Communication

What is Communication?
The English word ‘communication’ is derived from the Latin
communis, which means common sense. The word communication
means sharing the same ideas. In other words, the transmission and
interaction of facts, ideas, opinions, feelings or attitudes.
Communication is the essence of management. The basic function
of management (planning, planning, staffing, supervision and
management) cannot be done effectively without effective
communication.

Communication is a two-way process which involves transferring of

information or messages from one person or group to another. This
process goes on and includes a minimum of one sender and receiver
to pass on the messages. These messages can either be any ideas,
imagination, emotions, or thoughts.

Communication is a Latin word which means “to share”. There are

different modes of communication available today. These include
emails, chats, WhatsApp, skype (conference calls), etc. Effective
communication makes people’s work easier and smooth

Definitions:

1. Keith Davis: Communication is a process of passing information and

understanding from one person to another.

2. John Adair: Communication is essentially the ability of one person to

make contact with another and make himself or herself understood.

3. William Newman and Charles Summer: Communication is an exchange

of ideas, facts, opinions or emotions of two or more persons.

4. Louis Allen: Communication is a bridge of meaning. It involves a

systematic and continuous process of telling, listening and understanding.

5. Peter Little: Communication is a process by which information is

transmitted between individuals and / or organizations so that an
understanding response results.

6. Murphy, Hildebrandt, Thomas: Communication is a process of

transmitting and receiving verbal and non-verbal messages. It is
considered effective when it achieves the desired response or reaction
from the receiver.
The process of communication: Communication is a two-way process
involving the following elements: a sender, a message, a medium, a
channel, a receiver, a response and feedback. However, it is not sufficient
to have just all these elements; there should be cooperation and
understanding between the two parties involved. It is important to have a
common frame of reference or context for successful and meaningful
communication, e.g. a common language or common interpretation of a
gesture.

Essentially communication involves the sender or the communicator and

the receiver. Both should necessarily share a mutually accepted the use of
costumes, gestures, colors among other things. code e.g. a common
language. The context in which the communication takes place is called
the “communication environment”. The content of the code is sent in a
certain medium (oral, written or non-verbal) using channels (air, mikes,
body, pictures, text, etc.) in the form of encoded messages. The “code” is
not restricted to only language; it may also involve

The process of communication can be described in the following

manner:

The sender sends a “message” using a “medium” and a “channel” to the

“receiver”. The message arrives in the sensory world of the receiver. The
receiver’s brain filters the message on the basis of his/her knowledge,
emotions, attitudes, and biases and gives the message a unique meaning.
This meaning may trigger a response which the mind of the receiver
forms. The receiver encodes his/her response and sends it across as
“feedback” into the sensory world of the sender. This completes one cycle
of communication and the process continues in a cyclic manner, i.e. cycle
after cycle, as long as the people involved care to communicate.

The components of the communication process can be listed as

follows:

1. Idea or impulse that arises in the sender’s mind

2. Formal expression of the idea or impulse using a medium and channel :

encoding

3. Interpretation of the message by the receiver: decoding

4. Reaction or response of the receiver

5. Conveying the reaction/response in the feedback using a medium and

channel

6. Decoding of the feedback received

The essentials of effective communication are:

1. A common communication environment

2. Cooperation between the sender and the receiver

3. Selection of an appropriate channel

4. Correct encoding and decoding of the message

5. Receipt of the desired response and feedback

Noise:

In some cases, the message may fail to produce the desired response
because of a semantic gap or a barrier between the sender and the
receiver. This is termed as “noise”; it refers to any unplanned interference
in the communication which causes a hindrance in the transmission of the
message. There are two types of “noise”: 1. Channel noise: This refers to
static, mechanical failures, problems in volume, pitch, legibility of text,
etc. 2. Semantic: Here “noise” is generated internally resulting from errors
in the message itself: ambiguity, grammatical errors, wrong spellings,
incorrect punctuation, etc.

Feedback:
The transmission of the receiver’s response to the sender is called
“feedback.” It is one of the most vital factors of the communication
process. It is essential because it is a barometer of effective
communication. The sender needs to know whether the receiver of the
message has received it in the intended way and whether he responds in
the desired manner. Of course, even if one receives a response, it may or
may not be the one you had expected. But once you receive some
response, you know that the message has been communicated, e.g. a
notice for a meeting. There could be both positive and negative responses
to this message; some may turn up for the meeting and some may not.
Communication is said to be fully effective only when you get the desired
response

Types of Feedback:

Feedback may be positive or negative. Positive feedback occurs when the

receiver receives the desired response based on a clear understanding of
the symbols used in the message. Negative feedback occurs when there is
an undesired response because of miscommunication.

Communication Process
Communication is an ongoing process that mainly involves three
components namely. sender, message, and recipient. The
components involved in the communication process are described
below in detail:

1. Sender:
The sender or contact generates the message and transmits it
to the recipient. He is the source and the first contact
2. Message:
It is an idea, knowledge, opinion, truth, feeling, etc. produced
by the sender and intended for reference.
3. Encoding:
The message produced by the sender is encrypted in a
symbolic way such as words, pictures, touches, etc. before
transfer.
4. The media:
This is how the coded message is conveyed. The message can
be conveyed orally or in writing.
5. Recording:
It is a process of modifying the signals sent by the sender.
After recording the message is received by the recipient.
6. Recipient:
You are the last person in the chain and the message you sent
was sent. If the recipient receives the message and
understands it correctly and acts on the message, only then
the purpose of the communication is achieved.
7. Answer:
 Once the recipient confirms to the sender that you received
the message and understood it, the communication process is
complete.
8. Noise:
Refers to any restrictions caused by the sender, message or
recipient during the communication process. For example,
incorrect telephone connection, incorrect coding, incorrect
recording, careless recipient, incorrect understanding of
message due to discrimination or inappropriate touch, etc.

Types of Communication
Verbal Communication and Non-Communication
 Verbal communication:
Communication occurs through verbal, verbal or written
communication that conveys or conveys a message to others
is called oral communication. Verbal communication is the use
of language to convey information verbally or in sign
language.Verbal communication is important because it works
well. It can be helpful to support verbal Non-verbal
communication Any non-verbal communication, spoken words,
conversation and written language is called.

 Non-verbal communication:
It occurs with signs, symbols, colors, touches, body or facial
features. Insignificant communication is using body language,
body language and facial expressions to convey information to
others. It can be used both intentionally and deliberately. For
example, you may have a smile on your face when you hear an
idea or a piece of interesting or exciting information. Open
communication is helpful when you are trying to understand
the thoughts and feelings of others.

Types of Communication
The understanding of different categories of communication
enhances professional and personal relationships, resolves
misconceptions and misunderstandings, contributes to a successful
business and happy personal life. The broad categories of
communication are:
 1. Verbal
When words and language are used to deliver the message, it is
called verbal communication. Oral and written communication are
types of verbal communication.
2. Non-verbal
Messages sent without using words such as through body language,
paralanguage, aesthetic communication, appearance, symbols, etc
is called non-verbal communication.
3. Visual
Communication through colour, illustration, graphic design, drawing,
typography, signs or electronic resources, etc. is known as visual
communication. This type of communication reinforces written
communication.
4. Formal
Formal communication is the ones that follow specific rules,
conventions and principles to decipher the message.
5. Informal
Informal communication is casual, unofficial and friendly
communication which does not follow any chain of command,
formalities, systems, processes or rules.
Non-verbal communication
Written Communication Meaning
Written communication plays a vital role as it is the documentary
proof for any communication. It can be referred again and again and
anytime in the future whenever required. Written communication is
normally in the form of Bulletins, Emails, Memos, Instant messages,
Reports, Job Descriptions, Employee manuals, Internet websites,
Letters, Proposals, Telegrams, Fax, Postcards, Contracts,
Advertisement, Brochures, etc.

Effective Written Communication

From the first cry of the baby until the last breath of the person,
communication is as essential as breathing. The written
communication is often marred by obscurity, partial understanding,
misconceptions, misunderstandings and confusion. Thus, while
interacting with others, several aspects of effective written
communication should be kept in mind.
Some of The Basic Effective Written Communication
Strategies Are Discussed Below
1. Clearb xxx
The purpose of the message should be clearly stated in the written
communication. The language should be kept simple. Also,
convoluted and long sentences are not preferred and recommended.
Separate bulleted paragraphs and points make grasping of the
message easier for the reader.
2. Concise
Brevity is the essence of effective written communication skills.
Always avoid using long, highly elaborative details, irrelevant words
or adjectives. Repetitions should also be avoided.
3. Concrete
Abstract ideas and thoughts always lead to misinterpretation. So
always ensure that your written communication is based on facts
and figures and has sufficient detail to support your message and
has a focus on the main message.
4. Coherent
Coherence in written communication implies a logical bridge
between paragraphs, sentences and words. The key to coherent and
effective written communication is easy to understand, sequentially
organized and logically presented data and information. Every
aspect of the content should be relevant, interconnected and should
have a flow of information.
5. Complete
A complete written communication implies delivering all the data,
facts and information as required based on the recipient’s attitude
and intellect. It aims at building a company’s reputation and
decision making.
6. Courteous
A major aspect of effective written communication is that it should
be honest, open, respectful, considerate and polite. Ensure that the
message or words used are not offensive and do not have any
hidden negative tone.
7. Focus and Attention
There can be many distractions while having communication. Due to
these distractions, one may miss important points or cues in written
communication. So, It is imperative to keep the focus and attention
for effective communication.
 8. Emotional Awareness and Control
Intense emotions can undermine a person’s capacity for rational
decision making. Keeping in mind the state of emotions of yourself
and others while communicating makes the interaction smooth and
the process of communication flowing.

