P1:
Internal communication within the company


P2:
Table of contents

Introduction 03
Internal communication between superiors and subordinates 04
Internal communication between subordinates and superiors 08
Internal communication between colleagues 12
Cultured communication at work 16
Using communication channel effectively 22

P3:
Introduction

Daily communication is like breathing. It sounds easy but effective communication is actually really hard. Althogh not intentionally, we may have disagreement while talking to others. It is the same in business. Therefore, to work effectively and ensure mutual understanding, you should equip yourself withs “tricks” on exchanging, talking with other employees in the work place.

As a world leading expert on human resources, the company SSC Hanbook Service has summarized many years of their experience through specific and realistic situations. We proudly present to you readers this book with the hope that you - human resource managers - will have more useful references materials to support you efectively in challenging encounters with your employees. Moreover, this book promises not only becoming your closest company, but also a practical document to help protecting you and your company from possible troubles you may face when not acting appropriately with your employees. Hence, both you and your company would buid a better image in the eyes of your employees as well as customers, business partner and also put your company at a higher place in the business world.


 P4:
Internal communication
Superior - Subordinate
What you should do:

Build a selection mechanism, public appointing that is fair,competitive, having the right person at the right place

Build a public, transparent rewarding and punishing mechanism
Know how to use compliments and ways of complimenting

Know how to listen and recieving information from employee fairly

Motivate your employees


P5:
Internal communication
SUperior - Subordinate
What you should not do

Do not research books, documents, experiences on how to use people to come up with how to do it

Lack of stategic visions (not seeing further). One of the basic skills of administrators is stategic thinking. Without it, administrators can’t perform their administrative functions.

Being dictative, autocratic,… lower the subordinates’ creativity, initiative. Eventually, the superiors will not be able to concenstrate on big things, strategies.

“Nobody is perfect”, so leaders and managers should also always cultivate their managing, acting skills according to the growth and fluctuation of business throughout the stages.

P6:
Internal communication
Superior - Subordinate
Case study
Reconcile conflict between employees

Situation:
For the need of keeping good employees, the manager has to find a way to help the employees having conflicts to harmonize again or else they will have to be dealing with employees leaving often. Considering the conflic doesn’t exit or letting the employees solving it by themselves may be a safe way when the problem appear for the first time, however, you will have ti intervene when the problem happens quite often.

Attention:
Just remember that no matter how much you care, you cannot control the differences between employees but only they can do it themselves. You can also create a forum for solving conflicts between employees, and be a place for them di discuss each other’s good side. Establish an open culture means solving problems abouts relationships in a safe environment as well as respecting each other. It helps empowering your role as leader and make you known as a fair manager. There is no other recipe for keeing employees better than showing them respect and listening thoroughly.

Solution:
We will solve this problem in three meetings. The first one is between the manager and A. Secondly I will meet B, and then meet A again to exchange about B’s opinion. Lastly, the talk between the manager, A and B. Everyone will know the problem, and we will solve this conflict like adults, respect each other.

The 1st meeting is for finding negative thoughts and A what he want to impove with B. Similarly with B on the 2nd meeting. The 3rd one is the important time to find a solution. Make rules in this meeting.

The first rule is that you should not hold in any thoughts. This is the chance for you all to make everything clear, if you hold anything back, you both will miss a golden chance to share your thoughts. You two will have no more chance to solve the penting up problems as well as disappointments.

Rule number 2, everthing that needs to be shared has to be spoken after considering the benefit of each other with constructive judging minds. Do not attach each other as well as you don’t have to defend yourself in this meeting, this is really a sensivive talk that you two have to put yourself in tho the other’s situation and listen to each other;s thoughts


P7:
Internal communication
Superior - Subordinate
Case study
Dealing with employees being late

Situation:
Employees who have the habit of being late to work will cause serious problems to productivity and working spirit. So how to punish late employees right?

Solution
Generally, if an employee has already been 10 minutes late 4 times or more in a month, it is time you have a small talk. Suppose this employee has been doing good(except for being late), the convarsation may be like this:

Hiệp, I’m glad you’re in the team, and I’m very impressed by your consistency in work. However, I need you to help solve a problem and can you guess what is it?[Problem with me being late?]

Thats right ! I’m glad you recognise it too. I don’t want to make this problem serious,
But I’m afraid that your sometime being late may become being late all the time and always leaving early, and I don’t want that to happen at all. Can you deal with this?
[Yes, sorry for makeking you remind to remind me like this.]

