Category: Business Communication

In this article, we’ll learn What is Public Address System and its Applications in various sector like health , railways and more.

What is Public Address System

Public Address System ( PA system) is an electronic sound amplification and distribution system with a microphone, amplifier and loudspeakers, used to allow a person to address a large public,

For example for announcements of movements at large and noisy air and rail terminals. The simplest PA system consist of a microphone, an amplifier, and one or more loudspeakers .

A sound source such as compact disc player or radio may be connected to a PA System so that music can be played through the system.

The process begins with a sound source (such as a human voice), which creates waves of sound (acoustical energy). These waves are detected by a microphone, which converts them to electrical energy. This signal is amplified in an amplifier up to a required level. The loudspeaker converts the electrical signal back in to sound waves, which are heard by human ears. A PA system also contains  microphone, mixer, limiter, equalizer, amplifier and speaker.

Application of Public Address System

Public Address Systems (PAS) are widely used in various settings to provide amplified sound and broadcast announcements to a large audience. Here are some common applications of public address systems:

1. Public Events: PAS are commonly used in public events such as concerts, festivals, sporting events, and rallies. They provide clear and amplified sound reinforcement to ensure that the audience can hear performances, speeches, and announcements.
2. Public Venues: Public venues like stadiums, arenas, theaters, and auditoriums often have PAS installed to deliver sound to the entire audience. These systems distribute sound evenly and help overcome the acoustic challenges of large spaces.
3. Educational Institutions: Public address systems find application in schools, colleges, and universities. They are used for making announcements, broadcasting school-wide messages, paging students and staff, and facilitating emergency communication during drills or actual emergencies.
4. Transportation Hubs: Airports, train stations, bus terminals, and seaports often utilize PAS to make public announcements regarding arrivals, departures, gate changes, safety instructions, and emergency information. PAS helps ensure that important information is heard clearly by travelers in crowded and noisy environments.
5. Workplace and Corporate Settings: Public address systems are used in workplaces and corporate environments for addressing employees, making general announcements, broadcasting safety protocols, and providing instructions during emergencies or evacuations.
6. Retail Stores and Malls: PAS can be found in retail stores, shopping malls, and supermarkets to make store-wide announcements, notify customers about promotions or special offers, and play background music.
7. Worship Places: Churches, mosques, temples, and other religious institutions often utilize PAS to amplify the voice of religious leaders, broadcast sermons, chants, and prayers to reach a larger congregation.
8. Public Safety and Emergency Services: Public address systems play a crucial role in emergency management. They are used in emergency response vehicles, fire stations, police departments, and other public safety facilities to broadcast emergency alerts, evacuation instructions, and public safety announcements.
9. Theme Parks and Entertainment Venues: PAS are extensively used in theme parks, amusement parks, and entertainment venues to provide information, announce showtimes, guide visitors, and enhance the overall guest experience.
10. Outdoor Gatherings and Festivals: Public address systems are employed in outdoor events, including street festivals, parades, political rallies, and community gatherings. They ensure that announcements and speeches reach a wide audience in open spaces.

In all these applications, public address systems are used to amplify sound, improve communication, and enhance the overall experience for the audience, employees, or visitors.

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.

Effective communication is a vital skill in today’s fast-paced world, and oral reports play a crucial role in conveying information, presenting findings, or sharing ideas in a concise and engaging manner. Whether in academic, business, or professional settings, mastering the art of oral report writing is essential for success. In this article, we will explore the characteristics, structure, and types of oral reports to help you deliver impactful presentations with clarity and confidence.

Characteristics of Oral Reports

1. Clarity: Clear communication is the hallmark of an effective oral report. Presenters should use simple language, avoid jargon or technical terms, and express ideas in a way that is easily understandable to the audience.
2. Conciseness: Oral reports require brevity and the ability to present information succinctly. Presenters should focus on the main points, omitting unnecessary details, and keeping the presentation concise yet informative.
3. Organization: Structure and organization are crucial in oral reports. Presenters should follow a logical sequence, presenting ideas in a coherent and well-structured manner. This allows the audience to follow the flow of information easily.
4. Engaging Delivery: Engaging the audience is a key characteristic of an effective oral report. Presenters should use appropriate tone, voice modulation, gestures, and eye contact to capture and maintain the audience’s attention throughout the presentation.

Structure of Oral Reports

1. Introduction: Begin the oral report with a compelling introduction that grabs the audience’s attention. Clearly state the purpose of the report, provide an overview of the topic, and establish its relevance and significance.
2. Background Information: Provide necessary background information to set the context for the report. This helps the audience understand the subject matter and its importance.
3. Main Body: Present the main points, findings, or ideas in a structured manner. Divide the content into logical sections or subtopics, and use clear transitions between them. Support each point with relevant evidence, examples, or data.
4. Visual Aids: Incorporate visual aids such as slides, charts, graphs, or multimedia elements to enhance the presentation. Visuals should be clear, visually appealing, and used strategically to reinforce key points or illustrate complex concepts.
5. Conclusion: Summarize the main findings, ideas, or recommendations in a concise manner. Reinforce the key takeaways from the report and leave the audience with a clear understanding of the main message.

Types of Oral Reports

1. Informative Reports: These reports aim to provide factual information or share knowledge on a specific topic. Examples include research presentations, educational lectures, or informative updates on a subject.
2. Persuasive Reports: Persuasive oral reports seek to influence the audience’s opinions, attitudes, or actions. They present arguments, support them with evidence, and aim to convince the audience to adopt a particular viewpoint or take specific actions.
3. Progress Reports: Progress reports track the progress of a project, task, or initiative. They provide updates on achievements, challenges, and future plans, ensuring stakeholders are informed about the project’s status.
4. Problem-Solution Reports: These reports identify a problem or challenge and propose effective solutions or recommendations. They present a clear analysis of the problem, explore possible solutions, and outline the advantages of the proposed approach.
5. Executive Summaries: Executive summaries are concise overviews of longer reports. They provide a high-level summary of the main points, findings, or recommendations, allowing busy executives to grasp the essence of the report quickly.

In conclusion, oral reports are an essential component of effective communication. By understanding the characteristics of oral reports, structuring presentations effectively, and recognizing the different types of oral reports, presenters can deliver engaging and impactful presentations. Mastering the art of oral report writing will not only enhance your communication skills but also make you a more effective presenter and communicator. By incorporating the characteristics of clarity, conciseness, organization, and engaging delivery into your oral reports, you can capture the audience’s attention and deliver your message effectively.

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.