What is Internal Communication? | Characteristics of Internal Communication

Internal communication is a network of information flow system that bids the organization together in relational bondage. Internal communication refers to the internal participants of an organization. The main purpose of internal communication is to ensure smooth functioning of the organizational activates. Internal communication may be two types: Vertical and horizontal communication. Some important definitions of internal communication are as follows:

According to Rajendra pal and Korlahalli, “Internal communication consists of transmitting information within the organization.

According to Lesiker and Pettit, “Internal communication consists of the structured communication within the organization that directly relates to achieving the organization’s work goal.”

According to Bovee and others, “Internal communication is the exchange of message among organizational members.”

According to S. P. Arora, “Information exchanged among executives, officials and employees of a same organization is known as internal communication.”

So, internal communication is the process of exchanging information among the people of different level or internal participants within the same organization.

Features or factors or characteristics of internal communication

Internal communication should be such that it must be helpful to increase the efficiency of the organization. So, the following factor or features should be considered in respect of internal communication:

1. 
   Clarity: Clarity means getting the meaning of messages accurately form the head of the sender into head of the receiver. Internal communication must be clear in meaning so that the receiver of the information can understand the subject matter of the information.


2. 
   Simplicity and economy: The method or media and language of internal communication must be simple and less expensive. So, the sender should choose the best method to communicate internally.


3. 
   Integrity: The integrity of the organization must be followed at the time of internal communication. It should be made through proper channel as required by organizational structure.


4. 
   Attention: The receiver should give attention to the information received as quickly as possible. Such communication must draw attention of the respective employees.


5. Avoidance of unnecessary information: The information of internal communication must be concise. It should not be loaded with unnecessary information.


6. 
   Informal means: Generally internal communication follows the formal rules to exchange information. Sometimes informal organization helps to make the internal communication effective.


7. 
   Others: The information of it must be goal oriented, uniformity must be kept, and it must be helpful to external communication, avoiding information overload, mutual understanding and trust.

Nature of internal communication

Some important natures of internal communication are as follows:

1. 
   Direction: There are some special directions of internal communication which are: (a) Downward (high superior to subordinates) (b) Upward (subordinates to superiors) (c) Horizontal (officials to officials of same rank).


2. 
   Formality: Internal communication follows proper formalities as well as informal channels.


3. 
   Specific purpose: The purpose of internal communication is to ensure effective and efficient management as well as smooth operations of the concern.


4. 
   Frequency: One of the important features of internal communication is frequency of occurrence. It is associated with same day-to-day operations. The nature of information of internal communication is almost same in respect of every day activities.


5. 
   Scope: The scope of internal communication is limited. Because, internal communication cannot take the form of mass communication as it is confined within the same organization.

What is Internal Communication? | Characteristics of Internal Communication

Advantages of Internal Communication

Importance or advantages of internal communication: Internal communication is the life blood of any organization. Both internal and external communication is equally important to control the day to day operations of an organization. The importance of internal communication can be stated as follows:

1. 
   Coordination: To achieve to organizational goals, co-ordination among the activities of various departments is a must. An organization can’t run smoothly without proper co-ordination. Through internal communication it is possible to co-ordinate the works among departments of an organization.


2. 
   Control: The last and the most important function of management are controlling. Due to effective internal communication such control is possible.


3. 
   Motivation: Methods of Internal Communication helps to motivate the employees of an organization. Internal communication provides good relationship among high officials and subordinates. Thorough effective internal communication employees come in contract with one another which acts as a motivating factor.


4. 
   Source of information: Competitive information is necessary to survive in the market economy. Only proper communication can supply such kind of information to the right person at the right time.


5. 
   Develop the managerial efficiency: To run the business effectively and efficiently a manager must have the proper knowledge regarding the resources of the organization. The internal communication can provide such knowledge.


6. 
   Job satisfaction: Job satisfaction has a great positive impact on job performance. If there is a sound internal communication system, the employees will be inspired and job satisfaction will also be kept.


7. 
   Run the business: To ensure the smooth operation of routine activities of an organization proper internal communication is essential.


8. 
   Proper supervision: If there is lack of downward and upward internal communication then the management or the supervisors failed to understand the problems of the employees. As a result proper supervision cannot be exercised.


9. 
   Low turnover: In presence of proper internal communication labor turnover rate reduces considerably.


10.  Mutual trust: For the smooth functioning of an organization and for higher productivity there must be mutual trust between management and employees successful internal communication can ensure mutual trust.


