WRITE SHORT NOTES

1. Office Memo
2. Office Order
3. Office Circular
4. Office Note
5.. E-mail
6. V-mail
7. Fax
8. F.O.D.
9. Telex
10. Word Processor
11. Internet
12. Multimedia
13. Telecommuting
14. Teleconferencing
15. Telephone Answering Machine
16. Video Conference
17. Pager
18. Intercom
19. Electronic Bulletin Board
20. On-line Database
21. Office Suite
22. Computer
23. Photocopier
24. Scanner
25. All in one office
26. Cellular Phone
27. T e l e p h o n e
28. T e l e t e x t
29. V i d e o t e x t
30. Selection Interview
31. Mass Communication
32. F e e d b a c k
33. Communication Model
3 4 . Communication Process
3 5 . Two-way Communication
36. One-way Communication
3 7 . Verbal Communication
3 8 . Written Communication
3 9 . Oral Communication
40. Non-verbal Communication
41. Visual Communication
42. Audial Communication
43. Audio-visual Communication
44. Paralan guage
45. Silent Communication
4 6 . Advertisement as technique of Communication
47. Board Meeting
48. Statutory Meeting
49. Annual General Meeting
5 0 . Extra-ordinary Meeting
5 1 . Welcome Address in a Seminar Session
52. Internship Program Report
Short Notes

1. Office Memo
Ans : The word memorandum shortly termed as 'memo' means taking note for future or
any matter to be remembered. Indeed memo is one kind of written note that helps to keep
something in memory. Office memo is a written means of internal communication. It
id .used to exchange information among officials subordinates or people of same status
in an organisation. In fact, office memo is a written means of communication in
between different sections, departments or uni t s wi t h i n t h e o r ga n i sa t i o n. It i s u s ed
t o ex ch a n ge information among executives, sub-ordinates and people of same status.
Office memo is written referring to a specific issue of the organisation. Polices and
principles of the organisation, clarification of policies, any change or modification
brought in present policies, any change in work schedule, providing or soliciting advice,
request for supplying information, granting permission to perform a particular task etc.
are used as the subject matter of office memo. The officials, sub-ordinates and people of the
same status may use office memo to exchange information in matters of various 'courses
of actfon of the offi ce. Offi ce memo i s frequentl y used for conve yi ng information,
making requests and providing response.
As a tool of internal communication office memo provides certain specific benefits. It
provides the message in brief and effective form. It is less expensive and may be
used as reference. But office memo can be used only in limited areas. If it is used formally,
rules and regulations should be followed strictly and this causes unnecessary delay. If
any wrong, exaggerated or distorted information is included in a memo, it cannot by
instantly altered. A corrigendum becomes necessary for it. It is useless of the illiterate
people.

2 . O ff i ce O rd er
Ans : Office order is a means of internal communication within an organisation. The
term 'order' generally means telling subordinates to do or refrain from doing a specific job.
But' passing an order high level executives want their subordinates carry out the order.
When a message is conveyed as an order, it means that it carries a stamp of authority
with it and has to be accepted. The high level executives circulate office order to the
employees. Order is generall y issued for posting of employees, promotion,
suspension, transfer, discharge from job, sanction or recession of yearly increment,
imposing rules and regulations, enforcing certain rules or course of action etc.
A n o f f i c e o r d e r d e s c e n d s f r o m t h e t o p o f t h e organisational structure down
to the employees for execution. Since office 'order is a formal course of action, it
should preferably be written.
Office order is a sensible part of communication. Its subject matter should be well
thought, organised, meaningful and att ached with r easonable int erpret ation so that
no unpleasant situation grows in the enterprise. It should be relevant, concise, easy to
understand and issued with proper authority and interpretation.
 3 . Office Circular
Ans : Office circular means written communication to be moved within the
organisation. It is issued to make the people concerned informed of the general matters of
the organisation. In the words of R. Pal and J. S. Korlahalli "Office circulars are meant to
convey some information to a large number of people. Such information are usually of
general nature and not confidential."
Thus, office circular is a written method of exchanging information by which the
written message of higher level are sent to lower level for their information. By means of
an office circular many people are made informed of the same matter simultaneously. It
is an important means of establishing written communication about 'official matters
among the employees of an organisation.
An office circular can be made to reach the concerned people in two ways— (i) hanging
on the notice board and (ii) distribution of copies of circular to the readers. In many
organisations a notice board is hung near the main gate used for entry or exit. Copies
of the circular are hung on the board. Of course many organisations follow the practice
of hanging circulars on notice board fixed on walls adjacent to different departments of
the organisation. Of course, where readers are m ore o r num erous, m any copi es of
offi ce circul ar are distributed among the readers with or without their signature.

