Internal and external communication

Semester 2 Business Studies lecture materials

1. Internal and External Communication Rowan Wagner Business Studies Baku Oxford School

2. Communication Internal Is communication between members of the same organisation. External Is between the organisation and other organisations or individuals.

3. Process of Effective Communication

4. Medium of Communication Is the method used to send a message, for example, a letter is a method of written communication and a meeting is a method of verbal communication

5. One-way Communication Involves a message which does not call or require a response.

6. Two-way Communication Is when the receiver gives a response to the message and there is a discussion about it

7. Factors that a sender of a message should consider Speed Cost Message details Leadership style The receiver Importance of a written record Importance of feedback

8. Verbal Communication Methods One-to-one talks/meetings Telephone conversations Video conferencing/Skype Meetings and team briefings

9. Verbal Communication Advantages Information can be given out quickly, such as in a large meeting. Opportunity for two-way communication and immediate feedback. Message is often reinforced by seeing speaker. Disadvantages In large meeting, there is no way of telling if everyone is listening. It can take longer to use verbal methods when feedback occurs. Is not effective when the need for an accurate and permanent record is needed.

10. Written Communication Business letters Memos/memorandum Reports Notices Faxes Text messages Emails, tweets and social network site (chats)

11. Written Communication Advantages Provides ‘hard’ evidence of the message which can be referenced in the future. Can be copied and sent to many people both in hard form and electronically. It can be a very quick and cheap means of providing information to many people. Disadvantages Direct feedback is not always possible. It is not easy to check if the message has been received and acted upon. The language can be difficult for some receivers to understand is it is too long or uses technical or other language not understood by all receivers.

12. Visual Communication Films, videos, PowerPoint Charts and diagrams Photographs and cartoons

13. Visual Communication advantages Information can be presented in a appealing and attractive way, stimulating people to read them. They can make the written message clearer by adding charts, diagrams or pictures that help illustrate the main points. Disadvantages There is no feedback and the send of the message may need other forms of communication to check that the message is understood. Charts and graphs may be difficult for some people to interpret.

14. Barriers to Effective Communication