Solution to Business Communication

Question No.1 Write a detailed note on internal and external forms of communication in an organization.Ans: Communication :The word communication the act of or process of giving or exchanging of information, signals, or message as by talk, gesture or writing, technically speaking, in the act communication we make information, opinions, feelings and many more known are understood by others through speech, writing or body movement.Forms of communication:Following are the forms of internal and external communicationA) Internal communicationb) External communication A) Internal communicationThe communication that flows within an organization is called Internal CommunicationI) Downward communicationDownward communication flows from superiors to subordinates like a manager to employees and is used to inform, direct, coordinate, and evaluate employees. Trough these approach employees are not able to communicate their problems.II) Upward communicationUpward communication flows from employees to managers. Upward communication can be used in order to keep managers aware of how employees feel about their jobs, their coworkers, and the organization in general. The organizational culture influences the extent ofUpward communication. A climate of trust, respect, and participative decision-making will encourage considerable upward communication. A highly mechanistic and authoritarian environment will severely limit upward communication in both style and content. Trough these approach employees are motivated and the Organization achieve its goals.Horizontal communicationHorizontal communication is lateral or diagonal message exchange either within work-unit boundaries, involving peers who report to the same supervisor, or across work-unit boundaries, involving individuals who report to different supervisors. It is Take the form of meetings, reports, memos, telephone conversations, and face-to-face discussions. Horizontal communication usually relates to:Task coordination Problem solving Information sharing Conflict resolution Peer support Informal Internal communication Informal Internal communication network has every organization that is supplementary channel. It is an important source of informationDiagonal communication Diagonal communication is communication that cuts across both work areas and organizational levels. a. The increased use of e-mail facilitates diagonal communications. b. Diagonal communication has the potential to create problems if employees don’t keep theirLateral communicationLateral communication takes place among employees on the same organizational level. Ways of internal communicationAmong various ways of communicating within organization are meetings, reports, memos, telephone conversations, and face-to-face discussions. External communicationCommunication that takes place outside the organization is called external communication. The right letter, telephone call, personal conversation and proposal. The organization can bring back and customer and create good reputation in the mind of the customers. Informal External communication:Informal External communication used to learn the customers needs. High-level manager recognize to keep in touch the real world by creating opportunities to talk with customer and get feedback from the customers and the frontline companies.Ways of external communicationExternal communication can be done through the following ways. These are Letters, annual reports, pamphlets and interviews with the news media.Effective communication can help to create good reputation and a positive impact on the success of the individual as well as organization.Question No.2You have studied communication process, barriers of communication in your course; analyze with examples complete process of communicationAnswer:The process of communication have following main componentsa)Context b)Sender / Encoder c)Message d)Medium/Channel:following are the channels of oral and written communicationOral Communication Inside the organization.Outside the Organization Written communication Inside the Organization Outside the Organization e)Receiver / Decoder f)Feedback ANALYSIS: -Communication process is the name of six components working togethernamely context, sender/encoder, message, channel/medium, decoder/receiver and thefeedback. That is explaining in details. I will take ABC a medicine manufacturing company as an example for analysis of its communication process.