11. 
    Motivation of employees: To provide proper motivational measures management need to have a clear view regarding the attitude of the employees. Without continuous internal communication proper motivation cannot be provided.


12. 
    Facilitate decision making: Participation of the employees in the decision making process not only increase the quality of decision but also ensure the better implementation of decision.


13. 
    Others: Besides the above importance, the following benefits may be enjoyed from internal communication: (a) Exchange of necessary ideas, news and views. (b) Development of communicative skill of employees. (c) Maintenance of link between departments and branches. (d) Increasing of employee efficiency. (e) Development of employee morale etc.

Advantages of Internal Communication

Methods of Internal Communication

Media or ways or methods of internal communication: A number of means can be used to communicate internally. The media should be chosen according to the nature of the information. The most commonly used forms are as follows:

1. 
   Memo or memorandum: Memorandum or memos are an in internal short note or letter in which information exchanged among superiors and subordinates or same position of employees in the organizational structure.


2. 
   Report: Report is an organized statement of facts and findings that contains information obtained by proper inquiry, examination and evaluation of any past event relating to a particular subject or problem that helps to decision making.


3. 
   Notice board: Notice is formal written or an oral statement that contains notification or warning about a fact or an invitation to the concerned person for attending the meeting and which is displayed in the board.


4. 
   Telephone: Telephone set is an instrument that converts voice and other sound signals into a form that can be transmitted to remote locations and that receives and reconverts waves into sound signals. It is an electrical device for transmitting speech, consisting of a microphone and receiver mounted on a handset.


5. 
   Letters: The communication which is performed through formal written document to convey necessary information to the receiver or concern employees is called written communication.


6. 
   Interview: An interview is a formal meeting between two people (the interviewer and the interviewee) where questions are asked by the interviewer to obtain information, qualities, attitudes, whishes etc. from the interviewee.


7. 
   Fax: A fax (short for facsimile and sometimes called telescoping) is the telephonic transmission of scanned-in printed material (text or images), usually to a telephone number associated with a printer or other output device.


8. 
   Internet: Internet is the network of networks or accumulation of smaller networks that are connected through telephone lines, satellite or radio links.


9. 
   Complaint and suggestion boxes: A complaint is an expression of, or the cause of, pain, anger, discontent, regret or annoyance suggestion box is a device for obtaining additional suggestions, comments, questions and requests. The box is used for colleting slips of paper with input from customers and patrons of a particular organization. Suggestion boxes may also exist internally, within an organization, such as means for garnering employee input.


10. 
    Questionnaires and survey: A form containing a set of questions, especially one addressed to a statistically number of subjects as way of gathering information for a survey. List of a research or survey questions asked to respondents and designed to extract specific information. It serves four basic purposes: to (a) Collect the appropriate data (b) Make data comparable and amenable to analysis (c) Minimize bias in formulating and asking question and (d) to make questions engaging and varied.


11. 
    Face to face conversation: Face-to-face conversation is an informal discussion through spoken language or words on a particular issue among the people to exchange their views freely and fairly with each other.


12. 
    Posters: A large, usually printed placard, bill or announcement, often illustrated, that is posted to advertise or publicize something. A poster is any piece of printed paper designed to be attached to a wall or vertical surface. Typically posters include both textual and graphic elements, although a poster may be either wholly graphical or wholly text. Posters are designed to be both eye-catching and informative.


13. 
    Employee hand book and manuals: An employee handbook is a compilation of the policies, procedures, working conditions and behavioral expectations that guide employee actions in a particular workplace. Employee handbooks generally also include information about the company, employee compensation and benefits and additional terms and conditions of employment. An employee handbook, sometimes also known as an employee manual or staff handbook, is a book given to employees by an employer.


14. 
    Information rack: Large organization install information rack at the common place of the organization where employee come together in which employees can easily collect when it is necessary. Information rack contains books, files, periodicals and other organizational related information.


15. 
    Bulletins: A brief report, especially an official statement on a matter of public interest issued for immediate publication or broadcast.

Methods of Internal Communication

What is Formal Communication?

Meaning of formal communication: When an organization communication occurs by following the prescribed or official or predetermined rules, policy and regulation of the organization is called formal communication. Formal communication is governed by the established chain of command. Internal information exchanged form one to another following the conventional rules. But this type of communication system may be used for both eternal and external purposes. Some important definitional communications are as follows:

According to Bartoal and Martin, “Formal communication refers to vertical and horizontal communication that flows path specified by the official hierarchical organizational structure and related task requirements.”