Attendtion
Coming to work late and leaving early is a problem likely to be adjusted after al short talk. Remember to differentiate with sometimes late and always late when discussing this with employee.You will see that a talk will solve this. If there is no improvement in behavior, a kind of punishment is neccessary, however, note the date of this conversation in the report to prove that you have mention your employee the process of work place.


P8:
Internal communication
Subordinate - Superior
What you should do

Understand the role of your superior
Know how to act your role
Know respect and act appropriately to your superior
Harmonize in work with your superior
Research closely the class relationships. Every organization have ranks and require everyone to follow
Need to report your work result often
Take in criticism indifferently
Treasure your superior’s time. When you need to report, work with them, come to them.


P9:
Internal communication
Subordinate - Superior
What you should not do

Not following organiztion rules. If you see somthing is not right, you should propose a change
Solving personal conflict at work hour
Use your phone for personal stuff too much at work hour
Abuse youe sick leave
Not minding your clothes, look, personal hygene,..
ALways complaining: create bad image of yourself. If it is because of something relating to the organization, prepare and give official feedbacks on appropriate occations
Absolutely avoid “badmouthing” superiors behind their back

P10:
Internal communication
Subordinate - Superior
Case study
New boss- old boss

Situation:
You have good ability so your manager liked you and everybody knows your relationship between the manager and you. Some times later, the manager quitted. The director appointed another person from another division to replace that manager position. But this new manager doesn’t like your old manager so he’s always hard on you. What do you do in that situantion?

Solution:
Here is what you should do to maintain profestional relationship with your boss and step by step to make good impression with your boss:
The way you act is the element that can make surprising results for a relationship. When dealing with boss that don’t like you, courtesy shows that you are better than the boss thinks you are

Many people the boss doesn’t like assume that they should avoid appearing before the boss, that they rather staying home than being at a company’s party.Don’t feel bad just because the boss hate you andautomatically detach yourself out of the group. Take part in the company’s marginal activity such as vacation, karaoke, party,… and show your enthusiasm, harmony, positivity

Beside, show your worth. The boss can’t turn a blind eye to employees who always brings exelent success to the company


P11:
Internal communication
Subordinate - Superior
Case study
Hot-tempered superior

Situation:
Your boss is hot-temped. He usually loses control and yell at you infront of your colleagues. Whatever you do will unsatisfy your bos. You feel disrespected, and you feel like wantingto quit
Solution:
React right away? You shouldn’t. That just make the atmosphere more intense. Therefor, the best way is to keep calm and have self-control when you start talking. Ask you boss to give example of your actions, what you did that make your boss angry. That is how you can easily realize if you have any defictiency

If the boss is a perverse person, it is best to be silent and consider the reaction of people around you. If the your conversation can’t change your boss then you should consider whether you should keep silent or meet the administrators to speak about this problem


P12:
Internal communication
Colleague relationship
What you should do:

Support each other
Share your own experience,lessons
Contribute to tream building
Build friendship, colleague relationship

Having been supported by colleages, partners, you feel like growing wings. Factors like: active, independent thinking, experienced,… is not enough to make professional workking manner. You need to know how to collaborate with your colleagues



P13:

What you should not do
Having unhealthy competition with your colleague
Being closed up, not sharing your opinion
Being conservative, not taking any of the good people’s opinions
Acting superior, disrespecting your colleague

For new employees:
Actively ask questions
Take part in all the trainings and activities ò the company
Always be careful in the job
Act friendly to everyone
Make impressions such as introducing yourself, actively giving opinions
Follow the common rules
Actively joining group work
Not afraid to make proposals when needed


P14:
Internal communication
Colleague relationship
Case study

Situation:
Being bullied at work place
Bullying at the work place is threating mentally, occuring secretly and repeating. It há many forms and can affect deeply to health, sanity, relationships and your coonfident. So, how do  you act when facing the “bully” at work?

P15:

Solution:
The most important factors to fight when being bullied is: being tuff, maintain confident, keep calm and remember details. Those details will be important evidence when having argument later.

These is somthing you need to do to alway win against your bully at work:
Find out if your company has any policy or rule against bullyingor abusing at work
Understand deeply your work description so you can check if your given responsibility is appropriate
Try to find witness to your being bullying so you are not isolated with the bully
Talk to your colleague to gain their support
Bring all your evidences to HR department, your boss if neccessary. Show your reflection unbiasly to not being accused of anything else
Make sure you accommodate what is asked so you can be helped