Importance and characteristics of the administrative communications system

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The management communication system is a deliberate art to improve communication processes within a team, project or organization

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Importance and characteristics of the administrative communications system
Importance and characteristics of the administrative communications system
Telecommunications management is an umbrella term that refers to the flow of information within or between multiple companies, and focuses on reaching the company's target audience by planning and implementing different communication methods, these target audiences include consumers, vendors and media groups - but they can also include employees.
Administrative communications include writing business correspondence such as notes, notices, reports, letters, speaking at meetings, presentations, listening to all levels of employees, co-workers and presidents to be productive and effective in your position, while quality communications affects businesses in many areas, including business relationships, sales effectiveness and leadership perceptions.
communication management system

The importance of communication management

Whether the audience is internal or external, the Communications Department plays an essential role in public health and the vitality of any business, building an understanding of communication management and how it interacts with marketing can help set up the business for success.
The Communications Department enables you to track and analyze all your organization's contacts with students, staff, constituent bodies and institutions within and outside the organization. You can track:
  • All incoming and outgoing communications
  • All kinds of communications - messages, email, phone calls, personal contacts, fax etc.
  • Contacts created by other offices that affect your office
  • All staff involved in liaison
  • You can also customize contacts for individuals, organizations and groups of people

Features of the Administrative Communications System and electronic transactions

The Management Communications System enables you to manage all communications transactions related to your business in an integrated electronic manner. The system also allows you to keep all details of incoming and outgoing transactions archived in an electronic database that facilitates access to that information whenever you wish.
The Management Communications System in its new and intelligent concept is an interconnected electronic network that aims to automate and monitor internal incoming and outgoing between departments, and follow up on the general received and issued between the Department of Administrative and External Communications.
The management communications system has many administrative advantages to automate the inbound and outbound controls of your business:

Control Panel:

The Management Communications System displays outgoing and localized communication transaction data, through the dashboard, you can follow all outgoing internal transactions (within your organization's system) or outgoing external transactions, which represent communications operations with other organizations, the same applies to the follow-up of incoming and outgoing communications.

Classification of confidentiality of information received and issued:

The management communications system enables you to classify outgoing and incoming transactions based on their degree of confidentiality, where you can create an outgoing or incoming (internal or external) with different classifications to facilitate the follow-up process of incoming and outgoing communications and increase the efficiency and speed of your organization's system.

Streamlining processes:

With a simplified and intelligent workflow, the system allows you to manage your incoming and outgoing listings smoothly and easily by enabling you to view, print and redirect details of incoming and outgoing transactions, know the transaction status and reply to the sender, the system also provides you with a simple user interface and control panel for incoming and outgoing listings.

Business Dynamics:

The Management Communications System has the ability to automatically save all your inbound and outbound connections and enables you to fully control the system settings in line with your organization's system structure in terms of inbound and outbound routing settings, automatic save, user creation, permissions for users, and many other settings that you can control and modify in a dynamic way that suits you.

Customer Communications Department

Customer Communications Management is a strategic framework designed to organize, manage, store, retrieve and improve incoming and outgoing customer communications by translating conversations from multiple channels of communication into a central space using digital applications and software solutions.
Customer communications management is a leader in customer service that helps companies communicate and interact with customers to improve their overall experience. Today, most successful companies leverage the power of customer communication management to assess customers' needs and behaviour and use a data-driven approach to make informed decisions.

Benefits of Customer Communication Management

Effective connectivity goes a long way in identifying different aspects of a business, from striking an initial nerve with potential customers, transporting them across different trips in the purchase process, and retaining them as repeat and loyal customers.
The advent of digital communications has replaced traditional late communication methods and made communication with customers a wonder today, but with the sudden increase in communication channels, chaos has prevailed as quickly as it has begun to fade.
Organizations struggle to keep all their incoming and outgoing communications intact due to the lack of an appropriate framework or statute to localize conversations from multiple channels, creating the need for customer communication management software.

The importance of tracking and streamlining customer interactions

You can only streamline customer interactions if you know how to track them, miscommunication is a major reason for killing deals when using many communication channels at once, it reduces employee morale, in turn reduces productivity and affects work efficiency, customers simply want someone to actively communicate with them and respond immediately.

Functions of the Administrative Communications System

The functions of the Management Communications System are a set of tasks, including:
  • Replacement of paper transactions with electronic transactions and automation of operations
  • Receipt, processing, recording and redirection of transaction files from third parties via fax, mail, air mail and e-mail to the parties concerned.
  • Receive transaction files from other entity departments, register them in the system and send them to third parties via fax, mail, courier or email
  • Archive copies of all incoming and electronic communications
  • Provide other departments with electronic copies of incoming and outgoing communications
  • Receive all calls and forward them to stakeholders and help departments communicate with third parties and provide them with communication data and telephone numbers of third parties
  • Follow up on all incoming communications and answer all queries, questions and observations concerning them

The communication management skills you need in project management

In short, the most important communication management skills you need in project management address communications management planning, communications management implementation, communications control and reporting, using a communication plan within a detailed project plan, the project managers capture the audience, purpose, channel, content and frequent communication between stakeholders and team members for each project.

Communications Management Skills in Project Management

The basic communication management skills you need in project management include:
  • Effective listening to Panel members and stakeholders indispensable to various aspects of ongoing projects within the Organization, for example, specialized experts and project sponsors
  • Establish structured processes for team members so that they know who has been appointed to specific tasks, who reviews those tasks, dates of maturity, how to assemble and hand over work to supervisors, who send reports, and other important details
  • Identification of sources, passing and implementation of observations from staff and leadership
  • Maintaining proactive and timely communications within the Organization (internal communications) and outside the Organization (external communications)
  • Conflict resolution and mediation in cases of disagreement between the project's team members
  • Maintain communication consistency with brand voice and organizational marketing assets and messages


Since it handles all technical and administrative functions and functions, the management communications system is the lifeblood of any government or private institution, as the system is vital in its ability to handle, archive and redirect incoming and outgoing transactions in ways that facilitate the registration and review of such transactions at any time, making the system the only reference for all departments wishing to follow up on any of them.

other topics:



1. <<Communication: The Foundation of Project Management>>، sciencedirect
2. <<Why Communication Is Important in Project Management>>, YouTube

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