Internal and External Communication Strategies

The internal and external communication strategies depict the exchange mode of communication with the organization as well as outside the organization. The fundamental purpose behind the communication within or outside the organization is to understand the function. They are always considered as an essential resource of communication. The primary purpose of making internal and external communication strategies is to protect the integrity if the ERA-LGBIT association. (Novak, M., 2019) Also, they are the critical resources for promoting the mission and vision of the organization. Organization vision admission gets growth and strong values due to these parameters.

There are some basic principles of communication mentioned below:

• Truth
• Efficiency
• Confidently
• Efficiency
• Promptness
• Clarity
• Reliability
• Conciseness

Internal Communication

In the internal communication system, messages are exchanged within the organization through telephone, letters, mail and such type of sources. There are three ways of processing the internal communication system mentioned below:

• Vertical (Among Employees, (Upwards or downward) )
• Horizontal (Among Individual)
• Diagonal ( Depends upon the vertical upward and downward channels integrity)

A business thrives, and success entirely depends upon reliable communication.  In internal communication, it is most of the time electronic communication in which all of the electronic devices networked with each other. A single message can quickly circulate within the organization. (Novak, M., 2019) Email is the primary source of communication in the internal communication system within the organization. In the electronic mail, the following parameters use to continue the process:

• Employees (All email address)
• Signatures (First name, last name, email address, telephone number, email, email of business, email of organization, the link of organizations, contact phone)

The second mode of communication within the organization is the Staff Meeting. In the staff meeting, the following parameters include mentioned below:

• Schedule meeting by informing all staff by email
• Meeting Invitation
• Purpose of meeting
• Finalizing the topic of meeting in Google Calendar
• All necessary documents arrange in Google Drive
• Minutes of Meetings
• Guest Person of meeting

The next internal communication strategy includes online tool usage. In the online tools, Google calendar and Google Drive in which all the documents which can use in the future as the record.

Google Calendar

• All schedule dates, times are the most important project activities along the timeline are entered in the Google Calendar
• In Google Calendar, there is a sub-calendar in all activities of the whole project, project timeline, member activities along the time and date are stored.
• Employee’s leaves record, sick leaves, small leaves all records can be easily saved on Google calendar.
• Employees and well as the Boss of the organization will also use the Google calendar to enter their respective activities, upcoming tasks and all stuff like that.

Google Drive

All the employees generate their Google drive folder in their respective emails and then make folders of their work. All of the links of the google drive folders are shared to get collaboration. All the necessary documents are enabled in the Google Drive Folders. (INTERNAL AND EXTERNAL COMMUNICATION., 2013).

As we know that in the internal communication system, the flow of information is bounded in the horizontal, vertical, upward, downward, vertical directions but in the external communication system, the flow of information is within or outside of the organization too. Organizations and businesses communicate outside on the daily business on several affairs. The way of communication in the external communication system is described below:

• Formal Communication
• Informal Communication

Formal External Communication

For efficient external communication, the sources must be useful too. In formal external communication, there are many sources described below:

• Telephonic Communication
• Mobile Phones
• Electronic Communication
• Webpages
• Messages
• Applications
• Written letters

Telephonic Communication

In the telephonic communication, the person who deals the external communication services don’t represent as an individual, but he/she serve as a whole organization. The antiques and rules regulation of telephonic communication strategies are mentioned below:

• The telephonic response must be before the third ring. After the third ring just drops the call and try again. It will create a good impression of the external environment of the organization.
• When the connection is established, the speaker must introduce himself, but he must be representing the organization at the backend. Also, you must present your position in the organization too.
• If the specific person whom you want to discuss is not available at that instant in the office, must note down the first and last name of the respective person whom you are talking to.
• Try to be formal while talking on the telephone, and your voice must be pleasant as much as it is possible.
• You must have a convincing power if you want to do any type of deal.
• Always try to show professional, concise and polite behaviour while talking on the telephone.
• Try to separate the personal and professional timing in the work zone.
• While in the working zone, spatial attention must be stopped to disturb the coworkers.

Use of Mobile Phone while working

Every organization must stop the use of mobile phones while the working hour of the organization and especially in business meetings.

Electronic communication

The process of doing electronic communication must proceed in the formal style. All the people must be correctly placed in the BCC, Cc format of the electronic mails. There must find a right and warning way of taking the initiative of talk like “Greetings”. For the proper and professional behaviour, every vital mail that is linked to business or organization must be responded within 24 hours. The subject of the email must be precise and clear. All oral files must be transferred through email. The task of the email that you don’t have to perform immediately or it requires a specific time must be marked as unread. Additional files must be attached to the email. Grammar, spelling and all such things have an essential role while creating the impression. So cross-check the content of the email several times to overcome the issues like grammatical mistakes.

Business Letter

A business letter is another way of communication which use in the external communication process. Some key points must be understood while writing the business letter mentioned below:

• It must write in the active voice. First-person language must use for writing the letter.
• Don’t write complicated ad long letters. Try to be as concise and to the point.
• Proofread the letter several times and ensures that there is no grammatical mistake in the content of the message.
• Similar to the email, the response to the business letter must be as soon as possible.

The business meeting schedule must in writing in advance. The purpose of the meeting must be clear to every candidate who is part of the meeting. Never try to do any digression in the conference.

The informal external communication, most of the time, exist among the employee of the organization and the regular clients and customers of the organization.

Talking negatively about organization inside or outside leaves a substantial negative impact on business development and image of the organization in front of the industry.  Negative rumours on social media can quickly destroy the reputation and leave an adverse effect on the organization and industry in local as well as a wider community.

References

• INTERNAL AND EXTERNAL COMMUNICATION. (2013). Retrieved 15 January 2020, from https://www.lgbti-era.org/sites/default/files/downloads/Internal%20and%20external%20communication.pdf
• Novak, M. (2019). The Difference Between Internal and External Communication (+Examples). Retrieved 15 January 2020, from https://learn.g2.com/internal-and-external-communication.