Limitation of Written Communication

When not to use written communication is also a point of pondering.
It cannot be the case always that written communication would be
conveyed appropriately, or the receiver would correctly decipher the
same. Following are some of the situations when not to use written
communication:
 When transmitting short messages, written communication
becomes more expensive and takes longer to transmit
 Written communication does not have any scope of
amendments once dispatched
 Written communication can never be used to clear
misconceptions and confusion
 For informal communication written communication cannot be
preferred

Mode Of Communication
 Formal Communication:
Formal Communication refers to communication that takes
place through legal channels in an organization. That kind of
communication takes place between managers or employees
of the same class or between high and low and vice versa. It
may be oral or written but a complete record of that
communication is kept in the organization.

 Informal Communication:
Informal communication is defined as any communication that
occurs outside of the official channels of communication.
Informal communication is often referred to as the ‘vine’ as it
spreads throughout the organization and on all sides
regardless of the level of authority.

Few Communication Barriers

One sometimes wants to connect with one thing, but he is actually
saying something else that he did not intend. This type of event in
communication behaviour is known as the “Arc of Distortion”. The
distortion may be the result of some error in any of the
communication channels. These barriers to communication are also
known as “barriers”.
Some of the barriers to communication:
 Lack of proper style, feedback.
 Content is not related to customer requirements.
 Failure to maintain dual communication.
 Bad weather.
 Lack of horizontal flow of ideas.
 Availability of technical coordinators.
 Semantic Problems.
 Lack of leadership.
 Lack of enthusiasm.
 Lack of support from heads of institutions.

Importance of Communication
1. Communication Foundation:
The manager explains to the employees the goals of the
organization, the methods of their success and the
interpersonal relationships between them. This provides
communication between the various staff and departments.
Therefore, communication serves as the basis for collaboration
in the organization.
2. Functional:
The manager coordinates the individual and physical aspects
of the organization in order to run it efficiently and effectively.
This integration is not possible without proper communication.
3. The Basis for Making Decisions:
Good communication provides information to the manager that
helps them make decisions. No decisions could have been
made without knowledge. Thus, communication is the basis for
making the right decisions.
4. Improves Management Ability:
 The manager transfers targets and issues instructions and
assigns tasks to subordinates. All of these factors are involved.

Importance of Communication
Communication plays a vital part in building up a strong relationship
across the world, either in organisational structure or outside of it. It
is an essential pillar for people in sharing the ideas, delegating
responsibilities, management of a team, building up a healthy
relationship, etc. Effective communication is necessary for managers
in the organisation for planning, organising, leading and controlling.
Managers of the organisation are dedicated enough in
communicating throughout the day in various tasks performances.
They spent the whole time communicating face-to-face or over the
phone to their colleagues, subordinates and the clients. Managers
also use written communication in the form of Emails, memos, daily
reports and so on. Effective communication is a successful building
block of the organisational structure.

Here The Importance of Communication Can Be Briefed

As Follows
 Good communication encourages motivational skills.
 It is a mode of information in the decision-making process.
 Communication emphasises socialising within or outside the
organisational structure.
 It helps in controlling the process. Employees have to follow
the organisation rule, code of conduct and other company
policies.

Types of Communication
There are four types of communication. It is categorised into verbal,
non-verbal, written and visual.

Verbal
Verbal communication is one of the modes where people
communicate or transfer information through words. It is one of the
common and usual types and frequently used during one on one
presentations, video calls or conferences, meetings, phone calls etc.

There Are Certain Measures Which Enhance This More

Effectively
 Firm and Confident Voice:
 Firm and confident communication reflects the personality of
the person. It gives more certainty of completing any task. So
always be confident so that your ideas are more precise and
specific.
 Active listening:
A good listener always tends to listen to everyone’s
perspective or viewpoints. Active listening helps in identifying
each one’s problem or thoughts in a more clear way.
 Ignore Filler Words:
While giving a presentation, avoid using filler words such as
yeah, like, so, etc. It might be distracting to your audiences.
Try not to use them in official conferences or meetings.

Non-Verbal
Non-verbal communication is the use of body language. It includes
body gestures, facial expression, and shaking hands, etc.. For
example: How you sit during an interview automatically reflects your
body language. If they are indicating closed body language like
closed arms, bent shoulders, shaking legs, etc., they might be
nervous, low in confidence, surrounded with anxiety, etc. Non-verbal
communication is the most powerful communication to understand
others’ thoughts and emotions.

Here are Certain Categories Where Non-Verbal

Communication are Briefed Up
 Positive Body Language: Always carry a positive body
language where you can carry your confidence for performing
any task. This type of communication gives support to your
verbal talks and makes you more open to any kind of jobs.
 Imitate non-verbal communication you find useful: Some facial
expression or body language can be found helpful in an
interview. If an interviewer has positively nodded his head, it
gives a clear positive sign in a closed way, i.e. non-verbal
communication.

Written
It is the form of communication that involves writing, typing and
printing symbols, letters, etc. It is used in Emails, chats, etc. which
are the common techniques of using it in the workplace. Whereas it
also furnishes a record of all docs in one place and keeps a
systematic account of it.
Here Are Certain Categories Where Written
Communication is Briefed Up
 Aim for Simplicity:
Any type of written communications should be in a simple
format and clear. It helps audiences to understand and
provides more transparency on information which you're
providing.
 Reviewing:
Whenever you're writing, always review your emails, letters or
memos before sending it. Reviewing helps to find the mistakes
or opportunities to present something distinct.
 Be Careful of Written Tone:
Since this is not a mode of verbal or non-verbal
communication, always be cautious and have a polite tone
while writing.
 Keep the Written Files if You Find it Useful:
If you received the memo or email which you’re finding helpful
or interesting, you could save that template for further
references to use it in future writing for improving your written
communication.

Visual
Visualizing is a form of communication where one can use
photographs, drawing charts and graphs to convey information
through it. It helps in furnishing the right information through
graphics and visuals during office presentation (along with verbal
and written).

Here are Certain Steps Which Help in Visual

Communication Skills
 Taking Advice Before Going with Visuals:
Visual communication includes presentation or emails. Always
ask for other’s advice if any mistake can be rectified.
 Targeting Audience:
Always put those visuals in presentation or emails that can be
understood by everyone quickly. If you are giving a
presentation on any data or chart which is not familiar to the
audience, you need to explain it clearly. There shouldn’t be
any usage of offensive visuals.
Barriers in Communication
There are certain barriers which create hindrance in building up
communication over the time period.
 Personal Barriers:
Communication takes place between receiver and sender. It’s
a two-way process which should be clear. In case message
formation went wrong, it gives a wrong and unclear message
to the recipient. The receiver might get the wrong perspective
while receiving a message. Therefore the message should be
written effortlessly.
 Systematic Barrier:
If any machine or electronic errors occur by any means or in
any unforeseen situation, it may affect the importance of
communication.

Flow of Communication
An organisation follows the five flow of communications:
 Downward Flow:
In this, communication flows from the higher level to lower
level, i.e. communication carried out by the head of the
organisation to the subordinates like providing feedback,
giving job instructions etc.
 Upward Flow:
Communication which flows to the higher level of the
organisation is upward communication. Subordinates use
upward flow to transfer their grievances and performances to
their seniors.
 Lateral/Horizontal Communication:
It takes place where communication happens between the
same level of the hierarchy that is communication between
colleagues, managers or between any horizontally equivalent
members of the organisation. It benefits employees to perform
coordination among the tasks, time-saving, solving problems of
employees of other departments or conflicts within the
department.
 Diagonal Communication:
 Communication which takes place between the manager and
employee of other work departments is known as diagonal
communication.
 External Communication:
Communication which takes place between the manager and
external group likes vendors, suppliers, banks, financial
institutions and many more. For example, the Managing
Director would be meeting with the bank manager to get the
bank loan or some other financial work.

