ENG301 Assignment No 1

8/7/2019 ENG301 Assignment No 1

http://slidepdf.com/reader/full/eng301-assignment-no-1 1/11

Question No.1

Write a detailed note on internal and external forms of communication in an organization.

Answer:

Communication assumes a fundamental importance, both in internal and external

organizational dynamics, allowing the individuals to interact more easily as well as to

have a better performance.

Communication, in what the actor's organizational activity is concerned, is probably the

aspect that is the most connected to “Global Performance”. Without it enterprises could

hardly establish strategic plans to reach their main objectives through a holistic

perspective. According to this point of view, communication relies on two essential

functions for its global activity: promoting and coordinating internal and external

communication. Now let us discuss these two forms of communication in detail.

Internal Communication

Internal communication involves all contextual activities of an organization which are

responsible for all the information production and flux between the organizational actors

and it is also inherent to all activities developed by them.

Related to that, one can stress the activity of selecting and distributing news, producing

and managing multimedia content, organizing formative activities as seminars and

workshops, as well as putting into concept and elaborating propositions. For internal

communication, written media may be:

• Memos, reports, bulletins, job descriptions,

• Posters, notes, employee manuals,

• Electronic bulletin boards, even internal faxes.

Any kind of internal communication is more easily or clearly conveyed in writing

rather than face-to-face or on the telephone.

1) Content Production and Management

Multimedia content production and management is another activity developed by the



Education and Communication team in order to produce and distribute news on the

website, regarding its interventional areas of domain.

2) Press Review

This function exists in order to inform all employees about articles published in the

press related to Halos as well as its interventional areas like ICT's development

(Information and Communication Technologies); it also includes information related to

cultural and artistic activities.

The process relies on searching, selecting and distributing information, so that employees

can constantly be aware of new developments, in a context of challenges and continuous

innovation.

It also has a far more reaching goal, which is to stimulate the searching of information

and to motivate the employees for an active exercise of knowledge construction in

several contexts.

3) Organization of Formative Actions Being a “learning organization”, this enterprise is concerned with its own active

learning and evolution, thus it is focused in developing formative actions.

Halos has developed and organized diverse events as workshops and seminars in order to

divulge knowledge on different domains and to present its own products, promoting

Information and Communication Technologies (ICT) not only as a business support but

also as an organization’s dynamic and determinant element.

4) Cultural development proposals:

These activities consist in organizing guided visits to diverse cultural spaces for its

employees. As a learning organization, those initiatives are meant to increase the

employees' interest in Education, Art and Culture.

Valuing knowledge and increasing the diversity of cultural knowledge stimulates

motivation for self-formation and personal development in employees.

It is perceived that the search for knowledge as a professional and a personal

development may increase the organizations' actors’ self-esteem and self-confidence,

therefore contributing to their performance and improvement of competences.



Every organization has an informal communication network that supplements official

channel. It is important source of information. It is casual conversation of an

organization.

E xternal Communication

Communication that takes place outside the organization is called external

communication. The right letter, proposal, report, telephone call, or personal conversation

can win back an angry customer, create a desire for a firm’s product or services,

encourage collections, motivate performance, and in general, create goodwill.

External communication is the casual communication among customers, suppliers,

investors, e-mail face to face conversation, phone calls and discussions as well. It

comprehends all information developed by the company, which is related to its activity

that is released in the press, for public knowledge. Such information is crucial in order to

promote the company’s image. These activities are developed around the company’s

image management and they are related to its thematic and concepts.

Various Aspects of External Communication

Following are the various aspects of external communication:-

• Employment agencies

• Investors and stockholders

• Foreign governments and offices

• The courts

• Trade associations, competitors and other industries.

• Distributors, franchisees, wholesalers, and special interest groups.

• Professional services (auditors, legal, etc.).

• The media:

• Letters, reports, telegrams, cablegrams,

• Mailgrams, faxes, telexes, postcards, contracts,

• Ads, brochures, catalogs, news releases etc.

• Customers and clients are also included in external communication.

• Image management



Image management is one of the company's most relevant concerns, not only because

of its own presentation, but also because it is considered as a success-factor.

It is commonly assumed that the first image perception is the most important one as far as

impression formation is concerned. However, this company bets on an esthetical and a

visual approach so as to foment a constant reflection on what is seen and how it is seen.

In this context, and contrary to the majority of companies, organization demonstrates a

collective motivation in constantly synchronizing its external image with the accessible

products.

