Chapter 8: Managing Office Communications

Chapter 8: Managing Office Communications

• This chapter covers business communications and its elements.
• Learners will be able to explain business communications, their characteristics, criteria and goals.
• The basic considerations of a business letter and its communication function will be explained.
• The role of written, oral, and nonverbal communication and the role of electronic media will also be covered.
• The parts of a business letter and memoranda will be identified and explained.
• Communication is the process of transferring thoughts and information from one person to another.
• Efficient communication is crucial for the smooth operation of any office.

Introduction

• Communication is derived from the Latin word 'communis', meaning common.
• Communication is the process of establishing a common understanding between two people.
• Communication involves the exchange of information between people or groups.
• Communication is a fundamental function in business and the process of conveying information from one person to another through post, telephone, by messenger service etc.
• Communication is essential for the smooth and effective operation of an organization.

Importance of Business Communication

• Communication is vital for efficient office operations.
• It facilitates close interpersonal relationships.
• Feedback exchange is not possible without communication.
• Communication helps in achieving the desired goals by organizing activities effectively.
• Decision-making is improved with better communication flow.
• Coordination among employees is essential and enhanced through communication.

Types of Communication

• Internal communication: Exchange of information between people within an organization.
• External communication: Exchange of information between people from different organizations.

Five Elements of the Process of Communication

• Sender: The person initiating the process by generating an idea or concept. Their role is to clearly generate an understandable message.
• Message: The sender's idea transformed into words. The clarity and style depend on many factors.
• Media: The method of delivering the message, like letters, telephone, television, etc. Selection of media is important.
• Receiver: The person who receives, decodes, understands, and interprets the message.
• Feedback: The receiver's response to the sender.

Means of Communication

• Oral Communication: Exchange of information through words and sounds, e.g., face-to-face conversations, interviews, radio, and television.
• Written Communication: Transferring information via writing, e.g., letters, memos, emails, reports, etc.
• Electronic Communication: Using electronic media for communication, e.g., internet, emails, telephones, mobiles.
• Visual Communication: Using images and visuals to communicate, e.g. diagrams, charts and photographs.

Seven C's in Business Communication

• Correctness: Accuracy in spelling, punctuation, and grammar.
• Conciseness: Brevity and conciseness for achieving more impact.
• Clarity: Clear and easily understood language.
• Completeness: Providing all required information in a message.
• Concreteness: Specific, factual and understandable language.
• Consideration: Being mindful of the receiver and their perspective
• Courtesy: Showing politeness and respect

Chapter 9: Office Meetings

• Meetings in organizations are a part of everyday activities.
• Meetings play a crucial role, both in positive and negative contexts.
• Various types of meetings exist such as statutory, annual general, and extraordinary general meetings, class meetings, etc.
• Proper preparation and conduct of meetings are important for their effectiveness.

Chapter 10: Forms Design and Control

• Forms are used in organizations for various purposes.
• Forms design and control are important for efficient office operations.
• Proper form design is necessary for better efficiency and ease of use.
• Criteria for designing efficient forms include ease of use, standardization, and minimizing extra information.
• Designing forms requires careful consideration of various factors, like the purpose of the form, required information, and the equipment used.

Chapter 11: Budgetary Control

• Budgeting is a crucial tool for planning and controlling business operations.
• A critical tool for cost control is the process of budgeting and monitoring the results.
• Advantages of budgeting are planning, cost-control/effectiveness, and profitability.
• Methods for preparing budgets can be different, but the need for accuracy and reliability is constant.

Chapter 12: Purchase of Stationery and Office Supplies

• Stationery and office supplies are crucial for efficient office operations.
• Two primary methods for purchasing are centralized and decentralized systems.
• Centralized purchasing is performed by a single office department managing all purchases. Decentralized purchasing assigns purchasing responsibility to specific departments.
• Important factors for selecting appropriate stationery include price, quality, and availability.