker and places his order for a large black coffee, no sugar. Then he makes his way to the window, pays for the coffee, and thanks to the clerk before getting back on the road.

Effective Listening Skills is an important aspect for good communication. Listening is different from hearing. By listening we mean all our senses especially your mind and body will be focused and concentrated. Listening to others improve your personality.

What is Listening Skills?

The listening process starts from receiving the information or noise, and then your mind will interpret the information by your mental filters and little information will be remembered in your brain storage by which it is evaluated based on your judgment and finally the response will be delivered in the way of verbal voice or loud applause.

“The most basic and powerful way to connect to another person is to listen. Just listen. Perhaps the most important thing we ever give each other is our attention.”

Rachel Naomi Remen

Listening differs from hearing in sense that:

Hearing implies just perceiving the sounds while listening means listening with understanding whatever you are listening. Both the body as well as mind is involved in listening process. Listening is an active process while hearing is a passive activity.

Hearing is an effortless activity while listening is an act requiring conscious efforts, concentration and interest. Listening involves both physical and psychological efforts.

Characteristics of Good and Effective Listener

Good and effective listener tries to give maximum amount of thought to the speaker’s ideas being communicated, leaving a minimum amount of time for mental exercises to go off track. A good listener:

1. Is attentive- Good listener must pay attention to the key points. He should be alert. He should avoid any kind of distraction.
2. Do not assume- Good listener does not ignore the information he considers is unnecessary. He should always summarize the speaker’s ideas so that there is no misunderstanding of thoughts of speakers. He avoids premature judgements about the speakers message.
3. Listen for feelings and facts- Good listener deliberately listens for the feelings of the speaker. He concentrates totally on the facts. He evaluates the facts objectively. His listening is sympathetic, active and alert. He keenly observes the gestures, facial expression and body language of the speaker. In short, a good listener should be projective (i.e. one who tries to understand the views of the speaker) and empathic (i.e. one who concentrates not only on the surface meaning of the message but tries to probe the feelings and emotions of the speaker).
4. Concentrate on the other speakers kindly and generously- A good listener makes deliberate efforts to give a chance to other speakers also to express their thoughts and views. He tries to learn from every speaker. He evaluates the speaker’s ideas in spare time. He focuses on the content of the speaker’s message and not on the speaker’s personality and looks.
5. Opportunizes- A good listener tries to take benefit from the opportunities arising. He asks “What’s in it for me?”

Types of listening

1. Active Listening – Active listening is a way of listening that focuses entirely on what the other person is saying and confirms understanding of both the content of the message and the emotions and feelings underlying the message to ensure that understanding is accurate.
2. Pretending Listening – Is a way where listener is not concentrating and will not remember anything because he is actually daydreaming or being distracted by something else even though he will occasionally nod or agree using ‘stock’ safe replies.
3. Selective Listening – It means selecting the “desired” part & ignoring the “undesired” part of the message.
4. Intuitive Listening – It means listening through intuitive mind by silencing the internal dialogues going simultaneously.
5. Empathic Listening – It is listening intently & intensively to understand the person fully, deeply both emotionally as well as intellectually.

Improving listening skills

1. Don’t judge the message by the speaker but by the argument.
2. Decrease your emotional impact.
3. Fight distraction by closed doors and turning off radio and television.
4. Don’t interrupt in the middle, please wait to hear the entire message fully.
5. Provide feedback and let the speaker know that you are paying attention.
6. Offer facial expression.
7. Provide your criticism in a positive tone.
8. Listen actively for key points, ideas and facts.
9. Distinguish between evidence and argument, idea and example.
10. Take brief notes so that key points can be discussed.
11. Reserve your judgment until the speaker has finished the topic.

What is Teleconferencing ?

Teleconferencing means meeting through a telecommunications medium. It is a generic term for linking people between two or more locations by electronics. There are at least six types of teleconferencing: audio, audio graphic, computer, video, business television (BTV), and distance education. The methods used differ in the technology, but common factors contribute to the shared definition of teleconferencing:

Interactive Technologies

The new systems have varying degrees of interactivity – the capability to talk back to the user. They are enabling and satellites, computers, teletext, view data, cassettes, cable, and videodiscs all fit the same emerging pattern.

