Report on effective business communicatoin of divine textile ltd 1

Business Communication Page

DIVINE TEXTILE LIMITED

“EFFECTIVE BUSINESS COMMUNICATION OF DIVINE TEXTILE LTD”

Divine Textile Ltd


CONTENTS:

Group MembersAcknowledgmentResearch MethodologyExecutive Summary

Divine Textile LimitedIntroductionVision MissionChairman's MessageHierarchy of Divine Textile LimitedIntoduction to Communication1. Communication1.1. 7 C’s of Communication1.2. Steps in Communication Process1.3. The Communication Process1.4. Functions of Communication in Organization1.5. Importance of Communication1.6. Purpose of Communication1.7. Features of Effective Communication1.8. Factors Affecting the Communication in a Business 1.9. Main Forms of Communication in Business 2. Internal communication2.1 Requirements for Effective Internal Communication 2.2 Written communication setup of Divine Textile Limited3. External communication 3.1 Internal communication in DTL3.2 External communication in DTL4. Channels of communication in DTL4.1 Internal channels of DTL4.2External channels of DTL5. Decision making approach 6. DTL Technology for communication 6.1 Technologies for Communication 7.Formal & informal communication8. Interdepartmental communication 9. Inter-cultural communication within DTL10. Analysis of the organization in the light of communication11. Recommendation Strategies For Improvements12. Conclusion

Divine Textile Ltd


Group Members:Name: Md. Tariqul IslamID: 20163038

Name: Md. Mamun TalukderID: 20163039

Name: Rejabuddula KhanID: 20163040

Name: Rijvee RijwanID: 201630

Name: Maruf MubasserID: 201630

Name: Shahinur Islam ChanchalID: 20163054

Divine Textile Ltd


ACKNOWLEDGMENT

All acclamation to Allah who has empowered and enabled us to accomplish the tasksuccessfully. 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. We would like to admit that we completed this project due to parents who pray for our success.

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

RESEARCH METHODOLOGY

The research techniques that are adopted for the purpose of this study are as follows:Primary Data Collection

Formal InterviewThe formal interview include people from management his name isMr. Salim RezaExecutive Director

Secondary Data Collection

Internet search http://www.divinetextile.com/http://www.divinegroupbd.com/

Divine Textile Ltd

http://www.divinetextile.com/


Executive Summary Textiles have been an extremely important part of Bangladesh's economy for a very long time for a number of reasons. The textile industry is concerned with meeting the demand for clothing, which is a basic necessity of life .It is an industry that is more labor intensive than any other in Bangladesh, and thus plays a critical role in providing employment for people. Currently, the textile industry accounts for 45% of all industrial employment in the country and contributes 5%of the total national income. Recent year around 76% of the country's total export income comes from this sector. Divine Textiles Ltd. started its journey by establishing the first unit in 1997. One year later the second unit was established. Divine Textile is a subsidiary company of Divine Group. The Company was incorporated as a public limited company in the year of 1994. The operation was started in middle of 1997. Within a very short time of span the company achieved some significance success. Divine Textile receives Oeko-Tex standard 100 and ISO-9002 certificates in the year 2000.Authorized capital of the company is tk. 40.00 crore. Its paid- up capital is TK.50.00 lakh. The business lines of Divine Textiles Limited are manufacturing and marketing of garments and fabric. The factory is located in Kaliakoir, Gazipur of Bangladesh. Its head office is located at Mohakhali in Dhaka. Human resource planning is concerned with the flow of people into, through, and out of an organization.DIVINE TEXTILE 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. DTL IT department is very strong.DTL using following technologies to communicate such as Oracle, Microsoft, HP, Siemens and Cisco. Provides BlackBerry mobiles phone to managers for communication.

DTL group build strong culture & discipline character. Have Friendly environment within organization & professional outlook that shows their good repute & image. DTL has strong interdepartmental communication. In Future DTL enhance their communication patterns & implement IT technology to enhance effective communication.

Divine Textile Ltd


Divine Textile Limited

INTRODUCTION:

Divine Textile Limited (DTL) has an existing knit textile unit housed in the four storied RCC and one storied steel truss and steel sheet roof building at kaliakor Gazipur. The factory was set up with the financial assistance of Tk 5.00 crore from IFIC Bank Limited in1997. financial help was taken from the Bank for import of brand new knitting, dyeing and finishing machinery of the project .After successful implementation of the project, the company went to production since middies of 1997. Presently the project is operation with annual knitting capacity of 12 lac kg knit fabric and 1.50 lac dozen of knit garments. DTL has been manufacturing knit garments mainly in Europe market at a attractable FOB price .Besides, they also supplies their knit fabrics to local 100% export oriented garment industries under back to back L/C arrangement. According to loan (TK 5.00 crore) sanction terms of the financial institution (IFIC) payment would be started from the last quarter of 1999 and the loan will be expired in 2005. The factory is manufacturing and marketing their products with very high satisfaction. The sponsors of the company have already paid above TK 923.16 lakh toward adjustment of bank loan from the factories own generation. However payment is to yet start as per schedule provided by bank and the project is enjoying grace period. Present balance in the loan account is TK. 325.26lakh.Besides project loan DTL has also been availing running capital facilities from IFIC in the shape of Back to Back L/C and sod limit. They are regularly paying interest and commission to the bank against SODdrawing and opening of Back to Back L/C. In the operation of first year company had earned net profit at 1.50 crore as per audit balance sheet In the fiscal year July 1998 to Jun 1999 the companies operating profit was TK 4.50 crore as per provisional balance sheet.The company has been generated tax holiday for seven years within effect from1997 by NBR. So there is no income tax burden on the company seven years.

