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1] — Sem.-II), Business Communication & Mgt. (B.Com. I) Masry,, , oT ony DID Sn, , , , , SYNOPSIS, , A. Introduction, , B. Public Relations, , C. Role of Public Relations Diner, D. Group Discussions, , Exercise, , , , Scanned by CamScanner

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Types of Business Communication, , A. INTRODUCTION, , Designing, installing and operating the different tools and techniques of, organisational communication both for internal and external operations of the, organisation is not a layman’s job. The managers in the general administration of, the enterprise have to see that they make use of the different sources and, methods available for communication -with the internal members and the outside, public and there should be an optimal combination of different such methods. In, no circumstances, there should be any communication gap in management as, well as between the organisation and the various public segments. The following, are the main sources which can be used for building organisational, communication infra-structure and network. ., , 1. Company Manuals, , An organisation is supposed to be a disciplined, orderly and well-knit entity., It is by framing detailed rules, regulations, bye-laws, policies, procedures and, practices which serve as guidelines for the employees in the organisation that, this purpose can be served. It is through ‘thé manuals which contains varied, types of information, that the employees are kept well informed about-varied, matters of their interest. The organisational manuals are the control documents, , which assist the organisation’s activities to be directed and controled in a proper, manner., , 9°s?"s?” . 41, , , , , , The large-sized organisations of today are difficult to be managed efficiently, unless they resorts to various written documents in the form of company, manuals which may contain its business policies, rules and regulations,, functions, procedures and so on. :, , > Definition, , A company manual may be described as a written record of information and, instructions with regard to company policies, procedures, rules and regulations, etc. with a view to guide the efforts of the employees in a desired direction. It is a, kind of a guide book for the employees., , > Reasons for Using Company Manuals, , The drafting of the company manuals of varied types and making the, employees familiar with their contents becomes essential for varied reasons. The, following are the main reasons of using manuals for modem companies., , i) Standardising instructions : If the manuals are prepared, the managers, need not issue instructions to the employees frequently. They are all, contained in the manuals. This saves valuable time of managers. Due to, Standardisation of instructions, the uniformity is achieved in the, implementation of company’s policies and procedures., , ii) Quick disposal of work : The manual contains various rules and, , Procedures of work. It helps the employees in their work performance, It, helps them in quick disposal of work., , ili) Fixation of responsibility : The manual is in the book form. When the, employees are assigned specific task or work, they can be held, responsible for its performance in accordance with the, instructions given, in the manual. The erring employees can be easily pinpointed., , iv) A Guidebook in conducting training programme : The Manual containg, the compact, pre-planned and well-thought out information regardin, Policies and procedures, rules and regulations. While conducting traini g, and orientation programmes and refresher courses for ming, , oe « © em, such manuals can be used as a training device. Ployees,, , Scanned by CamScanner

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uals., : amework,, = ives rep r ational 7, t, > orjective” ire a tions et ictl, he following 7". employees. "tes an ia giciency PY _—, i) To. acayspartment®; the police form wi ter ©, various ©*r ne employees tO PO ng procedures: their jobs, ii) To enable 1 pre-determined 7’ d in performin€, dhering = forms and procedures to be ae thority, dardise wactitad au ., ed 11 defined duties. responsibilities 2” ’s functioning., iv) To fix we in organisation's ' ablish its, , a de ioati it, cipline and t the firm’s social obligations and es, , v) To bring dis ut, , vi) To convince the people abo, , good image in the society. ., , of Company Manuals following, are J, , " Fewer purposes, the manuals..can be prepared. THe Co epnunicate, sme types of manuals used in modern organisations, , varied kinds of information to the employees. faction within which te, , : ‘ oO, i) Policy manuals.: The policy defines the court’ place. The policy manual, , i activities of the company are to take *, , contain decisions, resolutions and directions of the Board of mecctaes, the company. The policies are in black and-white. Such policies e' a, , the courses of action for the managers and executives, provide a, framework and guidelines. It is due to pre-set policies with regard to, different business functions that the managers can perform their, ‘managerial tasks independently. It is only the exceptional matters which, they have to refer to the higher management., , ii) Organisation manual : This manual describes the various types of, positions, their relationships, authority and responsibility of each position, and gives an organisation chart. .The tasks and functions of each, department and.sub-departments are briefly described., , iii) Administrative practice manual : This type of manual_ contains, procedures to be followed by all the departments. These are the standard, procedures for carrying out the work. It contains instructions with regard, to training, public relations, correspondence, reporting, budgeting etc., , iv) Departmental practice manual : The scope of such manuals is limited to, the given departments. These contains the tasks, policies and procedures, and organisation framework of specific department. The, manuals for mailing services, correspondence, filing, systems and procedure manuals etc. °, , Principles of Manual Preparation, , re may be, communication, , d eoent are guiding principles of preparing organisation manuals, , i) Preparing the plan or programme of manual i, ig f 1 preparing and fixing |, , - Tesponsibility, and granting authority to some competent persone, ", , ii) Distribution of manuals at key work stations., , iii) Use of simple, strai, , eke ers ght forward and understandable language in drafting,, , iv) Proper cross-referencing and. indexing., , My) Use of charts, graphs and diagram., , vi) Good printing and binding. ', vii) Scope for revision when the situation demands., , , , Scanned by CamScanner

