🎬 Video explanationOffice Communication: Process, Types, Means and Barriers (कार्यालयमा सञ्चार)
⏱ 4 min read
📘 Kharidar syllabus: Paper II, Section A, Unit 1.1.4 · Open the full Kharidar course
Communication (सञ्चार) is the exchange of information, ideas and instructions between people. In an office, nothing moves without it: letters, orders, reports, meetings and phone calls are all communication. Paper II asks “कार्यालयमा सञ्चारको महत्व, किसिम र साधन” as a 5- or 10-mark question.
1. Elements of communication
Sender → message → medium (channel) → receiver → feedback. If feedback is missing, the sender cannot know whether the message was understood.
2. Importance (महत्व)
- Gives clear orders and instructions to staff.
- Helps coordination between sections and offices.
- Supports quick and correct decision making.
- Improves service delivery and public trust.
- Builds good relations and teamwork among staff.
- Keeps records of decisions for accountability and transparency.
- Helps in controlling and supervising work.
3. Types (किसिम)
| Basis | Types | Example |
|---|---|---|
| Formality | Formal (औपचारिक) / Informal (अनौपचारिक) | Official letter / chat between colleagues |
| Direction | Downward (माथिबाट तल) | Order from chief to staff |
| Upward (तलबाट माथि) | Report or request from staff to chief | |
| Horizontal (समतलीय) | Between sections at the same level | |
| Diagonal | Between different levels of different sections | |
| Medium | Written (लिखित) | Letters, circulars, reports, email |
| Oral (मौखिक) | Meetings, phone calls, face-to-face talk | |
| Non-verbal / visual | Signs, charts, notice boards, gestures | |
| Area | Internal (आन्तरिक) / External (बाह्य) | Within the office / with other offices and public |
4. Means (साधन)
- Written: letters (पत्र), circulars (परिपत्र), notices (सूचना), orders (तोक आदेश), memos, reports, email.
- Oral: meetings, telephone, intercom, video conference, public hearing.
- Electronic: email, official website, SMS, social media pages, online portals, e-letter (e-Patra) systems.
- Visual: notice board, citizen charter, charts and signboards.
5. Barriers and how to make communication effective
| Barriers | Solutions |
|---|---|
| Unclear or long message | Short, clear and simple language |
| Wrong channel | Choose the right medium for the message |
| Language and technical words | Use plain Nepali; explain technical terms |
| Too many levels (hierarchy) | Direct and digital channels where possible |
| No feedback | Ask for confirmation or reply |
| Noise, delay, poor technology | Reliable phones, internet and record systems |
6. Written and oral communication compared
| Point | Written (लिखित) | Oral (मौखिक) |
|---|---|---|
| Speed | Slower to prepare and send | Fast and direct |
| Record | Permanent record, useful for audit and accountability | No record unless minutes or notes are kept |
| Clarity | Can be checked and corrected before sending | Can be misunderstood or forgotten |
| Feedback | Slow (reply letter) | Immediate (questions and answers) |
| Best for | Orders, decisions, circulars, reports | Quick instructions, discussion, meetings |
In government offices, important oral decisions should be written down afterwards, for example as meeting minutes or a decision (निर्णय) on file, so that there is a record.
7. Example: how a message moves through an office
- Downward: the ministry sends a circular (परिपत्र) on a new service rule. The head of office forwards it to sections with a note to follow it.
- Horizontal: the administration section tells the accounts section about new staff, so that salaries can be added.
- Upward: a section officer sends a monthly progress report to the head of office, who includes it in the office’s report to the ministry.
- External: the office publishes a notice (सूचना) on its website and notice board for service seekers.
8. Use of ICT in office communication
- Email and e-letter (e-Patra) systems send official letters quickly and keep a digital record.
- Official websites and social media pages share notices, forms and decisions with the public.
- SMS alerts inform service seekers when their work is ready.
- Video conferences reduce travel for meetings between federal, provincial and local offices.
- Hello Sarkar (1111) lets citizens send complaints directly to government.
Using ICT safely means keeping passwords private, using only official accounts for official work, and backing up records.
9. How this topic is asked in the exam
- Objective: elements of communication, the Nepali names of types (माथिबाट तल, तलबाट माथि, समतलीय), and examples of written and oral means.
- Short answer: “Write the importance of communication in an office” or “What are the barriers to effective communication?”
- Long answer (10 marks): “Explain the importance, types and means of office communication.” Use sections 2–4, give one office example for each type as in section 7, and end with ways to make it effective.
📌 Key points to remember
- Communication = sender, message, medium, receiver and feedback.
- Downward: orders; upward: reports and requests; horizontal: between equal sections.
- Formal and informal; written and oral; internal and external.
- Written records give accountability; oral is quick.
- Make it clear, short, timely, through the right channel, with feedback.
📝 Quiz
Test yourself: Communication in the Office (कार्यालयमा सञ्चार)
Practise Elements of communication, Types (किसिम) and Barriers and how to make communication effective with 50 questions. Each attempt picks 25 at random.
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