Different methods of written communication

[bijumk]

What are the different methods of written communication used in an organisation?

[nbm]

Written communication may be in the following forms:
1. Orders—Orders from superiors to their subordinates are necessary in an industrial undertaking to carry out the directions. It plays an important role in downward communication. Orders may be generally specific or definite. General orders are issued by top management, the middle level managers prepare Specific Orders for onward communication to supervisors under them and supervisors make definite orders out of these and communicate them to their own subordinates.
2. Instructions—The managerial function of direction makes it necessary that subordinates should be properly guided and assisted in performing the tasks assigned to them. Such guidance or assistance from managers is provided in the form of instructions. It is must for supervisors to issue instructions to workers to be sure that work is being performed according to standards.
3. Reports—Report is the statement submitted by a subordinate upward to his superior contained in it the progress of the work performed. Reports may be: (/) routine reports, (ii) commissioned reports and (iii) reports for special events.
(i) Routine Reports—Such reports are generally prepared periodically and according to an established procedure to be submitted to superior. Annual reports on staff working, monthly returns of production, sale, purchase etc. are some examples of routine reports.
(ii) Commissioned Reports—Such arc in respect of non-routine matters. Reports submitted by the head of a committee or report of a person appointed to inquire something into a particular subject may be some examples of such reports.
(iii) Reports for special events—Where management specifically lays down the circumstances when a report should be presented to the persons concerned by a certain individual or group of individuals, such reports may relate to accidents, indiscipline etc.