Nature of Communication

1.Communication includes common understanding:

Communication is not just passing on information or any

message by one person to another or many people. It involves
common understanding between sender of message and receiver
of the message . What the communicator really wants to convey
should be understood in the same structure ,meaning, form,
outline, appearance and all other characteristics of the message
by its receiver which is known as real communication.

2.Communication is a process :

A process is any occurrence, which illustrates a non stop change

in time or any continuous action or treatment. In this situation
communication is a process in which the operation of
communication is continuously changing as the communication
process. Thus, communication is not an intermittent but a
continuous function of human beings. It is not an irregular act in
which human beings prefer to connect . In other words it can be
said that it is a dynamic, ongoing, ever changing and a
continuous act. The components within the process work together
, each one affects the other. In fact, one cannot freeze
communication at any one point but must consider it a by-
product of interacting individual. A message from one individuals
creates a response from the other, which then becomes the
message for the first individual in a continuous process.

3.Communication occupies many means:

 Communication is such a process, which occurs by many
means, at many levels, for many reasons, with many people in
many ways. Thus, it is not true that only specific way or means is
required to communicate any message.

4.Communication engages interdependence:

The reciprocal, mutual dependence or give and take process is

known as interdependence. Communication is generally a two-
way process, involving stimulus and response amongst organisms
and hence is both reciprocal and response amongst organisms
and hence is both reciprocal and altering. There is a constant
exchange of roles in communication. As roles change, each takes
on the function of the other. Communication thus, involves an
interdependent relationship between the participants. On the
other hand, the levels of interdependence may differ from
circumstance to circumstance.

5. Communication process contains a number of

distinguishable parts :

In its easiest form, communication contains at least three parts,

i.e , expression , interpretation and response. Several variables
are concerned in each one distinguishable part of the
communication process.

6. Communication occurs within contributors or

participants:

Communication takes place within participants as well as

between them. In other words it can be said that one has to be a
part of process of communication to make it possible.
Communication is determined by abilities and susceptibility of an
individual to be active in the process. Fundamentally, all
communication is the process of managing and converting raw
sensory data into fundamentally consumable or processable units
of information.

7. Communication takes place at many levels: There are at

least four different levels of points of focus from which
communication may be visualized . These levels are
intrapersonal, interpersonal, organizational and inter-
organizational communication.
 8. Communication takes place without uttering words
also: All the time it is not necessary to employ words or spoken
symbols to make process of communication possible. It is
observed that many times other than words symbols also make
the process of communication possible. It is observed that many
times other than words symbols also make the process of
communication possible. The symbols like gestures, movement,
facial expression, eyebrow, lips, arms, tongue, movements and
many other ways are also used for communication.

9. Communication has many varieties: There are more

than one way to convey same content or messages to other in
the process of communication. We can use any of them to convey
same message . For example to wish some person we can say
Namaskar or Good morning.

10.Communication is essential to all human

beings : Communication is essential for everybody. From
morning to evening we need to communicate any message to
others. Without communication everything is difficult. It makes
everyone social, responsible, active, progressive, motivated,
interested, dynamic and full of life.

11.Fidelity varies from one communication situation to

other: Ideal communication is important infrequent, if ever ,
achieved. Communication effectiveness differs from one situation
to another.

12.Timing is critical : However clearly expressed and well

presented your message may be, if it arrives at the wrong time
you might as well as not have bothered . Old news is often worse
than no news. Consequently, it is important to ensure that the
channels you use really deliver at the time you need them to.

Purpose of communication:

Purpose of any communication as defined by Aristotle is the

search for all the available means of persuasion .He clearly
implied that the major ambition of communication is persuasion
or conviction. A school of thought during seventeenth centaury,
which was known as faculty of psychology made a clear
distinction betweenthe mind and the soul. The mind, soul duality
was understood as aroot for twoindependent purposes for
communication. One purpose was intellectual and the other
emotional. By this theory, one purpose of communication was
informative, an appeal to the mind. The second purpose was
persuasive, an appeal to the soul, the emotions. The third
purpose was entertainment and it was argued thatwe could
classify the intentions of thecommunicator and the supporting
materials used within these categories.

Festinger (1957)described the purpose of communication as

consummatory andinstrumental.According to Berlo (1960), the
sole purpose of communication is to influence. : to effect with
internet. He says that all communication behavior has its purpose
its goal , as the production of a response. When we learn to
phrase our purpose in terms of specific responses. When we learn
to phrase our purpose in terms of specific responses from those
attending to our message, we have taken the first step towards
efficient and effective communication. Agricultural extension
workers often forget that they are trying to affect farmers; they
get too busy giving out information or reporting research. Berlo
(1960) builds his thesis on the contention that the description of
the purpose of communication should be behavior- centered, i.e.,
expressed in terms of human behavior and consistent with the
ways in which people do communicate. However some authors
have made a distinction between the purpose of communication
and that of mass communication.

Other thought described by Schramm (1964) for the purpose of

communication as an internet reward and a delayed reward. He
suggested that individuals are rewarded immediately on receiving
or producing some kind of message. Both these are consummator
purposes. Eg. Composing music for self-satisfaction. As against
this, thepurpose of some communication could be instrumental,
i.e the favorable response produced in an audience is
instrumental in producing further behavior on its part.

Lasswell ( 1948), Wright (1966) and Klapper (1966) have

illustrated the aims and functions of mass communication as
surveillance, interpretation and prescription, transmission of
culture and entertainment etc.

Thus the above explanations articulate that the purpose of

communication are to influence – to affect with intent by
creating comprehension, understand and perceived use of the
message.
 Importance of communication:

1. Communication is essential to all human association

because our society life abounds with the communication.
2. Communication is cement, which holds our society together
3. People spend 78% of their active time for communication
through listening, speaking, reading and writing. This reality
shows great importance of communication in human life.
4. We spend 10 to 11 hours in a day for verbal communication;
it means there is a great importance of language in the
process of communication. It helps in establishing relations
with others by means of language.
5. In rural India, nothing is more important than transfer of
agriculture technology and communication is essential for
this.
6. To overcome the ignorance, poverty, to achieve socio-
economic prosperity and progress, communication plays an
important role.
7. Detailed information regarding what, how, for whom and
where of the new developmental programmes can be
disseminated by communication.
8. To solve problems of people by giving useful information on
the solutions to their problems is possible by
communication.
9. To bring physical, mental, social, economical and cultural
changes in people, communication plays an important role.
10. To improve the level of knowledge, skill, attitude,
adoption and understanding among farmers, communication
plays an important role.
11. Without communication any development work is not
possible.
12. It has been considered as an important pillar for the all-
round development of any nation, farmers it is needed
13. To send latest technology to the farmers it is needed
14. For entertainment communication is essential and
15. In one word, it can be said that communication is life or
existence of any human, organization and nations.

Objectives of Communication:
Communication is carried out with some purpose or objective. The
communication activity of an organization fall into three broad categories:
1. Interorganizational Communication: This takes place within an
organization. It takes place in the form of orders, circulars, notices, emails,
etc. 2. Interorganizational communication: This takes place between a
business organization and people outside the organization. It can take
place in the form of company presentations, advertisements, displays,
project reports, etc. 3. Personal communication: This communication is
undertaken without a specific objective. Personal conversations, gossip,
grapevine communication are examples of personal communication.

Importance of Communication:

The desire to socialize and get formed into organised groups necessitates
the need for communication. In the fast changing world, managers
communicate changes in technology, structure or people to the
subordinates. If the communication system is well organised, it becomes
easier for subordinates to understand and act upon the message.
Communication plays important role in the lives of individuals and
organisations.

The following points highlight the importance of communication:

1. Basis for planning: Planning is the basic function of management. If

plans are well designed and communicated for their implementation, it
leads to organisational success. Planning requires extensive
environmental scanning and information about internal and external
organisation elements. An effective system of communication helps in
obtaining this information. Implementing the plans requires
communicating them to everybody in the organisation. Communication is,
thus, the basis of planning.

2. Motivation to work: Employees are motivated to work if their needs are

satisfied. Communication helps managers know needs of their employees
so that they can adopt suitable motivators and inspire them to develop
positive attitude towards the work environment.

3. Job satisfaction: Exchange of information develops trust, confidence

and faith amongst managers and subordinates. They understand their job
positions better and, thus, perform better. People are committed to
organisational objectives which promotes job satisfaction,

4. Commitment to organisational objectives: Managers who follow an

effective system of communication understand employees’ needs, adopt
suitable motivators to satisfy them, appraise their performance and
provide them regular feedback. The employees also work with
commitment towards organisational objectives.

5. Coordination: Communication coordinates organisational resources

(human and non- human), individual goals with organisational goals and
internal environment with external environment. Coordination is the key to
organisational success and communication is an active contributor to
coordination.