They provide ways for individuals to step out of the mass audiences and take an active role in the process by which information is transmitted. The new technologies are de-massifier so that a special message can be exchanged with each individual in a large audience. They are the opposite mass media and shift control to the user.

Many are asynchronous and can send or receive a message at a time convenient for individuals without being in communication at the same time. This overcomes time as a variable affecting communication.

A video, data and voice delivery system reduces travel costs. When the material is retrieved and saved to a video tape or disc, the material can be used at any time or anyplace.

As more interactive technologies emerge, the value of being an independent learner will increase. Research shows that learning from new technologies is as effective as traditional methods. Large groups are cost-effective and everyone gets the same information.

Types of Teleconferences

1. Audio Teleconference

Voice-only; sometimes called conference calling. Interactively links people in remote locations via telephone lines. Audio bridges tie all lines together. Meetings can be conducted via audio conference. Preplanning is necessary which includes naming a chair, setting an agenda, and providing printed materials to participants ahead of time so that they can be reviewed.

Distance learning can be conducted by audio conference. In fact, it is one of the most underutilized, yet cost effective methods available to education. Instructors should receive training on how to best utilize audio conferences to augment other forms of distance learning.

2. Audio graphics Teleconference

Uses narrow-band telecommunications channels to transmit visual information such as graphics, alpha-numeric, documents, and video pictures as an adjunct to voice communication. Other terms are desk-top computer conferencing and enhanced audio. Devices include electronic tablets/boards, freeze-frame video terminals, integrated graphics systems (as part of personal computers), Fax, remote-access microfiche and slide projectors, optical graphic scanners, and voice/data terminals.

Audio graphics can be used for meetings and distance learning.

3. Computer Teleconference

Uses telephone lines to connect two or more computers and modems. Anything that can be done on a computer can be sent over the lines. It can be synchronous or asynchronous. An example of an asynchronous mode is electronic mail. Using electronic mail (E-Mail), memos, reports, updates, and newsletters can be sent to anyone on the local area network (LAN) or wide area network (WAN). Items generated on computer which are normally printed and then sent by facsimile can be sent by E-Mail.

Computer conferencing is an emerging area for distance education. Some institutions offer credit programs completely by computer. Students receive texts and workbooks via mail. Through common files assigned to a class which each student can assess, teachers upload syllabi, lectures, grades and remarks. Students download these files, compose their assignment and remarks off-line, and then upload them to the common files.

Students and instructors are usually required to log on for a prescribed number of days during the week. Interaction is a large component of the students’ grades.

Through computers, faculty, students and administrators have easy access to one another as well as access to database resources provided through libraries. The academic resources of libraries and special resources can be accessed such as OCLC, ERIC, and Internet.

Administrators can access student files, retrieve institutional information from central repositories such as district or system offices, government agencies, or communicate with one another. Other resources can be created such as updates on state or federal legislation.

4. Video Teleconference

Combines audio and video to provide voice communications and video images. Can be one-way video/two-way audio, or two-way video/two-way audio. It can display anything that can be captured by a TV camera. The advantage is the capability to display moving images. In two-way audio/video systems, a common application is to show people which creates a social presence that resembles face-to-face meetings and classes and enables participants to see the facial expressions and physical demeanour of participants at remote sites. Graphics are used to enhance understanding. There are three basic systems: freeze frame, compressed, and full-motion video.

Video conferencing is an effective way to use one teacher who teaches to a number of sites. It is very cost effective for classes which may have a small number of students enrolled at each site. In many cases, video conferencing enables the institution or a group of institutions to provide courses which would be cancelled due to low enrolment or which could not be supported otherwise because of the cost of providing an instructor in an unusual subject area. Rural areas benefit particularly from classes provided through video conferencing when they work with a larger metropolitan institution that has full-time faculty.

Through teleconferencing, institutions are able to serve all students equitably.

• Use a telecommunications channel
• Link people at multiple locations
• Interactive to provide two-way communications
• Dynamic to require users’ active participation

Benefits of using teleconferencing

1.Move Information – Not People

Electronic delivery is more efficient than physically moving people to a site, whether it is a faculty member or administrator.

2.Save Time

Content presented by one or many sources is received in many places simultaneously and instantly. Travel is reduced resulting in more productive time. Communication is improved and meetings are more efficient. It adds a competitive edge that face-to-face meetings do not.

