Communication is a vital aspect of the managerial process.

In fact, success of any business depends upon a vivid communication system used by a business house or firm or company in order to keep in touch with its customers. Similarly superior subordinate relation in office cant thrive without effective and meaningful communication.

 communication in business is the heart and soul of business system and routines Words are the most powerful drug used by mankind Rudyard Kipling

communication is
the vehicle on which the business moves.

 Internal communication takes place within the org: it could be individual to individual, individual to group, group to individual, dept: to dept: etc It could be oral or written, visual or audio-visual, formal or informal, and upward or downward

 Internal communication serve to inform, instruct, educate, develop, motivate, entertain, and control people in the organization. Knowledge, goal orientation, sharing of corporate concerns, review and monitoring, performance appraisal, counseling, and training are the issues that internal communication addresses.

 Promote spirit of understanding and co-operation Business has grown in size.

Business activity has become extremely complex.

Memorandum

Office orders
Circulars

Office notes

 Memorandum is also known as memo". It is a short piece of official note used by the officers of an organization for internal communication. It has been derived from the Latin word memorandus, and means literally to mention or to tell. A memorandum is never sent outside the organization

 A memorandum is by definition, a written statement that you prepare specially for a person or committee in order to give them information about a particular matter.

 To communicate policy changes to the staff. To intimate granting/withholding permission to do something. To issue instruction to the staff.

To seek explanation on some matter of conduct.

To confirm a decision arrived at on the telephone.

 A memorandum ensures quick and smooth flow of information in all directions. A memorandum enables officers to maintain good business relationships A memorandum plays an important role for establishing accountability.

 It is inexpensive, no expensive stationary need to be used for it. It is very brief, it include nothing except the message in its simplest form. It is convenient. It can be used for further references.

... .

 Office order is a tool of down ward communication; it travels from the higher-ups down to the subordinates. The word order suggests acceptance or compliance. If a message is conveyed as an order, it means that it carries a stamp of authority with it and has to be accepted.

Orders are usually related to: 1. Posting, promotion, suspension, termination of service. 2. Granting/withholding increments. 3. Granting/withholding certain privileges 4. Imposing certain restrictions

 Office

order

is

very if

sensitive

form

of or

communication consequences.

and

misunderstood

misinterpreted, it can lead to serious unintended

 The following points should be kept in mind while

drafting orders:
1. Order must be concise; they must not contain any
unnecessary details.

2. The language employed should be absolutely clear. The order

should be written in very simple words that can be easily understood by all. Idioms, phrases and slangs should be strictly avoided

3. Order should clearly specify who they are meant for. Some orders are sent to the concerned individuals with copies to the concerned department; others may be meant for display on the notice boards.

Ref.:Pers/455/23

Date:10 April,2012

OFFICE ORDER
Ms. Samira Naidu, Accounts Assistant, is promoted as Senior Accountant with immediate effect. She will draw the basic pay of Rs. 3200 in the pay scale Rs. 4500-100-5500-150-6500.Other allowance will continue to be admissible as per the companys rules.
To Ms Samira Naidu Through Accounts Department Sd/-Arun Guptha Manager(Personnel)

 Office circulars are also a means of internal communication. Their purpose is to inform the employees about specific issues and matters like
Change of timing.

Transfer of an employee. Dismissal of an employee. Promotion of an employee.

 Office circulars are also used to invite application from employees for promotion test/interview, to changes in medical rules etc. Office circulars should be brief, precise and persuasive. The subject of the circular is often stated at the

top.

OFFICE CIRCULARS-EXAMPLE
AR INDUSTRIES LTD LUCKNOW Date: June 16, 2009 Circular No: Adm/13/04 Subject: Change in Office Timings

In view of the ensuing summer, office timings from 1st July will be as follows: 9.00 a.m. - 1.00 p.m. Morning session 1.00 p.m. 2.00 p.m. Lunch 2.00 p.m. 5.00 p.m. Evening session The employees are expected to strictly adhere to these office hours.
Mukesh Srivasthava Administrative Manager

 Office notes are a means of horizontal communication. They are exchanged between officers of equal rank or between departments of an organization. They are used to obtain or convey information and suggestion. The format/layout of office notes may vary from company to company.

RAJAN INDUSTRIES LTD

Date: March 10, 2009

Ref.No:......... From: Stores Deptt. To: All Departments. Subject: Stock-taking for the year ending 31.03.2009 The stocktaking for the purpose of closing the accounts for the year ending 31.03.2009 will begin on 30.03.2009.All departments are advised to draw their requirements latest by 28.03.2009. The Stores Department would not be able to make supplies to the customers also on 31st March, 2009. Rajesh Agarwal Stores Manager Copy to: All Departments

 Internal communication implies the transmission of information to people inside the organisation and also getting information from them. communication is older than words