6. Adaptability to external environment: In order to survive in the

changing, dynamic environment, managers continuously interact with
external parties like government, suppliers, customers, etc. This requires
effective communication system in the organisation.

7. Internal functioning of an enterprise: Managers interact with parties

internal to business enterprises. They constantly obtain and provide
information to them. More effective the communication system, more
accurate will be the information.

8. Healthy industrial relations: Satisfied workers contribute to healthy

organisations. Communication brings managers and trade unions closer,
develops mutual understanding and promotes industrial peace and
harmony. This increases industrial production.

9. Helps in performing managerial roles: According to Henry Mintzberg,

managers perform three major roles – interpersonal, informational and
decisional. Communication helps managers in performing these roles
effectively. In interpersonal roles, managers interact with superiors, peers
and subordinates; in informational roles they receive and give information
to people inside and outside the organization and in decisional roles, they
take important decisions and communicate them to organisational
members for their effective implementation.

10. Facilitates leadership: Effective leaders interact with followers, guide

and inspire them to perform the individual and organisational goals.
Effective communication process facilitates leaders to carry out the
leadership functions.

11. Facilitates control: Planning is effective if accompanied by an effective

control system. Control is possible when managers assess subordinates’
performance, correct and prevent deviations and provide them regular
feedback of performance. Control function largely depends upon
communication system of the organisation. How effectively managers
control organisational activities depends upon how effective is the
communication system.

12. Training and development: Imparting training and development

facilities to employees depends upon how well their superiors
communicate with them. Trainers with good communication skills are
better than those who have poor communication skills.
 13. Substance to organisational existence: Obtaining information to make
plans, making members aware of authority-responsibility structure,
position in the organisational hierarchy, coordinating their activities is the

1.2 Principles of communication/ The 7 Cs of Communication

The 7 Cs provide a checklist for making sure that your meetings , emails ,
conference calls , reports , and presentations are well constructed and
clear – so your audience gets your message.

According to the 7 Cs, communication needs to be:

1. Clear.

2. Concise.

3. Concrete.

4. Correct.

5. Coherent.

6. Complete.

7. Courteous.

1.3 Nature/ Features of Communication

1. Communication is an exchange of ideas. Communication is the process

through which an exchange of information takes place. It is the sharing
information, ideas, concepts and messages.

2. Two or more parties are involved in it. In communication exchange of

information takes place between two or more persons. The one who
initiates the exchange is the sender of the message (speaker/ writer) and
the one who receives and interprets it is the receiver of the message
(listener/ reader).

3. It is a two-way process.

2.4 Barriers to Communication

Communication between persons cannot be fool-proof. It has gaps

because people have their own perceptions, ideas and opinions. Along
with this, there may be physical hindrances that create gap or barrier to
effective communication process. These barriers are described in the
following paragraphs.

Eric Garner gives 7 great barriers to effective communication. They are

physical barriers, perceptual barriers, emotional barriers, cultural barriers,
language barriers, gender barriers, and interpersonal barriers.

Physical barriers: Physical barriers in the workplace include:

 Marked out territories 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. If the physical distance between employees is
large, the communication gap may increase.

Perceptual barriers: The problem with communicating with others is

that everyone sees the world differently. People develop their perception
based on their own backgrounds and this leads to an uneven
understanding of messages. What may seem to one person as an
“impossible task”, can mean a “great challenge” to the other person.

Emotional barriers: One of the chief barriers to open and free

communication is the emotional barrier. It comprises mainly fear, envy,
mistrust and suspicion.

Cultural barriers: When a child is born, it is born into a family,

community, society etc… There is always a cultural milieu to provide
identification to the child. The child imbibes all the cultural nuances of the
community and becomes a part of that community or society. Similarly,
when people join a group and wish to remain in it, sooner or later they
need to adapt to the behavioural patterns of the group. These are the
behaviours that the group accepts as signs of belonging. Once a person
gets adapted to particular group’s culture, it gets difficult on his/her part
to adjust with other groups.

Language barriers: Language that describes what a person wants to say

may pose barriers to others who are not familiar with those expressions,
buzz-words and jargon. For instance, the word “surfing” for a net-user may
mean going through various internet sites, but for a person associated
with adventure sports it would mean riding on a board across sea waves.
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. Apart from this, men and women have separate needs and
they communicate according to their requirements. For example, women
may treasure jewellery but men may consider it as wastage of money.
Both men and women have their in-group languages that they use
privately in their own circles.

Interpersonal barriers: There are six levels at which people can

distance themselves from one another. One of them is withdrawal.
Withdrawal is an absence of interpersonal contact. It signifies refusal to be
in touch and need to remain alone. This behaviour blocks all
communicative entries and thus leads to communication gap.

Communication network in on Organization 4.3

Personal communications may be private letters, memos, emails, personal

interviews or telephone conversations. Personal communications are only
cited in text and are not included in the reference list,

Personal communications include emails, text messages, online chats or

direct messages, personal interviews, telephone conversations, live
speeches, nonarchived social media livestreams (e.g., Instagram Live,
Twitter Spaces), unrecorded webinars, unrecorded classroom lectures,
memos, letters, messages from nonarchived ...

What is internal operational communication? Operational

communication is any form of information shared between colleagues that
is crucial to carrying out the operations of the organization.

Forms of Organizational Communication

From a broader perspective, organizational communication takes three

different forms such as: ▸ iedunote.com/communication-forms

1. Internal operational communication,

2. External operational communication, and

3. Personal communication. ▸ iedunote.com/communication-forms

Internal Operational Communication

Communication that occurs for carrying out operations of the organization

is known as internal operational communication.

Internal members of the organization such as workers, managers, the

board of directors, members of trade unions etc. are the participants of
internal communication. This type of organizational communication takes
the form of oral and written.

Oral communication occurs through face-to-face conversation, telephone,

meeting, speech etc. ▸

Written communication is done through orders, instructions, reports,

memos, letters etc. In modem time, many organizations provide intranet
facility for internal electronic communication.

This enhances the speed and reduces the cost and time length of
communication.

Moreover, internal communication occurs in various patterns depending

on the flow of information such as horizontal communication and vertical
communication.

Horizontal communication occurs when information is exchanged between

two people holding the same ranks and positions in the organization
hierarchy.

In vertical communication, information flows between superiors and

subordinates. Vertical communication is mainly of two types, such as
downward communication and upward communication.
Downward communication occurs when superiors send instructions,
orders, and advice to the subordinates.

On the other side, when subordinates convey their attitudes, opinions,

suggestions etc. the superiors, it is called upward communication.

External Operational Communication

Communication with the external parties or groups is known as external

operational communication. ▸

External parties include customers, suppliers, government agencies,

regulatory authority, local community, special interest group and the
general public.

Without communicating with these external parties, it is not possible to

achieve organizational goals.

What are examples of horizontal communication?

Horizontal communication occurs daily in different ways. Two employees

with the same job title who work together on tasks engage in horizontal
communication as they work. Two other employees who work in different
departments, such as sales and marketing, may also engage in horizontal
communication when they collaborate on specific projects.

What is the difference between horizontal and vertical

communication?

Horizontal communication refers to the communication that takes place

between workers in an organization that are at the same level. Vertical
communication refers to the communication of workers at different levels
within the organization. It generally includes the communication between
managers and the employees that they supervise.

What is meant by horizontal communication?

Horizontal communication is a type of communication in the workplace

that takes place between two employees who work at the same level. This
can refer to employees within the same department that have the same
job title, or it can refer to employees in different departments who are at
the same hierarchical level.

Horizontal communication is a type of communication in the workplace

that takes place between two employees who work at the same level. This
can refer to employees within the same department that have the same
job title, or it can refer to employees in different departments who are at
the same hierarchical level.

Within an organization, communication is key to reaching goals

successfully. It is important to help employees understand the tasks of the
job and how work is completed. Throughout an organization,
communication occurs and flows in different ways when employees in
different hierarchical levels interact. Communication can flow upward to
management, downward to employees, diagonal to employees at different
levels, and horizontal across the same levels.

The horizontal communication definition refers to the interactions that

occur between employees that work at the same hierarchical level. Also
known as lateral communication, this type of communication includes
employees who work together in the same area, as well as employees
who work in different departments. Horizontal communication is
commonly used when employees collaborate on projects. This type of
communication is important in organizations in facilitating efficiency in the
workflow. Having clear communication within the team can help to reach
organization goals effectively.

Our company rules for horizontal communication

Email

Most of the team at Twine work remotely so, instead of tapping the person
next to us on the shoulder, we have to message each other electronically.
But, we don't like the idea of people wasting too much time in their email
inboxes – so we implemented these guidelines:

 Check your inbox at 10AM or 4PM – no other times

 Don’t bother with formalities when it’s internal

 Don’t send an all@ or office@ unless you have an urgent message

Chat apps

Messengers like Slack promised they would kill email. They had a good
crack at it but, in many ways, replaced them with something just as
distracting. In fact, Slack even has an article in their help centre on
reducing noise. Here’s what they suggest when things get out of hand:

 Leave noisy channels

 Mute noisy channels

 Archive noisy channels

Those are just some simple steps you can take. But what if you wanted to
take things even further?