According to Bovee and his associates, “Formal communication is the flow of information that is dictated by the organization’s official structure.”

So, formal communication is the process of exchanging information between two or more person by following the prescribed or official rules, procedures, systems, formalities and chain of command in the organizational structure.

Difference between formal and informal communication: Formal communication is the process of exchanging information by following the prescribed or official rules, procedures, systems, formalities, chain of command etc. in the organizational structure.

On the other hand, informal communication is the process of spontaneous exchange of information among various people of different status in the organizational structure. The difference between formal and informal communication are as follows:

Features or characteristics of formal communication: The important features or characteristics of formal communication are as follows:

1. 
   Well defined rules and regulations: Formal communication has well defined rules and regulations.


2. 
   Bindings: Employees of the formal organization is bounded to follow formal rules and regulations.


3. 
   Chain of command: Proper chain of command is followed by formal communication.


4. 
   Delegation of authority: Authority is delegated by the superiors to the subordinates through this communication.


5. 
   Use as a reference: Documents of the formal communication is recorded by the organization. S, these recorded documents are use as a source of the employees.


6. 
   Recognition: Formal communication occurs among the employees of the organizational structure. So it has recognition.


7. 
   Task related: All types of formal compunction within the employees should be task related.


8. 
   Routine Communication: Generally formal communication is a routine communication of the employees.


9. 
   Cooperation and co-ordination: Formal communication is a part of cooperation and coordination.


10. 
    Status symbol: Formal communication of the employees shows the status symbol.

What is Formal Communication?

Kinds of Non-Verbal Communication

Differences between verbal and non-verbal communication: Verbal communication is the expression or exchanged of information or messages through written or oral words.

On the other hand, non-verbal communication is the expression or exchanged of information or messages through without using any spoken or written word. The important differences between verbal and non-verbal communication are as follows:

Medias or ways or methods or kinds of non-verbal communication: Non-verbal communication is the expression or exchanged of information or messages through without using any spoken or written word. Several symbols can be used in non-verbal communication. We will discuss here only the following types of communication that occur without words.

A. Body language: Some parts of our body can express many indications without any sound. Message can be transmitted with the help of our body movements which is called body language. Body language is a form of non-verbal communication, which consists of posture, gestures, facial expressions, eye movements etc.

1. 
   Facial expression: A facial expression is one or more motions or positions of the muscles in the skin of face. These movements convey the emotional state of the individual to observers. Facial expressions for happiness, sadness, anger and fear are similar throughout the world. Proverb says, “Face is the index of mind.”Example: By waving our hands we express ‘good-bye’; by shaking our head from side to side we express “we do not know”.


2. 
   Gestures: Gestures refers to visible bodily actions communicate particular messages which include movement of the hands, face, eyes, head or other parts of the body. Common gestures include waving, pointing, and using fingers to indicate numeric amounts. Culture-specific gestures that can be used as replacement for words, such as the hand wave used in western cultures for “hello” and “goodbye”.


3. 
   Posture: Posture indicates the position in which we hold the body when standing or sitting. It can help to communicate non-verbally. Consider the following actions and note cultural differences:
   
   
   
   • Bowing not done criticized or affected in US; shows rank in Japan.
   
   
   • Slouching rude in most Northern European areas.
   
   
   • Hands in pocket-disrespectful in Turkey.
   
   
   • Sitting with legs crossed-offensive in Ghana, Turkey.
   
   
   • Showing soles of feet-offensive in Thailand, Saudi Arabia.
   
   
   
   


4. 
   Eye Gaze or Eye contact: Eye contact indicates looking, staring and blinking etc. which is important in nonverbal behaviors. Looking at another person can indicate a range of emotions, including hostility, attention, interest and attraction, defines power and status and has a central role in managing impressions of others.


5. 
   Appearance and dress: External appearances also play a vital role to communicate others. Our clothes an dresses provide a good visual signal to our interest, age, personality, taste and sex. Our choice of color, clothing, hairstyles and other factors affecting appearance are also considered a means of nonverbal can evoke different moods. Consider differing cultural standards on what is attractive in dress and on what constitutes modesty. For example, seeing the dress of army officers, we can easily determine the job status.


