Inter-Departmental Communication – Business Management Ethics and Entrepreneurship Notes
Interdepartmental Communication:
- Mostly the Intra and Inter-Departmental Communication is formal
- Inter-Departmental Communication are expected to be direct, brief and functional, wasting little time on niceties.
Memorandum:
- The word memorandum means a note or record for future use
- Memorandum is a form of informal communication
- Plural form of Memorandum is “Memoranda”
- Memorandum plays convenient and flexible role.
- Most of the Informal communication is done over the phone but when one has to convey in writing memorandum is preferred.
ABC SOLUTIONS LTD.
Interoffice Memo
To: All EMPLOYEES
FROM: GENERAL MANAGER
DATE: DD/MM/YYYY
SUBJECT: TDS
CIRCULATE URGENT FILE
………………………………………………………… BODY………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………. ……………………………………………………………….XYZ
Memo Forms:
- Most companies prefer using printed Memo forms.
- Memo Forms are not signed but initiated for authenticity.
- Information Technology help in the formation of tempLates or macros.
Memo Report:
- Sometimes memo report is prepared in the form of memorandum.
- A report in memorandum form should carry a heading.
Specimen Memorandum Report
ABC PVT. LTD.
Memorandum
To MD
FROM: QCM
Date: DD/MM/YYYY
NO: DA/2
Sub: Report on Supply of Lever Assembly
As directed I am submitting below the details about the supply of Lever Assembly during week ending 3rd Feb:
Number dispatched:2100
Number accepted:2000
Rejection if any: 100
Reasons for rejection: Shrinkage
The defect was caused by coil burnout- resulting in underheating of raw material prior to moulding. I am tightening in house quality checks to bring down the rejection rate.
Office Circulars:
- Office circulars are used for circulating information to large number of employees within the organisation.
- It is a type of Informal Communication.
- It is an internal communication, thus brief.
Specimen of Office Circular
[Letter head]
………………………………………………………… BODY………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………. ……………………………………………………………….Sd /-
(Name)
(Post in Org)
To: All employees in sales Department
Office Orders:
- Have Similar format to that of memorandum.
- They deal with rights and privileges of employees.
- Language used is formal and legally common.
- Office order carry a bold, underlined heading to help us to identify them.
- They carry a number for future reference.
- Specimen of office order.
Order No.
Date.
Office Order
……………………………………………………………………. BODY ………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………………………………..
………………………………………………………………………………………………………………………………………………………………………Sd/-
Personnel Office
CC.
Chief Manager, Friends Colony Branch
Mr ABC (credits)
Office Notes:
- These are exchanged between two different departments.
- Notes may differ irom company to company.
- Each company have different formats of notes.
- It depends on style and individual preferences.
Specimen of Office Notes
[Letter Head]
Ref:
From (Department)
Date: DDIMM/YYYY
To: Department)
Subject …………………..
………………………………………………………………………….. BODY……………………………………………………………………………………………………..
……………………………………………………………………………………………………………………………………………………………………………………………..
………………………………………………………………………….. BODY………………………………………………………………………………………………………
Sd/
(Name)
(Post)
Representation to Management:
- It is a type of Inter-Departmental Communication
- It arises in situations when member of staff of the company may want to represent their cause to the management.
Specimen of Representation to Management
[Letter Head]
Date: DD/MM/YYYY
Managing Director (ad Software India Ltd)
(Address)
Dear Sir,
……………………………………………………………………………………………………………………………………………………………………………………….
………………………………………………………………………….. Body ………………………………………………………………………………………………….
………………………………………………………………………………………………………………………………………………………………………………………..
Thanking You,
Yours faithfully,
Sd/-
(Name)
(Post).
Correspondence with Regional/ Branch Office:
- It is not necessary to use letterheads
- No instructions or rules are laid for these types of letter.
Specimen Letter from Branch to Head office.