3.Lower Costs

Costs (travel, meals, lodging) are reduced by keeping employees in the office, speeding up product development cycles, improving performance through frequent meetings with timely information.

4.Accessible

Through any origination site in the world. Larger Audiences: More people can attend. The larger the audience, the lower the cost per person.

5.Larger Audiences

More people can attend. The larger the audience, the lower cost per person.

6.Adaptable

Useful for business, associations, hospitals, and institutions to discuss, inform, train, educate or present.

7.Flexible

With a remote receive or transmit truck, a transmit or receive site can be located anywhere.

8.Security

Signals can be encrypted (scrambled) when it is necessary. Encryption prevents outside viewers.

9.Unity

Provides a shared sense of identity. People feel more a part of the group…more often. Individuals or groups at multiple locations can be linked frequently.

10.Timely

For time-critical information, sites can be linked quickly. An audio or point-to-point teleconference can be convened in three minutes.

11.Interactive

Dynamic; requires the user’s active participation. It enhances personal communication. When used well for learning, the interactivity will enhance the learning and the teaching experience.

Disadvantages of using teleconferencing

As you work your way up the corporate ladder, you might increasingly be asked to participate in meetings, and many of these may be conducted via the telephone. If you start your own business, travel expenses might make in-person meetings cost-prohibitive and teleconferencing a more viable option.

Body language, facial expressions and work samples you use to shine when communicating face to face won’t help you during teleconferences, so weigh the pros and cons of in-person meetings vs. teleconferencing, especially if you are selling a product, service or yourself.

1.Lack of Body Language

Teleconferencing doesn’t let you read other participants’ body language, which can give you clues as to whether you need to change your direction during a meeting. For example, if the person you’re meeting with crosses his arms, it might be a sign of defensiveness and that you are not connecting. Seeing this, you would be able to soften your message. Someone slouching or tapping their fingers can signal they are losing interest, letting you know to change the subject or finish your point. In a teleconferencing situation, you do not get these cues to make changes in your presentation.

2.Lack of Eye Contact

Eye contact is another key benefit you lose when teleconferencing. Someone who looks down at the floor might be lying, giving you a clue not to take him at his word if you are interviewing him for a job or involved in a sales call. If someone’s eyes dart around the room, they might be bored. If you or your meeting partners absolutely can’t make an in-person meeting, ask about videoconferencing capabilities. Using the video cameras on our computers and the availability of low-cost and free video services such as Skype, it might be just as easy to organize a video meeting.

3.Interruptions

People who teleconference do so using landlines, cell phones and voiceover Internet protocol, or VOIP, phones. Plan on interruptions during telephone meetings when calls are dropped and Internet connections go dead. Many people attend teleconferences while driving, talking on cell phones that can create static or other noise as the user moves in and out of dead zones. Some people take advantage of teleconferences to stay at home that day, leading to crying babies, barking dogs or people at the door disrupting your call.

4.No Visual Presentation

The ability to share graphs, charts, photos, reports, drawings, videos, product samples and other visual messages is important to make a sale, whether you’re trying to get a customer to buy, co-workers to understand a new procedure or your boss to agree with a pitch you’re making. When organizing or attending a teleconference that would benefit from visuals, upload documents or videos to a company or personal website or email information to attendees before the meeting starts.

Disadvantages of teleconferencing staffing necessary learning time to adapt to technology technology may be expensive diminishes personal touch hearing issues No Visual Presentation Interruptions Lack of Eye contact Lack of body Language .

IT system behind teleconferencing

• Personal computer
• Telephone lines or satellite hook-up
• Monitor
• Microphone
• Webcam
• Speakers

Effect of Teleconferencing on Business

• Let all branches know what is going on
• Easy communication over long distance
• Saves time, money, and energy
• Reduces face to face

Group discussion, commonly known as GD, is an effective method of exchanging ideas and opinions among a group of individuals on a specific topic or subject. It is often used as an evaluation tool by various organizations, educational institutions, and competitive exams to assess a candidate’s ability to communicate, express their views, and engage in a group setting. In this article, we will discuss the guidelines, do’s, don’ts, and limitations of group discussions.