4.Office Note
Ans : Office nete is a widely used means of internal communication of an enterprise.
It is used to exchange any message or information in writing among the people of the
same status in an enterprise. Especially the employees of interdepartements of identical
status use office notes regarding exchange of information. Counseling, recommendations or
any other course of action to be adopted. In the words of R. Pal and J. S. Korlahalli
"Office memos are used for horizontal communication. They are exchange between
departments or between officers of almost equal rank asking for suggestion or seeking or
giving information about some matters concerning their respective departments.
Thus office note is one kind of written communication which takes place among the
people of the same status in an enterprise for exchanging information about any
departmental course of action, providing opinions, counseling etc.

5.E-mail
Ans: Electronic mail, on commonly known as E-mail, is a media of electronic
communication that helps sending of message via telecommunication links. If two
computer terminals are connected on a network it is possible to send message from
one to the other. Under • E-mail system the communicator composes his message in .a
computer and edits t h e s a m e t o b e s u r e o f i t s a c c u r a c y a n d t h e n t h e t h e specific
button for transmitting, that message to the expected receiver. Having instruction from
the sender the computer sends the matter to the receiver's computer instantly. By
opening the mailbox the recei ver can read the m essage recorded in the monitor
earlier and can respond instantly or at his convenience. This process helps the
communicator transmit his message within a very short time. For using e -mail
technique in communication the computer terminals of both the sender and the receiver
should be under the same network.
However, it should be mentioned that, inspite of having computer if its terminal is not
connected with the network, email system cannot be used. The e-mail system is not
meant for external communication only. It is simultaneously useful in internal
communication of the organisation concerned. A manager can instantly communicate
with his subordinates or colleagues using internal e-mail connection.' It can be stored for
future reference.
6. V-mail
Ans : Voice mail or V-mail is a very important method of e l e c t r o n i c c o m m u n i c a t i o n .
U n d e r t h i s m e t h o d o f communication a message is sent to the receiver in the voice of
the communicator instead of sending the same in writing. For availing the voice mail service
the sender has to store his oral statement dialing a specific telephone number. Then the stored
information are transmitted to the expected receiver. The voice mail received can be stored.
The special advantage of v-mail system is that the original voice of the sender can be
heard without any distortion. It solved the time-gone difficulties cross-country and
international communication.
7 . Fax .
An s : Facsi m i l e popul arl y known as Fax i s a ver y important method of electronic
commrmication. It is used to transmit any sort of written matter, picture, diagram etc. from
one place to another. This device acts through telephone line. Under this method, any
document containing information which is put as input in the fax machine of the
sender is electronically transformed as photocopy as the origin in the receiver fax
machine. Using this method similar document of the origin can be transmitted from one
place to another in home and abroad instantly. Specially it is used to present any written
statement, diagram photograph, certificate, testimonial etc. to the receiver as it is.
Thus, fax machine is a very useful method of transmitting visual materials viz, diagrams,
illustrations, photographs or copies of artwork visuals. The fax machine is connected with
a telephone.
. 8. FOD
Ans : Faxe-on-demand or FOD is an automated macktine by which an organisation can
receive requests for information and respond to those requests automatically, 24 hours
per day, 7 days per week without ever touching the key board. Satellite links are
essential for this mode of communication. An organisation can create a variety of
documents like its corporate profile, information about its products, the latest catagoue
etc. These information are stored in a computer with specific code number. A customer
can have automatically access to any these documents via a satellite link.
9. Telex
Ans : Telex is one of the most important medium of electronic communication.
Telex is the name given by the people of the postal department to a teleprinter
whereby written messages can be communicated from one place to another with the
help of a machine. It is used to transmit .information with the help of teleprinter
thcough exchange system. Post and telegram departments provide services to the telex
users under this exchange system. The user of telex machine has to collect the
specific telex number from the nearb y post and t el egraph offi ce. Inform ati on .can
be transmitted by the telex through exchange as a particular telephone set is connected
with another exchange system.
The teleprinter has two parts : (i) Key board transmitter and (ii) receiver. When a
message is to be sent, the typist presses a button, waits for dial tone, dials the number
desired and if the number is contacted types the message. The message as typed in the
originating office is typed on a strip of paper at the receiver's end. This is one of the
quickest and most accurate methods of transmitting written communication.
 10. Word Processor
Ans : A word processor combines in it the characteristics of a computer and a type
writer. It thus simplifies to a great extent the work of written communication. For
efficient operation of a word processor, its uses need three things viz. typing skill, basic
computer literacy and word processing software. Without any of these three basic things
the use of word processor becomes meaningless.

10. I n t e r n e t
A n s : T h e I n t e r n e t m a y b e t e r m e d a s . a g l o b a l communication of people.
For internet communication a' number of computers are linked together by telephone
lines, radio links or satellite links. With the help of 'internet we can serve many purposes.
Interent is the world's largest computer network. Started in 1964 by the United States
Department of Defence, the internet is a voluntary cooperative undertaking. It links
thousands of smaller computer networks and millions of individual computer users in
homes, business organisations, government officers and schools all over the world. To
reach the internet we need a comput er with a modern and an internet service
provider (ISP), a company that provides access to the inter -net. For a face, one can dial
into one of the ISP's host computers, which will link to one of the networked computers in
the internet. The most widely used part of the interest is the world wide web developed
in 1990. The web enables users to search for display and save multimedia resources,
such as, graphics, text and audio and video flies.