B Ltd. have been our customer for over 10 years now. They are e\ present enjoying credit facility up to ₹ 6,00,000. B Ltd. are launching on an expansion programme and the detailed project report has been approved by the Industrial Finance Corporation of India for term loan facilities. In view of this, B Ltd. have approached us for increasing the credit facility for supplies to be affected to them to at least ₹ 10,00,000 further.
In the initial stages, they desire 30 days credit up to July 2011. Whereafter they are inclined to revert to 15 days credit. We strongly recommend the proposal and seek your confirmation on the matter.
Nature of Management and its Process MCQ Questions
1. Plural form of memorandum
(a) Memoranda
(b) Memoranda
(c) Both (a) & (b)
(d) None of the Above
Answer:
(b) Memoranda
2. Full form of ESOP
(a) Employee Sale Option Plan
(b) Employee Stock Option Proceder
(c) Employee Stock Option Plan
(d) None of the above
Answer:
(c) Employee Stock Option Plan.
3. Memos may relate to
(a) Show Cause Notice
(b) Charge – Sheet
(c) Both (a) & (b)
(d) None of the above
Answer:
(c) Both (a) & (b)
4. ……………….. is a note or record for future use
(a) Office circulars
(b) Office Orders
(c) Memo
(d) Memorandum
Answer:
(d) Memorandum
5. What does Office Order do not include?
(a) Order No
(b) Subject
(c) Date
(d) Undersigned
Answer:
(b) Subject
6. What does a circular do not include?
(a) Circular No
(b) CC
(c) Date
(d) Under Signed
Answer:
(b) CC
7. …………………………………… is used for disseminating information to a large number of
(a) Office Circulars
(b) Office Order
(c) Office notice
(d) None of the above
Answer:
(a) Office Circulars
8. ……………………… are preferred when one needs to convey information in writing.
(a) Office Order
(b) Office Circular
(c) Office Note
(d) Memorandum
Answer:
(d) Memorandum
9. …………………………… is devoid of solution.
(a) Office Order
(b) Office circular
(c) Office Note
(d) Memoranda
Answer:
(d) Memoranda
9. …………………………… is devoid of Solution.
(a) Office Order
(b) Memo Report
(c) Office Note
(d) Office Circular
Answer:
(d) Office Circular
10. …………………………….. carry a bold, underlined heading to help us identify them.
(a) Office Note
(b) Office Orders
(c) Office Circulars
(d) Memo Report
Answer:
(b) Office Orders.
11. Passive verb is preferred in which type of Inter – department communication?
(a) Office Order
(b) Memo Report
(c) Office Note
(d) Office Circular
Answer:
(a) Office Order
12. Format of differing from company to company
(a) Office Order
(b) Memo Report
(c) Office Note
(d) Office Circular
Answer:
(c) Office Note.
13. ………………………….. does not have salutation and complimentary close
(a) Memo
(b) Office Order
(c) Office Note
(d) None of the above
Answer:
(a) Memo
14. ………………………………………………… is not a type of intra- organizational communication
(a) Advertisement
(b) Office Order
(c) Office Note
(d) Office Circular
Answer:
(a) Advertisement.
15. …………………………………………………… letters are necessary to be written on a letterhead.
(a) Office Notes
(b) Representation to Management
(c) Correspondence with Regional Office
(d) Office Orders
Answer:
(c) Correspondence with Regional Office.
16. ……………………… are used commonly for issuing instructions to the staff.
(a) Memos
(b) Office notes
(c) Office order
(d) None of these
Answer:
(a) Memos.
17. Office notes are exchanged between …………………………… different departments.
(a) Three
(b) Four
(c) Five
(d) Two
Answer:
(d) Two
18. Representation to management does not includes:
(a) Individual Preference
(b) Special holidays
(c) Suggestions for transfers
(d) Both (a) & ( b)
Answer:
(a) Individual Preference
19. …………………………. have a format similar to that of memorandums:
(a) Office notes
(b) Office circulars
(c) Office orders
(d) None of the above
Answer:
(c) Office orders.
