Short Report On INTRA ORGANISATIONAL COMMUNICATION KPMG

Submitted to Dr. Anita T Lal

Submitted By Itika Aggarwal 221056 FMG-22 SEC A

TABLE OF CONTENTS
INTRODUCTION .......................................................................................................................... 2 Communication ...................................................................................................................... 2 Business Communication ....................................................................................................... 2 Intra Organization Communication ....................................................................................... 2 LITERATURE REVIEW .................................................................................................................. 3 PURPOSE .................................................................................................................................... 4 OBJECTIVES ................................................................................................................................ 4 METHODOLOGY ......................................................................................................................... 5 ANALYSIS .................................................................................................................................... 5 FINDINGS .................................................................................................................................... 7 RECOMMENDATIONS ................................................................................................................ 8 REFERENCES ............................................................................................................................... 9 ANNEXURES ................................................................................ Error! Bookmark not defined.

INTRODUCTION
Communication is the activity of conveying information through the exchange of thoughts, messages, or information, as by speech, visuals, signals, writing, or behaviour. It is the meaningful exchange of information between two or a group of living creatures. Organizational communication is a consideration, analysis, and criticism of the role of communication in organization. Organizational communication focused largely on the role of communication in improving organizational life and organizational output. A business can flourish only when all objectives of the organization are achieved effectively. Effective Communication is significant for managers in the organizations so as to perform the basic functions of management, i.e., Planning, Organizing, Leading and Controlling. Communication serves as a foundation for planning. All the essential information must be communicated to the managers who in-turn must communicate the plans so as to implement them. Organizing also requires effective communication with others about their job task. Similarly leaders as managers must communicate effectively with their subordinates so as to achieve the team goals. Controlling is not possible without written and oral communication. Intra organisational communication is the various ways in which communication is taking place in the organisation. Effective Communication within the organisation helps:1. Promotes motivation by informing and clarifying the employees about the task to be done, the manner they are performing the task, and how to improve their performance if it is not up to the mark. 2. Communication is a source of information to the organizational members for decision-making process as it helps identifying and assessing alternative course of actions. 3. Communication also plays a crucial role in altering individuals attitudes, i.e., a well informed individual will have better attitude than a less-informed individual. Organizational magazines, journals, meetings and various other forms of oral and written communication help in moulding employees attitudes. 4. Communication also helps in socializing. In todays life the only presence of another individual fosters communication. It is also said that one cannot survive without communication.

LITRATURE REVIEW
In the 1990s, critical theory influence on the field was felt as organizational communication scholars focused more on communication's possibilities to oppress and liberate organizational members. Interpersonal communication refers to one-on-one or small group interactions. Research generally suggests that this type of communication is influential in changing opinions, dealing with resistance and apathy to issues, and generally maintaining harmony in social situations more so than its opposite, mass communication The importance of the social dimension of organisations is currently a strong focus of emphasis in the literature. From a managerial perspective, however, it is important that the community spirit within an organisation falls in line with its strategic direction. The study discussed in this article shows that high quality internal communication may be important in encouraging such a supportive attitude. What is considered good internal communication does not directly engender more support for the organisation's strategic direction. However, evidence from research in five organisations (with 791 respondents distributed across 19 work units) suggests that there are two ways to foster support. One is to create a sense of commitment within the organisation; the other is to establish trust in the management. Both approaches appear to have a positive relationship with good internal communication. The quality of task-related communication is important in creating commitment. What is vital in creating trust, however, is the quality of non-task-related communication. In Weicks terms, communication is the core process of organizing (Weick 1979). Organizational communication as an academic discipline embraces the study of symbols, messages, media, interactions, relationships, networks, persuasive campaigns, and broader discourses within an organization be it a corporation, governmental agency, religious institution, social movement, or the like (cf.Cheney et al. 2004). In some respects the field is broad as the area of media and communication science in a confined setting. However, organizational communication could also be used as a general term to cover public relations, public affairs, investor relations, labour market communication, corporate advertising, environmental communication and internal communication (van Riel 1995). Definitions of organizational communication traditionally employ dividing lines between internal/external and formal/informal communication (c.f. Kreps 1990, Heide, Johansson & Simonsson 2005). Dalfelt, Heide and Simonsson (2001; c.f. Cheney & Christensen 2001a, 2001b) presents a detailed discussion, organizational communication researchers study internal formal communication, and public relations researchers study external formal communication. Research focusing on informal communication is still largely non-existent.

