Report On Business Communication

Business Communication

STUDY OF IBRAHIM GROUP “BUSINESS COMMUNICATION”

Ibrahim fiber limited

Page 1

Business Communication

CONTENTS:

Group Logo……………………………………………………………………………………………… ………3 Group Introduction…………………………………………………………………………………… ……...4 Acknowledgment............................................................................................... ......................................6 Dedication ........................................................................................................ ..........................................7 Research Methodology………............................................................................................ ...................8 Primary Data Collection .......................................................................................................................8 Secondary Data Collection ..................................................................................................................8 Limitations ........................................................................................................ .........................................8 Executive Summary………………………………………………………………………………………… ...9 Ibrahim fiber limited Page 2

Business Communication

Introduction ...................................................................................................... .......................................10 Vision & Mission…………………………………………………………………………………………… ….11 Ibrahim businesses……………………………………………………………………………………… …..12 Milestones……………………………………………………………………………………… ………………..13 Chairman’s message………………………………………………………………………………………… 14 Board of directors & hierarchy………………………………………………………………………….15 Introduction to communication…………………………………………………………………………16 Communication in IFL……………………………………………………………………………………….16 Importance of communication…………………………………………………………………………...17 Purpose of communication……………………………………………………………………………….. 17 Internal & external communication……………………………………………………………………18 Internal communication purpose in IFL……………………………………………………..............18 Written communication setup in IFL………………………………………………………………….19 External communication purpose in IFL…………………………………………………………….20

Ibrahim fiber limited

Page 3

Business Communication

Channels of communication……………………………………………………………………………… 21 Centralized/decentralized………………………………………………………………………………..22 IFL Technology for communication…………………………………………………………………..23 Use of Jargons in IFL………………………………………………………………………………………….24 Professional & HR development in IFL………………………………………………………………..24 IFL Communicate towards community care... ……………………………………………………..24 Formal & informal communication…………………………………………………………………….25 Interdepartmental communication…………………………………………………………………….25 Inter-cultural communication within IFL……………………………………………………………26 Analysis of the organization in the light of communication…………………………………..26 Recommendation strategies for improvement…………………………………………………….27 Conclusion……………………………………………………………………………………… …………………27 Key learning outcomes……………………………………………………………………………………….2 8

Ibrahim fiber limited

Page 4

Business Communication

Group Name:

“VERVE” Verve Members: Name: Mohammad Ali Roll # 19 Contact # 0300-8656543 E-mail: [email protected] Education: B.com from Punjab University Ibrahim fiber limited

Page 5

Business Communication

Hobbies: Reading books & cricket Why MBA: to fulfill my MOTHER wish as well as to secure my future What from B.C: helped me to communicate effectively & enhance my speaking skill

Name: Zonash Ghaffar Roll # 41 E-mail: [email protected] Education: B.B.A from U.C.P Lahore Hobbies: Music & reading human behavior Why MBA: To become competent & want to do job in HRM field where my skills can be properly utilized and optimized. What from B.C: Creativity, capable to organize immense of work & Strong communication skills

Name: Faisal Ali Roll # 06 Contact # 0300-6638562 E-mail:faisal_ali01 @yahoo.com Education: B.A from Punjab University Hobbies: movies & songs Why MBA: it’s my wish What from B.C: helped me to communicate effectively & enhance my knowledge

Ibrahim fiber limited

Page 6

Business Communication

Name: Waqas Safdar Roll # 17 Contact # 0322-7950169 E-mail: [email protected] Education: B.com from Punjab University Hobbies: body building, wrestling and boxing Why MBA: for bright future What from B.C: helped me to communicate effectively in professional life

Name: Mohammad Kashif Safdar Roll # 27 Contact # 0301-6045758 E-mail:faisal_ali01 @yahoo.com Education: B.A from Punjab University Hobbies: cricket Why MBA: it’s my parents wish What from B.C: increase communicate skills

Name: Zubair Yousaf Roll # 32 Contact # 0336-6166255 E-mail:faisal_ali01 @yahoo.com Education: B.A from Punjab University Hobbies: Cricket Why MBA: Business purpose What from B.C: helped me to increase my knowledge to communicate in proper way

Ibrahim fiber limited

Page 7

Business Communication

ACKNOWLEDGMENT

All acclamation to Allah who has empowered and enabled us to accomplish the task successfully. First of all we would like to thank our Allah Almighty who really helps us in every problem during the project. We would like to express our sincere and humble gratitude to Almighty who’s Blessings, help and guidance has been a real source of all our achievements in our life.

