1. Information: To Exchange Information and to Acquire Information: The prime objective of communication is to exchange information internally and externally i.e. to deal within the organization and outside the organization and to acquire information that can be utilized by company for its benefit. Common methods of providing information within an organisation include Notice Boards, In House Newsletters, Year Book, Whats-app Groups, SMS, emails etc. The advantages of receiving and supplying correct and fast flowing information within an organisation are as follows:
- it ensures effective and efficient communication within the organisation.
- it improves coordination and cooperation among departments and co workers
- it enables decision making
- it improves performance and productivity and thus enable increase in profit.
Common methods to provide information about the organisation outside the organisation include advertising an publicity, organizing workshops and seminars, participating in exhibitions, hosting a website, distributing free samples, social media marketing, etc.
2. Advice and Counseling - Advice is given by experienced people or superiors to subordinates to overcome personal problems or to tackle difficult situations at work. Experience, knowledge of working conditions and policies give the superior the capacity to advise subordinates. Advice may be personal or professional. personal advise is given for personal maters and is most effective when it is face to face, oral, informal and confidential. Many organisations employ professional counselors to help their employees to cope up with the pressures of modern living and working and to build their self-esteem and self-confidence. Professional advise is given by experts who share their expertise usually at a price. Expertise is usually required in fields such as finance, taxation, costing, labor welfare etc.
3. Order and Instruction: An order is a directive for action given by a senior to a subordinate. It is thus a form of downward communication and may be oral or written. An order must be politely worded since modern business philosophy believes that ever employee, regardless of his status in the organisation must be treated with human dignity. An effective order must be Clear and Complete, Workable, Reviewed and Friendly. Instructions can be given out via circulars, letters, policies, etc. An instruction usual instructs the employee 'what to do' and 'how to do'. Every instruction contains an order but every order does not contain an instruction.
4. Persuasion: Persuasion is the process of influencing or changing attitudes, beliefs, values or behavior. It is the key element in sales letters, collection letters, complaint letters and appeals for action. Persuasive messages try to persuade the reader to initiate action, urges that a specific behavior be continued, / discontinued, attempts to prevent / deter uncalled for or unnecessary actions from taking place.
5. Motivation - A pre-requisite of employee motivation is the satisfaction of their financial and non-financial needs. Financial needs are fulfilled thorough monetary returns. However, in order to satisfy non-financial needs, management must communicate with employees on a regular basis both formally and informally. An organisation can motivate their employees by focusing on the emotional environment by providing a healthy environment with competition and recognition, good human relations where trust and respect are encouraged and providing security and respectful existence.
6. Education and Training - Education is an ongoing process and is required at all levels as it helps nurture the abilities of the mind and practical knowledge as well. There are constant changes in all walks of life, especially in technology and marketing strategies and thus it is important for both the management and the employees upgrade themselves regularly to keep up with the changes. The consumers also need to be educated about the products and services that are available to them.
7. Warning - is given when employees do not abide by the norms of the organisation or violate rules and regulations. Lack of regularity, non punctuality, negligence, defiance, mishandling of equipment could be reasons for the company to send out a warning to the employee. A warning carries a sense of urgency and so demands immediate action and is thus a forceful means of communication. the aim of the warning is to improve the situation and ensure that all follow the rules for the smooth functioning of the company. Warnings can also be given through signs and symbols. For example, The No Parking Sign
8. Boosting the Morale of Employees - Morale refers to 'spirit and frame of mind'. It is 'the capacity of a group of people to pull together persistently and consistently in pursuit of a common cause'. a team with high morale has vigour and confidence to work together for a common cause and there for it is necessary to boost the morale of employees. When morale is low, there is low performance, indiscipline, absenteeism, disinterest in work etc. In order to keep employee morale high, managements must maintain steady communication with the employees, appreciate good work, offer incentives, keep grapevine communication under check, introduce positive changes, redress grievances of employees and organise professional counseling services to help employees.
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