11. M u l t i me d i a
Ans: Multimedia is combination of many media brought together to convey a message.
These 'media' may encompass graphics, photo music, voice text and animations. When these
elements are placed together on computer screen, they become Multimedia. It is a very
powerful media of communication. Mul timedi a can be ver y popul arl y used for
m arket ing campaigns. Multimedia demonstrations placed on floppy disks can be
used as a cost saving and efficient way of distributing an eye catching and informative
demonstration of a company's products and services.
13. Telecommuting
Ans: Telecommuting is an admixture of using electronic devices for communication.
Under this system small and easily carriable devices such as portable computer, cellular
phone, portable printer, fax machine, bupers etc. are used to make any space a virtual
office. Thus it provides facility for the user to make his home, car, a customers office
a work place.
14. Teleconferencing
Ans : It allows people to meet and work collaboratively from distant places. It will
seem to them that they are living in the same room. They can hear and see each other and
share information with one another as if they are placed together in one. single room. It
saves both time and money. In the present era of globalization when multinationals are
simultaneously operating in several countries separated from another by thousand
kilometres, teleconferencing has become a very effective means of mutual consultation.
In fact , it is one t ype of el ect roni c m eet ing whi ch transforms the discussion
about specific matters of different people of different locations held through telephone.
This type of conference i s .held t hrough t he local, nati onal and international
telephone call. The communicator can take part in communication with necessary
documents with the help of own fax machine or e-mail.
15. Telephone answering machine
Ans : The telephone answering machine is particularly useful, when some one is not
present in the room to attend the incoming telephone call. If some one phones the machine
will catch all voices of the sender. Whenever the telephone rings the machine reproduces a
pre-recorded message. This machine is used widely in railway stations and airline inquiry
offices. Sometimes telephone message aTrive when there is no one personally present to
attend them. Usually message of routine nature are informed by a telephone answering
machine.
16. Video Conference
Ans : Video conferences are important devices for mutual communication. These are
electronic meetings that allow participants in scattered geographical locations to see
and hear one another on television monitors by ways of images transmitted over
telephone lines. This results in vivid and meaningful mutual oral communication. A
particular company can reduce the cost of sending participants to distant places of
abroad and save • time through the use of the video conference system. Thus video
conferences are very much useful and hel pful i n runni ng t h e organi sat i ons m ore
economically and efficiently and in making the best use of the available working hours of
the participating people in the video conference.
17. P a g e r
Ans : Pagers are battery power small devices that provide signal to the user about
telephone messages. When the user stay outside the office or home, the incoming
message are stored in pager and the communicator conveniently receives the message
from it. Its speciality is that it is less expensive than the cellular phone. Instead of
annoying beeps, many pagers provide signals by means of vibrations or link blinking -
lights. There are some models through which the sender can transmit message along
with the telephone numbers. The number is instantly exhibited on the pagers- display
screen. Alphanumeric pagers, commonly known as voice pagers, allow the callers to such
brief message such as 'Trip canceled', Dial R ahi m b y n um b e r ' e t c . Th r ou gh
com bi n at i o n o f vo i c e mailbox with some pagers direct connection between the
sender and the receiver can be established.
18. I n terco m
Ans : Intercom is an electronic device for establishing internal oral communication
among the people engaged in different branches, sections, units or officers of the
same organisation. It is an expansion of telephone connection of a particular office. But
it cannot be used to contact with the people outside the organisation. Generall y
large s cal e organisations ha N ing various departments or units engage
many people to accomplish their specific tasks. Those people perform their jobs sitting in
many office rooms., of different floors: For smooth functioning the engaged people
are provided with intercom facility. Generating intercom system the telephone sets of
various departments or offices are connected with the main intercome machine installed
earlier. Under this system the user has not to pay for every call. Thus this system ensures
economy in communication.
19.Electronic Bulletin Board
. Ans : Bulletin board is used communicate with a huge number of people within the
computer network. This type of board contains different information. The computer
connected w i t h t h e c o m p u t e r n e t w o r k c a n e a s i l y g e t n e c e s s a r y information from
the bulletin board or it can store information on it for other users. A particular type of
software is used to operat e comput er based bulletin board. Such software resounds
to the incoming calls from other computers, receivers and stores the message transmitted
by other computers, provides the users with the scope of using files of the bulletin board
etc.
20.On-line Database
Ans : Data are preserved in the computers data base file of which online database
is specially preserved in the data file. Necessary amount of information can be
procured from the database for reseatch work or by the users of the business purposes. For
this reason the user has to establish connection with the database through the application
program. In this case, 'Data Manipulation Language' (DML) is used for handling
and monitoring data and necessary information is collected by giving query.
21.O f f i c e S u i t e .