Ibrahim fiber limited

Page 8

Business Communication

We would like to admit that we completed this project due to parents who pray for our success.

We also wish to express our appreciation to our supervisor Miss. TASNEEM who helps us a lot and introduce us to new dimensions of knowledge.

Last but not the least our team efforts, support, cooperation and encouragement showed by each member in the group with each other.

Ibrahim fiber limited

Page 9

Business Communication

DEDICATION Our PROJECT is dedicated to our beloved Parents, teachers, brothers, sisters and all of our well wishers.

Ibrahim fiber limited

Page 10

Business Communication

RESEARCH METHODOLOGY The research techniques that are adopted for the purpose of this study are as follows:

Primary Data Collection Formal Interview The formal interview include people from management his name is Mr. Jawaid Ashraf General Manager Marketing & Technical Email- [email protected] Tel 9241-2617836-41

Ibrahim fiber limited

Page 11

Business Communication

Secondary Data Collection Internet search •

www.igcpk.com

Limitation One of the major limitations while carrying out this research was the lack of cooperation on the part of the management of the “IBRAHIM FIBER LIMITED” in providing the data regarding the company and its policies.

Ibrahim fiber limited

Page 12

Business Communication

Executive Summary Today the world is defined by the term 'Information Age.' All businesses, both large and small, require effective and efficient business communication solutions in order to continuously meet their customer expectations and attain a competitive advantage, and therefore are successful. Whether a company is large or small it is realized that, the right amount of financing, materials, talent, and experience are not enough to succeed without a good communication system in place that enables smooth transaction sealing. Communications is at the heart of regional and international integration. The “IBRAHIM FIBER LIMITED” started with a cloth trading business in the industrial city of Faisalabad. Late Haji Sheikh Mohammad Ibrahim, founder of the Ibrahim Group. The Mission Statement Is “To build the company on the sound financial footing with better productivity, excellence in quality and improved efficiency at lower operating costs by utilizing blend of state of the art technologies”. Ibrahim Group acquired Allied Bank Limited, one of the five largest commercial banks in Pakistan under the scheme of re-construction of the Bank’s capital undertaken by The State Bank of Pakistan. The objective of IFL is profit earning & growth through effective communication. IBRAHIM FIBER LIMITED defines communication by focusing on three objectives A (Attention), B (Brief), C (Clarity). Business communication channel mainly based on E-mail & have in-house E-Mails system that is directly connected with Karachi & Lahore. This E-mail system is design by their I.T department. The decision making approach is both centralized & de-centralized. They communicate externally using medium such as conferencing, website, & market mobilization. Ibrahim IT department is very strong. Ibrahim using following technologies to communicate such as Oracle, Microsoft, HP, Siemens and Cisco. Provides BlackBerry mobiles phone to managers for communication. Ibrahim build strong culture & discipline character. Have Friendly environment within organization & professional outlook that shows their good repute & image. Ibrahim industry has strong interdepartmental communication. In Future Ibrahim Fiber Limited enhance their communication patterns & implement IT technology to enhance effective communication.

Ibrahim fiber limited

Page 13

Business Communication

INTRODUCTION: Ibrahim Group at a Glance The group started with a cloth trading business in the industrial city of Faisalabad. Late Haji Sheikh Mohammad Ibrahim, founder of the Ibrahim Group, settled in Faisalabad after partition of India in 1947 and reestablished his ancestral business of cloth trading by the name of “Ibrahim Agencies”. What is known in business today as Ibrahim Group with diversified business interests from Spinning to PSF, Financial Institutions to Banking and Energy, started off as a mere cloth trading agency just half a century ago.

It was middle of the fifties, when Sheikh Mukhtar Ahmed, present Chairman of the group, joined in this family business. It was then, that he took initiative to integrate the business vertically upwards adding up yarn trading as an additional line of business. Turning out to be a milestone in the future progress, it did not take long before the group was widely reputed and respected in marketing of cotton and blended yarns.

