Introduction to Written

Communication - Intra
Organizational Communication

•Reporter
 Contents

Basics of Technology
Written in Enhancing
Communicat Communicat Communicat
ion ion ion Skills

02 04 06

01 03 05

Department Crafting Social Media

al and Positive and and Public
Workplace Negative Relations
Communicat Messages
ion
01
Departmental and Workplace
Communication
Importance of Written Communication

1 2 3

Role in Organizational Efficiency Types of Communication Impact on Workplace Culture

Channels

Written communication ensures clarity Formal channels include emails, Effective written communication fosters
and consistency in conveying reports, and official memos, while transparency and trust among
information, reducing informal channels consist of instant employees, promoting a positive work
misunderstandings and enhancing messaging and social media. environment.
productivity. Each channel serves specific purposes, Poor communication can lead to
It provides a permanent record for such as formal announcements or quick confusion, conflicts, and a decline in
future reference, aiding in accountability updates, depending on the context. employee morale and engagement.
and decision-making processes.
Challenges in Workplace Communication

Tools like Slack, Microsoft

Use simple and clear Teams, and Trello facilitate
language, avoid jargon, real-time communication
Common Case Studies of and collaboration.
and provide context to
Communication ensure understanding. Effective Email tracking software
Barriers Encourage feedback and Communication and grammar checkers
01 active listening to address 03 help improve the quality
misunderstandings and effectiveness of written
promptly. A case study of a communication.
Language barriers, cultural
multinational company that
differences, and technical
implemented standardized
jargon can hinder effective
communication. 02 email templates to improve 04
clarity and reduce
Misinterpretation of tone miscommunication.
and lack of feedback are Strategies to Tools for
Another example of a tech
also significant obstacles in Overcome Barriers Enhancing
firm that used collaborative
written exchanges. tools to enhance team
Communication
communication and project
management.
02 Basics of Written Communication
Writing Agendas and Notices

Structure of an Agenda
01
A well-structured agenda includes a clear title, date, time, location, and a
list of topics to be discussed.It should also allocate time for each item
and designate responsible individuals for specific tasks.

02 Key Elements of a Notice

A notice should have a concise heading, date, and clear instructions or
information.It must be visually appealing and placed in a prominent
location to ensure visibility.

Best Practices for Clarity and Conciseness

03
Use bullet points and short sentences to convey information
effectively.Avoid unnecessary details and focus on the main message to
ensure readability.
Office Memoranda and Orders
Examples of Well-Written
Memoranda

Formatting Office A memo announcing a new company

policy, clearly outlining the changes
Memoranda
and their implications.
Memos should include a header with Another example is a memo
the sender’s and recipient’s names, requesting feedback on a proposed
date, and subject line. project, with a deadline
03 for responses.
The body should be brief, with a clear
purpose, and conclude with a call to 04
action or summary.
01

Common Mistakes to
02 Avoid
Avoid using vague language or
omitting essential details that could
Writing Effective Office lead to confusion.
Orders Ensure that the memo is proofread to
Office orders should be precise, with
eliminate grammatical errors and
clear instructions and deadlines.
typos.
They must be signed by the
appropriate authority and distributed
to all relevant parties.
03
Crafting Positive and Negative
Messages
Writing Positive Messages

Techniques for Positive Tone

Examples of Positive
Use positive language and focus on the Communication
benefits or achievements being
communicated. A congratulatory email to an employee for their
Personalize the message to make the outstanding performance.
recipient feel valued and appreciated. A thank-you note to a team for successfully
completing a project ahead of schedule.

Impact on Employee Morale

Positive messages boost employee

confidence and motivation, leading to
higher job satisfaction.
They also reinforce desired behaviors
and encourage a culture of
recognition and appreciation.
Delivering Negative Messages
Strategies for Delivering Bad News
Be direct but empathetic, clearly stating the issue and its implications.
Offer solutions or alternatives to mitigate the impact of the bad news.

