Internal and External Communication

Lecture Overview

• Topic: Internal and External Communication in Business
• Objectives:
  • Define communication
  • Discuss types of communication
  • Explore benefits and limitations of communication methods
  • Understand importance of effective communication
  • Address communication barriers

What is Communication?

• Definition: Importing or exchanging of information by speaking, writing, or other mediums.
• Process: Involves a sender transmitting a message to a receiver who understands and responds.
• Effective Communication: When the message is clear and understandable to the receiver.

Types of Communication

1. Verbal Communication

   • Examples: Face-to-face, phone, radio, TV
   • Advantages: Fast, allows immediate feedback, flexible, cost-effective
   • Disadvantages: Emotional visibility, lack of permanent record, possible miscommunication

2. Written Communication

   • Examples: Letters, emails, books, internet
   • Advantages: Permanent record, legal validity, easy distribution
   • Disadvantages: No immediate feedback, potential complexity, time-consuming

3. Visual Communication

   • Examples: Graphs, charts, maps, logos
   • Advantages: Engaging, clarity, easy comprehension
   • Disadvantages: No feedback, potential cost, complexity in design

Internal vs External Communication

• Internal Communication

  • Within organization (e.g., employee to HR)
  • Examples: Emails, internal meetings
  • Issues of Poor Communication: Misunderstanding, lack of motivation

• External Communication

  • Between organization and external parties (e.g., customers, suppliers)
  • Examples: Customer service, advertising
  • Issues of Poor Communication: Unhappy customers, financial loss

Formal and Informal Communication

• Formal Communication

  • Official channels (e.g., legal documents, reports)

• Informal Communication

  • Casual interactions (e.g., lunch discussions)

One-way vs Two-way Communication

• One-way Communication: No feedback from receiver.
• Two-way Communication: Involves feedback between sender and receiver.

Factors Affecting Communication Choice

• Speed: Quick information requires phone/text; less urgent can be written.
• Cost: Cost-effective methods include face-to-face and letters.
• Message Detail: Detailed messages better written or visual.
• Leadership Style: Dictates communication method; democratic leaders prefer two-way.
• Receiver: Consider who is receiving the message.
• Feedback Importance: Need for feedback affects communication method.

Communication Barriers

• Sender Issues: Language complexity, unclear speech, wrong recipient
• Environmental Issues: Background noise, information overload
• Channel Problems: Wrong method used, inappropriate feedback opportunities

Conclusion

• Importance of Channels: Selecting appropriate channels for the message is critical.
• Feedback and Interaction: Essential for effective communication.

Engagement

• Questions and feedback encouraged via comments.
• Request for audience opinions on video content.

These notes provide a comprehensive summary of the lecture on internal and external communication, covering key points and additional insights on effective communication strategies.