ASSIGNMENT

Subject:
Communication Skills.

Date:
14-10-2014.

Submitted to:
Sir Fahad Naveed.

Submitted by:
Farhan Elahi.
Hamza Saqib.
Awais Ahmed.
Luqman Akhter.
Zunair Zaheer.

Story of an employee of a police

department
(Depicts communication channels)
A new policeman was hired in the police department. Heres how he
started
It is reminded that the policeman works in Punjab Police.
Phone starts ringing and a female voice desperately describes her
ordeal mumbling everything. The policeman being a poor
communicator responds un-professionally. His response, Hanji , ki
msla ho gaya hai?.
Whereas in a parallel police station in KPK, the policeman who
attends the call first asks the victim to calm down, then politely
requests to state their problem. The policeman noted their address,
consoled the caller and promised to send help very soon.

Punjab police
(continued..)
Now the Policeman (known as
Gullu) informs the other
policemen and they prepare for a
raid in a jeep. The mall building
they reached was hijacked by
terrorists who were holding
hostages.
Due to unprecedentedly heavily

KPK police
The Policeman (named as
Inspector Qaleem) informs
his senior officer, who then
order his sub-ordinates to get
ready.
The police jeep arrives at the
place of the incident, which is
a house robbed by local

armed terrorists the policemen

had to call the back-up.
Gullu using his walkie-talkie
(wireless radio) calls on his pals.
Aa jao, rola pe gaya j, banday
boht ziada .
The backup team doesnt know
what the gravity of the situation is
due to use of Informal language.
They had to call back to confirm
the situation.
SP is also informed of the
situation. Asks Gullu to wait.
Gullu now doesnt know if waiting
meant to hold back till back up
arrives or to wait for the terrorists
to respond first.
The whole force is present outside
the mall.
Now Gullu hears SP sahib calling
him from back, but unfortunately
SP was abusing someone, calling
him Ullu. Again a
miscommunication
>>>>
<<<< Now, a terrorist has been
captured. Interrogation is in
process.
Gullu starts abusing him with all
his might, he shouts at him, his
saliva splashing on the terrorists

thugs.
SP asks his juniors to prepare
a police report and consoles
the family. Simultaneously,
SP calls for an artist to sketch
the faces of thugs. Everyone
was informed of their duties
in a proper
manner..>>>
>
<<<< Now, the suspect is in
custody. The interrogator
politely asks the suspect to
answer his questions in a
courteous manner. Thugs lies
to his face and didnt accept
any accusations of robbery.
KPK police becomes helpless
here.

face. Afraid and terrified, the

terrorists provides all the
information in 5 minutes.

Analysis:
By reading both the stories, it can be clearly seen that both formal
and informal communication are helpful in some particular
scenarios.
The advantages of formal communication can be clearly seen in the
first part of both stories which can be summed up as following:
Increase overall efficiency: By reading the first story
we can see that due to the informal language used by the Punjab
Police the overall efficiency of the operation in decreased. On the
other hand the KPK police is able to arrest the suspect quickly due to
their better communication.
Easy communication system: Formal communication
is an easy form of communication, due to this reason every
individual in the KPK police story easily comes to know what is
going on and there is no room for miscommunication.

Quick accomplishment of work: Sometimes the

rapid communication is to be needed with the employees. By reading
both stories we can see that where there is efficient and formal
communication,there is less room for mistake and the work takes less
time to complete.

Maintenance of discipline: Under the formal

communication system the workers are bound to be careful to their
own duty. So ultimately it makes discipline in the organization, as it
can be seen that the KPK police is more disciplined than the Punjab
police.

Ease

of

cooperation

and

coordination:

Cooperation and coordination is very much essential to carry out the

business activity smoothly. Formal communication is a part of
coordination. So, coordinated activities can be done properly and
easily through formal communication.This can be easily understood
by the two stories.There is no cooperation between the policemen of
Punjab due to their informal language ,while the KPK policemen
cooperate with each other as well as the family members due to
which their job becomes more easy.
.

Ease of delegation of authority: Authority is

delegated by the superiors to the subordinates through the help of

this communication.In the two stories, the SP of the Punjab Police is
not able to effectively convey his message while the SP of the KPK
Police is able to convey his message due to which is command is
executed quickly and effectively.

Free from mistakes: Since formal communication has a

well defined rules and regulations. So, there is a little chance of
mistakes in exchanging information within the employees.The
Punjab Police in the above story has a lot of miscommunications due
to which many mistakes are made. These mistakes are not seen in the
other story of the KPK police.

Others: Increasing attention, reliability, accuracy, smooth

communication system, free form distortion, easy to understand,
increasing company goodwill etc.
But it can also be seen that formal communication is not always
effective. Sometimes communication has to done informally ,as seen
in the second part of both stories, in order to get the work
done.Some advantages we see of formal communication are:

Wastage of time: Formal communication can waste a lot

of valuable time in situations when you have to get something done

from someone who is not willing to do so or is known is not follow

the rules of an organisation.As it can be seen in the two stories,the
Punjab police get information from the terrorist in lesser time than
the KPK police due to their threatening style of communication.

Inflexibility: As seen in the two stories the KPK police

cannot be flexible with the suspect as they have to cooperation with
him.But the Punjab police easily frighten the terrorist and get
information.

Lack of initiative: Under formal communication system

everybody does their duty by following specific predetermined
system. So it makes the obstacle to develop the creativeness of the
employee.Just as in the stories the KPK police are following specific
guidelines while communicating with the suspect.The suspect is not
willing to give the information and the police are not taking any
informal measures to get the information from him.

Lack of vigour:When you communication formally you

have to be courteous with the other person.But this is not favorable
when you want to have your work done or get information from an
unwilling or lazy person.this can easily be understood from the
stories.The Punjab police is able to get the information due to
energetic and vigorous language they use in able to get it from a
person who is not willing to give it to them.