Group discussion is primarily used to know the social framework, personality, behavior, interests, and leadership qualities of a number of candidates simultaneously.

The interaction in a group occurs in two ways

• Interaction occurring due to objective relationship
• Interaction occurring due to personal relationship

Guidelines for Group Discussion

1. Be prepared: It is essential to research and gather information on the given topic before participating in the discussion. The more you know, the better you can present your opinions and ideas.
2. Stay on topic: Focus on the subject at hand and avoid going off-topic. This ensures that the discussion is productive and efficient.
3. Respect others: It is important to listen to others and respect their opinions, even if you disagree with them. Avoid interrupting or talking over others.
4. Use appropriate language: Use polite and professional language while speaking. Avoid using slang, profanity, or offensive language.
5. Maintain eye contact: Make eye contact with the other participants while speaking or listening. It shows that you are attentive and engaged in the discussion.
6. Be concise: Keep your points brief and to the point. This allows others to understand your ideas and prevents the discussion from going off-topic.

Tips on Group Discussion

Let’s read about the points that you should keep in mind:

1) Adequate matter/ Subject matter is essential : You should have subject knowledge and be well aware of the latest happenings around you, not just in India but around the world as well. To be in a better position, make sure that you have in-depth knowledge on the subject. Subject knowledge is a pre-requisite while you are preparing for a group discussion because you will then have the power to steer the conversation to whichever direction you want to. If you can memorize some relevant data, it will be an added advantage.

2) Make Sure you Read Widely: Being an avid reader will help you in group discussions. Last minute preparations you are strictly a no, while you are preparing for group discussions. You should read over a period of time. Reading not only adds to your knowledge database, but enhances your vocabulary skills as well. Plus reading over a period of time, helps in your understanding of a particular subject/ topic better.

3) Choose Magazines that are Rich in Content: Always opt for magazines that are content rich and not just full of advertisements. Often magazines have columns which are promoting a particular institute etc. Avoid such magazines, do some research and buy the best that will be beneficial for you in the long run.

4) Work on your Communication Skills: You should be well versed in your communication skills. You should have a good vocabulary and a decent command over English. Much before your actual group discussion, rehearse well. You can sit with a group of friends and choose a topic and indulge in a friendly banter. Not only will this increase your knowledge, you will be a better speaker by the time it is time for your GD.

5) Listen to the Topic Given during GD Carefully: Listen to the topic carefully and understand it… Be alert and vigilant. Sometimes, the topic may be really simple but the manner in which it is presented to you, can be baffling. The first thing that you should do after hearing the topic is by structuring it on the sheet that is given to you to make notes. Make a rough sketch of the points that you would like to speak aloud. You will be at an advantage if you open the discussion, but then beware of what you speak. Deviating from the main topic, or passing strong statements like ‘I agree/ or disagree …’ should be avoided. Your strategy should be to test the waters and make a generic statement relevant to the topic. If you can, back it up by relevant data.

6) Try and Maintain a Balance in your Tone: Besides what you are saying, remember that the panelists are observing your body language as well. If you do not agree with the other student’s point of view, do not raise your tone in objection. Listen to his point of view and instead of dismissing it upfront, try and draw a common ground. .

7) Listening Skills are Essential: Carefully listen to what others have to say. Just speaking throughout the discussion doesn’t make you smart, you should also give others a chance to speak. Try and listen to him/her, respect their view point too. If the speaker is making an eye-contact with you remember to acknowledge him by saying “yes, you agree” or just by nodding your head, so that the speaker is aware that his listeners are listening to him and paying full attention. This will also show that you are vigilant and are an active participant in the discussion.

8) Body Gestures are very Important: The panelists observe the way you sit and react in the course of the discussion. . Body gestures are very important, because your body language says a lot about you.In a GD, sit straight, avoid leaning back on to the chair or knocking the table with pen or your fingers. Also, do not get distracted easily. For example, if the door in room you are sitting in opens, do not look back to see who it is, this will show how distracted you are.

9) Be the first and also the Last to Speak: As mentioned earlier, initiating a GD is an advantage. Closing it too also adds brownie points. If you can grab the opportunity to close the discussion, then you should summarize it. If the group has not reached a conclusion try concluding it .