Another way to divulge its image is to provide the media with information on the

company's relevant events and areas of intervention. Although external communication

is formal, informal contacts with outsiders are important for learning customer’s needs.

Plenty of high level manager recognize the value of keeping in touch with “the real world

by creating opportunities to talk with and get feedback from customers and frontline

companies. Letters, pamphlets, annual reports, interviews with the news media, etc are

the different ways of External communication.

Although external communication is formal, informal contacts with outsiders are

important for learning customer’s needs. Plenty of high level manager recognize the

value of keeping in touch with “the real world by creating opportunities to talk with and

get feedback from customers and frontline companies.

______________________*______________________*_______________________



Question No.2

You have studied communication process, barriers of communication in your course;

analyze with examples complete process of communication.

Answer:

Communication Process:

Communication is the process of sending and receiving messages with attached

meaning. Communication process has the following basic aspects, which are source,

receiver, channel, noise and feedback. The source is the person that encodes a message in

understandable terms, and then transmits it via a communication channel that carries the

message. There are various communication channels such as face-to-face meetings,

emails, memorandums, faxes, telephone, internet, voice-mail, among others. All the

communication channels are all subject to noise and distortion which can have a big

effect on the message been sent. The receiver is the person to whom the message is sent

and if there are noises or other barriers a feedback can spot the error. Feedback is the

response from the receiver back to the source. For communication process to be

successful it has to be effective and efficient which depends largely on the kind of

channel been used.

Communication can best be summarized as the transmission of a message from a

sender to a receiver in an understandable manner. The importance of effective

communication is immeasurable in the world of business and in personal life. From a

business perspective, effective communication is an absolute must, because it commonly

accounts for the difference between success and failure or profit and loss. It has become

clear that effective business communication is critical to the successful operation of modern enterprise. Every business person needs to understand the fundamentals of

effective communication.

The flow of communication process is very important to the success of any

organization; it is a part of almost everything that happens on a daily basis in an

organizational environment. The advancement of information technology has brought so



many communication channels that are use within an organization. In my workplace, we

use so many means of communication; the most successful is the face-to-face, telephone

and sometime electronic emails while the unsuccessful means is the fax machines. Fax

messages are on the machine without people knowing that they have messages. The all

have their own positive and negative side to it, however the most commonly used with

less complains among employees is telephone and face-to-face communication. The

communication process is the guide toward realizing effective communication. It is

through the communication process that the sharing of a common meaning between the

sender and the receiver takes place. Individuals that follow the communication process

will have the opportunity to become more productive in every aspect of their profession.

Effective communication leads to understanding.

The communication process is made up of four key components. Those components

include encoding, medium of transmission, decoding, and feedback. There are also two

other factors in the process, and those two factors are present in the form of the sender

and the receiver. The communication process begins with the sender and ends with the

receiver. The sender is an individual, group, or organization who initiates the

communication. This source is initially responsible for the success of the message. The

sender's experiences, attitudes, knowledge, skill, perceptions, and culture influence the

message. "The written words, spoken words, and nonverbal language selected are

paramount in ensuring the receiver interprets the message as intended by the sender.” All

communication begins with the sender.

Communication establishes relationships and makes organizing possible. Every message

has a purpose or objective. The sender intends -- whether consciously or unconsciously --

to accomplish something by communicating. In organizational contexts, messages

typically have a definite objective: to motivate, to inform, to teach, to persuade, to

entertain, or to inspire. This definite purpose is, in fact, one of the principal differences

between casual conversation and managerial communication. Effective communication in

the organization centers on well-defined objectives that support the organization's goals

and mission. Supervisors strive to achieve understanding among parties to their

communications. In short we can say that the communication process is comprised of

seven steps:



1. Sender: Sender initiates the message.

2. Message: Expressed purpose is known as message, which is transferred from sender to

receiver.

3. Encoding: The message must then be encoded by sender by converting it into symbolic

form.

4. Channel: How the message travel through (medium).

5. Receiver: The person receives the message.

6. Decoding: The process through which the receiver interpret the message.

7. Feedback: Feedback will go back to the sender confirming that the message has been

understood the way it is intended.

Successful and effective communication within an organization stems from the

implementation of the communication process. All members within an organization will

improve their communication skills if they follow the communication process, and stay

away from the different barriers. It has been proven that individuals that understand the

communication process will blossom into more effective communicators, and effective

communicators have a greater opportunity for becoming a success. Now let us discuss

some of the barriers in the process of communication.