Backed by this goodwill and experience in marketing, in 1980, manufacturing of own blended yarn was initiated by establishment of Ibrahim Textile Mills Limited. With long term considerations and a simple principle of “no compromise on quality “two more textile spinning companies; A.A. Textiles Limited in 1982 and Zainab Textile Mills Limited in 1987 were established. A power generation Company Ibrahim Energy Limited was incorporated in 1991 to improve the efficiency of the existing manufacturing companies. All these manufacturing companies have now been merged into Ibrahim Fibers’ Limited. The Group diversified into the financial services by floating First Ibrahim Modaraba and also established a leasing company; Ibrahim Leasing Limited. Subsequently First Ibrahim Modaraba was merged into Ibrahim Leasing Ibrahim fiber limited

Page 14

Business Communication

Limited. Upon declaration of the privatization policy by Government of Pakistan, Ibrahim Group together with other leading groups participated in the bidding to acquire controlling shares of Muslim Commercial Bank Limited. Under the scheme of reconstruction proposed by State Bank of Pakistan, Consortium of Ibrahim Leasing Limited, Ibrahim Group and its sponsors acquired more than 75% of the shareholding of Allied Bank of Pakistan Limited. Management and control of the Bank was handed over to Ibrahim Group on August 19, 2004. At present Ibrahim Group is holding more than 80% shareholding of this bank. One of the top five banks of Pakistan, Allied Bank has more than 742 branches across the country with 7,139 employees and financial assets of Pak Rupees 234 billion. The Group plans to inject its own dynamism and energy in the bank to turn it into a premier financial institution of the country. After the acquisition of the bank Ibrahim Leasing Limited has been merged into Allied Bank limited. The strength of the group today stands manifold with entrepreneurial skills and visionary leadership of Sheikh Mukhtar Ahmed added with fresh concepts and professional skills of Mohammad Naeem Mukhtar who has done his MBA from the University of Wales, Cardiff, UK. and Mohammad Waseem Mukhtar who has done his Bachelor in Computer Science and Masters in Total Quality Management (TQM) from the University of Glamorgan, Wales, UK.

Vision To be a Sustainable, growth oriented company and achieve scale to remain competitive, in the barrier free global economy.

Mission To build the company on the sound financial footing with better productivity, excellence in quality and improved efficiency at lower operating costs by utilizing blend of state of the art technologies. To accomplish excellent results through increased earnings this can benefit all the stakeholders. To be a responsible employer and to take care of the employees in their career planning and reward them according to their abilities and performance. Ibrahim fiber limited

Page 15

Business Communication

To fulfill general obligations towards the society, being a good corporate citizen.

Ibrahim Fiber Limited Businesses 1. Polyester immer AG Germany; market leaders in the Polyester Polymer capacities with nearly 30% share in the world market has supplied the engineering and Ibrahim fiber limited

Page 16

Business Communication

technology for Ibrahim Fibres Limited Polyester Plant and has also guaranteed not only the designed capacity but the quality of finished goods to be in compliance with world standards.

2. Textile Spun Yarn Division of Ibrahim Fibres Limited consists of three projects; TP1 (Ibrahim Textiles) TP2 (AA Textiles) TP3 (Zainab Textiles) All these projects were operating as independent public limited companies and were listed on stock exchanges in Pakistan till September 2000 before their merger into Ibrahim Fibers Limited. These projects are equipped with Real Time Ring Monitoring System (RTRMS), Uster Ring Expert, Spin Vision, and Coner Pilot for online monitoring and analyzing to facilitate production and efficiency while maintaining quality parameters. Moreover, auto-doffing system has been installed on the spinning and winding machines to automate the manufacturing process. To maintain and to keep an edge we keep on adding latest machinery and technical know-how.

3. Power generation Ibrahim Energy Limited was incorporated as a Private Limited Company on 2nd June,1991, converted into a Public Limited Company on Feb 26,1992 and the power generation started from January 1994. Ibrahim Energy now merged into Ibrahim Fibers Limited. Power generating capacity of the project is 31.8 MW based on heavy fuel oil. The plant and machinery of the project comprises of 6 furnace oil generating sets, each having a capacity to produce 5.3 MW, supplied by Nigata Engineering Company, Japan.

4. Financial services Allied Bank The consortium of Ibrahim Leasing Limited and Ibrahim Group assumed the control of the Allied bank in August 2004 by injecting Rs 14.2 billion into the capital of Allied bank for acquiring 325 million additional shares.

