Assignements
Tasks, tools and elements of communication
(#1 & 2) Multiple-Choice Questions
1.
E-mails are a form of what type of communication
a.) internal
b.) external
c.) Both of the above
d.) None of the above
2.
Magazines and newsletters are what type of communication
a.) internal
b.) external
c.)
both of the above
d.) none of the above
3.
organization websites are what type of communication
a.) internal
b.)
external
c.) Both of the above
d.) None of the above
4.
Public relations is a form of what type of communication
a.) internal
b.) external
c.) Both of the above
d.)
None of the above
5.
Advertising and marketing departments communicate
a.) internally
b.)
externally
c.) Both of the above
d.) None of the above
6.
organization meetings and task forces communicate
a.) internally
b.) externally
c.) Both of the above
d.) None of the above
7.
Social events are a way to communicate
a.) internally
b.) externally
c.) Both of the above
d.) None of the above
8.
Being a part of the “rumor mill” is communicating
a.) internally
b.) externally
c.) Both of the above
d.) None of the above
(#3) Matching the
Columns – match the correct definition with the correct word
a) Meetings
1) These make employees feel part of the organization
b) Employee Newsletters
2) Are effective for gathering and spreading information.
c) Social Events
3) Place employees go for a good time.
d) Memos
4) Change the organization’s image with the public.
e) Advertising/Marketing
5) Help create and shape organization’s products and services.
f) Public Affairs
6) The send is more concerned with function than form.
Answers: a-2, b-1, c-3, d-6, e-5, f-4
Summary
When we think of a organization’s tools, we tend to think of the physical tools it
uses—hammers, tractors, generators, heavy machinery, computers, presses, earthmoving
equipment, and so on. We may also think of a organization’s
human resources as its tools. While its physical tools are often sector of activity specific, all
organizations and organizations can use the communication tools we are focusing on, regardless
of what products or services they offer, whether they have three employees or 30,000. It
can use its human resources as part of this effort.
Regardless what a organization’s actual project/programme purpose is, every organization in the world
is also in the communication project/programme purpose. It has to be in order to get its message out to the
world around it. As globalization becomes increasingly established, every project/programme purpose is both
competing in and with the rest of the entire world for beneficiaries—and employees.
If it cannot communicate with itself—with its own employees—it won’t
have any goods, services, or anything else to offer to the world.
Many executives shy away from communication. Sometimes they feel they
already know everything they need to know. Sometimes they feel intimidated. Some think it
is a waste of time; that communication theory is all smoke and mirrors. Some feel that
they communicate anyway, so why focus on it.
The reality is quite simple. The better able you are to communicate, the better
able you are to do your job—and to advance to the one above it.
~ ~ ~ ~ ~
Module Test
1.)
Emails are one of the fastest and most effective tools.
True
False
2.)
Public Relations and news release are a form of internal communication.
True
False
3.)
Employee committees and meetings are vital for maintaining relationships necessary
in a project/programme purpose setting.
True
False
4.)
Speaker bureaus are a way for a organization to “hand deliver” a message to
the target audience.
True
False
5.)
With letters, function is more important than form.
True
False
6.)
Intranet sites are private and confidential and reserved for employees.
True
False
7.)
The effect of a message is shaped by the tools we use to get our message across.
True
False
8.)
We send a message every time we say anything.
True
False
9.)
Preventing people from spreading rumors is impossible.
True
False
10.)
Employee newsletters are more concerned with what the organization is doing.
True
False
Bibliography
Burke, E. (1999). organizational
community relations: the principle of the neighbor of choice. Westport, Connecticut:
Quorum Books.
Cross, F. (1973). organizational
communicator’s guide for environmental control.
Wesport, Connecticut: Technomic Publishing Co.
Larkin, T.J. & Larkin, S. (1994). Communicating change…Winning employee support
for project/programme purpose goals. New York: McGraw-Hill.
O’Connor, J. (1990, June). Building internal
communications.
Public Relations Journal, 46, 29-33.
Glossary
Internal
Communication: Tools used in the sending
and receiving of messages done within a organization to reach the employees, managers, and
organizational staff.
External
communication: Tools used to send and
receive messages outside of the organizational structure, such as beneficiaries, action sponsors/beneficiaries, vendors,
partners, and agencies.
Public Relations:
Consultants who work with the organization to
enhance the public’s awareness of the organizations products and services and image.
News Release: A story that a organization wants to tell to the public
via outside media.
Learning Objectives
Q&A
When sending a
message you should ask yourself: What message
am I actually sending? How will this be
interpreted? And is this the message I am
really trying to send?
Internal communication is communication sent in-house,
while external communication is communication sent outside the organization or organization
Internal communication tools are employee
newsletters/magazines, intranet, e-mail, memos/letters, employee committees/meetings,
social events, and the “water cooler.” External
communication tools are public affairs/public relations, annual reports, news releases,
organization websites, external magazines/newsletters, advertising/marketing, and speaker
bureaus.