Flat organization - the extreme end of horizontal communication

Taken to the extreme, a company that operates using solely horizontal

communication is known as a ‘flat’ organisation.

An example of this would be the software company called Basecamp -

everything about them is horizontal. They even look for candidates who
have horizontal ambition – “employees who love what they do are
encouraged to dig deeper, expand their knowledge, and become better at
it”. This is opposed to vertical ambition, the ambition to move up the
hierarchy. And it works for them: their average tenure is around 5 years –
that’s huge!

But then again, it’s easier for them: they only have 50 employees.

What if you’ve got 100? 1000?

Twine - the communication hub you've been looking for

As companies grow, they spread out. With every new office, departments
become more and more decentralised. Whereas once you were all sat in
the same room, now the only way for you to communicate horizontally is
through email, chat or phone. And, as we know, these things can become
a real nuisance.

That’s why we built Twine: an app that brings people together into a single
communication hub. Take Rebecca Meahew here:

Vertical communication is sharing information hierarchically — from top to

bottom or bottom to top. We're probably all most familiar with this type of
communication: Senior management sharing information like budgets,
objectives, feedback, and goals with middle managers, who then share
this with their teams
Vertical Communication: 4 Types of Vertical Communication

Vertical communication works well in organizations with clear hierarchical

structures. This form of communication lets information flow downward
and upward, helping to define channels of communications and company
roles.

What Is Vertical Communication?

Vertical communication is a business communication strategy in which

information, tasks, and requests move upward and downward between
senior management and lower-level employees. Vertical communication
follows a strict chain of command and offers employees at all different
levels a straightforward communication process.

4 Types of Vertical Communication

In organizations that follow vertical communication, information tends to
flow top-down, but there are also instances where information moves up
and down the chain of command. Consider the following examples of
vertical communication:

1. 1. Research findings: Employees may present research findings or

data analytics to their superiors, who assess the information and
float it upward to top management.

2. 2. Instructions: Higher-level management is typically in charge

of decision-making and project management, so they will share
information downward to assign teams tasks and provide deadlines.

3. 3. Performance reports: Higher-ups will share performance

reports, generally on an annual or semiannual basis, with the
employees they oversee. Senior managers may discuss an
employee’s problem-solving skills, efficiency, and other professional
elements of the worker’s job to note places of strength and
improvement.

4. 4. Memos: Business leaders' news and special information will

generally start at the top and disseminate via a company-wide email
or newsletter. Alternatively, knowledge can pass down level by level
through individual managers.

3 Benefits of Vertical Communication

Vertical communication works best in larger corporations with hierarchical

structures. Some advantages of this form of communication include:

1. 1. A transparent chain of command: Vertical communication

helps employees know who to go to with their questions or concerns
and from whom they will receive key information.

2. 2. Respect for boundaries: Clear communication channels allow

each employee to fulfill their role and not take on more or less than
what is defined for them by their supervisors and the organization at
large.

3. 3. Open communication: If an employee has a challenging

time with a coworker, they may raise the issue to their supervisor or
to human resources as needed.
4 Drawbacks of Vertical Communication

Some disadvantages of vertical communication include:

 1. 1. Slow timeline: The flow of information can be slower in vertical
communication systems. Approvals and sign-offs sometimes have to
move through the organizational structure, delaying projects and
new initiatives.

2. 2. Stifled creativity: If an employee wishes to change a system,

offer a new idea, or act more independently, vertical communication
structures can make this challenging.

3. 3. Power imbalance: If employees are having a challenging

time with their manager, and their manager is also who they report
issues to, the system may be broken. Those at the top can more
easily silence subordinates and leave them powerless.
4. 4. Misinformation: The transmission of information between
multiple employee levels can lead to distortion and
miscommunication.

4 Tips for Successful Vertical Communication

Follow these tips to make this type of communication style efficient and
effective for everyone, regardless of their level:

1. 1. Assign clear deadlines. Upward communication, in particular,

can be slow, so if subordinates need approvals or notes from
managers, and managers from their supervisors, give clear
deadlines so a project can stay on track.

2. 2. Hold regular meetings. To make vertical communication

an effective communication strategy, subordinates and managers
should be given plenty of opportunities to discuss their needs and
raise questions. This will help establish clearer communication and
foster greater trust.

3. 3. Offer opportunities for cross-level

communication. If employees only correspond with their direct
superiors, they may only understand one company facet. Larger
organizational meetings and opportunities for lower-level employees
to have facetime with higher-ups can paint a more precise picture of
a company’s mission and give workers a chance to ask questions of
those they may not usually collaborate with.
4. 4. Share information. Withholding information at the top or
bottom can negatively impact all workers’ trust and workplace
efficiency in this communication system.

Information moving from lower-level employees to high-level employees is

upward communication (also sometimes called vertical communication).
For example, upward communication occurs when workers report to a
supervisor or when team leaders report to a department manager.

Advantages of Upward Communication

The advantages of upward communication are as follows:

1. Good Relations

2. Providing Counsel

3. Favorable Organizational Environment

4. Knowing Employee Attitude

5. Feedback

6. Prompt Appreciation

7. Decision Making

8. Development of Creativity

9. Motivation

10. Development of Plan

11. Good Relations

12. Subordinates express their opinions in terms of upward
communication. As a result, the harmonious relationship
prevails between the superiors and subordinates.
13. Providing Counsel
14. Subordinates can provide their constructive opinions to
the superiors through upward communication. These opinions
may be useful to the achievement of organisational goals.
15. Favorable Organizational
Environment
16. Upward communication enriches the relationship
between subordinates and superiors. As a result organisation
attains continuous development.
17. Knowing Employee Attitude
18. Every organisation starts some welfare measures for the
employees. If upward communication is active then
management can know that how far employees are satisfied
with the welfare activities.
19. Feedback
20. Through such communication, the subordinates send
back their reactions to the decision sent by the superiors. Thus
upper-level management can ensure whether the lower-level
employees have accepted the message sent by the superiors.
21. Prompt Appreciation
22. Because of upward communication, subordinates get the
opportunity to praise their boss for any positive or effective
movement. This ultimately results in a cordial relationship
between superiors and subordinates.
23. Decision Making
24. Upper management wants to know specific information
regarding production, procurement, marketing, financial
matters and so on before making any decision. Subordinates
supply the related information through upward communication
and thus decision making is made easier and quicker.
25. Development of Creativity
26. Upward communication calls for a creative environment
to grow where employees show their initiatives for
development.
27. Motivation
28. Upward communication allows the lower-level staff to
express their attitude or opinion to upper-level staff. As result
 subordinates are influenced to work more towards fulfilment to
target.
29. Development of Plan
30. Upper-level management can collect information from
lower level management through upward communication.
Information obtained from such communication can be used to
develop and implement any plan.
31.

32. Disadvantages of
Upward Communication
33. There are many problems that you can see in upward
communication.

34. Subordinate provides only that information which is

favourable to upper management.

35. It may be discouraged due to lack of proper response of

top management.

36. It takes a lot of time to communicate the problems at

higher level due to various levels from which it has to pass.

37. There may be wilful manipulation of information to attain

personal goals.

38. There arises a threat that superior may react negatively.

Downward communication is a type of communication where

information flows from superiors to subordinates. Upward communication,
on the other hand, is a channel through which lower-level employees can
convey information to their seniors.
In an era where organizations are increasingly striving for transparency
and open communication, mastering the art of downward communication
is more crucial than ever.

Are you maximizing the potential of this essential communication

channel?

This blog post explores the ins and outs of downward communication,
from its definition and purpose to its advantages and disadvantages, and
how to effectively implement it in your organization.

We’ll show you valuable strategies and tips to help you harness the power
of downward communication, fostering a more engaged, informed, and
high-performing workforce.

Key Takeaways

 Downward communication is a form of organizational

communication, allowing for the transfer of tasks and information
from higher levels to lower ones.

 It offers multiple benefits, such as improved efficiency and reliable

delegation, but can be hindered by interpretative difficulties and
lowered morale.

 Organizations must focus on clarity, feedback, and adaptability in

order to overcome barriers in downward communication for
successful implementation.