20. Replies to representation can be:
(a) Management could accept respect
(b) May give an oral replay
(c) Could issue an office order
(d) All of the above.
Answer:
(d) All of the above.
21. Disseminate means:
(a) To cause faster or greater activity
(b) Respectful request
(c) Capable of being perceived
(d) To scatter or spread widely
Answer:
(d) To scatter or spread widely
22. The testing or a trial of a person’s conduct, character, qualifications or the like means:
(a) Bipartite
(b) Meritorious
(c) Probation
(d) Interoffice
Answer:
(c) Probation
23. Memo, report, office, circulars, staff newsletters, fax etc. are the form of
(a) Non-verbal communication
(b) Written communication
(c) Oral communication ‘
(d) Audio-visual communication
Answer:
(b) Written communication
24. Which type of inter-departmental communication is used when requesting for transfer?
(a) Office Circular
(b) Representation
(c) Memorandum
(d) Office Order.
Answer:
(d) Office orders have a format similar to that of memorandum. What makes them different is the purpose and tone employed. They generally deal with matters affecting rights and privileges of employees. The language used is formal and legally common. Passive verb are preferred. Therefore, office orders are used when requesting for transfer.
25. Which type of Inter-departmental communication is used for disseminating information to a large number of employees within an organisation?
(a) Memorandum
(b) Press release
(c) Office circular
(d) Office Order
Answer:
(c) Office Circulars: Office circulars are used for circulating information to large number of employees within the organisation. It is a type of Informal communication. It is an internal communication.
26. Which one of the following is correct about office notes?
(i) Office notes are a form of internal communication between two different departments
(ii) Office notes are put up by sections or departments to higher authorities
(iii) The actual layout of the office note is same for all the companies
The correct option is:
(a) (i) and (ii) only
(b) (ii) and (iii) only
(c) (i) and (iii) only
(d) All of the above.
Answer:
(a) Oflice notes are exchanged between two different departments. Companies follow a particular format of flotes of this type. The actual layout of the note may differ from company to company. It is a matter of style and individual preference.
Thus, point (iii) is not correct.
27. ………………………………. are made in order to voice a grievance and to secure a relief.
(a) Business Communication
(b) Invoice
(c) Public Notices
(d) Representations.
Answer:
(d) Representations are made in order to voice a grievance and to secure a relief. When addressed to a public body, they may focus attention on a problem being faced by the signatories correctively.
28. A …………………………….. does not have a salutation and complimentary close.
(a) Purchase Order
(b) External Letter
(c) Call Letter
(d) Memo.
Answer:
(d) A memo is different from a letter, both in format and in its effect on the addressee. It is important to note that a memo doesn’t have salutation and complimentary close.
29. Memorandums are preferred when one needs to convey information –
(a) Urgently
(b) In writing
(c) Telephonically
(d) Verbally.
Answer:
(b) Memorandum means a record or written statement of something, that is why memorandums are always preferred when one needs to convey information in writing.
30. Which amongst the following is not included in memo?
(a) Issuing instructions
(b) Issuing suggestions
(c) Making requests
(d) Invitation of wedding.
Answer:
(d) Following are included in memo:
- Issuing instructions
- Issuing suggestions
- Making requests
Thus, Invitation of wedding is not included in memo.
31. Full form of ESOP –
(a) Employee sale option plan
(b) Employee stock option plan
(c) Employee stock option procedure
(d) None of the above.
Answer:
(b) The full form or ESOP is “Employee Stock Option Plan”. Thus option (b) is correct.
32. Format of ………………………….. differ from company to company.
(a) Office order
(b) Memo report
(c) Office note
(d) Office circular.
Answer:
(c) Office notes are exchanged between two different departments. Companies follow a particular format for ‘notes’ of this type. The actual layout of the ‘Note’ may differ from company to company.