• Ans : Five categories of primary business software are used in a computer. These
are Word processing, databases, presentation graphics, communication and
spreadsheets. Though these softwares are sperately produced, packaged and sold in -the
business world, they are integratedly used. For example, a manager can use any
document or section of word processing in a presentation slide. Again a spreadsheet
allows the labourers to collect numerical information by which they understand the
impact of changes on production. In view of these dimensional uses of software, the
software developers have introduced integrated office suites. Microsoft's office
professional contains word (word processing), Excel (spread s h e e t , p o w e r p o i n t
( P r e s e n t a t i o n g r a p h i c s ) , M a i l (communications) and Access (database
management).
22. Computer Printer
Ans : The computer printer is a machine that provides the .mechanism to convert from
the computer screen the words and image into electric pages. Now -a-days, word
processing software generates letters, memos reports proposals and other documents for
official communications and other uses too. Printers can generate pages of necessary
amount easily and quickly in accordance with necessity.
23. Ph otocop i e r
Ans : Any written document can be necessarily duplicated through the photocopier. A
photocopier machine can print necessary amount of copies original in colour and even
in colour from black and white. These are used for exchanging information or
communication purposes. At present, the latest 'photocopiers are available in the market
by which any document or image can be printed in colour as well as black and white
and even, can be printed in small or big sized as necessitated by the customers.
24. S c a n n e r
Ans : Scanners are devices that can scan and transform all types of printed information
into digitized data that the customers can read, store and strive. The most sophisticated
scanners scan text and graphic images in colour and black and white. A typical model can
transform a standard type written page into a digitized format in just eight seconds.
scanners increase productivity by eliminating the need to keyboarct documents into the
computer. They also eliminate the need to store papers documents.
25. Al l i n on e off i ce
Ans : Often it • reall y becomes difficult for man y organisations to use the latest
devices of communication because of being heavily expensive. In view of this limitation,
the manufacturers are producing and marketing multifunction machines linking with
computers. For example, instead of using four sperat e equipm ent's an offi ce ma y
be full y integrated with an inkjet printer, plain paper fax machine, copier and scanner.
The office jet retail price considerably less than the cost of buying each component
separately. As a matter of fact, small or large concerns are now being able to achieve
economy in using all in one office machine in the field of communication.
26. Cel l u l ar Ph on e
Ans : Cellular phones are one sort of wireless telephones which transmit voice and data
in the form of radio signals. Personal and business information can be easily transmitted
with the help of cellular phones. Today, a cellular phone is one of the quickest means of
communication for which time and money of the user are solved.
27. Telephone
An s : T el ep ho ne i s an i nt e gr al p a rt o f e l e ct ro ni c communication. This device
is used for transmitting oral messages to the receiver at a distant place. Renowned German
scientist Alexander Graham Bell invented telephone in 1876. It carries the conversation of
both the sender and the receiver through electric cables. For establishing telecommunication
the use of exchange is a mu*. Telephone connections done with the help of cables through
exchange in different areas of the country. At present easy telephoning communication has been
introducible through the satellite system and its network has been quickly spread
throughout the world.
Telephone is a widel y used and popular medium of electronic communication. It
is helpful in establishing rapid communication at less time and expense and the response
of the receiver can also be obtained instantly. Today three types of telephone
communication are available analogue, digital and mobile. Of those sophisticated
technology based digital and mobile telephone communication is easier and free from
hazards as compared to the analogue telephone.
28. Teletext
Ans : Teletext is a new and amazing addition to electronic communication. It is one way
expansion system. Under this method written message is broadcast through the television.
It is very much useful to communicate summarised or brief information to the millions
of receivers at a time. Weather forecasting, business news of home and abroad,
advertisement of goods and services, stock exchange reports etc. are circulated by
teletext.
29. Videotext
Ans : Videotext is a device that is used for collection of information. Under this method
the user can collect necessary information by making connection with large database using
tecommuinication network. It is used to send information to t h e i n q u i r e r o r
i n t e r e s t e d p e r s o n o r i n s t i t u t i o n w i t h broadcasting like teletaxt. Any message, business
news, stock exchange report etc. stored by the person or institution concerned under
this method of vidotext.
30. Selection Interview
Ans : The interview which is conducted to find out suitable candidate for
employing in the vacant post is called selection interview. This type of interview is
arranged by the employing authority in which the employer tries to select an applicant
for a job. Here the employer's aim is to know whether the applicant can be of service
to his company and the applicant's aim ,is to find out whether the job being offered by the
company can be suitable to him. Selection Interview is an important task of the
recruitment process. En most cases 'selection interview' is taken by a panel of expart
interviewers whose functions are to draw out and reveal aspect of the candidates
personality which are relevant to the needs of the job.