 Make use of digital communication tools like Connecteam to

streamline your downward communication, engage employees, and
improve workplace satisfaction.
Understanding Downward Communication
Downward communication is a very important part of organizational
communication. It allows information to travel from higher levels of the
organization’s hierarchy to lower ones.
It enables upper management to delegate tasks, convey company policies,
and provide feedback to lower-level employees.
Effective downward communication is crucial for ensuring that everyone is on
the same page and working towards the same goals.
But how does downward communication work in comparison to upward
communication?
Let’s delve deeper into the nuances of these two forms of communication
within a vertical communication structure representing the flow of information
in a dynamic organizational environment.
Definition and Purpose

Downward communication flows are processes through which information

is disseminated from higher levels to lower-level employees within an
organization. It serves as an authoritative and directive form of
communication, allowing members at higher levels of the organizational
hierarchy to communicate with subordinates to issue instructions and
orders, and assign duties.

The purpose of downward communication is to ensure that employees are

well-informed and understand their roles and responsibilities, enabling
organizations to achieve their objectives and maintain consistency and
adherence to organizational practices.

Comparison with Upward Communication

While downward communication focuses on transmitting information from

higher levels to lower levels within an organization, upward
communication works in the opposite direction. It is the process of
employees communicating with their superiors, allowing for the exchange
of ideas, feedback, and concerns from the lower levels to the upper
management.

Both upward and downward communication play essential roles in

maintaining an effective communication flow within the organization,
contributing to its overall success. While the advantages of downward
communication include increased efficiency and better delegation,
potential issues may arise, such as interpretative difficulties and a lack of
feedback.

Downward
Upward Communication
Communicati
on

Upward communication, on
Downward communication is
the other hand, is a channel
a type of communication
Definition through which lower-level
where information flows from
employees can convey
superiors to subordinates.
information to their seniors.

Downward communication is Upward communication

used to provide instructions, encourages lower-level
Purpose
guidelines, and performance employees to voice their
evaluations to subordinates. opinions and provide ideas.

Downward communication is
often more accurate as In upward communication,
information is filtered and information accuracy can
Accuracy
manipulated by higher-level sometimes be compromised
individuals to suit their own due to hierarchical filtering.
preferences.

Upward communication,
Downward communication
when encouraged, can
can sometimes be perceived
increase employee
Effects as authoritative, leading to
engagement and motivation
reduced employee
by giving them a platform to
engagement and motivation.
share their opinions.

Types of Downward Communication Messages

Downward communication encompasses various types of messages that

cater to different organizational needs.

From assigning tasks to sharing policies and procedures to providing

performance feedback, downward communication serves multiple
purposes to ensure smooth functioning within the company.
Let’s take a closer look at these different types of messages and their role
in the successful implementation of downward communication.

Job Instructions

job instructions are guidelines that outline the steps required to complete
a specific task or job, providing employees with the necessary information
and tools to perform their duties effectively.

Conveying job instructions through downward communication helps

ensure that employees understand their roles, responsibilities, and how
their work contributes to the organization’s goals.

By providing clear, step-by-step directions, you can prevent

confusion, boost productivity, and achieve business objectives.

Policies and Procedures

Downward communication is essential for disseminating policies and

procedures, ensuring consistency and compliance across all levels of your
business.

This includes sharing information on company policies, rules, regulations,

and any updates or changes that may affect employees’ daily work.

By effectively communicating policies and procedures, organizations can

maintain a unified approach to their operations, minimize
misunderstandings, and promote a culture of transparency and
accountability.

Performance Feedback

Performance feedback is a vital component of downward communication,

allowing managers to provide constructive feedback to employees,
helping them improve their performance and achieve business goals.

Through regular feedback, employees can gain a better understanding of

their strengths and areas for improvement, enabling them to align their
efforts with the organization’s objectives and expectations.

Channels for Effective Downward Communication

To ensure that downward communication is effectively transmitted and

received, organizations can leverage various downward communication
channels, each offering its unique advantages and limitations.

From face-to-face conversations and written communication to digital

tools like Connecteam, selecting the most appropriate channel according
to the situation and audience can greatly impact the success of downward
communication.
Let’s explore these channels in more detail and understand how they can
contribute to successful downward communication.

Face-to-Face Conversations

Face-to-face conversations are a powerful channel for downward

communication, offering the advantage of direct, personal interactions
between managers and employees.

These conversations enable non-verbal cues, fostering a better

understanding of the message and the opportunity to address any
concerns or questions in real time.

By engaging in face-to-face conversations, organizations can build trust,

create stronger relationships, and ensure clear communication among
team members.

Written Communication

Written communication, such as emails and memos, offers a more formal

and organized approach to downward communication.

It allows for the precise and explicit transmission of information, ensuring

that employees have a clear understanding of the message being
conveyed.

Additionally, written communication can serve as a record for future

reference, helping employees stay informed and avoid confusion.

Digital Tools Like Connecteam

Digital employee communication tools like Connecteam can significantly

improve downward communication within organizations by providing a
streamlined and efficient platform for information dissemination.

Through advanced features like company-wide announcements and

push notifications, managers can instantly communicate important
updates, policies, and changes to all employees, ensuring everyone stays
informed in real-time.

Additionally, Connecteam’s interactive features, such as surveys and

feedback forms, allow management to gather valuable insights and
opinions from staff, fostering a culture of open communication.

Advantages and Disadvantages of Downward Communication

Downward communication in the workplace offers numerous advantages

for organizations, such as increased efficiency, better delegation, and
improved discipline. However, there are also potential drawbacks and
barriers that can hinder its effectiveness.
In this section, we will examine the advantages and disadvantages of
downward communication, providing insights into how you can harness
your business’ potential while addressing its challenges.

Advantages of downward communication

The advantages of downward communication include heightened

efficiency, more effective delegation, and enhanced discipline.

By clearly communicating objectives and assigning tasks related to these

objectives, upper management can ensure that employees at all levels of
the organization work in harmony towards the same goals.

Furthermore, downward communication can help maintain discipline

within the organization, ensuring that everyone adheres to established
rules and procedures.

Disadvantages of downward communication

Despite its many advantages, downward communication can also face

potential issues, such as interpretative difficulties, distortion, slow
feedback, and lowered morale.

Misinterpretation and distortion of messages can lead to confusion and

inefficiency, while slow feedback and lack of openness can hinder the flow
of communication and negatively impact employee morale.

It is essential for your business to address these challenges and be

proactive in overcoming barriers to ensure effective downward
communication.

Strategies for Successful Downward Communication

Implementing efficient downward communication strategies is crucial for

organizations to ensure that their messages are accurately conveyed and
understood by their employees.

By focusing on clarity, feedback, and adaptability, organizations can

overcome common barriers and optimize their downward communication
processes.

Let’s explore these strategies in more detail and understand how they can
contribute to successful downward communication.

Chapter 4

AGENDAS
Agendas are used to organize meetings, keep track of old and new
content, gives a time frame for what items are to be discussed and
provides a clear understanding of a common end goal for the participants.
Agendas hold important dates and content, plus they provide guidance
and preparations for the following meetings.

What is a meeting Agenda?

 A meeting Agenda is a list of components and goals that

participants are to discuss and hope to accomplish during a
meeting

What is the purpose of an Agenda?

 To outline the main ideas of any events, responsibilities and

deadlines that must be further discussed and determined.

How to Develop an Effective Agenda

 Create an agenda

 Identify the five W’s (Who, What, When, Where and Why?)

 Items of discussion

 Goals of the meeting

 Provide any readings or documentation that will prepare your

participants for what is expected

When can an Agenda be used?

 An agenda can be used anytime there is a big event, interview

times and dates, work schedules or school schedules, conferences
etc.

Structure and Format of an Agenda

 Daily Planner

 Timetable

 Syllabus

The blueprint for any meeting is the agenda document. It contains the
following:

1. The time, date, location, list of participants,

purpose statement, call to order identifying the person chairing or
leading the meeting

2. Introductions if there is even one new participant in the group

3. Roll call listing the participants expected, which can be silently
checked off by the participant in charge of recording minutes; a note
is made beside the name of any absentees so that a list of actual
participants is ready for the minutes

4. Approval of the minutes, where corrections to the previous

meeting’s minutes (sent out soon after the previous meeting) are
suggested by participants who were there before the minutes are
approved by the group for official archiving

5. Old business for discussing any issues left unresolved (“tabled”) in

the previous meeting

6. New business listing topics for discussion in order of priority so

that the most important issues can be dealt with first so that items
of lesser importance don’t push the important ones off the agenda
and into the next meeting if the lesser items end up taking longer
than expected

 The expected length of time is indicated for each item, with

contentious items getting extra time to accommodate the
depth of discussion expected.

 Items may include proposals for new initiatives, brief

presentations reporting on recent developments or existing
initiatives, and discussions about recent or upcoming
developments

 Any preparatory work is indicated such as readings (e.g.,

reports that will be discussed) or reports that must be
presented by individuals.

