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Forms and Functions of Communication

Updated on September 17, 2012

Communication has very important role within an organization. Communication within an organization can take three forms:

·Internal-operational Communication

· External-operational communication

· Personal Communication

let’s discuss them further in details >

Internal-Operational Communication: Communication that take place during work within an organization is known as internal communication. This type of communication occurs within the organization during the operation of business. Internal-operational communication may take many forms, like the supervisor giving orders and oral exchange of words between employees. It includes reports that workers prepare regarding sales, production, inventories, finances etc.

Internal-Operational Communication is necessary to:

· establish and disseminate goals of an operation

· develop plans for their achievement

· organize resources in the most efficient way

· motivate, direct, and lead team members

External-Operational Communication: Work related communication outside the organization is termed as External-Operational Communication. For example, the communication with - General public, customers, suppliers, stockholders, government etc. It includes all efforts in direct selling such as telephone calls, cold calls, advertisement.

An important aspect of external communication is to display a positive and friendly image of the company towards the environment and public. It does more than just communicating business messages. It aims to replace humane contact while maintaining the clarity, warmth, and understanding. The positiveness of the message is called good business etiquette and this good etiquette contributes towards building a good image for the company.

It helps managerial functions, through this exchange of information managers become aware about:

· needs of the customer

· availability of supplies

· regulation of government

Personal Communication: It’s a myth that all communication occurring in an organization is related to business. In fact most of the communication is not related to business in any way. Such communication is called personal communication. It is the exchange of information and feelings when human beings are together. As social beings humans have basic need to communicate. The extent to which personal communication is permitted within a organization can affect the employs productivity. Denial of personal communication is detrimental to the employees, because a basic need is being denied. But too much personal communication is also harmful. Hence a middle path is favorable. Personal Communication has its own place in the organizational structure it fulfills a basic need of a human being.


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