Page 89 - DLIS408_INFORMATION_TECHNOLOGY-APPLICATIONSL SCIENCES

Information Technology and Application

Notes This is useful because:
The manager may meet with the other departments regularly and be able to answer the query.
If there is a query the answer may be helpful for the colleagues and the manager can make
sure that it can be passed on to everybody.
If most people in a department have the same question it is better that another department only
has to answer the query once.

Policies and Procedures
Communication is the flow of information within an organization. It includes:
Internal newsletters
Notice boards
Memos
The intranet
Internal customer service.
A policy is a statement that outlines how the organization will act on a particular issue. Who can
access information? What information can be released internally and externally? When information
can be released? What the organization aims to achieve by communicating?
A procedure is a step-by-step guide on how to carry out an activity in the workplace. Communication
procedures provide guidelines on how to share certain types of information. A procedure on
writing internal memos, for example, may include: A style guide, design template or the
Instructions for distribution.

Participation in-group Events

Some casual events provide opportunities for arranging social gatherings in different departments
of the firm. The informal atmosphere during the sport events, picnics, and parties offer spontaneous
information from the employees to the firm.
Informal communication channels are those that develop through social interaction. They include:
Conversations at break times
Grapevines
Consensus.
Conversations at Break Times

The telephone conversation and face-to-face conversation are the primary means of horizontal
communication, which facilitate the coordinating activities of the organization. Today, the modern
business houses on telephone services spend thousands of rupees. The telephonic communication
cannot be as effective as the face-to-face communication because people cannot use facial expressions
and gestures in telephone conversations. But it is possible to make it effective through modulations
of voice.

Self Assessment
Multiple choice questions:
3. The statement that outlines, how the organization will act on a particular issue is called:
(a) Memos (b) Procedures
(c) Policy (d) Both (a) and (b).
4. Informal communication channel include:
(a) Internal news letters (b) Notice boards
(c) Grapevine (d) Policy.
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