Do’s in Group Discussion

1. Listen attentively: Pay attention to what others are saying and actively listen to their viewpoints.
2. Participate actively: Participate in the discussion by expressing your ideas and opinions.
3. Initiate discussion: Initiate the discussion by asking questions or presenting your point of view.
4. Provide evidence: Support your arguments with facts and evidence.
5. Analyze the topic: Analyze the topic and provide a balanced view of the subject.

Don’ts in Group Discussion:

1. Interrupting others: Avoid interrupting others while they are speaking.
2. Dominating the discussion: Do not dominate the discussion by talking too much or not letting others speak.
3. Personal attacks: Avoid personal attacks or criticizing others’ opinions.
4. Disrespectful behavior: Do not display disrespectful behavior towards other participants.

Limitation of a Group Discussion

1. Time constraints: The time allotted for group discussion is limited, which may not be enough for all participants to express their views.
2. Dominance of individuals: Some individuals may dominate the discussion, which can lead to a biased outcome.
3. Lack of preparation: Participants may not be adequately prepared for the discussion, which can result in unproductive conversations.
4. Language barriers: Participants who are not fluent in the language of the discussion may have difficulty expressing their views.

In conclusion, group discussion is an effective method of exchanging ideas and opinions among a group of individuals. Following the guidelines, do’s, and don’ts mentioned above can ensure a productive and efficient discussion. However, it is important to be aware of the limitations of group discussion and take steps to overcome them.

FAQ related to Group Discussion

Grapevine is an informal channel of business communication. It is called so because it stretches throughout the organization in all directions irrespective of the authority levels. Man as we know is a social animal. Despite existence of formal channels in an organization, the informal channels tend to develop when he interacts with other people in organization. It exists more at lower levels of organization.

What is Grapevine Communication?

Grapevine generally develops due to various reasons. One of them is that when an organization is facing recession, the employees sense uncertainty. Also, at times employees do not have self-confidence due to which they form unions. Sometimes the managers show preferential treatment and favour some employees giving a segregated feeling to other employees.

Thus, when employees sense a need to exchange their views, they go for grapevine network as they cannot use the formal channel of communication in that case. Generally during breaks in cafeteria,the subordinates talk about their superior’s attitude and behaviour and exchange views with their peers. They discuss rumours about promotion and transfer of other employees. Thus, grapevine spreads like fire and it is not easy to trace the cause of such communication at times.

Types of Grapevine Communication

There are 4 types of grapevine communication are:

1. Single Strand Chain
2. Gossip Chain
3. Probability Chain
4. Cluster Chain

Characteristics of Grapevine Communication

Some general characteristics of grapevine communication are:

1. Huge Impact
2. Extensive
3. Flexibility
4. Speed
5. Distortion
6. Oral Way
7. Large Receivers
8. Extra Ability
9. Unsaid Information
10. Contradictory Information

Examples of Grapevine Network of Communication

1. Suppose the profit amount of a company is known. Rumour is spread that this much profit is there and on that basis bonus is declared.
2. CEO may be in relation to the Production Manager. They may have friendly relations with each other.

Pros of Grapevine Communication

1. Grapevine channels carry information rapidly. As soon as an employee gets to know some confidential information, he becomes inquisitive and passes the details then to his closest friend who in turn passes it to other. Thus, it spreads hastily.
2. The managers get to know the reactions of their subordinates on their policies. Thus, the feedback obtained is quick compared to formal channel of communication.
3. The grapevine creates a sense of unity among the employees who share and discuss their views with each other. Thus, grapevine helps in developing group cohesiveness.
4. The grapevine serves as an emotional supportive value.
5. The grapevine is a supplement in those cases where formal communication does not work.

Cons of Grapevine Communication

1. The grapevine carries partial information at times as it is more based on rumours. Thus, it does not clearly depicts the complete state of affairs.
2. The grapevine is not trustworthy always as it does not follows official path of communication and is spread more by gossips and unconfirmed report.
3. The productivity of employees may be hampered as they spend more time talking rather than working.
4. The grapevine leads to making hostility against the executives.
5. The grapevine may hamper the goodwill of the organization as it may carry false negative information about the high level people of the organization.

A smart manager should take care of all the disadvantages of the grapevine and try to minimize them. At the same time, he should make best possible use of advantages of grapevine.