In fine, it can be said that the interview which is the employer or by a panel of expert
interviewers (on behalf of the employer) to size up an applicant for a specific job is called is
selection interview. •
31. M a s s C o m mu n i c a t i o n
A n s : T h e w o r d ' m a s s c o m m u n i c a t i o n m e a n s communi cating with a l arge
number of people. That is transmitting message or information to many persons may
be termed as mass communication. But this definition is not s u f f i c i e n t t o e x p r e s s
t h e o v e r a l l m e a n i n g o f m a s s communication. TransmiSsion of message to a large
number of persons is not enough to express the true meaning of mass communication.
In fact, mass communication is a process through which a message is transmitted among
a large number of persons who naturally stay far away from the source. In addition to
this, it involves heterogeneous audience, vast boundaries of space and some
intermediary channels through. which a message can be sent to the destination. Th us
mass communication is a process in which intermedidry channels are u s e d t o
d i s s e m i n a t e a m e s s a g e t o a l a r g e n u m b e r o f heterogeneous but wide spread
audience who are far away from source.
Today radio, television, film, newspaper, magazine, book publicity, sound recording,
computer, internet, billboards, posters, theater stage, comic books, stagepay etc. are
widely used media of mass communication. Press association, advertising agencies,
advertising department, public relation, department, public relation counseling firms,
reporters syndicate etc. act as mass communication agencies.
32. Feedback
Ans :The term 'feedback' means the return of the result or response of a particular
communication from the receiver. Feedback is frequently used in communication to
convey the repercussion of the receiver what he perceives from the message received
earlier. So feedback is the return message or response from the receiver to the sender. It is
a response from the receiver to the sender. It is a response from the receiver that informs
the sender. It is a response from the receiver that inform the sender how the message is
being interpreted and how the communication is received in general.
When a message is received, decoded and understood by the receiver, he is expected
to show some response or reaction; he may take some action or reply or behave in a
particular way as a result of message received. For completion of the communication
process the communicator need's to know whether the receiver has responded in the
desired way or not, he can find this out by getting feedback from the receiver. Thus feedback
is knowledge of result of a particular communication; it can be used for modifying the
future course of action relating to communication. No communication is complete
without feedback. It completes the circle of two way communication.
The flow of feedback is shown in the figure below .
 33. Communication Model
Ans : The term 'communication model' is meant to indicate the design or pictorial
presentation of communication process. Many elements are contained in the process of
communication. When these elements are represented through diagram, it is c a l l e d
c o m m u n i c a t i o n m o d e l . It i s n o t a s e p a r a t e o r independent method rather it is the
presentation of an existing object. The communication model is simply a symbolic
representation of the communication process. It does not show, the details of a message
rather it presents only those elements that are related to the object of sending a message.
Communication model can be used as a sample for further research and investigation .. If
suffers from many limitation. It is sym bolical l y represent ed, but it cannot displ a y
detail description. Less important elements or any supporting information are not
shown in the model. It is difficult to form a true idea about the message from a model. It is
inflexible.
34.Communication Process
Ans : Process refers to the various interrelated steps involved in the
accomplishment of a desired objective. Communication process includes all the steps
and operations involved in the transmission of message from the sender to the receiver. A
message originates in a particular place and ends when it reaches the destination.
The steps involved in the transmission of a message from the station of origin to the
destination are involved in the term communication process. It is a system through which
a sender reaches the receiver with a message. Therefore, it may be said that the steps that are
to be passed over from sending of the message to the receiving of the same constitute a
communication process. The process of communication cannot be complete without any
feedback from the receiver of the message to the original sender.
There are three main elements in communication process vie. communicator (sender of
message), the message and the communicatee (receiver). David K. Berlo mentioned
nine components of communication process. These are : (i) the communicator (ii)
encoding (iii) the message (iv) the channel (v) decoding (vi) meaning (vii) the receiver
(viii) feedback and (ix) noise. Though the authors differ as to the number of steps in
communication process they agree an one point that there must exits one sender and
receiver at the two ends of the communication process.
35.Two-way Communication
Ans : In two-way communication process both the sender and the receiver of message can
communicate with each other and the sender finds opportunities to study the reaction of
his message on the receiver. The word two-way communication points to the flow of
information in two defections back and forth. In two-way communication, a sender
(usually a boss) transmits a message to the intended receiver (subordinates) and the
receiver sends back his feedback (reply or reaction) to the original sender. Face-to-face
discussion or telephone c o n v e r s a t i o n a r e c o m m o n e x a m p l e s o f t w o - w a y
c o m m u n i c a t i o n . R e c i p r o c a l c o m m u n i c a t i o n b e t w e e n management and
subordinates or between supervision and workers belong to this category of
communication. In fine, we can say that when the communication channel allows the flow
of information or facts in two directions — forward and backward it is called two -
way communication. Two-way communication completes the communication circuit,
first- the message flows from the sender to the receiver and then back to the sender again
with response or reaction of the receiver.
 36. One-way Communication

