Organizational

Communication

BARROS | ENERIO | LAGMAY | LLANO | MONTEVERDE | SANGUAL

Communication
Process
 Communication
The process of passing or exchanging thoughts, idea, opinion or
information and understanding from one person to another.

In nursing, communication is a tool to accomplish work and meet goals.

3 Ingredients;
1. Trust
2. Respect
3. Empathy
 Communication Process

Sender Message Encoding Channel

Feedback Decoding Receiver

Barriers in Communication
1. Semantic Barrier
2. Psychological barrier
3. Organizational Barrier
4. Personal Barrier
5. Environmental Barrier
6. Mechanical Barrier
Variables
Affecting
Organizational
Communication
1 Organizational Structure
2 Gender

3 Generational

4 Power and status

1 Organizational Structure

2 Gender
3 Generational

4 Power and status

1 Organizational Structure

2 Gender

3 Generational
4 Power and status
1 Organizational Structure

2 Gender

3 Generational

4 Power and status

Organizational
Communication
is a high-level management function; it must be systematic, have
continuity, and be appropriately integrated into the organizational
structure, encouraging an exchange of views and ideas. (Marquis
and Huston, 2017)

Broad field that encompasses all forms of communications that

allow organization to function, grow, connect with stakeholders,
and contribute to society.

Includes both internal and external communications.

Internal: within the organization itself
External: Public Relations
Memo Writing
A written document that businesses use to communicate an
announcement or notification. While memos were once the
primary form of written internal communication in a business, they
are now commonly sent in the form of an email.

Usually meant as mass communication to all members of an

organization rather than a one-on-one personal message.

to bring immediate attention to a task, project, event, or problem

that can affect business operations or personal life.
 Parts of Memo Writing
The Header:
The header gives information about the author, the
intended recipient, the subject, the date, and the names of
other people who may see the memo (cc).

Grey-Sloane Memorial Hospital

To: All Employees and Healthcare Providers

From: King Charles Windsor- Head, Infection Control and Containment Department
Date: August 15, 2022
Subject: Mandatory use of N95 Mask
The Message:
Introduction- Explain the purpose
Body- addresses the information required
Conclusion- Summary and possible recommendations.

The Infection Control and Containment Department (ICCD) conducted a survey of votes
through the institution last July 25-29, 2022 to assess views and opinions regarding
stronger safeguarding of the frontliners in this time of crisis.

75% of the population answered they feel safer when using the N95 mask on a regular
basis especially when dealing with unvaccinated patients, and untested patients for
COVID-19.

After careful and thorough deliberations, the institution have reached the conclusion that
all healthcare workers, staff, external partners and auxiliary will use the N95 Mask inside
the hospital premises strictly starting on August 22, 2022.
For widest dissemination.
Tips for writing a Memo:

Memos should be succinct, formal, clear, interesting and easy to read

It should be logically organized, accurate, well-researched and
informative
Avoid using technical jargon and abbreviations that the recipient may
not understand
Avoid the use of slang, colloquialisms and contractions
Use action verbs and an active voice to convey your confidence
Highlight important points and reduce unnecessary wordiness with
headings, sub-headings, bullet points and numbered lists
Check for correct grammar, spelling and punctuation
MINUTES OF THE MEETING
WHAT IS MINUTES OF THE MEETING?

Meeting Minutes- means a written record of

the meeting’s activities conducted by the
company, organization and a group of
people. It is also known as the meeting
notes. Meeting minutes take note of
whatever happened during a meeting.
WHAT IS THE PURPOSE OF
MINUTES?
To take note elaborately during meeting time
regarding attendance, discussion, who is
responsible for which task, how to solve the
problems, vision, mission, and so more.
Who Takes Minutes of The
Meeting?
Minutes of Meeting Types

1. Physical meeting minutes

2. Online meeting minutes
Elements of Meeting Minutes
1. Company or organization
name
2. Date, Time & Location
3. Opening
4. List of attendees and Absent
5. Agenda

6. Discussion
7. Note
8. Action Items
9. Adjournment
10. Submitted by
11. Approved by
12. Documents
Company or Organization Name

The company name is the essential element

of meeting minutes. Every minute of the
meeting needs to have an exact organization
name at the top of the letter and add a logo if
you have one.
ex.
Demigods Anti-Bullying Organization
Date, Time & Location

The precise date, time, and location are

the prime component of minutes to
express the profound meaning of
discussion meetings.
ex.
24 October 2019/ 4:00 PM
Opening

For example, The regular weekly meeting of

the Demigods Bullies group was called to
order on 24 October 2019, 4:00 PM at 202
room in Faculty of Modern language and
communication.
List of attendees
The list of the members who
participated in the meeting
List of absentees
The members who did not join the
meeting discussion
Agenda

The main topic or purpose of the meeting.

ex . Capturing photos and Making video

Active on Social media
Planning for drama and talk show program.
Discussion
In similar to the agenda but a brief discussion of the main point of
the agenda.
Ex.
Firstly, we have to create some photos and videos viewing the
negative impact of bullying and cyber-bullying. These photos and
videos will represent our activeness with diverse creativity.
In addition, all group members have to emphasize social media
activities such as uploading photos and videos regarding bullying
and cyber-bullying.
Finally, we have to prepare ourselves enough to perform effectively
for the final program at Dewan Za’ba. Every group member will
rehearse according to the script
Action Items

A report on each topic discussed at the

meeting, and what decisions have been
reached.
Note
A record of who is going to do which task later.
Actually, the note implies here a list of people who
have been assigned for certain tasks.

ex.
Kobiruzzaman will be responsible for booking the
Dewan Za’ba hall room for our final program by next
week.
Adjournment

Written evidence of when and how the

meeting was dismissed.
ex.
The meeting was adjourned at 6 PM by the
anonymous decision of group members.
Hence, the group leader declared the
adjournment loudly.
Submitted By

The person who creates the meeting

minute.
Approved By

The one who leads the group or

organization.
Documents

Attachments of pictures or any documents

presented during the meeting.
Presentation of
Reports
WHAT IS A REPORT?
• Reports are documents designed to record and convey information
to the reader.

