2. planning steps & channels of communication.pptx

8/10/2019 2. PLANNING STEPS & CHANNELS OF COMMUNICATION.pptx

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LECTURE No. 2

PLANNING STEPS & CHANNELSOF COMMUNICATION


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Planning steps ofcommunication

Planning makes everything more achievable andmore goals oriented. So there is a need forplanning in communication as well. The basicplanning steps for communication are:

Iden t ify yo ur p urpose An alyze you r audienc e

Choos e your ideas Col lec t y our da ta Organize your m essage


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The Channels ofCommunication

o Channel of communication means howcommunication flows from one point toanother point.It may be divided into the following types:

o Internal Communication o External Communication


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Internal Communication

When the flow of communication is within an

organization it is internal communication. It does not

include outsiders.

Internal communication helps people to interact in

the organization to plan, organize, staff, lead and

control. It is used by all people in the organization atevery level. It is Intra-company communication.


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Internal Communication

Internal communication can be furthersubdivided into the following parts or

channels:

Horizontal communication

Downward communication Upward communication .


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Horizontal Communication

It is the communication between people ofthe same department, or with other peopleof the same level in other departments. It isalso called cross-wise communication.

Horizontal communication helps in sharing

information through meetings, chats, brainstorming sessions and peer-to-peer talk.

MANAGER COMMUNICATION MANAGER


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Downward communication

When the flow of communication is from the superiorlevel to a downward level it is called downwardcommunication. When managers pass instructions tosubordinates they are using the downward channel ofcommunication. Downward communication helps inleading, giving policies and procedures, assigning tasksand controlling subordinates.

SUBORDINATES

SUPERVISOR/SUPERIORS


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Upward Communication

When the flow of communication is from the subordinateto the upper level it is called upward communication.When subordinates submit reports and give information tomanagers they are using upward channel ofcommunication. Upward communication helps insubmitting reports, appeals, requests, sharing problems orasking for advice and guidance.

SUPERVISOR/SUPERIORS

SUBORDINATES


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External Communication


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Opening and Closing

The opening and closing paragraph are the

most important part of the body of the letteror any other message.


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OPENING

Opening of a letter is very important becausefirst impression is the last impression. Theopening may determine whether the readercontinues reading puts the message aside forlather study, or discards it. The first paragraphshould preferably:

Be reader centeredMake a favorable ( positive ) impression , andOrient the reader to the subject and purpose of themessage.


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OPENING

Some suggestions for good opening:

Get the reader into the picture. Emphasize ( highlight ) on you

Begin ( start ) directly with the subject

Use a buffer ( barrier ) when you must refuse the reader. Dont

spread gloom ( darkness ) with your first words; at least get in step.

In a persuasive ( convincing ) request (like sales letter), get the

readers attention by following the principles of AIDA, It stands for

Attention ( notice ), Interest, Desire ( wish ), and Action.

Be positive. Talk about the pleasant ( attractive ) / satisfying not the

un-pleasant ( un-attractive ).


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OPENING

Some suggestions for good opening:

Keep the first sentences and the first paragraph relatively short.

(17 to 25 words, 5-6 lines).

Use a theme ( matter ) opening (if desirable / attractive) apply 5 WsWho, What, When, Where, and Why.

Avoid the beginning with the repetition of things

Avoid worn out beginnings. Use conversational ( spoken ) words. Avoid an offending ( wrong ) opening.

Mention the date of the letter you are answering.

Make sure the opening sentence is complete and proper.


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CLOSING

Guidelines for Closing:

If you want your reader to act as you desire, ask for action explicitly

(unmistakably ) and clearly.

Make action easy by giving phone numbers or by sending stamped

envelope.

The closing note should be positive. Negative ending weakens your

presentation.

Show friendly attitude ( emotion ) to enhance ( build up ) the good willof the firm, and to improve the opportunity of getting desired

response.


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CLOSING

Guidelines for Closing:

If necessary include a final blow line to strengthen ( maintain ) your

message. You may enclose a booklet, pamphlet to give more

details.

On certain occasions you may wish to connote ( show ) a personal

touch.

Dont write worn out and out dated terms, such as enclosedherewith, as soon as possible, I remain, obediently, and the likes.

These expressions create monotony ( repetitiveness ) and do not

leave pleasant ( satisfying ) impression on the reader.

2. planning steps & channels of communication.pptx

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