In this article, you’ll learn about What is Press Conference , It’s Definition, Advantages, Disadvantages and Preparation.

What is press conferences?

Press conferences are occasions when someone with something to say which they believe is newsworthy calls reporters together so that they can tell them all at once. The person calling the press conference usually makes an announcement or statement first then allows reporters to ask questions.

The terms, media conferences or media calls, are also used, though usually about an event to which a company invites the media in order to promote a product, performance or a celebrity.

All sorts of people organise press conferences for all sorts of reasons.

Examples:

• A politician may call one to announce a new policy or to deny an allegation. ÿ A scientist may call one to reveal a discovery.
• A police chief may call reporters together to give details of a crime or to ask for public help in solving a case.

Advantages of press conference

The main advantage of a press conference to the person calling it is that they do not have to repeat themselves to several different reporters at separate interviews. It also means that their announcement will have maximum impact by being in all the media at the same time (assuming that all the reporters think it is newsworthy).

The main advantage to the journalist is that it reduces the chance of individual newspapers or broadcast stations missing the story. It also allows them to share the workload of questioning the interviewee. If one reporter forgets or overlooks something, another reporter will probably think of it.

Disadvantages of press conference

There are disadvantages to the media in press conference, the major of which is that it is more difficult to get an exclusive story from press conferences. When every reporter hears the same words from the interviewee, they cannot keep secrets from each other.

There are ways of getting round this problem which we will discuss later.

Press conferences can also give false importance to the topic being promoted. Promoters try to convince journalists that by getting them all in the same place at the same time the topic is of great importance, when often it is nothing more than free publicity or advertising.

It is usual for the person who called the press conference to say what they want first then allow the journalists to ask questions. The speaker controls the situation from the start. They even control where and when the press conference takes place, although if journalists do not like the place or the time of the press conference they should let the organiser know.

Many journalists regard press conferences as gifts from the organiser, not to be questioned. Remember, if someone calls a press conference it is usually because they need the publicity you can give them. That gives you some control over the situation.

Preparation to press conference

• Never go out to cover any story without knowing roughly what to expect
• Do some research, it is vital. This can range from asking your editor or chief of staff what the press conference is about to a full-scale search through your local reference library for background material.
• Ask other people in the newsroom. If a politician calls a press conference and politics is not your round, go to the political correspondent for advice.
• Use your contacts outside the newsroom for background information.
• Prepare some questions in advance. These should be good enough to provide you with a story if the announcement itself is not very newsworthy. Remember, people who call press conferences will not always have your skill in recognizing a news angle.

Your questions do not have to be on the topic the organiser of the press conference wishes to talk about.

For example, if a public figure has been accused of corruption then calls a press conference to announce a new move in foreign policy, it is quite fair to ask them questions about the corruption allegations. They may not wish to answer them, but that should never stop a good journalist from asking questions.

Many people are suspicious of reporters’ questions, and may ask you to provide written questions in advance. This is acceptable if their sole purpose is to give you more accurate answers. It may, however, be an attempt to stop unpleasant questions. If you suspect that this is the case, you should try to get a promise that you will be allowed to ask other questions at the press conference itself. These are called supplementary questions. If they will not agree, you must ask yourself (and your editor) whether the press conference is worth attending.

ON ARRIVAL

• Arrive in good time.
• Positioning is quite important, especially at large press conferences. You should always sit near to the speaker, so that you do not miss anything said. If there are many journalists present, sitting in the center of the front row will ensure that you are not overlooked at question time. It is important that you hear questions from other reporters. If you are seated at the front and you cannot hear the question, you can be sure that the interviewee will not hear it either, so it will have to be repeated anyway.
• If you work for radio or television, or wish to record the press conference to support your notes, arrive with enough time to set up your microphone in front of the interviewee. For recording question time, you should either sit beside the interviewee holding the microphone so that you can point it towards questioners at the right moment, or use a tape recorder which has two microphones, one positioned in front of the interviewee, the other pointed towards the questioners.

WHEN THE CONFERENCE STARTS

Establish straight away whether what is being said is “on the record” (in which case everything can be quoted); “background” (in which the information can be quoted but not the name of the informant); or “off the record” (in which neither the information nor the informant can be quoted). “Off the record” information is for the reporter’s personal information.

