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7.9 - Internal and External Communication

Interactive Audio Lesson

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Internal Communication

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Teacher
Teacher

Today, we're going to discuss internal communication. Can anyone tell me why internal communication is important?

Student 1
Student 1

It's important because it helps keep everyone informed about what’s happening in the organization.

Teacher
Teacher

Exactly! It helps improve morale and productivity. Internal communication can be formal, like memos, or informal, like chats in the break room. Remember, we can use the acronym 'C.R.E.A.T.E' to remember the main goals of internal communication: Clarity, Respect, Engagement, Alignment, Transparency, and Empowerment.

Student 2
Student 2

So, clarity means making sure the message is easily understood?

Teacher
Teacher

Correct! Clear communication reduces confusion. Now, what about engagement—how does that work?

Student 3
Student 3

Engagement means involving employees in discussions and decision-making.

Teacher
Teacher

That's right! Engaging employees fosters a sense of belonging and improves teamwork. Let’s summarize: Internal communication enhances morale and teamwork through clarity and engagement.

External Communication

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Teacher
Teacher

Now let’s switch gears to external communication. Why do you think external communication is essential for businesses?

Student 4
Student 4

It’s crucial for creating a positive image outside the organization.

Teacher
Teacher

Exactly! External communication shapes how stakeholders perceive a company. We can remember its importance with 'B.I.R.D.'—Branding, Image, Relationships, and Dialogue. Can anyone expand on what branding means?

Student 1
Student 1

Branding is about how customers view our company based on our messages and behaviors.

Teacher
Teacher

Yes! A positive brand image can lead to customer loyalty. External communication encompasses press releases, newsletters, and social media interactions. So, to sum up, external communication is vital for building trust and a favorable public perception.

Comparison of Internal vs External Communication

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Teacher
Teacher

Let’s compare internal and external communication. Who can tell me a major difference between them?

Student 2
Student 2

Internal communication happens within the company, while external communication is with the outside world.

Teacher
Teacher

Great observation! Internal focuses on employees; external focuses on stakeholders. Remember 'C.L.A.R.E' for internal communication—Clarity, Listening, Action, Respect, Engagement. And for external communication, it’s all about building trust and managing perception. What examples can you think of for each?

Student 3
Student 3

I think a staff meeting is internal, and a press conference is external.

Student 4
Student 4

Emails can also be internal!

Teacher
Teacher

Spot on! Both types are essential, but serve different purposes. In summary, always consider your audience when communicating.

Introduction & Overview

Read a summary of the section's main ideas. Choose from Basic, Medium, or Detailed.

Quick Overview

This section discusses the significance and functions of internal and external communication within corporate communication, highlighting how these communication types facilitate organizational management and public relations.

Standard

The section elucidates the critical role of internal and external communication as components of corporate communication. Internal communication enhances workplace morale and ensures clarity among employees, while external communication fosters public image and stakeholder relationships. Both forms are vital for managing an organization's reputation, ensuring transparency, and maintaining productive interactions.

Detailed

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Audio Book

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Internal Communication Overview

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Internal communication takes place between and among the employer and employees of an organisation. It is considered a vital tool for binding an organisation, enhancing employee morale, promoting transparency and reducing slow destruction. The root cause of most internal problems faced by a company is ineffective communication.

Detailed Explanation

Internal communication refers to the way messages are shared within an organization. This can happen between bosses and employees, or among the employees themselves. Good internal communication strengthens the bond within an organization because everyone feels informed and valued. When communication is poor, it often leads to misunderstandings and issues that can damage morale and productivity.

Examples & Analogies

Imagine you’re on a sports team. If the coach fails to communicate strategies and plays effectively, the players may not know their roles during a game. This leads to confusion and a poor performance. Similarly, in a business, if team members don’t communicate well, it can lead to mistakes and a lack of teamwork.

Forms of Internal Communication

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Internal communication flows in different directions — vertical, horizontal, diagonal, across the organisational structure. Internal communication may be formal or informal. It helps in discharge of managerial functions like planning, direction, coordination, motivation etc. The broad policies and objectives flow downward from top management to lower level.

Detailed Explanation

Internal communication can take various forms. Vertical communication refers to flow between managers and employees (top to bottom or bottom to top), horizontal communication is between peers at the same level, and diagonal communication crosses different levels of hierarchy. This type of communication ensures that everyone is aligned and aware of their responsibilities and the organization's goals.

Examples & Analogies

Consider a school. The principal (top management) shares important messages with teachers (mid-level management), and teachers communicate instructions to students (lower level). Teachers also collaborate with each other on projects (horizontal), and sometimes even share tips with the principal (diagonal) for improving school activities.