Maintaining Professionalism
Avoid emotional language and focus on facts to maintain a professional
tone.
Ensure that the message is respectful and considerate of the recipient’s
feelings.
Case Studies of Effective Negative Communication
A case study of a company that handled layoffs with transparency and
support, minimizing employee distress.
Another example of a manager who effectively communicated a project
failure, focusing on lessons learned and future improvements.
Follow-Up Actions
Provide support and resources to help the recipient cope with the
negative news.
Schedule follow-up meetings to address any concerns and monitor the
situation.
04 Technology in Communication
Electronic Mail and Its Advantages

01
Benefits of
02
Email Etiquette
03
Security
Email and Best Measures for
Communication Practices Emails
Email allows for quick Use a clear subject line, Implement strong
and efficient proper salutations, and passwords and two-
communication, with the a professional tone in factor authentication to
ability to reach multiple emails.Avoid using all protect email
recipients caps, excessive accounts.Be cautious of
simultaneously.It exclamation marks, and phishing attempts and
provides a written unnecessary avoid clicking on
record that can be attachments. suspicious links or
easily stored and attachments.
retrieved for future
 Effective IT Communication Tools

Overview of IT Tools
Tools like Zoom, Skype, and Google Meet
facilitate virtual meetings and collaboration. Selecting the Right Tool for Communication
Project management tools like Asana and Jira
Consider the specific needs of the team, such as the size,
help track progress and manage tasks
location, and nature of the work.
efficiently.
Evaluate the features, ease of use, and compatibility with
existing systems before choosing a tool.
Integration with Existing Systems
Ensure that the new tool integrates seamlessly with current
software and workflows.
Training and Support for Users Provide training and support to help employees adapt to the
Offer comprehensive training sessions and new tool.
user guides to ensure effective use of the tool.
Establish a support system to address any
technical issues or questions that arise.
05 Social Media and Public Relations
Using Social Media for Communication
Measuring the Impact of Social Media
Use analytics tools to track engagement
Platforms for Organizational metrics, such as likes, shares, and comments.
Communication Monitor the growth of followers and the reach
LinkedIn is ideal for professional networking of posts to assess the effectiveness of social
and sharing industry-related content. media strategies.
Twitter and Facebook are effective for real-
time updates and engaging with a broader
audience.

Strategies for Engaging Audiences

Create interactive content, such as polls, quizzes, and
live videos, to engage followers.
Respond promptly to comments and messages to build a
strong online presence.
Ethical Considerations in Social Media

Establish clear guidelines Always verify the accuracy

for employees on what can of information before
Ethical Dilemmas Case Studies of sharing it on social media.
and cannot be shared on
in Online social media. Ethical Breaches Be respectful and
Communication Regularly review and considerate in all online
01 update policies to address 03 interactions, avoiding
emerging ethical offensive or discriminatory
challenges. A case study of a company language.
Balancing transparency
that faced backlash for an
with confidentiality when
insensitive social media
sharing company
information. 02 post. 04
Another example of an
Addressing negative
comments or reviews Policies for Ethical employee who leaked Best Practices for
without compromising the Social Media Use confidential information on Ethical
social media, leading to Communication
organization’s reputation.
legal consequences.
06 Enhancing Communication Skills
Continuous Learning and Improvement

Resources for Learning

Communication Skills

Importance of Skill
Online courses, workshops, and webinars Setting Personal
Development
offer valuable insights and practical tips.
Communication Goals

Continuous learning helps individuals Books, articles, and podcasts provide in-depth Identify specific areas for
stay updated with the latest knowledge and diverse perspectives on improvement, such as public speaking
communication trends and communication. or writing skills.
technologies. Set measurable goals and track
It enhances personal and professional progress regularly to ensure
growth, leading to better job continuous development.
performance and career
advancement.
Feedback and Adaptation
Importance of Feedback in Communication
Feedback helps individuals understand their strengths and areas for
improvement.
It fosters a culture of open communication and continuous improvement
within the organization.
Methods for Receiving and Giving Feedback
Use structured feedback forms or one-on-one meetings to provide
constructive feedback.
Encourage a two-way dialogue, allowing recipients to ask questions and
clarify any points.
Adapting Communication Styles
Tailor communication styles to suit different audiences, such as clients,
colleagues, or superiors.
Be flexible and open to adjusting your approach based on feedback
and changing circumstances.
Case Studies of Successful Adaptation
A case study of a manager who adapted their communication style to
better connect with a diverse team.
Another example of a company that successfully implemented
feedback-driven changes to improve internal communication.
Thank you for listening.
•Reporter