Too much “off the record” information will undermine the credibility of your story, so try to get the interviewee to make statements “on the record” whenever possible. You should also establish at the start who the speaker represents on this occasion, if it has not already been made clear.

A statement may not be clear or may raise an interesting question. Make a quick note of anything you will want to ask at question time.

QUESTION TIME

Always try to ask at least one question, if only to show your presence.

Phrase all your questions either

• To clarify statements you did not understand or
• To get new information. Avoid asking friendly questions simply to cover up an silence.

It is difficult to get an exclusive story from a press conference, because every reporter hears all the questions and answers. If you have gone to the press conference with some information which you think will give you an exclusive story, do not mention it during question time. Wait until the other reporters have left then ask your questions.

If speakers are unwilling to give a private interview, tempt them with a statement like: “There is something important I want to ask you that I don’t want anyone else to hear” said.

If you go there expecting a certain announcement and it is not made, don’t shrug your shoulders and leave. Ask about the topic. They may have something to hide.

AT THE END

• Do not be in a hurry to get away, unless you are facing a tight deadline. Hang around on the chance of getting background information, picking up a bit of gossip or simply developing contacts.
• If you have arranged a face-to-face interview, remind your interviewee and take them somewhere quiet to conduct it.
• If you work for a newspaper or television, you should ask for any pictures you think you might need.

For example, if a police chief says they are hunting an escaped criminal you should automatically ask if they have a picture of the man for publication. Also, if you want to illustrate your story with a picture of the speaker, think how you can get a better picture than simply a shot of him at the press conference.

For example, if the Health Minister is launching a campaign to test people for chest cancer, will he pose for pictures with an X-ray machine – preferably being x-rayed himself?

WRITE THE STORY

There are several things which you must include in your story. These are:

• The names and identities of speakers
• The key points of any announcements, denials or questions, necessary background details – Plenty of strong quotes.
• Do not include details such as the time and place of the press conference.
• Do not mention the fact that the news came from a press conference at all unless that is of significance to the story as a whole.

Don’t include the fact that it was a press conference in the intro, unless that is significant. Such a case would be if a minister was expected to announce a major policy change and then cancelled the scheduled press conference at the last minute.

RIGHT:

The Foreign Minister today cancelled a Press conference at which he was expected to announce new sanctions against South Africa. It is understood that the last-minute cancellation was due to a disagreement in Cabinet over the sanctions.

WRONG:

A police chief today told a Press conference about the theft of a light aircraft from Jacksons Airport.

LET’S SUMMARISE

• Press conferences are a useful way of getting information if you use them to your advantage.
• Always prepare yourself before attending a press conference. Find out something about the possible topics and the people holding the press conference.
• Arrive with enough time to settle in before the conference starts.
• Always ask at least one question.
• If you think you have an exclusive story, do not reveal it to other journalists at the conference.
• Radio and television journalists should try to record an individual interview after the conference.
• In newspapers, do not include your questions in the story – only the newsworthy answers.

In this article, you’ll learn about Forms of Organizational Communication, Formal and informal communication, Directional communication, Internal and external communication and more.

Organizational culture can be split up into the following four categories: 

• Formal and informal communication
• Directional communication
• Internal and external communication
• Oral and written communication

And, within each organizational structure, there are a number of subcategories that come into play. Let’s take a look at the main types of communication.

And, within each organizational structure, there are a number of subcategories that come into play. Let’s take a look at the main types of communication.

Formal and informal communication

This category is quite simple. It’s all about the language and tone an organization uses when communicating. Corporate communication calls for the ability to assess what level of formality is required in a particular situation. 

Formal communication

Formal communication is often used when communicating with customers and clients, especially during an official press release. Formal communication tends to follow a specific organizational structure, such as mass communication in a carefully crafted email campaign or at a meeting. It may be used in the following circumstances:

• Press releases
• Job offers
• Company-wide emails

The key to formal communication is professionalism. It calls for careful wording and a communication strategy. Strategic communication makes miscommunication unlikely and organizational success likely. However, formal communications can sometimes feel stilted and impersonal.