33. Format of otf ice order’ is similar to that of
(a) Memorandum
(b) Office circular
(c) Office report
(d) All of the above
Answer:
(a) Office order deals with rights and privileges of employees. They have format similar to that of memorandum.
34. Memos are not used for:
(a) For taking disciplinary action
(b) To pass orders
(c) Inviting staff for a wedding ceremony
(d) To disseminate information
Answer:
(c) Memos or Memorandums is commonly used as an office circular to give information, pass orders and for taking disciplinary actions. It is not used to invite for a wedding ceremony.
35. Memos are not used:
(a) To disseminate information
(b) To pass orders
(c) For inviting staff for a wedding ceremony
(d) For taking disciplinary action.
Answer:
(c) Memos or Memorandums is commonly used as an office circular to give information, pass orders and for taking disciplinary actions. It is not used to invite for a wedding ceremony.
35. Full form of ESOP –
(a) Employee sale option plan
(b) Employee stock option plan
(c) Employee stock option procedure
(d) None of the above.
Answer:
(b) Full form of ESOP – Employee Stock Option Plan
36. Format of differ from company to company.
(a) Office order
(b) Memo report
(c) Office note
(d) Office circular
Answer:
(d) Memos are used commonly for issuing to the staff, change in the policy inviting suggestions, giving information, making requests etc. Thus, memos are not used for inviting staff for wedding ceremony.
37. Which of the following Is not a form of intra-organisational
communication:
(a) Representations
(b) Press release
(c) Memorandum
(d) Office Notes.
Answer:
(b) Intra-organisational communication includes:
→Memorandum
→ Office Circulars
→ Office Notes
→ Office Orders
→ Representations
Press Release is not included in intra-organisational communication.
38. Office orders have a format similar to that of
(a) Press Release
(b) Representations
(c) Memorandums
(d) Advertisements.
Answer:
(c) Office Orders have a format similar to that of memorandums. What makes them different is the purpose and tone employed. They generally deal with matters affecting rights and privileges of employees. The language used is formal and legally common. Passive verbs are preferred. They carry a number since they remain in force till revoked and are tiled for future reference. In addition, they carry a bold, underlined heading to help us identify them.
39. Choose the correct statement:
(a) Representations can be based on convertible facts depending on the opportunity
(b) Representations never mention the relief expected
(c) Representations are drafted W an informal tone
(d) Representations are drafted using the format of a business letter
Answer:
(d) Representations are drafted using the format of business letter.
40. Which of the following is not the primary elements of a strong organisational compliance program
(a) A written code of conduct
(b) An ethics officer
(c) Significant financial expenditures
(d) A formal ethics training program
Answer:
(c) Significant financial expenditures is not a primary element of strong organisational compliance program but written Code of Conduct, formal ethics training program, ethics officer are primary elements.
41. When an organisation needs to share important information with members of general public such as a change of name or representative, it drafts:
(a) A press release
(b) An advertisement
(c) A public notice
(d) An e-mail message.
Answer:
(c) A public notice is a notice which is used when an organisation needs to share important information with members of general public such as change of name or representative.
42. A …………………………….. does not have a salutation and complimentary close.
(a) Purchase order.
(b) External letter
(c) Call letter
(d) Memo
Answer:
(d) A ‘Memo does not have a salutation or/and a complementary dose. In it informal tone and use of personal pronouns is allowed.
43. Memorandums are preferred when one needs to convey information –
(a) Urgently
(b) In writing
(c) Telephonically
(d) Verbally.
Answer:
(b) Memorandums are preferred when one needs to convey the InformatIon in writing.
44. Communication media is used in regional area?
(a) Interdepartmental
(b) Intra departmental
(c) Both of above.
(d) None of above.
Answer:
(b) Correspondence with Regional/Branch offices is also an important part of intra-organizational communication.
45. Great worth and earnest of feeling means:
(a) Tendered
(b) Fervour
(c) Courtesy
(d) Callous
Answer:
(b) The idiomatic expressions Great worth arid earnest of feeling means” – Fervour.