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43, , qypes of ‘Business Communication 2's”, , > precautions to be taken in constructing company manuals, , i) It should be seen that every term and concept is clearly defined., , ii) There should be no contradiction in any two statements., , iii) The language used in manuals should be simple and direct., , iv) It should be capable of enlightening the employees on multiple matters., , p Process of preparing and writing company manuals, , The following are the steps required to be taken while preparing the company, , manuals :, , i) Determining. subject of manual : Different kinds of manuals need to be, prepared in the organisation. At the outset it is necessary to decide which, subject the manual is to deal with., , ii) Appointing committee ; It mayibe comprised of the heads of different, departments. It performs the task of manual preparation under the, guidance of its chairman., , iii) Constructing. questionnaires : This is necessary for job analysis,, preparation of organization charts, flow process charts etc., , iv) Data Analysis : The informing sought through questionnaires is properly, ‘organized, classified and analysed. |, , v) Editing : The rough draft of manual is edited and finalized., , 2. House Journals hee, , The well-established institutions both in the public and private sector; the, social and: educational institutions and large companies adopt the practice of, , ’ publishing their own house journal for the benefit of the employees and also the, , outsiders. It contains multifarious information about the company, its activities, and achievements. ., , ‘Gone are the days,when the management of the companies used to keep its, employees aloof and unaware of what it used to do when-it was managing the, affairs, of the companies. There used to be a vast communication gulf between, company’s management ‘and its employees and workers. It was an era ‘of, autocratic or dictatorial management practices. Today, the business scenario has, undergone a radical change which.requires the modern management to keep the, employees well informed on almost all the matters. They should know the current, plans and policies, decisions and actions of the company, its financial status and, so on. It is through the company’s house journal that the exhaustive information, is made available for all with regard to company’s sales, products, plans, status,, the current events and the problems, if any., , Objective of preparing house journals, , __ The following are the main objectives of preparing and circulating the house, journals by the company. :, , i) To enhance employee morale, , The modem companies look at their employees as a great human asset. They, have recognised the importance of frequent and on-going communication with,, , : the employees through different means or media. By publishing and releasing the, , copies of the house journals, among the employees, they feel elevated, their, morale is raised and they tend to show greater dedication to their jobs and the, company., , Scanned by CamScanner

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————————_——eeeeest—te P, , }, |, , -H- IID) (Nas, 44 2'2'2" Business Communication & Met. (B.Com. 11 — Sem.-II1) (Nagpur Uniy, ii) To impart latest knowledge |, It is the source of house journ:, , familiar with latest developments occ _, direct or indirect bearing on the welfare and prosperity 0!, , ili) To seek co-operation, , Strained industrial relations prevailing in the comp:, both to the workers and management. All efforts nee, such relations. It is through house journal which presen, about the state of the company that all (doubts and susp’, , are wiped out and they tend to cooperate with management at, , iv) To improve industrial relations ; ., Prevalence of healthy labour-management relations is oo eaten On, of an industrial organisation. With a view to Se ee aipieal ahem, , relations,, the management has to undertake various so 1, the all round development of the working community in or oll, schemes of the employee benefits and interest need to be given due pul, , to be brought to their notice. The house journal proves itself to Be hae i, medium for the purpose. It helps to bring a radical change in the a‘ t ude ani, outlook of the employees towards their management and serves as a milestone in, improving the industrial relations in the organisation., , v) To serve as a guide-book, , The house journal serves as an efficient guidebook containing the rules, regulations, procedures and practices to be adopted by the, employees not only in, their official capacity but also in those matters and occasions which are informal, and unofficial., , vi) To give a check to grape-vine communication ., , As the house journal deals with all major and petty matters, and the official, and personal issues of the members of the organisation, it leaves least scope for, rumour mongering or grape-vine communication. There exists a full transparency, in company’s policies and programmes of employee interest and benefits., , vii) To establish good corporate image, , i any are made., all people in the company, , al, that athe company and which have q), u f the employees., , any can prove detrimental, d to be made to improve |, ts all factual information|, icions of the employees, all the times., , It is generally observed ‘that the com: i i icati, ! ; t panies resorting to, communication, ugh the devices like house journals, information booklets, the placement, P eet lures etc, not only establishes its good image in the eyes of its own, Fr pce bo also with each and every segment of the public Such bright, Bom of the company assists in getting greater patronage from its, ee attracting competent people to man the jobs in the company, and also, investors and financiers to meet its financial needs. , 4, vill) Leadership facilitation, e As the house journal gi ici inde, employees waa m gives due publicity to all kinds of achievements of the, y ees fe ili i, expertise in di feel elevated, they tend to utilise their hidden talents and, , qualiti _ lerent fields of their Interest. Thi ists" j ., €s. of initiative and leadership among the omplayeed. ‘2 developing {hg, , 4 tatus, soc}, Notice of the intemal qe, , communication external segments of \, , i and i : of the people. ‘, , Bale bnc at enentaton a ier ee Uh one, sn, aie Mpany’s », , i 1g the Productivity le Ppany’s goodwill spreads. All these factors assist in, , \ vels of the main activity in which it is engaged., , Scanned by CamScanner