Performance Enhancement through Effective

Communication: A Study of the Role of External and Internal Communication

Question 1
Answer
Effective business communication is how employees and management interact
among each other to reach organizational goals and be more aligned with the
core company values. Its main purpose is to improve organizational practices,
eliminate silos, keep employees informed and reduce errors.
Communication within a business can involve different types of employees and
different functional parts of an organization. These patterns of communication
are called flows, and they are commonly classified according to the direction of
interaction: downward, upward, horizontal, diagonal, external. As you learn about
each of these, we will discuss how these flows function at Little Joe’s Auto.
When leaders and managers share information with lower-level employees, it’s
called downward, or top-down communication. In other words, communication
from superiors to subordinates in a chain of command is a downward
communication. This communication flow is used by the managers to transmit
work-related information to the employees at lower levels. Ensuring effective
downward communication isn’t always easy. Differences in experience,
knowledge, levels of authority, and status make it possible that the sender and
recipient do not share the same assumptions or understanding of context, which
can result in messages being misunderstood or misinterpreted. Creating clearly
worded, unambiguous communications and maintaining a respectful tone can
facilitate effective downward communication.

Question 2
Answer
Web-based communication, such as video conferencing, allows people in
different locations to hold interactive meetings. Other Web-based
communication, such as information presented on a company Web site, is suited
for sharing transaction details (such as order confirmation) or soliciting contact
information (such as customer phone number and address)
Emails provide instantaneous written communication; effective for formal notices
and updates, as well as informal exchanges.
Letters are a more formal method of written communication usually reserved for
important messages such as proposals, inquiries, agreements, and
recommendations.
Presentations are usually oral and usually include an audiovisual component, like
copies of reports, or material prepared in Microsoft PowerPoint or Adobe Flash.
Telephone meetings/conference calls allow for long-distance interaction.
Message boards and Forums allow people to instantly post information to a
centralized location.
Face-to-face meetings are personal, interactive exchanges that provide the richest
communication and are still the preferred method of communication in business.

Question 3
Answer
Online communication comes with the features which can help you record all
your documents and conversations which were included in the important
discussions sessions. When you talk about the business field, it is very important
that the communication which you had with your partners or clients has been
recorded or stored for any future requirement.
one particular aspect of online customer communications leads to increased
loyalty
Knowing your Customer is an important aspect of communication do you think is
most crucial for the success of the online business. As an e-commerce business,
you should put in the effort to communicate the way the customers prefer. For
instance, person A could be more of a telephone person who likes to talk and
reach a solution. Person B could prefer to communicate only by email, while
person C may prefer a live chat. Gaining an understanding of the many tools
available to you will help you reach each client in the format they are most
accustomed to using.

Online businesses should adopt to ensure effective conduct of the business

Through Live chat options. Some customers love the live chat feature. It has the
benefits of getting the problem solved right now, without the irritation of keeping
a telephone receiver pressed to your ear while waiting. Even when the waiting
period lasts a few minutes for live chat, customers do not complain too much as
they are able to continue performing a parallel task on the same computer.

Question 4
Answer
Effective business communication is how employees and management interact
among each other to reach organizational goals and be more aligned with the
core company values. Its main purpose is to improve organizational practices,
eliminate silos, keep employees informed and reduce errors.
Effective business communication is essential for success and growth of every
organization. Unlike everyday communications, business communication is always
goal oriented.
Effective communication affects processes, efficiency, and every layer of a
company.
Organizations with connected employees have a spike in productivity of up to
25%.
For organizations to be successful, they must have competent communicators.
Organizational communication study shows that organizations rely on effective
communication and efficient communication skills from their members.
Organizations seek people who can follow and give instructions, accurately listen,
provide useful feedback, get along with coworkers and customers, network,
provide serviceable information, work well in teams, and creatively and critically
solve problems and present ideas in an understandable manner. Developing
organizational communication awareness and effectiveness is more than just
having know-how or knowledge. Efficient organizational communication involves
knowing how to create and exchange information, work with diverse groups or
individuals, communicate in complicated and changing circumstances, as well as
having the aptitude or motivation to communicate in appropriate manner.