Media Used in Internal Communication

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Both written and oral or verbal media can be used to transmit messages. Written media consists of instructions, orders, letters, memos, house journals, posters, bulletins boards, information racks, handbooks, manuals, activity reports.

Detailed Explanation

Organizations use various tools to communicate internally. Written communication can include emails, memos, and bulletin boards, which provide formal guidelines and updates. Oral communication might occur during meetings or informal chats, ensuring that employees can discuss issues openly and share feedback.

Examples & Analogies

Think of a family gathering where everyone shares news. You might pass around a newsletter (written) and have a group discussion (oral) to ensure everyone is on the same page about family events and plans.

External Communication Overview

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External communication takes place between members of an organisation and the outside world. External communication is also very important as it enhances and enables significant functions of creating positive image, brand preservation, and maintaining public relations.

Detailed Explanation

External communication refers to how an organization communicates with people outside its walls, such as customers, media, government, and other stakeholders. This communication is crucial for building and maintaining a positive public image. Effectively engaging with external audiences can lead to better brand loyalty and trust.

Examples & Analogies

Think of a famous restaurant that engages with its customers through social media. When they post updates or respond to reviews, they create a connection with their audience. This external communication helps them develop loyalty and attract new customers, much like a well-planned event that draws in guests through invitations and follow-ups.

Forms of External Communication

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External communication is concerning transmission of messages, desirable information outside the organisation with Government, its departments, customers, dealers, inter-corporate bodies, general public etc. External communication promotes goodwill with the public.

Detailed Explanation

Like internal communication, external communication can flow in various directions and use different forms of media. Communication with government bodies might involve formal reports and meetings, while communication with customers might include advertisements, social media posts, and directly responding to inquiries. Such outreach promotes transparency and goodwill, which are essential for business longevity.

Examples & Analogies

Consider a nonprofit organization hosting a fundraiser. They might send press releases to media (government agencies and public relations) while using flyers and social media (customers and the community) to spread the word. This dual approach helps them achieve their goals while establishing a strong, credible presence in the community.

Key Points of Communication

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Two major areas of communication activity are: 1. Composing message 2. Transmitting message.

Detailed Explanation

The process of communication involves two key steps: composing the message and transmitting it. Composing involves crafting a clear, concise message that effectively conveys information. Transmitting is the process of sharing this message through the appropriate channels, ensuring it reaches the intended audience.

Examples & Analogies

Think about sending an invitation for a party: first, you write down all the important details (composing), and then you either hand it out or send it digitally (transmitting). Just as you want your invitees to understand the details so they can attend, businesses aim for their audience to receive and understand their messages.

Definitions & Key Concepts

Learn essential terms and foundational ideas that form the basis of the topic.

Key Concepts

  • Internal Communication: In-house dialogue among employees to enhance understanding and morale.

  • External Communication: Interaction with outside stakeholders to manage public perception.

  • Public Relations: Strategic communication to build a positive image.

  • Engagement: Involving employees in the communication process.

  • Brand Image: The perception that a company creates in the public's mind.

Examples & Real-Life Applications

See how the concepts apply in real-world scenarios to understand their practical implications.

Examples

  • Example of Internal Communication: A company-wide email announcement of a new policy.

  • Example of External Communication: A press release that introduces a new product to the market.

Memory Aids

Use mnemonics, acronyms, or visual cues to help remember key information more easily.

🎵 Rhymes Time

  • To create trust we must engage, internal dialogue is the stage.

📖 Fascinating Stories

  • Imagine a company where employees regularly share updates, ideas, and feedback over coffee breaks; that’s internal communication at work, promoting collaboration and morale.

🧠 Other Memory Gems

  • Use 'B.I.R.D.' for external communication—Branding, Image, Relationship, Dialogue.

🎯 Super Acronyms

Remember 'C.R.E.A.T.E.' for internal communication goals

  • Clarity
  • Respect
  • Engagement
  • Alignment
  • Transparency
  • Empowerment.

Flash Cards

Review key concepts with flashcards.

Glossary of Terms

Review the Definitions for terms.

  • Term: Internal Communication

    Definition:

    Communication that takes place between employees within an organization to facilitate interaction and understanding.

  • Term: External Communication

    Definition:

    Communication that occurs between an organization and its outside stakeholders, including the public, clients, and the media.

  • Term: Public Relations

    Definition:

    The management of communication between an organization and its public to build a positive image.

  • Term: Brand Image

    Definition:

    The perception of a company or product in the minds of consumers.

  • Term: Engagement

    Definition:

    Involving employees in discussions and decision-making processes to foster a sense of belonging.