Internal and External Communication

What is communication?

Communication is a process where a message is transferred from the sender to the receiver, who acknowledges the message with feedback if required.
There are two types of communication in a business:

Internal: occurring within the organization between different members. E.g., communicating between departments, notices and circulars to the staff, or signboards and posters posted inside the factories and offices.
External: occurring between the organization and other organizations or employees. E.g. advertisement of products, ordering goods from suppliers, conferences, etc.

For the communication to be effective, it needs:

Sender/transmitter of the message
The right medium of communication e.g. email, text message, noticeboard etc.
Receiver/recipient of the message
Feedback/response of the message to ensure the message has been received, understood, & acknowledged.

In an organization, communication is happening on many levels:

One- way communication: messages that don’t demand feedback. E.g., warning signs on the notice board saying, “no smoking” or an instruction saying, “do not enter.”
Two-way communication: messages that need a response or feedback from the receiver. E.g., an email sent by an employee to the manager asking his permission to grant leave for some days.
Downward communication: messages transferring from the upper-level management (managers) to the lower level (subordinates) of an organizational structure.
Upward communication: messages being transferred from bottom (subordinates) to the top (managers) of an organizational structure.
Horizontal communication: happening between workers on the same level of the organizational structure.

There are three types of Communication channels.

Verbal Methods: type of oral communication, message conveyed through spoken words.
E.g., telephone conversation, in-person conversations, video conferencing, meetings, etc.
Advantages of Verbal communication:
Fast and efficient.
Immediate feedback received.

Communication made impactful through tone and body language.

Disadvantages of Verbal Communication

Written Method of communication: Example**;** letters, memos, emails, notices etc.

Advantages of Written method of communication:

Disadvantages of Written Method of Communication

Uncertainty of whether the message has been received and understood.
Can have language barrier.
Long messages may make it difficult for the reader to understand and stay focused.

Messages cannot be reinforced through expressions and body language

Visual Method of Communication: Usage of visual elements such as charts, diagrams and presentations etc.

Advantage of Visual Method of Communication:

Disadvantages of Visual Method of Communication:

Speed: if the message is important and the receiver needs to get the information swiftly, then a call or text message would be feasible. If speed isn’t important, then email would suffice.
Cost: If the firm wishes to cut down on costs, then it may go for letters or f2f meetings to convey information. Otherwise, calls, presentations, or posters could be used.
Message details: if the message is detailed, then written or visual methods would be chosen.
Leadership style: a democratic leader would use 2-way communication methods such as verbal forms while an autocratic would go for one-way communication methods like notices or announcements.
The recipient: Depending upon the number of receivers the right medium shall be chosen. If there is only one employee that needs to be communicated, then a personal f2f call will be appropriate. Whilst, if the whole staff is to be sent a message, email or notices shall be used.
Importance of a written record: If message requires written evidence like a legal document, then written methods would be apt.
Importance of feedback: if feedback is necessary, then a direct verbal or written form shall be most appropriate.