6. 
   Touch: Touch is culturally determined. But each culture has clear concept of what parts of the body one may not touch. Basic message of touch is to affect or control-protect, support and disapprove (i.e. hug, kiss, hit, kick)

• USA-Handshake is common (even for strangers), hugs and kisses for those of opposite gender or of family (usually) on an increasingly more intimate basis.


• Islamic and Hindu- Typically don’t touch with the left hand. Left hand is for toilet functions.


• Islamic cultures generally don’t approve of any touching to opposite genders (even handshakes). But consider such touching (including hand holding, hugs) between same sexes to be appropriate.

7. Silence: Silence is another form of non-verbal communication which expresses the positive or negative meanings of particular messages. In a classroom, silence indicates that students are listening carefully and attentively.

B. Space or proximity: People often refer to their need for “personal space”, which are also important types of nonverbal communication. The physical distance between you and others signals your level of intimacy and comfort. If someone you don’t know stand too close or touches too often, you will probably begin to feel uncomfortable.

C. Time: Another type of non-verbal communication involves time. Thant is how we give meaning to time communicates to other. For example, begin late in work everybody a worker can be considered as a man of carelessness but if a manager does it; we say it is a symbol of power. We know, time can play a vital role to reduce tension, conflict among groups. It is said that- “Kill the time to delay the justice”.

D. Paralinguistic (Tone and volume of voice): Paralinguistic refers to vocal communication that is separate from actual language. Paralanguage also include such vocal characteristics as rate (speed of speaking), pitch (highness of lowness of tone), inflection, volume (loudness) and quality (pleasing or unpleasant sound).

• Vocal characterizers (laugh, cry, yell, moan, whine, belch and yawn). These send different message in different cultures (Japan- giggling indicates embarrassment; India- belch indicates satisfaction)

• Vocal qualifiers (volume, pitch, rhythm, tempo and tone). Loudness indicates strength in Arabic cultures and softness indicates weakness; indicates confidence and authority to the Germans; indicates impoliteness to the Thai; indicates loss of control to the Japanese. (Generally, one learns not to “shout” in Asia for nearly any reason). Gender based as well women tend to speak higher and more softly than men.


• Vocal segregates (UN-huh, shh, uh, ooh, mmmh, hummm, eh mah, lah). Segretates indicate formality, acceptance, assent, uncertainty.

E. Visual communication: When communication takes place by means of any visual aid, it is known as visual communication. Such as facial expression, gesture, eye contact, signals, map, chart, poster, slide, sign etc. for example, to indicate ‘danger’, we use red sign, to indicate ‘no smoking’, we use an image showing a lighted cigarette with across mark on it etc.

Kinds of Non-Verbal Communication

What is Agenda? | Characteristics of Agenda

Meaning of agenda: Agenda means things to be done. It is usually sent along with the notice of the meeting. It is a list of the topics to be discussed in a meeting.

Sometimes the agenda is prepared after the circulation of the notice in order to include the member’s opinion. If the subject matter of the meeting is secret, the agenda may not be circulated. Some definitions of agenda are as follows:

According to Rajendra pal and Korlahalli, “Agenda is document that outlines the contents of a forth coming meeting.”

So, agenda is an items or issues prepared by the secretary and which are to be discussed or transacted in a forth coming mitten.

Features or characteristics of agenda: The features of agenda can be state as follows:

1. Generally, agenda is sent along with the notice of the meeting.


2. It is written at the end but before or after the signature of the convener of the meeting.


3. It is arranged according to the importance of the end.


4. Controversial topics should be written at the end.


5. The topics are determined by the secretary with consulting the higher authority or the convener of the meeting.


6. It written in brief but explicit manner.

Specimen of Agenda:

Importance or necessities of agenda: Agenda is the explicit topics to be discussed in a meeting the members. No one can ignore the importance of an agenda. The necessity or importance’s of an agenda are as follows:

1. As it is circulated in advance, the members of the committee or meeting can take preparation to discuss the topics accurately.


2. It helps to take prompt decision.


3. Since it has a set of order, it helps the chairperson to conduct the meeting smoothly.


4. It can ensure covering all the topics that will be discussed in a meeting.


5. It helps to control the unnecessary talking in the meeting.


6. It is helps to write the minutes and resolution of the meeting.


7. As it is served earlier, the members of the meeting can exchange their thought and ideas informally before holding the meeting.

What is Agenda? | Characteristics of Agenda