Informal communication

Informal communication, also known as “grapevine” communication, is equally important, as it is the most common way internal organizational communication occurs. Employees use informal communication to connect with each other to:

• Meet face-to-face in team meetings
• Ask questions over messaging apps
• Share work via email

Many organizations favor informal over formal communication as it can help employees feel more in control of their own workload. However, miscommunication is more likely as informal communication is less strategic. As such, it’s important for organizations regularly using informal communications to have guidelines or employee handbooks for communication practices.

Directional communication

Organizational communication is directional. This means that the way we communicate changes depending on the position of the person we’re talking to. There are three types of directional communication: downward, upward, and horizontal/lateral.

Directional communication—downward

Downward communication refers to an employee communicating with another employee in a lower-ranking position. Downward communication is most commonly used in an instructional sense, such as:

• A supervisor discussing work performance with a frontline employee
• The CEO sending a mass email about upcoming changes
• A manager delegating tasks in a team meeting

In most workplaces, downward communicators will take place via email or messages. However, they can also take place via video call or face-to-face.   

Directional communication—upward

Upward communication is the reversal of downward communication. It’s most commonly used in the following workplace situations:

• A frontline employee asking a manager for advice or guidance on a task
• An employee giving feedback to a supervisor or manager 
• A frontline employee sharing information with a supervisor

Upward communication is effective because it can help build a more equal workplace. When an organization encourages employees to speak about their experiences to senior management and make suggestions for improvement, it’s likely to see more engaged employees and a boost in productivity. 

Directional communication—horizontal

Horizontal communication refers to the communication of employees on the same hierarchical level. It might occur in the following situations:

• A team meeting to share ideas 
• An employee asking a colleague for advice or support
• Managers reporting to other managers on the results of their teams’ tasks

Horizontal communications often occur face-to-face. However, with more companies working remotely, employees are needing to find fast and effective ways to communicate through a screen. Communication channels such as team messaging services enable employees to chat horizontally throughout the day, no matter where they’re based.

Internal and external communication

Communication in organizations can also be split into internal and external communication. This refers to the types of people employees communicate with.

Internal communication

Internal communications focus on the way employees interact with one another. This workplace communication may involve the following:

• Professional collaboration via numerous communication channels such as video, email or live chat
• Employee training modules such as decision-making courses or two-way reviews
• Messaging around an organization’s mission
• Interpersonal communications between management and employees
• Workplace social activities

Internal communication focuses on employee engagement and employee communication. Businesses need to ensure that employees can bond and make effective professional connections. This can be more challenging for large organizations or those that encourage employees to work from anywhere. 

External communication

External communication applies to the way an organization communicates with the outside world. This includes:

• Public relations announcements, for example by social media, TV, or radio
• Marketing materials
• Branding of products or services
• Job posts and hiring, including LinkedIn adverts or recruitment drives
• Communication with stakeholders
• Customer support

External communication is important for building a brand, as well as maintaining strong customer relationships. There should be an overarching tone to all external communication in order to show a cohesive organizational image. It needs to fit with the organization’s mission, ethics, and industry. Additionally, having clear guidelines on how to communicate with customers ensures a consistent, high-quality customer experience.

Oral and written communication

The final category when analyzing organizational communication is oral and written communication. Both types are used regularly and play a big role in organizational success.

Oral communication

Oral (spoken) communication is important. It’s the way a person communicates face-to-face to their colleagues, employees, or customers. Interpersonal communication relies on body language, eye contact, and gestures, as well as the words being said. An employee may use oral communication in a one-to-one session, a small group meeting, or in front of a large crowd of people. As such, oral communication helps us to form stronger relationships and build trust. 

Remote working can mean that oral communication is more challenging. But, considering its importance in building and maintaining professional relationships, it’s still necessary. Many organizations rely on video calling to ensure that teams can stay connected and have interpersonal communication.  

Written communication

Written communication is also important when running a business. It occurs via email, instant messages, and social media, and can be both formal and informal.  

There are a number of benefits to written communication over oral communication. For example, an employee has more time to think of their response and ensure it adheres to the company guidelines. Written communication is less impulsive and therefore can be more strategic. 

However, written communication can also have its drawbacks. It can be more difficult to portray the company’s personality, and organizations risk losing a tone of voice if the written communication is shared among many members of staff. This is where a handbook is useful.