Ans : When a message pushed through the communication channel moves in one direction
only ie. from the sender to the receiver, it is called one -way communication. One-way
communication process involves the simplest way for the flow of information or idea.
Movement of a message in two directions — back and forth — is not possible in one-
way communication. The message pushed through the channel can travel only from the
sender to the receiver, but reply or feedback from the receiver is neither possible nor
solicited. In one way communication, a message may travel vertically or horizontally.
Examples of one way communication are public speech, radio or television transmission or
sending message to subordinates without allowing them to reply or send back
information.
The flow of one-way communication is shown in the figure
given below :
Production Manager

o E
u
Workers : Unit-C

37. Verbal Communication

Ans : When communication is done basing on language, it i s c a l l e d v e r b a l
c o m m u n i c a t i o n . I t i s t h e p r i n c i p a l communication edia used by the organisations
to perform their day-to-day functions. The executives and the employees spend their
m axi mum tim e i n word or l anguage based communication.
Different authors have defined verbal communications in different ways. In the words of
Bovee his associates, "Verbal communication is the expression of information through
language, using words and grammar". Bartol and Martin says, "Verbal communication is the
written or oral use of words to communication."
In fine, it can be said that verbal communication is the ex chan ge of i deas, wi s hes ,
feel i n gs , at t i t udes e t c. as information through written or oral use of words. That is,
it may take place through use of words both-spoken or written. V e r b a l c o m m u n i c a t i o n
m a y t a k e t h e f o r m o f o r a l com m uni cat i on, wri t t en c om m uni cat i on or
el ect roni c communication.
38. Written Communication
Ans : Written communication is the transmission of thoughts, ideas, opinions,
feelings etc. through words that are meant to be read. So a message communicated in a
written form is kwon as written communication. It is word -based communication and
always takes place in written form. Under this form, the sender transmits message to
the receiver in writing and the receiver also expresses his reaction or repercussion
through written means. In the words of J. P. Bose, "Communication that takes place
through manuals, written instructions, notes, memos, reports, journal etc. is called
written communication."
Written communication constitutes the greatest medium for conveying information in all
organisations. It is always put into writing and generally used when the audience is
at a distant place, or when permanency of record is required, or where its preservation
is essential in case it is needed as an evidence to solve disputes. Slanding orders and
instructions, progress reports, returns and standardized form and bulletins are made out
in writing.
39. Oral Communication
Ans : Oral communication is the oral transmission of ideas, feelings, attitudes,
opinions or information between two or more persons. It is a language based
communication that takes place through words spoken. In oral communication both the
sender and the receiver reciprocally express their ideas or opinions using oral means. Oral
communication usually takes place through face-to-face conversation or group discussion.
It may also take place through telephone calls and radio or television talks. In oral
communication, there is direct interaction of ideas and facts between the sender and
the receiver. Perhaps it is the most effective way of sending one's views, feelings, sentiments
etc. to other persons. When it takes place through face-to-face conversation, group
discussion or telephone calls, communicatee's reaction can be easil y ascertained.
Henry Mintzberg observed in 1973 that most managers spend between 50 to 90 percent
of their time talking to other people. It has been used by managers from the old age because
it saves time and it is, flexible and effective .for illiterate people. But an oral message
cannot be preserved as records and it often leads to confusion and misinterpretation.
40. Non-verbal Commu nication
Ans : Non-verbal communication talks place without the use of words or language. We
often express our thoughts, feelings, emotions, sentiments and ideas by means other than
spoken or written words, but is based on symbols such as facial expression, hand
gesture, signal, silence, picture etc. are used t o com m un i c a t e a m e ss a ge. In f a ct , non -
ve rb al communication is the other name of non-word communication. In fact, it is the
expression of message or information through gesture and behaviour that cannot be coded
into words. Nonverbal communication may be done through using visual, audial or
audio-visual techniques. Such technique are often used to supplement the use of
verbal.communication.
41. Visual Communication
Ans : When communication takes place through a visual technique, it is called visual
communication. In visual communication an idea, information or message is presented
through pictures, graphs, diagrams, maps or visual technique, Visual methods are sued to
make the message or information at t ractive and easi l y underst andabl e t o t he
audience. Communication through visual techniques is very effective particularly when
the communicate tee is illiterate and hearing i m pai red or fai l s t o unaer -st and t he
m eani ng o f oral communication or unable to make out the theme of written
communication. Information presented through visual methods is easily understood by the
people. Mass education program of the governm ent ci rcul ated through the
Bangladesh Television is a very effective example of visual communication. In the mass
education program the illiterate peopte were e n c o u r a ge d t h r o u gh p i c t u r e s , p os t e rs
a n d d i a gr a m s . Information about the ups and downs of production, demand, supply, sale
and price of goods can be easily and attractively presented through visual techniques.
However, visual communication alone is not sufficient for transmitting a message
effectively. It can give better results when used in combination with other methods.
 Business Communication 287