• Reports are part of any business or organization; from credit reports

to police reports, they serve to document specific information for
specific audiences, goals, or functions.

• The type of report is often identified by its primary purpose or

function. (Example: accident report, laboratory report, sales report,
book report)
TYPE OF REPORTS

2 Major Types of Report:

▪ Informational Report
▪ Analytical Report
TYPE OF REPORTS
Other Types of Report:

▪ Laboratory Report
▪ Research Report
▪ Field Study Report
▪ Progress Report
▪ Technical Report
▪ Financial Report
▪ Case Study
TYPE OF REPORTS
Other Types of Report:

▪ Needs Assessment Report

▪ Comparative Advantage Report
▪ Feasibility Study
▪ Instructions Manuals
▪ Compliance Report
TYPE OF REPORTS
Other Types of Report:

▪ Cost-Benefit Analysis Report

▪ Decision Report
▪ Benchmark Report
▪ Examination Report
▪ Physical Description Report
▪ Literature Review
HOW ARE REPORTS ORGANIZED?

• Reports vary by size, format, function.

• Reports are typically organized around “six
key elements”.
WHAT ARE THE SIX KEY ELEMENTS?

1. Whom the report is about and/or prepared for.

2. What was done, what problems were addressed, and

the results, including conclusions and/or
recommendations.

3. Where the subject studied occurred.

 WHAT ARE THE SIX KEY ELEMENTS?

4. When the subject studied occurred.

5. Why the report was written (function), including under

what authority, for what reason, or by whose request.

6. How the subject operated, functioned, or was used.

HOW ARE REPORTS ORGANIZED?

Ask yourself who the key decision makers are, who will read
your report, who the experts or technicians will be, and how
executives and workers may interpret your words and images.

While there is no universal format for a report, there is a

common order to the information.

Each element supports the main purpose or function in its own

way, playing an important role in the representation and
transmission of information.
TEN COMMON ELEMENTS OF A REPORT
CHECKLIST FOR ENSURING THAT A REPORT
FULFILLS ITS GOALS

Report considers the audience’s needs.

Format follows function of report.
Format reflects institutional norms and expectations.
Information is accurate, complete, and documented.
Information is easy to read.
Terms are clearly defined.
CHECKLIST FOR ENSURING THAT A REPORT
FULFILLS ITS GOALS

Figures, tables, and art support written content.

Figures, tables, and art are clear and correctly
labeled.
Figures, tables, and art are easily understood
without text support.
Words are easy to read (font, arrangement,
organization).
CHECKLIST FOR ENSURING THAT A REPORT
FULFILLS ITS GOALS
Results are clear and concise.
Recommendations are reasonable and well-supported.
Reports represents your best effort.
Report peaks for itself without your clarification or
explanation.
KEY TAKEAWAY

Informational and Analytical reports

require organization and a clear
purpose.
Preparation and Conduct
of Meeting
 Conducting a meeting gives an opportunity
to share ideas and information, collaborate with
coworkers and address important
issues and goals.
How to prepare for a meeting?

1. Determine the meeting's purpose

Identify the purpose of the meeting and consider
whether the purpose is to solve a problem, come to a
decision, share information or motivate employees.

2. Create an agenda
Develop an agenda that lays out key topics you want
to cover and the order in which you want to cover
them.
How to prepare for a meeting?

3. Choose the participants and attendees

Consider the key employees needed to attend the
meeting.

4. Assign roles to your participants

Assign each participant a role.

5. Set a time and place to meet

Determine the time of the meeting and its location.
How to prepare for a meeting?

6. Send an invitation and agenda

Send out meeting invitations and the agenda so everyone
knows the meeting's purpose.

7. Decide on a decision-making process

have a majority vote, have people share their expertise,
or have a leader decide on a particular decision.
How to prepare for a meeting?

8. Select the tools and equipment you want to use

use productivity or collaboration tools during meeting

9. Finalize the agenda and distribute it

This lets them review the agenda prior to the meeting

10. Follow up with prospective attendees

Get in touch with them before the meeting
Steps needed to conduct a meeting

1. Set a clear objective

Make sure to have a clearly defined purpose and
objective for holding the meeting.

2. Consider your attendees

Take time to determine who you want and need to
attend the meeting.
Steps needed to conduct a meeting

3. Establish Ground Rules for Meetings

These ground rules cultivate the basic ingredients needed
for a successful meeting.

4. Start and end the meeting on time

Distribute the agenda to the appropriate parties ahead
of time to ensure everyone knows the meeting's start
time.
Steps needed to conduct a meeting

5. Follow your schedule

Ensure to get everything planned covered and follow the
time allotments

6. Evaluate the Overall Meeting

Leave 5-10 minutes at the end of the meeting to evaluate
the meeting
Steps needed to conduct a meeting

7. Follow up
After the conclusion of the meeting, send everyone an
email highlighting what the meeting accomplished
Share meeting minutes
Check on the progress of each action item
Schedule individual meetings
Schedule another meeting
References:

1. https://managementhelp.org/misc/meeting-
management.htm
2. https://www.indeed.com/career-advice/career-
development/how-to-conduct-meetings
Thank you!