7. Adjournment for discussing when the next meeting shall take

place
Running a Meeting

Introduction

Make your objective clear. A meeting must have a specific and defined
purpose. Before you send that calendar invite, ask yourself: What do I
seek to accomplish? Are you alerting people to a change in management
or a shift in strategy? Are you seeking input from others on a problem
facing the company? Are you looking to arrive at a decision on a particular
matter?

In order to conduct an effective meeting, You also need to have an

agenda. An agenda usually contains the following elements:
  Call to Order

 Roll Call

 Reading/Approval of Minutes

 Officer’s (and others) Reports

 Committee Reports

 Unfinished Business

 New Business

Stick to your schedule. Create an agenda that lays out everything you
plan to cover in the meeting, along with a timeline that allots a certain
number of minutes to each item and email it to people in advance. Once
you’re in the meeting, put that agenda up on a screen or whiteboard for
others to see. This keeps people focused.

Start on time, end on time. If you have responsibility for running

regular meetings and you have a reputation for being someone who starts
and ends promptly, you will be amazed how many of your colleagues will
make every effort to attend your meetings. People appreciate it when you
understand that their time is valuable. Another note on time: Do not
schedule any meeting to last longer than an hour. Sixty minutes is
generally the longest time workers can remain truly engaged.

Follow up. It’s quite common for people to come away from the same
meeting with very different interpretations of what went on. To reduce this
risk, email a memo highlighting what was accomplished to all who
attended within 24 hours after the meeting. Document the responsibilities
given, tasks delegated, and any assigned deadlines. That way, everyone
will be on the same page.

Meeting Minutes

Page Attribution

Bookends hold books up. Without them, the books tumble onto each other
or off the shelf. The “bookends” of a meeting, likewise, are as important as
the meeting itself. Without them, nobody knows beforehand what’s going
to happen or remembers afterward what did. We’ve discussed the first
major bookend of a meeting, its agenda. In this section we’ll turn our
attention to the kinds of bookends that follow a meeting, including
principally its minutes.

The Why and How of Meeting Minutes

Among the exasperating experiences in group meetings are moments
when people say, “We talked about this before—at least twice. Why are
we going over the same ground again?” There are also those times when
we hear, “John, you were supposed to report on this. What’s your report?”
and John replies, “But I didn’t know I was supposed to make a report.”

Whether we like or believe it or not, our individual impressions of a

meeting start changing and diverging the moment we leave the site. As
one business writer noted, “Even with the ubiquitous tools of organization
and sharing ideas…the capacity for misunderstanding is
unlimited.”Matson, E. (1996, April-May). The seven sins of deadly
meetings. Fast Company, 122.

Effective meeting minutes include the following:

1. Date, location, time (start/stop), participants in attendance and

those absent.

2. Detailed account of significant discussion points and decision(s)

made.

Minutes should be written for an audience needing to know what was

discussed at a meeting. You dont have to capture everything everyone
said in the meeting (like a transcript), but you should capture the essence
of the discussion.

Good Example: The group talked about various types of fundraising

events, and narrowed its focus to those that have a low overhead and are
family friendly. Ideas that will be explore more fully include a fun run/walk,
block party, and pony rides.

Recording minutes during the meeting

Recording communication in “real time” during a meeting is definitely a

skill that takes practice. Below are some suggestion that help minute
takers stay on track during the meeting:

1.Get the agenda

Before the meeting, get an agenda from the meeting facilitator so you can
prepare yourself for the topics, and make a template to fill in during the
meeting.

2. Decide what method of transcription works best for you

Some people like to record minutes on their computer during a meeting,

while others like to take notes on paper. Decide what method works best
for you. If you are considering tape-recording the meeting to help you fill
in details when crafting the actual minutes, you should get consent from
the meeting participates. Some states (e.g., Washington State) have
informed consent laws about tape recording people.

3. Have plenty of space to record notes

Whether you chose to create a template based on the agenda or not, you
will want to make sure you have plenty of room to record your minutes.
Not everything you write down will go into your finalized minutes, but a
good minute taker captures as much as they can during the meeting.

4. Record facts, not interpretations

While taking minutes you want to make sure that you record what people
say, not how you feel about their statements. For example, you would
write “Stacey suggested we all donate money to the food bank” as
opposed to “Stacey had the ridiculous idea that everyone donate to the
food bank.

5. Focus on major issues, actions and decisions, not on every

comment made.

Your goal is to capture the bases of the discussion, not create a transcript.
Action items need to be detailed and specific, but the rest of the minutes
can summarize the general gist of the discussions.

6. Make sure you have the meeting participants and their names
recorded accurately before the meeting adjourns.

7. Identify yourself as the minute taker

It is important to put your name at the bottom of the minutes, in case

anyone needs to ask a clarifying question or request edits to the minutes.

How To Write a Meeting Agenda: Guide With Tips and Sample

Indeed Editorial Team

Updated 30 June 2024

When conducting a business meeting, you might need to manage a large

number of tasks and individuals. A successful meeting agenda may assist
you in discussing all the required content and keeping the meeting on
schedule.In this article, we explain how to write a meeting agenda that is
effective for your team, discuss the important items to include in the
agenda and provide a sample of a meeting agenda to help you lead a
meeting.Key takeaways:
  When writing a meeting agenda, start with the goal to ensure clarity
of the purpose, seek input from participants to keep them engaged,
and calculate time for each task to manage efficiently.

 Documents related to the topics in the agenda should be attached

to help participants understand better, and assigning leadership
duties for each topic beforehand can keep the meeting productive.

 It is beneficial to end the meeting with a review for understanding

the decisions made, points discussed and to plan any necessary
steps after the meeting.

How To Write A Meeting Agenda?

Whether you have a short one-hour meeting or one that lasts several
hours, you can use these steps to help you write an agenda:

1. Identify the meeting's goal

When you start with your goal, you can ensure that the meeting's purpose
is clear and that every activity you wish to do meets your objective.
Creating a meeting goal can help the participants stay as attentive as
possible. A meeting goal to approve the company's monthly advertising
budget, for example, is more realistic than a goal to reduce total
spending.

2. Seek input from the participants

If you want to keep your attendees involved throughout the meeting, get
their feedback ahead of time so you can make sure the meeting meets
their needs. You may ask them to share their questions regarding the
topics or can address any suggestions they have. Once you get a list of
suggestions from the participants, you can review them and select which
ones to use.

3. Prepare the list of questions that you want to address

To create a list of questions for the meeting, you may start by

understanding your meeting's goal. Then you may review the subjects you
want to address. On some agendas, a topic is merely a phrase, such as
"rental equipment." However, by expressing discussion points as
questions, you may explain the objective of each agenda item. These
prompts can help you assure you are inviting conversation and obtaining
all the data you need for each agenda item.

4. Determine the goal of each task

It is best practice to make sure each task you do during your meeting has
a specific goal. These goals may be to provide information, get feedback
or make a choice. Note the reason for each task as you move through
your schedule. This phase will assist meeting participants in
understanding when you need their opinion and when you need to make a
decision.

5. Calculate how much time you will spend on each task

This section of the agenda guarantees that you have adequate time to
cover all the items on your agenda. It also aids the participants in fitting
their remarks and questions within the allotted time.You can optimise your
timeframe by giving more time to items you anticipate taking longer to
discuss or scheduling items of higher importance earlier in the discussion
to ensure vital topics are covered. If you have many team members
coming to your meeting, you may even limit time on certain topics to
streamline the conversation, encourage a quick decision and keep the
meeting on schedule.

6. Attach documents

Attaching documents related to the topics in the agenda can help the
participants understand the subject. You can also save time for
participants who would otherwise have to search on their computers for
these documents. It also makes it easier for you when you're conducting
the meeting.

7. Identify who leads each topic

Usually, the leaders take the leading role in a meeting, whereas in some
cases, the team members lead the meeting under the supervision of the
leaders. You may assign topics to relevant individuals beforehand. This
step helps keep the meeting productive and ensures that everyone is
prepared for their responsibilities.

8. End each meeting with a review

Leaving time to end each meeting with a review can help participants
better understand what decisions they made and what information they
discussed so they can take any necessary steps after the meeting. During
this review, you and other meeting participants might also consider
answering what went well during the meeting and what needs
improvement.Related: 10 Tips To Improve Your Writing Skills

What Is A Meeting Agenda?

A meeting agenda is a list of topics or activities that you want to cover

during the meeting. The primary aim of the agenda is to provide
attendees with a clear picture of what will happen during the meeting,
who will lead each task and how long each step may take. Having this
knowledge before and during the meeting can support an effective
discussion.

Advantages Of Writing A Meeting Agenda

Some of the major advantages of writing a meeting agenda are:

 By sharing the agenda ahead of time, participants of the meeting

may duly prepare to address the issues.

 Having a meeting agenda helps in quick decision making.

 A meeting agenda helps in guaranteeing that all the issues you want
to discuss in the meeting are covered.