42. Adudial Communication

Ans : When message are communicated through sound only, it is called audial or
audible communication. Iri this type of communication the communicator sends messages
to the communicate through a particular sound. On hearing the sound the
communicatee decodes it to unearth the meaning. Various types of sound are used for
transmitting different types of message. The whistle of a motor car, ringing of bell by the
referee, etc. are instances of audial communication. By ringing bell the tei chers and
students of a school are informed of starting and ending of a particular class hour.
Likewise, a railway station master permits the waiting train to leave the station through
ringing bell. But audible communication becomes meaningless if the communicate is
hearing impaired.
43. Audio-Visual Communication
Ans : When a message is communicated with the help of both sight and sound, it is
called audio-visual communication. In fact, it combines both audial and visual
techniques of communication. In this method some pictures are displayed on the screen
and side by side some audible message is also conveyed. A very important and e opular
example of audiovisual communication is the display of oral saline preparation in the
Bangladesh Television. In the BTV advertisement we See on the screen the procedure of
preparing saline water as well as listen to the message. Popular BTV advertisement "Ei
din din noi, aro din ache" (These days are not last days, good days coming ahead)
circulated in support of mass education program proved very, effective. Strictly speaking
these are not non-verbal, communication techniques, because they use both oral and
written words for better understanding. Telecasts, short films, cinema screen, video taps
etc. are powerful media of audio-visual communication. It is particularly suitable for mass
communication. Special advantage of audio -visual communication is that message
transmitted through it is easily understood and retained for a long time.
• 44. Paralanguage
A n s : P a r a l a n g u a g e c o n s i s t s o f v o c a l a s p e c t s o f communication that relate
to how something is said rather than to what is said. Simply it refers to the use of variation
in voice. By nature human being attach more importance to the way something is said
than what is said. Even if something positive is said we attach importance to the
amount of enthusiasm in the speaker's tone. Because of this human nature variations in voice
tone or paralanguage is often used as an effective means of communication. Besides
variations, there are other aspects of he voice such as volume, quality and rate. These are
also part of non-verbal communication. Of course, paralanguage also includes such
vocal sounds as grunts, groans and clearing of the throat. With help of these non -
v e r b a l m e a n s o r a l c o m m u ni c a t i o n c a n b e m a d e m o r e impressive and more
appealing. This can be done by changing aspects of voice— sometimes making high,
sometimes low and sometimes taking a pause At the appropriate time.
Emotional state of mind can be better communicated through variations in tone.
Anger and boredom are common emotions in human beings. Speaker's anger is indicated
when he speaks loudly, at the fast rate, in high pitch with irregular inflections and clipped
enunciation. But boredom is reflected b y m o de r at e vol um e, pi t c h. a nd r at e and a
m ot o no us inflection.
45. Passive / Silent Communication
Ans : It is generally said that silence is the symptom of consent. That is why silence
is recognised as a media of communicating message. When no words are used, no
posters or gesures made, no signals wove, but the message is rightly communicated, then
it is call silent or passive coirununication. In our daily life we often face certain situations
where nothing can express one's response so effectively as silence can. Seeing the gloomy
face of the boss subordinates can realize that he may get energy at any time. On the
contrary, when the boss finds that inspite of issuing orders in time, the sub ordinates are
not Working with enthusiasm and the progress of work is

