INTRODUCTION

Definitions of communication

 Communication defined as a process of giving ,receiving,or exchanging

information,opinions or ideas by writing ,speech or visual means,so that the
message communicated is completely understood by recipients.

 Communication the process of using words,sounds signs,or behavior to express

Or exchange information or express your ideas.

 Communication is the exchange of idea information and knowledge by two or more

persons (or parties)

 Communication is the process by which information is transmitted between

individual or organization that an understanding response result.
Background of Organization

Company name is ULTRA SUPPLIES.Established since 1977.Ultra supplies has

evolved from a conventional photocopy service provider to one of the leading printing
service in Muar.A major asset to our 37 years of success have build a strong team of
highly dedicated and diligent professional who are ready to meet the ever changing
printing needs of our clienteles.The accomplishment if ultra supplies is in the investment
of our staff and advance high capacity digital printing system and solution that have win
the trust of our customers.

Company logo

Ultra supplies is a leader in high quality one stop Instant photocopying and digital
printing in Muar with facilities and expertise capable to produce a wide variety of
products & services.

Website:www.ultra supplies .com

Email :sales@ ultra supplies.com

Our product and services include:

 Business cards
 Post cards
 Banners
 Data storage solution plan
 Auto CAD printing
 Document printing
 Decal static stickers
 Photocopying services
 Brochures
 Signage
 Graphic design
 Calenders

We are located:

70 A-Jalan Mariam,

Bandar Baru Maharani,

84000 Muar,Johor Malaysia

Tel no: 606- 9501854

Fax : 606-9502853

Business hour:

Monday to Saturday:9.30am-10pm

Sunday & Public Holiday:10am-9pm

Our vision:

 To be the leading provider of digital graphic solution to all customers.

Our Mission:

 To provide one-stop instant-services & create value-added quality products through

partnership with customers & suppliers for sustainable growth and our aspiration to
be the employer of choice in our industry.

Cores Value:

ULTRA

U : Unique innovation and creation of products and services t delight our customers.

L : Lead by example with ownership of our tasks.

T : Team bonds and development of our people for the sustainable competitive
Advantages.

R : Reliability and quality is our way of life.

A : Act with integrity.

Numbers of workers

The number of workers in Ultra supplies shop where 8 of shop assistant of 3,2
sender,financial counter 2 and maintenance 1.

2.0 Identify the flow/ direction of communication in organization.

3 flow Communication
1. Vertical communication
2. Horizontal communication
3. Diagonal communication

Vertical communication

 Vertical communication moves between individuals at different levels in an

organization.Manager sends message downward to those under his or her immediate
supervision.Similarly,employee send message upward to their supervisor.

Horizontal Communication

 Horizontal communication occurs between people at the same status -sales

staff,department heads,directors,supervisor.Message that flow horizontally involve
the exchange of information of data that is necessary to complete routine task.

Diagonal Communication

 Diagonal communication takes place between people who work in different

department and at different levels within an organization.Very often tasks frequency
arise that involved more than one department ,and there may be no obvious of
authority.Diagonal communication involves committees ,teams ,or task forces that
create to solve problems or complete special projects.

3.0 Identify to barriers of communication

For the convenience of study the different barriers can be divided into three part:

1.Semantic Barriers
2.Psychological or emotional barriers
3.Personal barriers

Semantic Barriers

 There is always a possibility of misunderstanding the feeling of the sender of the

message or getting a wrong meaning of it.The words signs,and figure used in the
communication are explained by the receiver in the light of his experience which
creates doubtful situation.

Psychological or Emotional Barriers.

 The important of communication depends on the mental condition of both the

parties.A mentally disturbed party can be a hindrance in communication.

Personal Barriers

 The above mentioned organizational barriers are important in themselves but there
are some barriers which are directly connected with the sender and the receiver.They
are called personal barriers.

Communication may fail for a variety of reasons:

Non verbal-signals
 Non verbal signals-often referred as- “body language”,can provide valuable feedback
where verbal communication is concerned.Such signals include facial
expressions,gestures,movement,eye contact and nodding the head.

Language

 Choice if language is vital to the effectiveness of any communication.Many words

have different meanings.Our backgrounds knowledge and experience affect our
understanding.Foreign language,dialects,regional accents and the use of technical
/specialist language should be considered.

Listening

 Anyone who has something valid to say deserve attention.Listening,however.,is a

kill.Careful concentration is demanded if a communication is to be
understood.Success at gaining attention may be depend on the word used,the way the
communication is expressed,our interest in the speaker,out interest in the
communication and various other factors.

Pre-Judgment

 What is understood is often conditioned by what we already know and by our

background knowledge and experience.Often we hear what we want to hear,or what
we think we have heard,instead of what has actually been said.

Relationship

 The effectiveness of any communication may depend on or relationship with the

person giving the message.If the relationship between people id not
good,communication may fail to be effective or may break down altogether.

Emotional responses

 Communication cannot succeed if a person is highly emotional about the topic

 concerned.Problems may arise from insecurity,fear,anger,etc.If emotions are high one
the part of the sender or recipients,then it would be better to wait for a while before
trying to put the message across.

4.0 Identify Communication Effectiveness

Seven step to effectiveness communication.

Effective communication can be achieved by having a thorough knowledge of the
communication cycle,by being aware of the barriers that exist ,and by following the seven
step process.

STEP 1:What and why?

 Your first step is to consider what is the objective of your communication and why
you have to communicate the message.Are you aiming to give information,to
request,to inform?

STEP 2:Select channel

 The next step is to consider what channel or means of communication would be

appropriate.Consider the relationship between the sender and the recipient as well as
the recipient’s background knowledge,culture and experience.

STEP 3:Select encoding technique

 Encoding is choosing the manner in which we send our message.For example, the
language you choose ,an angry of soft voice ,harsh tone or courteous tone.Consider
why the communication is happening .Is it urgent ,serious,
dangerous,emotive,informative?

STEP 4 : Consider Barriers

 You must consider all possible barriers that may influence he recipient’s
understanding of the message.Is the communication likely to achieve the desired
aims in the given circumstances?If the barriers are likely to interfere with recipient’s
understanding ,you may need to return to step 1 pr 2 and think again.

STEP 5 :Send Message

 Having considered all these aspects,you may now send your message.
STEP 6:Check for understanding

 After sending the message,it is important to check whether the recipients have
understood the message as you intended.

STEP 7: Obtain feedback from recipients.

 The final stage is essential-you must obtain feedback from recipients so that you
know if your communication has been effective.If the message is not understood,
rather than blame the recipients,ask yourself why the communication failed and
how it could have been improved in order to be effective.

5.0 Conclusion

Our business model emphasizes added value services to all sizes of business &
individuals allowing them to order printing and focus on their core competencies while
ultra supplies handles their printing needs.We believe in reinforcing our photocopying
and printing tradition of industry-leading quality assurance .top notch printing
reliability,cost effective pricing ,and innovative services.