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INTERNAL & EXTERNAL COMMUNICATION

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by

Sabina Santiago

on 26 May 2015

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Transcript of INTERNAL & EXTERNAL COMMUNICATION

Communication
What is Communication?
Communication is the message that is passed between a sender and a receiver.

The purpose of communication:
The purpose of communication is to provide and collect information about the business, to be able to give instructions and to coordinate different functions of the business.

INTERNAL & EXTERNAL COMMUNICATION
Ways of Communication
Internal stakeholders at BSM
BSM teachers: e.g. Mr Owen, Mr Mann, Ms Olds
BSM students
Methods of Internal Communication
Effectiveness of methods
Emails:

-Using emails is more common and accessible
-More accurate, fast, available
-Acceptable when communicating vertically, to people of higher positions (e.g. line manager, headmaster, etc.)
-Requires internet connection, which costs money and is not always available
-Can also be unreliable if there is a hard-drive crash, emails and important information can be lost

Meetings (verbal)
-Face-to-face:
Vital when communicating with people of higher rank
Formal and ideal when discussing information and instructions of the organisation.
-Staff:
Importance when discussing an open subject with other stakeholders
It is also easy to voice out opinions and it can also be more efficient when solving problems or discussing matters.
Usually big, so some stakeholders may not be vital

Telephone
-Wide geographic access
-Can be an alternative if there is no Internet connec-
tion
-Use of telephones are more scarce (communication by
telephone will be reduced to 5 percent of all business
communications)
-According to Mr Owen, his telephone is/was broken
-Can misunderstand message over telephone

Bulletin
-One-way
-Easy to access
-Can misunderstand messages
BSM's Strengths?
-Secure email system in school, which is reliable and easy to use.

-All methods relatively easy to use
BSM's Weaknesses?
INTERNAL COMMUNICATION
SUGGESTIONS FOR IMPROVEMENTS
-Variety of methods of communication
-Make sure all staff/stakeholders included in meetings are vital to meeting
-Have people notified a few days prior to meeting
-Some times communicated by third part, when feels it is more appropriate for the stakeholder to communicate firsthand
-Some communications (meetings) that does not require him, which wastes his time.
-Communications are announced last minute
-Have meeting hosts to tell stakeholders specific dates, times and contents of meeting
-ensure meeting is set on date/time, if meeting is delayed, notify stakeholders at least a day prior to meeting
-Instead of having all delegate from each department, have only one stakeholder
INTERNAL COMMUNICATION
Internal communication happens within the business or organisation.
EXTERNAL COMMUNICATION
External communications take place between the business and outside individuals or organisations.
'Quite a lot of barriers to effective communication in BSM...'
-Mr Owen
External Stakeholders in BSM
BSM Parents
Mr Kwan
Mrs Runah Domoguen
Mr Erwin Adevoso
Mrs Donna Caballo (Marketing).
Methods of External Communication
Family portal
Personal/BSM email
Telephone
Cell phone
Social Media (e.g. Whatsapp, Facebook)


To what extent do
you think that the family portals have helped when it comes to communicating with the school?
"It's easier to get the reports."
"It is not easy to get on it."
"Up to now some parents don't even have access to the family portal.."
External Communication
BSM's Strengths?
- Variety of methods of communication

- Family portals are easy to use and has quick access

- School email is reliable and easy to access
BSM's Weaknesses?
- Communications that are given to parents might not go through because of technical difficulty and might be delayed

- Communications might not be accessible online.


SUGGESTION FOR IMPROVEMENTS
- To make sure the family portal system is fixed and that all parents have easy access to it.

- Make sure that external stakeholders are notified if they have received any important communications from anyone through other different mediums of communications, in case if one is unavailable to work.

- To change BSM parent emails to family names, because as of now the emails consist of 5 numbers and it is inconvenient for parents

Emails

-Using emails is more common and accessible
-More accurate, fast, available
-Requires internet connection, which costs money and is not always available
-Can also be unreliable if there is a hard-drive crash, emails and important information can be lost
-Family email addresses are har to remember

Social Media
- Social media is growing
-It is easier for parents to contact each other (parents mainly use Whatsapp groups to converse and communicate)
-Allows people to communicate faster and more effectively as the internet and social media is very accessible.


Family Portal
-Easier to access SSA grades
-Faster and more effective
-Saves paper
-Hard to learn how to access
Telephones/Cellphones
-Wide geographic access
-Can be an alternative if there is no Internet connection
-Use of telephones are more scarce (communication by
telephone will be reduced to 5 percent of all business
communications)
-Can misunderstand message over telephone
-Wide geographic access
-Internet, texts, calls and social media accommodated cellphones
-More people use cellphones nowadays

Evaluation
-Interview more stakeholders
-Send out questionnaires to students
-Ask more specific questions

Full transcript