 Meeting agendas save time by avoiding unnecessary discussions.

 A meeting agenda aids in the preparation of meeting minutes and

resolutions.

 By preparing a meeting agenda, the meeting members can discuss

their thoughts and views informally before the meeting.

Related: A Guide to the 7 C's of Communication

Things To Include In A Meeting Agenda

Some of the most important items you can include in your meeting
agenda include:

 Meeting schedule: Include the meeting time, date and venue and
add the names of anybody who will attend the meeting.

 Title: The titles are crucial in any agenda because they help the
participants identify the topics.

 Objective: The objective of the meeting can also be stated in the

agenda to remind attendees what the meeting is about and what it
intends to accomplish.

 Overview: Include a list of all subjects or activities that need to be

discussed during the meeting. Every topic or activity can have a
time limit to ensure you can discuss all important topics.

 Housekeeping: This section contains a welcome note,

introductions and any absent apologies if applicable.

 Informational items: This includes any new information you would

like to share with the group.

 Items to do: This is a list of actions that your group should do

during or after the meeting.
  Topics for discussion: These are the issues on which you would
like your team's input.

 Call to action: You may include a call to action that marks the
beginning and end of the meeting on the agenda.

Tips For Creating A Meeting Agenda

Follow the below tips to create your meeting agenda for best results:

1. Send out the agenda three to four days before the meeting

Sending the agenda a few days before the meeting may help the
participants to prepare for the meeting and also give them some time to
complete any task that is required for a successful session. However,
sending it too soon can lead it getting lost in the employee's inbox.

2. Proofread the agenda before sending it out

Some meeting participants may rely significantly on the agenda, and it

may be a good idea to review it for mistakes and completeness before
sending it out. Proofreading ensures that the agenda has all the necessary
information and also helps in reflecting your attention to detail. Proper
spelling and grammar ensure that attendees understand the message you
are delivering.

3. Take advantage of online templates

There are many online templates available with word processing

applications. Many word processing applications provide templates for a
wide range of personal and professional documents, including meeting
agendas. Consider using one of these if you are not sure how to begin.

4. Use bullet points

Rather than providing paragraphs of material in your meeting agenda,

consider using bullet points to list any topics for discussion or important
updates you want to share. Bullet points are often more scannable than
paragraphs and help in clearly mentioning the details of the meeting. You
can even use sub-bullets to go into more detail.
Writing Memos, Emails, Letters, Notices and Instant Messages

Introduction

The word Correspondence refers to the exchange of message through

letters mainly for business purpose. In simple
words, communication through exchange of letters is known as
correspondence. We communicate our feelings, thoughts etc. to our
friends and relatives through letters that is called personal
correspondence. A Businessman also writes and receives letters in his day
to-day transactions, which may is called business correspondence.
Business correspondence or professional letter is a written communication
between and among the business parties. For example, Salesman and
Costumer, Service provider and Service Seekers.

In current conditions, business operations simply are not confined to a

particular places and territory for example, locality, state or nation. Today
manufacture takes place in one area but utilization takes place universally.
Since the manufacturers as well as customers live in far off places it
becomes very tedious to contact each other personally. Thus, there arises
the need for writing letters. In the past the situation was not so. Business
letters were not essential in olden days. But now the importance of letters
has amplified because of vast extension of corporate, rise in demand as
well as supply of things. Let's learn about the importance of business
letters.

Business letters are written for business purposes. They are for example
sales and demand letters, job application letters, promotional letters,
Project and update based letters etc.

Business messages such as memo, letter, email, notice and instance

messages are with their samples are as follows:

Memo also called memorandum is an important business message about

any update, announcement, results, programs, plan and decision mainly
written to inform, update, announce and regulate inside the organization.
Traditionally, as in other type of messages it was written in paper and
circulated among the staffs inside the organization but these days the
paper based memo is confined more by email.

Memo has the following structure

Heading

Introduction

Body

Close

Signature, Name, Designation

Memo Sample
Nobel Business School

Saftarjang Metro Station New Delhi, India

Ph:91-73652384

Website:www.nobelbusinessschool.com

December, 15 2020

Dear All

We are sorry to inform you that due to the Covide-19 pandemic, the
management has decided that we will not be giving Christmas bonus to
our employees this year. We are doing this to cut costs in the recent
market scenario.

We know this will obviously make some adverse effect in your life
schedule in this festival time. But there was no option, as the organization
could have more debt in future. We took this decision for better and
beautiful future of the organization and the employees as well. With your
help this will only be a passing impediment, we are hoping the similar
charges would not be in future, if any we will inform you in advance.

We are expecting and dedicated to strengthen the financial system during

this year and next year we will continue all the bonus, benefits and
privileges and furthermore the organization is also working on how it can
recover the current loss and return to all the staffs.

With Best Regards

Bindu Regmi

================================

The Sample Image

Email Writing

E-mail is one of the most popular medium for brief messages both in
personal and business communication. It is featured as its high speed and
low cost, as well as the primary medium of communication in most of the
companies.

The demerits such as flood of spam, viruses and other problems related to
email made it less popular and replaced by many instance messages,
blogging, wikis and other similar tools.

Email can be ranged from one paragraph memos to multi-page report. But
if one is going to write professional or formal email he has to follow
the process. It includes 3 step as planning email messages, writing email
messages and completing email messages Attention to etiquette is vital
with e-mail communication. You need to be sure about to respect the
chain of command. There is a great risk of misused and overused of email.

Note: You may receive 50 messages everyday from your costumer which
you cannot go one by one.

So plan to make your email more professional and different than the spam
and so on.

Sample of an Email

To: [email protected]
Subject: Thank you for the payment of bill no.213b

Dear Bharat Thapa

Thapa Drug House, Birendranagar Surkhet

Thank you for the payment of bill no. 213b dated 23rd, September 2020. I
received the payment yesterday. Please feel free if you need any other
medicines and equipment and updates about our other products.

Have a better time in our business and relation!

Thank You.

Prem Aale

Supreme Drug House, Kathmandu

The Sample Image

Letter Writing

Letters are very important forms/types of business correspondence. They

are categorized into two types. Formal letters and Informal letters. Formal
letters are also known as business letters. The business letters are marked
by its distinct purpose, language use, recipient, layout and structure.

Sample of a Formal Letter

Everest Business College

New Delhi, India

July 12, 2020

Dear Mr. Chhetra Timilsena

You have been launching on youtube channel named Teaching Learning

English and a website Teaching and Learning. I went through your channel
and website and noticed that both of them are very useful and interesting
for our students. These channel and websites stimulated provocative
discussion across the nation and on out college too, when we and our
students came to watch and read it.

Having watching and reading your platforms, the students are so

fascinated by your motivational skills on learning and practicing English in
which you have shared your inspiriting experiences and knowledge for the
betterment of the students' performance. As we admire your work we
would like you to be our keynote speaker in the orientation program of our
college in August 12, 2020 at 9.00 a.m.

Communication with no doubts has been an integral part to facilitate

youths to choose their right career. We believe that many of our students
have problems over language skills and communication skills. In this
regard, if they are motivated and encouraged about their learning and
practicing communication skills before the college course starts, it would
be a milestone for their student and professional life. We are expecting
your valuable presentation and one motivational speech on the
importance of language and communication skills as well as the tips to
improve them. It has been found that due to lack of those very skills our
student not only have poor results in their academic but also the
psychology of inferiority has been playing negative role in their personal
life and professional life. We hope your speech will bring positive outcome
in their life.

Considering your busy schedule, we are inviting you a bit earlier. We are
expect that you will accept our proposal and make the program special.
Our PRO will come to pick you up at the time of your convenience. We also
want to assure that our organization will maintain the professionalism
during and after the program.

You are welcome to make a contact to our PRO officer at 98736336474 or

[email protected] to confirm the acceptance of our invitation
before 6 August, 2020

Yours Sincerely
Oshina Malhotra

The Principal

he Sample Image

Notice Writing

Notices are both periodical and sometimes irregular notices are

announced and notified to the customers, employees, partner
organizations etc. Notices are sometimes also called the circular
notices. Circular notice are very casual and routine type of business
correspondence. The organizations sometimes periodically releases
various types of notices. For example.

Notice to Resuming Classes

Winter Vacation Notice

Field Trip Notice

Notice for New Project

Instant Messages
Instant Messages are very advanced and complex in nature. They are the
developed form of text messages which were sent and received by cell
phones. Now the instant messages are generated via internet. They are
for example, Facebook Messenger, Yahoo Messenger, What Sapp, Viber
etc.

A sample of Instant Message

Dear Customer,

Your demand is delivered via carrier this afternoon, the detail about the
carrier has been sent to your Gmail, Please send the confirmation once
you received the items.

Supply and Distribution Department

23ab Road

New York, USA