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.

This quiz focuses on Chapter 8, which covers the essential elements of business communications. Learners will explore the characteristics, goals, and basic considerations of business letters. The importance of written, oral, and nonverbal communication in an office setting is also discussed, highlighting the role of electronic media.