Milestones Ibrahim fiber limited

Page 17

Business Communication

2004 Ibrahim Group acquired Allied Bank Limited, one of the five largest commercial banks in Pakistan under the scheme of re-construction of the Bank’s capital undertaken by The State Bank of Pakistan. Ibrahim Group injected equity of PKR. 14.2 billion Into the Bank against 325 million shares of the Bank. Major Modernization & Replacement of the Back process equipment of Textile Plant 1 (Ibrahim Textile Mills Ltd.) 2002 The expansion unit of Polyester plant started commercial production thus increasing the PSF production capacity from 70,000 tons per annum to 208,600 tons per annum. 2001 Four Group companies, Ibrahim Textile Mills Ltd., A.A Textiles Ltd., Zainab Textile Mills Ld. and Ibrahim Energy Limited were merged into Ibrahim Fibers Limited. 1996 Commissioning of the Polyester Staple Fiber plant having an annual production capacity of 70,000 tons per annum. 1994 The Group commenced the start-up of Polyester Staple Fiber Manufacturing Plant having a capacity to produce 70,000 tons of PSF per annum. The Group established Ibrahim Energy Limited, a 31.8 MW power generation plant. 1989 The Group established the third Textile spinning plant, Zainab Textile Mills Limited, having a capacity of 38,400 spindles. 1984 The Group established the second Textile spinning plant, A.A Textiles Limited, presently having a capacity of 40,128 spindles. 1980 The Group established Ibrahim Textile Mills Limited, a Textile spinning plant presently having a capacity of 58,080 spindles.

Ibrahim fiber limited

Page 18

Business Communication

Chairman's Message Chairman communicates his message “By carrying out business activities with customer centric focus and by attaining the confidence of our shareholders, customers and society, Ibrahim Fibers aims to be a Company making a significant contribution to the national economy. We will continue to strive for excellence in all spheres of our activities and to manufacture high quality products through the use of advanced technology in our business operations, be an attractive organization to work with and a reliable business partner.” Mohammad Naeem Mukhtar Chairman

Ibrahim fiber limited

Page 19

Business Communication

Hierarchy of IBRAHIM FIBER Limited

Ibrahim fiber limited

Page 20

Business Communication

Ibrahim fiber limited

Page 21

Business Communication

1. INTRODUCTION TO COMMUNICATION In this Field Study Report, we have discussed what is communication, channels of communication, types of communication in an organization, interdepartmental communication in an organization, policies regarding communication & decision making approach etc.For this purpose we have visited and studied the functions relating to our topic of “IBRAHIM FIBER LIMITED”.

IFL Stands for  I(Individually & collectively)  F(friendly & caring)  L(life styles with leading qualities) That communicates the IFL Good Image & Repute both internally & externally

1.1 Communication Communication may be defined as the transfer of information from sender to receiver, with the information being understood by the receiver. The communication function is the means to unify an organized activity, through transfer of information from one individual to another, or from one system to another. According to IBRAHIM FIBER LIMITED they define communication by focusing on three objectives  A = Attention  B= Brief  C= Clarity

Ibrahim fiber limited

Page 22

Business Communication

1.2 Importance of Communication Communications is the means by which people are linked together in an organization to achieve a common purpose. Indeed group activity is impossible without communication because coordination and change would not be effected. Sociologists and psychologists have also realized the importance of communication in interpersonal relationships, and have focused their study on communication networks. IFL give more importance to communication because they emphasize On Attention, Brief & clarity of communication & IFL retain customers through proper communication.

1.3 Purpose of Communication The purpose of communication in an enterprise is to effect change. In an organization, there can be two types of communication, i.e. internal and external. Internal communication means communication within the organization, whereas external communication is the communication with the outside environment.

The following diagram depicts the purpose and function of communication in an IBRAHIM FIBER LIMITED organization. Ibrahim fiber limited

Page 23

Business Communication

Planning

Organizing

Leading

Controlling

Communication

External Environment * * * * * *

Customers Suppliers Stockholders Governments Communities Others

As can be seen from the above diagram, the purposes of internal communication in an IFL are as follows:

2. Internal communication Inside communication means giving and receiving information by all hierarchical levels. It includes vertical communication covering downward communication, upward communication, horizontal communication and diagonal communication. It includes communication flowing at any intermediate level as well as at operating level, or top management level, because internal communication is indeed required by all who work together in an organization to accomplish common goal.

