• Name Monika• Class 12th D• Roll No 10• Topic

Communication• Incharge

SH.Sanjeev Nigam

COMMUNICATIONS

Communication is a vital tool of management with out accurate in formation, management and control of the activities of the organization and the relationship between individuals cannot be maintained . It is the function of the office to communicate the decisions of the management to different levels of staff and to out sider concerned. Effective leadership and Good Hun relations can be maintained through better Communication System.

Types of Communication

Communication can be classified broadly into two categories ,

• INTERNAL Communication• EXTERNAL Communication

INTERNAL COMMUNICATION

Exchange of information and messages between persons and department or sections of the same organization is called internal communication.

Internal communication flows in to different departments or units according to the organizational structure and the needs of the organizational .In Small oraganizations commnication flows formally or informally between heads of units who pass on the information to their subordinates.

External communication

• External communication is done through postal ,mail service , special messenger and through Tele-communication .postal mail service have been explained in chapter III . Tele-communication will be discussed in the following pages and in office equipments.

Form of communication

•There are two forms of communication

• 1 oral communication• 2 written communication

Oral communication • Oral communication is the easiest and most

commonly used means of communication both internal and external communication can take place orally through face to conversation or through telephonic conversation etc .

Meetings ,interviews ,seminars are the forms of oral communication in which face to face conversation is done and ideas and views exchanged between individuals . See details in Telecommunication.

Written Communication

• Communication in the from of letters, reports, memoranda, information messages in written form sent through Postal mail, internal mail, messengers or through electronic media, e.g. teleprinter, computers, tale-fax etc. are called written communication, full details of written communication have been given in the following pages.

Telephone

• Is the most commonly used means for oral communication. A Telephone is available with one or more extensions with a Central Telephone exchange. The internal telephone extensions may be brought together by a private switch-board controlled by internal telephone exchange.

• Various offices of an organization are usually connected by an internal telephone system called ‘Intercom’ which provides an efficient means of communication. A good internal communication system is essential for dealing with inter-departmental business and for conveying information from one office to another economically.

PABX-Private Automatic Branch Exchange• It consists of manual switch board

from which the operator controls the incoming and outgoing exchange traffic and an automatic switch board to cater to internal telephone calls. All internal extensions terminate upon an automatic telephone instrument and users may dial the number to any official in the organization.

Telephone Messages

• Calls and messages should be immediately noted down on the message pad. If it is left to the memory serious omissions may take place putting you in great difficulty.

The message should contains the following details:

• Date and time of the call.• Name of the section and the person for whom the

call was made.• Callers name, address and telephone number.• Brief details of the message received. It is advisable to repeat back the message to the

caller to make sure that it is taken down correctly.

Message forMr. GoswamiCaller Ram Babu of Rajya Sabha Feet.Tel. No. 3034775

Telephoned x Please ring called to see you will call again wants to see you urgent Message:- your mother is coming by shatabdi to day

at 9:30 pm New Delhi Railway Station.Date 25/8/10 Time 3:00pmReceived by S.K Mishera

Teleprinters

• Electronic Teleprinter is the quickest means of communication in printed form among subscribers combining the speed of the telephone with the authority of the printed word. The printed copy of the message is produced on teleprinters at both sending and receiving installations.

This machine is available on hire from the P.S.T. department. All telegrams in big cities connected with teleprinter service are transmitted through it. It is like an electronic typewriter on which message are typed by the operator at the one end and the same message is typed automatically at the receiving incoming messages.