VisionTo 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.

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

Divine Textile Ltd


Chairman's MessageChairman communicates his message

“By carrying out business activities with customer centric focus and by attaining the confidence of our shareholders, customers and society, Divine group 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.”

Fatema ZamanChairman

Hierarchy of Divine Textile Limited

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 “Divine Textile Limited”.

Divine Textile Ltd

http://www.igcpk.com/profile/message.php


1. CommunicationCommunication 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 Divine Textile Limited they define communication by focusing on three objectives: A = Attention; B= Brief ; C= Clarity

Communication is the process of sending and receiving a message. Communication is simply the act of transferring information from one place to another. The imparting or exchanging of information by speaking, writing, or using some other medium. The act of conveying intended meanings from one entity or group to another through the use of

mutually understood signs and semiotic rules. This include (but not limited to) – Exchanging an e-mail Sending a letter Giving a formal presentation

7 C’s of Communication

Steps in Communication Process Sensing a communication need Defining the situation Considering possible communication strategies Selecting a course of action Composing the message Sending the message Receiving the message Interpreting the message Deciding on a response Replying to the message

The Communication Process

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Functions of Communication in Organization

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.DTL give more importance to communication because they emphasize On Attention, Brief & clarity of communication & DTL retain customers through proper communication.

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.

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Features of Effective Communication Provide practical information Give facts rather than impressions Clarify and condense information State precise responsibilities Persuade others Offer recommendations

Factors Affecting the Communication in a Business

Nature of the business Operating plan Business environment Geographic dispersion People Company culture

Main Forms of Communication in Business

Operational

-Internal -External

Personal

The following diagram depicts the purpose and function of communication in an organization.

Divine Textile Ltd


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

2. Internal communicationInside 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.

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.

2.2 Written communication setup of Divine Textile LimitedWritten 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.

Divine Textile Ltd


“DTL strongly focuses on written communication”In the following about different common forms of written communication are explained

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. Lettersare 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 aswell as to other external agencies like suppliers, taxation authorities, governmental regulatorybodies etc.PARTS OF A BUSINESS LETTER

ESSENTIAL PARTS NON-ESSENTIAL PARTS HEADING REFERENCE LINEDATE ATTENTION LINEINSIDE ADDRESS SUBJECT LINESALUTATION ENCLOSUREMAIN BODY OF THE LETTERCOMPLIMENTARY CLOSESIGNATURE

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.

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.

3. External communicationExternal 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

Divine Textile Ltd


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 DTLInternal communication of Divine Textile Ltd 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 DTLExternal communication helps the managers of DTL 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

4. Channels of communication in DTL

4.1Internal channels of DTL E-mails Faxes Letters Reports Memo Telephones Conferencing Meetings

Following are the channels that DTL use to communication within the organization. The most important channel they focus to communicate is “E-MAILS”. All work is done through E-

Divine Textile Ltd


Mails.DTL have in-house E-Mails system that is directly connected with Mahakhali & Gazipur. 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.

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 DTL 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 E xternal channels of DTL

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

These are the channels that DTL uses to communicate with external environment that includes customer, suppliers, stockholders & government etc

DTL 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 DTL 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

Centralized De-centralized 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.DIVINE TEXTILE LIMITED follow the “Centralized structure” & all work in controlled and checked by C.E.O He is responsible for major decision making.

De-centralized:

Divine Textile Ltd


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.DIVINE TEXTILE LIMITED also follows the de-centralized structure to get strong FEEDBACK from employees.DTL 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 DTL can’t take things guaranteed.

6. DTL 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 decision-making. 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 Divine Textiles 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

That shows their strong communication with the organization as well as outside the organization.DTL also provides “BLACK BERRY” mobile phones to their employees for communication and for business purpose.

DTL HOTLINES: 88-02-9886163; 88-02-9889707; 88-02-8816000

Divine Textile Ltd


Email: [email protected]

7. Formal & informal communication Divine Textile 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.

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

9. Inter-cultural communication within DTL IFL communicate in better way by following the culture. DTL emphasis on strong & effective communication within organization that shows their strong culture. Divine Textile 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

10. Analysis of the organization in the light of communication

Divine Textile Ltd

Marketing Finance departmentAuditing departmentTransport departmentimport & export departmnet

mailto:[email protected]


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 communicationb) Weaknesses

Lack or customer awareness through advertising Technical personnel have less command on effective business writing

11. Recommendation Strategies For Improvements

After having analyzed the deficiencies of Divine Textile Limited we would now recommend strategies to overcome these weaknesses in the following lines:

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.

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.

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

12. 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.

Divine Textile Ltd


Need to adopt comprehensive & persuasive methods for that. All this needs a long term focus.

Divine Textile Ltd

Education

Report on effective business communicatoin of divine textile ltd 1