PURPOSE
The purpose of this research is to analyze how the intra-organizational communication strategy (diverse communication implementation, openness communication effectiveness, and flexible communication channel and media utilization efficiency) has an effect on organizational effectiveness through success of team relationship, excellence of working coordination, job satisfaction, productivity and establishment of task creativity. Also, this research examines the moderating role of all of information technology competency and share vision climate. Results reveal that diverse communication implementation and media utilization efficiency have a positive influence on success of team relationship and excellence of working coordination. In addition, establishment of task creativity has a positive effect on organizational effectiveness. Chosen KPMG as my company for research as it is one of the big fours in auditing firms. One of the reasons for its success is its effective intra organisational communication and what else can be done to make its communication system more effective so it can compete with its competitors.

OBJECTIVES
1. Mails, meetings, VoIP and circulars 2. Reports 3. Findings Town hall meeting, Calendar block and lynk 4. How to come up with the viable suggestions to make Intra Organisational communication more effective.

METHODOLOGY
Primary Sources First hand information collected from the employees presently working there and exemployees regarding different ways in which communication (upward, downward, horizontally and diagonally) takes place in the organisation and how effective and successful it is in its implementation.

Secondary Sources Information collected from internet, journals, companys website and other already done research on intra organisational communication by the researchers.

ANALYSIS
Various traditional ways in which communication takes place in an organization. Mails Electronic mail, most commonly referred to as email or e-mail since approximately 1993, is a method of exchanging digital messages from an author to one or more recipients. Modern email operates across the Internet or other computer networks. Email systems are based on a store-and-forward model. Email servers accept, forward, deliver, and store messages. Neither the users nor their computers are required to be online simultaneously. Email is used very commonly in almost every organisation as it is a formal, organised, accessible and convenient means of communication. Circulars Circulars or fliers are a highly effective way to communicate with employees or customers. Many companies use circulars to enforce dress codes and policies or invite employees to meetings or luncheons. Circulars can also be used as an advertising tool. There are a number of benefits to using circulars, but a circular must include certain features to be most effective. Additionally, distribution is important for circulars in business communication. Circulars are an inexpensive and fast way to distribute information. Managers can create a circular on their computer and print out multiple copies in 30 minutes or less. Circulars are also highly informative, depending on the level of information needed. For example, a

company needs only a few lines of copy to inform employees about a seminar. Circulars can also be informal and non-obtrusive--people are free to read or ignore them. VOIP Voice over Internet Protocol (VoIP) is a methodology and group of technologies for the delivery of voice communications and multimedia sessions over Internet Protocol (IP) networks, such as the Internet. The term Internet telephony specifically refers to the provisioning of communications services (voice, fax, SMS, voice-messaging) over the public Internet, rather than via the public switched telephone network (PSTN). The steps and principles involved in originating VoIP telephone calls are similar to traditional digital telephony, and involve signaling, channel setup, digitization of the analog voice signals, and encoding. Instead of being transmitted over a circuit-switched network, however, the digital information is packetized and transmission occurs as Internet Protocol (IP) packets over a packet-switched network. Early providers of voice over IP services offered business models and technical solutions that mirrored the architecture of the legacy telephone network. Second generation providers, such as Skype, have built closed networks for private user bases, offering the benefit of free calls and convenience, while potentially charging for access to other communication networks, such as the PSTN. VOIP is also one of the means of communication widely used in the organisation today as it is very convenient and easy to use. Its mainly used for urgent information required, in cases where its required to talk personally to employee or for distant conversations, so the work is not hindered. Meetings A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement.[2] Meetings may occur face to face or virtually, as mediated by communications technology, such as a telephone conference call, a skyped conference call or a videoconference.

