Internal & External Organizational Communication

• Organizational Communication


  The communication that takes place between people who are working towards common goals within an organization
• Internal Organizational Communication


  Interaction between & among company representatives
• External Organizational Communication

  Interaction between company & outsiders
• Toyota Philippines advertised its latest model cars for the year 2010-2011 through an infomercial

  External Organizational Communication
• The sales manager of a music store coordinates with his subordinates in order for them to be notified about their store's latest promo

  Internal Organizational Communication
• Mr. Cruz wrote a memo to his immediate subordinates to inform them of the new guideline policies pertaining to attendance bonus

  Internal Organizational Communication
• All Meralco offices invite their customers to fill out a survey questionnaire provided at every counter and drop it in suggestion boxes in front of every office, so they can conduct regular quantitative and qualitative analysis on the customers' satisfaction rate

  External Organizational Communication
• Mrs. Reyes, a regular employee, sees to it that her new co-workers can still cope with the demands of the company by taking the initiative to check on them from time to time

  Internal Organizational Communication
• There are different ways by which we can communicate with each other i.e. internally and externally in the workplace or business setting
• Internal Organizational Communication uses

  • Inform
  • Request
  • Enumerate
  • Procedure
  • Reply
• Subject Line


  Avoid meaningless one-word headings, such as "Help" or "Urgent".

  Do not use sentences because they are considered too long.
• Opening


  Frontload main idea immediately.

  Avoid reviewing background.
• Body


  •Cover just one topic.

  •Use numbered and bulleted lists.

  •Consider adding headings for visual impact.
• Closing Options


  End with action information like dates, and deadlines. Summarize the message. Provide a closing thought. Avoid overused expressions.
• Formatting E-mails


  Consider keying receiver's full name followed by the email add enclosed in angle brackets. No salutation. Include name in first line. Salutation options: Ann, Dear Ann:, Hi, or Good morning!
• Other Tips in Creating an E-mail Message

  • Consider composing offline.
  • Type the receiver's address correctly.
  • Don't use e-mail to avoid contact.
  • Scan all messages before replying.
  • Acknowledge receipt.
  • Revise the subject line if the topic changes.
  • Never respond when you are angry.
  • Don't use company computers for personal matters unless allowed by your organization.
  • Assume that all e-mail is monitored.
• Formatting Memos


  Double-space = TO, FROM, DATE, SUBJECT.

  On plain paper set 1-inch top and bottom margins; 1.25 inches for side margins.

  If desired, type the company name 1 inch from the top.

  A double-space below the company name, type heading "Memo" or "Memorandum."
• Process of Group Decision Making


  1. Meeting

  2. Conflict

  3. Presenting of diff. ideas

  4. Emergence

  5. Coming up with a final decision

  6. Reinforcement

  7. Distributing of tasks
• All team meetings should be well-documented
• Minutes of the Meeting (MOM)


  Describes/specifies what was discussed in a meeting, and created as a permanent record for future reference.
• Use of Minutes of the Meeting

  • Confirms any decisions made by the group
  • Records any agreed actions to be undertaken
  • Enumerates all those who have been given any tasks and/or responsibilities
  • Provides details of the meeting for those who were not able to attend it
  • Serves as a record of the meeting's procedure and outcomes
• Main Parts of a Minutes of the Meeting

  • Meeting Onset: date, place, and time (starting and ending) of meeting, presiding officer, and secretary
  • Attendance: Provides a list of members present and absent
  • Agenda: Presents a list of the topics discussed (arranged from the least to the most impt) and brief discussion details for each (presented in a bulleted vertical list). It also ends with other matters.
• Process of group decision making

  1. orientation - meeting
  2. conflict - presenting of different ideas
  3. emergence - coming up with a final decision
  4. reinforcement - distributing of tasks