2.1 Requirements for Effective Internal Communication:  Internal communication must be recognized as an essential tool of management. It is a way to achieve corporate objectives, build teamwork, and motive: It can make managers become better leaders. This requirement recognizes that, employee attitudes and resulting performance are improved by effective communication.

Ibrahim fiber limited

Page 24

Business Communication

 Great emphasis must be placed on communication and measurement Communication cannot be left to chance. There must be a plan who communicates that how to whom, for what purpose and to what effect.  Top management must establish a communication climate other divisions and departments will reflect this climate.  A long‐term investment in professional talent and communication programming must be made Programming and qualified people cost money, but it is well spent.

2.3 Written Limited

communication

setup

of

Ibrahim

Fiber

Written messages also take many forms. At one extreme are the scribbled notes and at the other are formal reports. Regardless of the form, written messages have one big advantage they let us to plan and control the message. The other advantages of written communication are that it can provide records, references, and legal defenses when needed. Written messages can be transmitted to a large audience through the mail or through mass media like newspapers etc. Written communication is also useful in maintaining uniformity in policies and procedures. However, disadvantages of written communication are that the feedback is not immediate, effective messages are difficult to produce if the sender is not sufficiently skilled, and the written communication may create heaps of paper which may become difficult to manage. “IFL strongly focuses on written communication” In the following about different common forms of written communication are explained

Ibrahim fiber limited

Page 25

Business Communication

2.4 LETTERS

The medium used for written messages to persons outside the organization is the business letters. Business letters are substitute of personal visits and paper representatives of the writer. Letters are written for many purposes such as appointment letters, promotion letters, termination letters, Etc. Letters are also used for downward communication. Letters are written to the customers as well as to other external agencies like suppliers, taxation authorities, governmental regulatory bodies etc.

2.5 PARTS

OF A

BUSINESS LETTER

ESSENTIAL PARTS HEADING DATE INSIDE ADDRESS SALUTATION MAIN BODY OF THE LETTER

NON-ESSENTIAL

PARTS

REFERENCE LINE ATTENTION LINE SUBJECT LINE ENCLOSURE

COMPLIMENTARY CLOSE SIGNATURE

2.6 MEMORANDUMS Memorandums are in contrast to the letters which are used for routine in day-to-day exchange of information within the organization and also for downward communication. This medium is basically intended to communicate to employees, the rules, regulations, and policies of the company.

2.7 OFFICE MEMORANDA Office memoranda are also used for downward communication. This medium is basically intended to communicate to employees, the rules, regulations, and policies of the company as well as to explain something.

Ibrahim fiber limited

Page 26

Business Communication

3. External communication External communication is equally important as internal communication to provide a link between the employees and the shareholders and other third parties. As a matter of fact, external communication is considered as lifeblood of the modern business. External communication can be arranged by oral or verbal communication as well as through written media. Telex, television, telephone, tele‐printer, transmitters, STD, ISD, and other modern sophisticated communication technologies can be used for external communication. Written media like letters, circulars, notices, legal notices, newspapers, magazines, manuals, periodical reports, pamphlets etc., are also used towards external communication. External correspondence is mostly in written form except in extraordinary circumstances resorting to telecommunication services. It is utmost necessary to build attitudes, develop rapport, create confidence, win goodwill, morale support and influence, mutual understanding by keeping them well informed. There are many broad areas outside the organization about which information should be communicated

3.1 Internal communication in IFL Internal communication of IBRAHIM FIBER LIMITED is mainly downward, but upward and crosswise communication is also encouraged.  Establish and disseminate goals of the organization.  To develop plans for achievement of these goals.  To organize human and other resources effectively and efficiently.  To select, develop, and appraise members of the organization.  To control all activities.