Question 5
Answer
Employee productivity increases by 20-25% in organizations where employees are
connected.
The main purpose of communication from the standpoint of the organization is its
successful
functioning. Internal and external communication are considered to be very
important resources
of corporate communication. Internal communication is information and ideas
exchange within
the organization itself, while external communication means the exchange of
information both
within the organization itself and outside the organization.
Internal communication helps employees in performing their work, developing a
clear sense of
organization mission and identifying and promptly dealing with potential
problems.
Useful Media for Internal Communication is Formal Email and Meetings. Email is
98 percent useful for conveying info in business organizations but Even though
email is a primary form of communication, cluttering up an inbox with incessant
or irrelevant email notifications can actually have a detrimental effect on
employee. employees check on average their emails 36 times an hour. How can
they focus on their tasks and stay productive while they keep checking their
inbox? After each interruption, it takes employees 23 minutes to get back to their
task. employees spend nearly 20 precent of their workweek looking for internal
information or tracking down colleagues who can help with specific tasks. What's
more, only 13% of employees use their intranet daily.
This means Emails or Intranets are definitely not the best solutions to inform and
engage with employees and have an effectiveness enhancement in the
performance of the Business Organization!
On the other hand, Meetings-->In order to exchange information, plan and
coordinate program activities, once a week or more.Staff meetings allow
employees to be a part of the decision-making process of an organization by
communicate their opinions, ideas, etc., in a structured yet commonly accepted
forum. Which Engages the Employess hence Increasing Performance of Business
Organization. So,often if it is necessary, staff meetings are held.
While in internal communication information flow goes upwards, downwards,
horizontally and
diagonally within the organizational structure, in external communication the
information
exchange goes both within the organization and outside of it. Organizations
communicate with
the outside world on a daily basis. External communication can be formal and
informal. External communications share your marketing mix with the world,
helping you to communicate your brand purpose, developments, and personality
to the public. An external communication agency might advise using solutions
like:
External Communication is important to enhance Performance of the Businessd
Organization . It can be done through social media and electronic Media
Advertising: Whether you prefer content marketing or more traditional forms of
advertising for your external corporate communication, one of the most
important parts of your strategy will be finding a way to connect with your
audience. Advertising has many different layers depending on which part of the
buyer journey you want to appeal to. For instance, you may use a television
advert during the “Awareness” stage, then move onto email marketing when you
need to nurture your leads.
Presentations / brand information: External communication strategies don’t just
include marketing campaigns, but also the things you use to reach out to
investors, suppliers, and shareholders do. This means that they can include slides,
presentations, sales material, and more.
Networking strategies: An external communication strategy might also include a
networking campaign that allows you to build your external connection. In today’s
digital world, a lot of networking takes place online, through connections to PR
agencies, news outlets, and social media influencers. However, there’s still plenty
of opportunities to grow your brand through events and seminars too.

Question 6
Answer
Being able to communicate effectively across an organization, from the highest
levels to the lowest levels, creates an environment that promotes productivity
and efficiency. Employees are better able to understand each other, which
provides an increase to office morale and unity. Much of what we do in HR is
based on effective communication and it really enhances link between HRM and
organizational performance .On the whole, the Organizational performance
process is supposed to manage and improved effective feedback and
communication. effectiveness of organizational communication processes ensure
that employees being assessed are given information about their performance.
For prevention of performance related issues, managers have to communicate
the vision, mission, and objectives of the organization to ensure employees
understand their performance goals. Highly effective communication process
should allow one on one discussion of staff performance appraisal issues. The
Ministry should give employees opportunity for responding and asking questions
that help them improve performance and ensure employees are motivated by
appreciating their opinions.