FUNCTIONS OF COMMUNICATION

FUNCTIONS OF COMMUNICATION

Some common functions of office communication are:

To get or give information To ask or give instructions, advice, suggestions Make requests or persuade others to agree Teaching or training Complaining or warning Motivation

Formal communication is more effective when the purpose is clearly defined

A. TALAPATRA 2

Information reduces uncertainty Information moves in all directions in an organization Recruitments, reports, prospectus, catalogues, timetables etc. form a part of information moving out of an organization Information can be oral or written A large amount of information moves about in an organization & in the world. We need to know what to keep Some companies inform employees about aims, plans progress etc Some others circulate news about employees etc.
A. TALAPATRA 3

INFORMATION

Persuasion means making efforts to change or influence the behavior of others Motivation is also a form of persuasion Persuasion requires the best arguments to win over the listener and also good use of non verbal skills Three factors of persuasion:

PERSUASION

Character & reputation of persuader Emotional appeal should be suitable & effective Logic of the presentation should be reasonable

Persuader should have knowledge of the background, attitude etc of the receiver
A. TALAPATRA 4

DOWNWARD COMMUNICATION

Instructions and orders Education and training On-the-job training Motivation Raising morale Advice Counseling Warning appreciation
A. TALAPATRA 5

UPWARD COMMUNICATION

Request Application Appeal Demand Representation Complaint suggestion

A. TALAPATRA

HORIZONTAL COMMUNICATION

Exchange of information Discussion of plans Coordination Conflict resolution Problem solving Advice Social & emotional support

A. TALAPATRA

COMMUNICATION IN ORGANIZATIONS

INTERNAL COMMUNICATION

The efficiency of an organization depends on the regular flow of messages. Internal communication should be a well organized network that ensures that everyone receives the information they need Memos, reports, circulars, face-to-face dialogues telephone and meetings are common Mail and Internet is now commonly used

A. TALAPATRA

MEDIA OF INTERNAL COMM

Notice & bulletin board Public address system Intercom Email Meetings Publications house journals, bulletins, newsletters

A. TALAPATRA

10

MEDIA OF EXTERNAL COMM

Public image has to be maintained, with respect to customers, financiers, educational institutes, voluntary organizations and the general public at large This is done through:

Letters Press releases Advertising Open house Visits

A. TALAPATRA 11

MEDIA OF EXTERNAL COMM

Press Magazines Radio Television Films Literature word-of-mouth Internet

A. TALAPATRA

12