Ad hoc meeting, a meeting called for a special purpose Board meeting, a meeting of the Board of directors of an organization Investigative Meeting, generally when conducting a pre-interview, exit interview or a meeting among the investigator and representative

Kickoff meeting, the first meeting with the project team and the client of the project to discuss the role of each team member

Management meeting, a meeting among managers Off-site meeting, also called "offsite retreat" and known as an Awayday meeting in the UK

One-on-one meeting, between two individuals Pre-Bid Meeting, a meeting of various competitors and or contractors to visually inspect a jobsite for a future project. The meeting is normally hosted by the future customer or engineer who wrote the project specification to ensure all bidders are aware of the details and services expected of them. Attendance at the Pre-Bid Meeting may be mandatory. Failure to attend usually results in a rejected bid

Staff meeting, typically a meeting between a manager and those that report to the manager

Team meeting, a meeting among colleagues working on various aspects of a team project

Work Meeting, which produces a product or intangible result such as a decision

Report Written reports are documents which present focused, salient content to a specific audience. Reports are often used to display the result of an experiment, investigation, or inquiry. Reports are used in government, business, education, science, and other fields. Some examples of reports are: scientific reports, recommendation reports, white papers, annual reports, auditor's reports, workplace reports, census reports, trip reports, progress reports, investigative reports, budget reports, policy reports, demographic reports, credit reports, appraisal reports, inspection reports, military reports, bound reports, etc.

FINDINGS
Town Hall Meetings A town hall meeting is an American term given to an informal public meeting, function, or event derived from the traditional town meetings of New England. Typically open to everybody in the organisation and held at the office floor or a room where there is a space for all employees, attendees generally may voice their opinions and ask questions of the public figures, elected officials, or political candidates at the town hall. Attendees rarely vote on an issue or propose an alternative to a situation. Town hall meetings are conducted for specific purposes like:

1. For new rules, regulations and policies that company is accommodating to its working. 2. Incentives rewards for the employees hard work, to give recognition to them and their work. 3. Informing the employees regarding future expansion plans. 4. Communicating and preparing them for coming up workloads, if any.

Calendar block In this era of innovations and new ideas people use different ways to manage their time and meetings effectively. In organisations these days employees have calendar block attached to their mails or outlook where other people can see available time of the concerned person on particular day and date. So they can fix their meetings or appointment with them in that calendar which also helps other people to be informed about the occupied/available time of the person.

Lynk Its the new technology within the organisation which enables the employees to talk to each other through messages; lynk is also known as instant messages facility. It enables the employee to contact its colleague at far end within the organisation or its other branch in the same region, state or country.

RECOMMENDATIONS
1. Choosing the right channel for communication is very important 2. Communication should adhere to the 7 Cs of communication 3. In a situation where a small group has to be assigned work, a team meeting is better than a memo 4. There has to be commitment to listening at the top level else the culture of silence develops in the organisation 5. Upward communication is sometimes more important than the downward communication.

REFERENCES
Alessandra, T & Hunsaker, P. (1993). Communication at Work. Fireside, Simon & Schuster, New York, NY Riel, C.B.M. van & Fombrun, C.J. (2007), Essentials of Corporate Communication, London: Routledge. Richmond, Virginia Peck, and McCroskey, James C, 2009, Organizational communication for survival: making work, Pearson/Allyn & Bacon, Boston, MA. Pace, R Wayne & Faules, Don F 1989, Organizational communication, 2nd edn, Prentice Hall, Englewood Cliffs, NJ Clampitt, Phillip G 2000, communicating for managerial effectiveness, Sage, Thousand Oaks, CA.

ANNEXURE
Letter