3.2 External communication in IFL External communication helps the managers of IFL to become aware of:  The needs of customers.  The availability of suppliers.  The claims of stockholders.  The regulations of government  The concerns of the communities

Ibrahim fiber limited

Page 27

Business Communication

4. Channels of communication in IFL

4.1 Internal channels of IFL        

E-mails Faxes Letters Reports Memo Telephones Conferencing Meetings

Following are the channels that IFL use to communication within the organization. The most important channel they focus to communicate is “EMAILS”. All work is done through E-Mails.IFL have in-house E-Mails system that is directly connected with Karachi & Lahore. This E-mail system is design by their I.T department who is responsible for controlling it & gives access to each & every person within the organization. They communicate on daily basis internally & externally both to Communication more clearly & correctly. Ibrahim fiber limited

Page 28

Business Communication

And the other work is done by using different channels that are letters, reports etc. Different types of reports are prepared on suggestions or recommendations on personnel, activity execution time and plans for overcoming the difficulties. Reports are made on daily basis & weekly basis. Each & every department of IFL is responsible for submitting their report so that information is update on daily basis. And communication will be more effective & efficient. Minutes are prepared of every meeting for the purpose to implementation of the decision and record.

4.2 External channels of IFL       

Toll free number/U.A.N Video conferencing Audio conferencing Web-site(static) Newspaper Marketing mobilization letters

These are the channels that IFL uses to communicate with external environment that includes customer, suppliers, stockholders & government etc IFL communicate with their customers in a better way & correctly to retain their customers. Their objective is communicates clearly with customers. For this they provide facilities to their customer such as a TOLL free Number through this customer gets information regarding their products & services or anything they want to know. By communicating in that way IFL gain the loyalty of customers. Even no little confusion occur in communication because while communicating with customer or making any contract they confirm it many times. So less chances of miss-understanding occurs. Letters are written to the customers as well as to other external agencies like suppliers, taxation authorities, governmental regulatory bodies etc.

5. Decision making approach Two types of decision making approach that are 5.1Centerlized 5.2 De-centralized

5.1 Centralized The degree to which decision-making is concentrated at a single point in the organizations. Organizations in which top managers make all the decisions and lower-level employees simply carry out those orders. IBRAHIM FIBER LIMITED follow the “Centralized structure” & all work in controlled and checked by C.E.O He is responsible for major decision making. Ibrahim fiber limited

Page 29

Business Communication

5.2 De-centralized Organizations in which decision-making is pushed down to the managers who are closest to the action. Employee Empowerment by increasing the decision-making authority (power) of employees. IBRAHIM FIBER LIMITED also follows the de-centralized structure to get strong FEEDBACK from employees. IFL communicate with their employees to get feedback and their suggestions regarding company policies & procedures. This communication leads to high growth and profit of the organization. That shows their good management teamwork because IFL can’t take things guaranteed.

6. IFL Technology for communication During the last decade, digital technology has changed the world in profound and exciting ways. Today we communicate instantly and no one questions the competitive advantages that come when we can communicate and collaborate instantly with customers and business partners around the world. Global supply chains enable businesses to manufacture products and move them to market with incredible speed and efficiency. Mobile devices ensure that we are productive no matter where we are. During the next decade, the world's information will be digitized. As organizations strive for increased profitability and growth, the pressure is on to provide faster, better information to ever-increasing numbers of business users, analysts and decision makers. Everyone wants the ability to reach information they can trust, when they need it, for effective decisionmaking. Use of Information Technology based solutions fulfills these requirements effectively. The end result is dramatic improvements in collaboration between users, applications, and technology components, generating significant value for any business and creating competitive advantage. "Information Technology is no longer a business resource; it is the business environment".

6.1 Technologies for Communication At Ibrahim Fibres Limited, we have adopted state of the art IT solutions available from various giant in the Information Technology industry like,  Oracle  Microsoft  IBM  DELL  HP  Siemens and Cisco Ibrahim fiber limited

Page 30

Business Communication

That shows their strong communication with the organization as well as outside the organization.IFL also provides “BLACK BERRY” mobile phones to their employees for communication and for business purpose. IFL defined their HOTLINES Codes for different cities to communicate for Karachi the code is 4200 & For Lahore the code is 5200.

7. Use of Jargons They also used Official Abbreviation or jargons to communicate in their organization For Example  JA (Javaid Ashraf)  WP (Waseem Pasha)  AY (Asim Yaseen) B/c in this way IFL can deliver the specific message to the specific person easily.