Barriers in the process of communication:At any point in the communication process a barrier can occur. Barriers keep us from

understanding other’s ideas and thoughts. Barriers can appear at any point of the

communication loop.

There are two types of barriers:

Internal Barriers: Examples of internal barriers are fatigue, poor listening skills, attitude

toward the sender or the information, lack of interest in the message, fear, mistrust, past

experiences, negative attitude, problems at home, lack of common experiences, and

emotions.

External Barriers: Examples of external barriers include noise, distractions, e-mail not

working, bad phone connections, time of day; sender used too many technical words for

the audience, and environment. Barriers keep the message from getting through.



These can be the main barriers in the process of communication:-

1. Physical barriers

Physical barriers in the workplace include:

• marked out territories, empires and fiefdoms into which strangers are not allowed

• closed office doors, barrier screens, separate areas for people of different status

• Large working areas or working in one unit that is physically separate from

others.

Research shows that one of the most important factors in building cohesive teams is

proximity. As long as people still have a personal space that they can call their own,nearness to others aids communication because it helps us get to know one another.

2. Perceptual barriers

The problem with communicating with others is that we all see the world differently. If

we didn't, we would have no need to communicate: something like extrasensory

perception would take its place.

3. Emotional barriers

One of the chief barriers to open and free communications is the emotional barrier. It is

comprised mainly of fear, mistrust and suspicion. The roots of our emotional mistrust of

others lie in our childhood and infancy when we were taught to be careful what we said

to others. As a result many people hold back from communicating their thoughts and

feelings to others. They feel vulnerable. While some caution may be wise in certain

relationships, excessive fear of what others might think of us can stunt our developmentas effective communicators and our ability to form meaningful relationships.

4. Cultural barriers



When we join a group and wish to remain in it, sooner or later we need to adopt the

behavior patterns of the group. These are the behaviors that the group accepts as signs of

belonging.

The group rewards such behavior through acts of recognition, approval and inclusion. In

groups which are happy to accept people and where people are happy to conform, there is

a mutuality of interest and a high level of win-win contact.

Where, however, there are barriers to the membership of a group, a high level of game-

playing replaces good communication.

5. Language barriers

Language that describes what we want to say in our terms may present barriers to others

who are not familiar with our expressions, buzz-words and jargon. When we couch our

communication in such language, it is a way of excluding others. In a global market place

the greatest compliment we can pay another person is to talk in their language.

One of the more chilling memories of the Cold War was the threat by the Soviet leader

Nikita Khrushchev saying to the Americans at the United Nations: "We will bury you!"

This was taken to mean a threat of nuclear annihilation.

However, a more accurate reading of Khrushchev’s words would have been: "We will

overtake you!" meaning economic superiority. It was not just the language, but the fear

and suspicion that the West had of the Soviet Union that led to the more alarmist and

sinister interpretation.

6. Gender barriers



There are distinct differences between the speech patterns in a man and those in a

woman. A woman speaks between 22,000 and 25,000 words a day whereas a man speaks

between 7,000 and 10,000. In childhood, girls speak earlier than boys and at the age of

three, have a vocabulary twice that of boys.

The reason for this lies in the wiring of a man's and woman's brains. When a man talks,

his speech is located in the left side of the brain but in no specific area. When a woman

talks, the speech is located in both hemispheres and in two specific locations.

This means that a man talks in a linear, logical and compartmentalized way, features of

left-brain thinking; whereas a woman talks more freely mixing logic and emotion,

features of both sides of the brain. It also explains why women talk for much longer than

men each day.

7 Interpersonal barriers

There are six levels at which people can distance themselves from one another:

1. Withdrawal is an absence of interpersonal contact. It is both refusal to be in

touch and time alone.

2. Rituals are meaningless, repetitive routines devoid of real contact.

3. Pastimes fill up time with others in social but superficial activities.

4. Working activities are those tasks which follow the rules and procedures of

contact but no more.

5. Games are subtle, manipulative interactions which are about winning and losing.

They include "rackets" and "stamps".

6. Closeness is the aim of interpersonal contact where there is a high level of

honesty and acceptance between people.

Working on improving our communications is a broad-brush activity. We have to change

our thoughts, our feelings, and our physical connections.



That way, we can break down the barriers that get in our way and start building

relationships that really work. Effective communication in the organization centers on

well-defined objectives that support the organization's goals and mission.

_____________________*_______________________*_______________________

ENG301 Assignment No 1

Documents

Transcript of ENG301 Assignment No 1