Many large scale organisations have separate department for advertising its goods and
services in the market. Of course, there are many advertising agencies for advertising goods
and services of their client on contract bases.
47. Board Meeting
Ans : The directors of a joint stock company are jointly k n o w n a s t h e b o a r d o f
d i r e c t o r s o r t h e b o a r d . T h e administrative functions and policy planning of a
company are unseated in the board. The board of directors or often known as the
numbers of the board sit at m eeti ngs t o supervise the progress of routine business
or for policy planning or review of the progress of plans already accepted for
implementation. Such meetings are called board meetings.
The rules of board meeting are usually mentioned in the Memorandum of Association
(M/ A) and the Articles of Association (A/ A) of the company. As per provisions of the
Companies Act, a board meeting should be held at least once in every three months or at
least four times in a year. At least one-third members of the board of directors or two
members (Whichever is higher) constitute quorum in a board meeting. In the absence of
the chairman of the board, the senior-most director or any one (with the consent of all
from the present directors) may preside over the board meeting.
A board meeting is usually held for considering the application for shares, allotment
of shares and their forfeiture, issue of debenture, approval of contract, fixing the date of
annual general meeting, deterrriining business policy and plans, appointment of managing
director, filling in vacancy in the board by appointing a new director temporarily.
48. Statutory Meeting
Ans: Statutory meeting is the first meeting of a joint stock company which can be
attended by the general shareholders! The statutory meeting is convened with a view to
informing the general shareholders of the objective behind the formation and not up to the
mark, then he must realize that they did not accept the instruction whole-heatedly.
Silence may convey different responses on different occasions. When a teacher
enters the class room the students who were loitering and talking aloud suddenly take
their seats and become silent. This silence is a symbol of respect to the t e a c h e r.
S o m e t i m e s , n e g a t i v e r e s p o n s e m a y a l s o b e communicated through silence.
Suppose, a school-going child asks his mother to increase his tiffin money and mother keeps
silence. Here silence signifies refusal. Thus, consent, refusal or disapproval, anger,
resentment, lack of interest and the like can well be communicated through silence.
46. Advertisement as a Technique of Communication
Ans : Advertisement is a commonly used technique of introducing goods and
services to the people in general. The ut i l i t y, a v ai l abi l i t y, m o d e o f us e a nd o t h e r
ne c es s a r y description of the goods, the rules of its trading etc. may be known from
advertisement. It is generally a printed media of publicity. When the people are
informed about goods and services with the help of any notice, it is called advertisement.
A d v e r t i s e m e n t a i m s a t a t t r a c t i n g t h e ge n e r a l m a s s t o particular product. As a result
of technological development a huge volume of goods can be produced within a short
time. But production becomes useless if these cannot be sold in a short time.
Advertisement takes the responsibility of finding customers for those goods. Thus
advertisement has become an 'essential ingredient of modern large scale business. Today . the
function of advertisement is to create and increase demand for goods, bring customers to
the sales centres, pasuade them to buy, increase direct sales and win over competition.
Today advertisement is an important media of mass communication.
Advertisement through radio, television, newspaper, magazine,. handbill, periodicals,
cinema, fair and exhibition etc. play a very important role in transmitting the news and
views about the goods to the general people. the future activities of the company. According
to sec. 77(1) of the companies Act every-company must convene it statutory meeting one
month after but not after six months from the date of certificate of commencement of
business. It is binding for every joint stock company. Statutory meeting is held only once
during the life time of company. However, a private and a company limited by guarantee
need not convene a statutory meeting.
The shareholders of a company are informed about its objectives and activities in statutory
meeting. The shareholders can have an idea about preliminary expenses, allotment of
shares, important deeds and agreements signed by the company. They can also know
about the statutory report and express opinion on it.
It is the first meeting between the company and the shareholders. Here the
shareholders become acquaintained with the company, its rules, norms and policies and
the persons selected as its directors. The notice of statutory meeting should be sent to
the shareholders at least 21 days before the meeting.
49. Annual General Meeting
Ans : Every company limited by shares is required to hold a meeting with all of its
shareholders once a year. Such a meeting is called annual general meeting. The first
annual general meeting must be held within 18 months from the date of its incorporation.
In the subsequent years the annual general meeting should be held at least once a year,
but under emergency the gap between two annual general meeting may be upto 15 months.
The annual general meeting carries important message. , to the shareholders. Usually its
agenda includes declaration of dividend of shares appointment of auditor and fixation
of his fees, approval of auditors report and audited accounts, approval of annual
report, appointment of new directors where necessary etc.
The notice of the annual general meeting should be sent to the shareholders at least 14 days
before the meeting. However, a notice of less than 14 days may be sent with the consent of
all shareholders expected to remain present. The agenda of the meeting should be sent with the
notice, For failure to convince the annual general meeting in time the company itself and
every director liable for such failure may be fined upto Tk. 500/.

50. Extra-ordinary Meeting

Ans : Any general meeting convened in between two annual general meetings is called
extra-ordinary meeting or extra-ordinary general meeting or emergency meeting. Usually
such meeting is convened for discussing and resolving important and emergency topics.
Exta-ordinary meeting can be convened by the directors or shareholders. It is generally
convened for altering . any clause of Memorandum of Association (M/ A) or Articles
of Association (A/A) change of share capital, removal of any director, alternation of the
rights of debenture holders or for any fundamental change etc.
The owners of at least one-tenth of the paid up capital of the company may submit a prayer
to the board of directors for an extra-ordinary meeting. The shareholders must state the
reason of the meeting in the requisition letter and it must be signed by all of them and
submitted in the company's registered office. Tice board of directors must convene the
extra-ordinary meeting withing 21 days from the submission of the requiwion. On their failure
the requisitonists themselves be able to convene the meeting. Of course, the meeting should be
held withing three months from the 'date of requisites will bear the same effects as it were
convened by the board and all expenses will be borne by the company. However, such
expenses may be realised from the fees of the directors at fault.
51. Welcome Address in a Seminar Session
Ans : When few people meet together to participate in a seminar session, a welcome
address is given to them on behalf of the organisers of the seminar. The object of such a
welcome address is to give . a preliminary idea about the topic of the seminar, its area,
scope and importance and the persons behind the seminar. The welcome address also
gives an idea about the persons presenting different articles in the seminar and the general
participants.
A seminar is attended b y a number of peopl e. The wel com e address in a
seminar session is given b y the organisers. It is an important medium of
communication between the organisers and the participants.
52. Internship Program Report
Ans : An internship report is prepared by a student under internship program and
submitted to the supervisor. It is returned to the student with some comments and
suggestions. After necessary modifications and alterations the internee submits the
final report to the supervisor who puts his signature on the report and recommends for
its evaluation by a board.
From an internship report the supervisor can learn about the nature of the activities of
the internee, pattern of work in a particular organisation and the nature of the people
guiding his activities there.
Thus, internship progress report plays its role as a media of communication between
two organisations— one providing internees and the other offering opportunities as trainor far
the internees.