7. Professional & HR development At Ibrahim Group, strength is derived from a firm belief in the potential of each individual associated with the Company. Every department is managed by highly qualified team of professionals with vast experience in their respective fields. Professional development courses and training programs are frequently undertaken to groom every member of the team. The standards prescribed by international institutions for the quality of management systems, working conditions, hygiene and environment at the workplace are strictly adhered to. IFL communicate with their employees through HRM department that is responsible for hiring, recruitment, appraising, performance management & give employee training. Through communication employee will motivated both towards organization & towards their work. 8. IFL Communicate towards community care Ibrahim fiber limited

Page 31

Business Communication

Ibrahim Fibres Limited is committed to constantly strive for higher standards in health, safety and environment. The Company strictly follows the safety standards at all levels and training is provided under the supervision of qualified manager and various sessions are being held to create safety awareness. Environmental issues have raised concern all over the world due to the rapid industrialization and drastic increase in population. In this regard National Environmental Quality Standards as laid down by Pakistan Environmental Protection Ordinance 1997 are being strictly followed. The horticulture department, under the supervision of a qualified horticulturist, has been established and every year a plantation campaign is launched by the Company at all its locations to provide healthy and clean environment to all personnel. Arrangements have been made to provide pure mineralized water, high standard foods and medical care for all the employees working at the plant sites. As part of the organizational culture of IFL, the Company fulfils its social responsibilities and apart from monetary contributions to educational institutions and hospitals the Directors of the Company are directly participating in the management of educational institutions and hospitals.

9. Formal & informal communication Ibrahim fiber limited communicates in both ways formally & informally. They have friendly environment in their company so that each and every employee feel free to share their ideas, opinions etc.

10.Interdepartmental communication

IFL interdepartmental communication is very strong and effective because they communicate on daily basis and updated data, exchange information as well. For example in IBRAHIM FIBER LIMITED the Marketing department communicates with other department. The figure is given below

Ibrahim fiber limited

Page 32

Business Communication

11. Inter-cultural communication within IFL IFL communicate in better way by following the culture. IFL emphasis on strong & effective communication within organization that shows their strong culture. IBRAHIM FIBER LIMITED  Focuses on professional life style  Emphasis on effective style of communication  Focus on manners  Proper & professional dressing  Style of offices shows strong management  Strong culture  Use Good approach for communication  Follow moral values & ethics  Attentive  Focus on individual character or behavior  Build discipline character

7. Analysis of the communication

organization

in

the

light

of

a. Strengths     

Business communication channel mainly based on E-MAILS Friendly environment Strong communication channels Strong IT system for communication less chances of error in communication

a. Weaknesses  Lack or customer awareness through advertising  Technical personnel have less command on effective business writing

Ibrahim fiber limited

Page 33

Business Communication

7. Recommendation Strategies For Improvements After having analyzed the deficiencies of IBRAHIM FIBER LIMITED we would now recommend strategies to overcome these weaknesses in the following lines:

14.1 Repetition Repetition of a message, such as an advertisement, creates greater impact on the recipients. This technique should be employed. It is important to note, however, that repetition should be only where it is necessary.

14.2 Effective business writing While writing letters or other any type of written communication to others especially to executives of organizations, be sure about the accuracy of figures, facts and words of the correspondence.

14.3 Training Imparting of such training would greatly improve the communication skills of the engineers on technical matters.

8. Conclusion  Developing a communication strategy and its implementation in an efficient and effective manner is quite beneficial for an organization.  Need to be transparent about your goals and values.  Consistency has to be maintained.  Need to adopt comprehensive & persuasive methods for that.  All this needs a long term focus. Ibrahim fiber limited

Page 34

Business Communication

7. Key learning outcomes  Able to write all business correspondence  Able to demonstrate how important information technology in business communication today  Have skill required in telephone communication  Ability to plan a group presentation  Able to design relevant visual aid for a presentation  Build confidence  Gain more knowledge about effective communication  Ability to communicate in effective way by using body language  Enhance the knowledge about how organization communicate with internal and external environment effectively  Able to write a C.V  Able to explain the difference b/w formal & informal communication  Learn to enhance personality  Capable to become a good listener as well as good speaker  Capable to organize immense of work  Improve communication skills  Further enhance and develop written communication strategies  Acquire and incorporate relevant vocabulary in both written as well as oral tasks and activities  Interact and participate confidently in group based tasks, discussions and presentations.  Use of an original vocabulary  Clarity and accuracy of the summary  Able to prepare ourselves for an interviews Ibrahim fiber limited

Page 35

Business Communication

Ibrahim fiber limited

Page 36