Divine Textile Limited (DTL) is a textile company located in Bangladesh that focuses on effective internal and external communication. DTL defines communication by focusing on getting attention, being brief, and ensuring clarity. Internally, DTL uses various channels like email, fax, letters, reports and memos to communicate between departments. Externally, DTL communicates with customers, suppliers, shareholders and communities using methods such as conferencing, websites and marketing. DTL emphasizes the importance of communication and ensures attention, brevity and clarity in all of its communication.

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DIVINE TEXTILE LIMITED
“EFFECTIVE BUSINESS COMMUNICATION OF DIVINE TEXTILE LTD”

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CONTENTS:
Group Members
Acknowledgment
Research Methodology
Executive Summary
Divine Textile Limited
Introduction
Vision
Mission
Chairman's Message
Hierarchy of Divine Textile Limited
Intoduction to Communication
1. Communication
1.1. 7 C’s of Communication
1.2. Steps in Communication Process
1.3. The Communication Process
1.4. Functions of Communication in Organization
1.5. Importance of Communication
1.6. Purpose of Communication
1.7. Features of Effective Communication
1.8. Factors Affecting the Communication in a Business
1.9. Main Forms of Communication in Business
2. Internal communication
2.1 Requirements for Effective Internal Communication
2.2 Written communication setup of Divine Textile Limited
3. External communication
3.1 Internal communication in DTL
3.2 External communication in DTL
4. Channels of communication in DTL
4.1 Internal channels of DTL
4.2External channels of DTL
5. Decision making approach
6. DTL Technology for communication
6.1 Technologies for Communication 7.Formal & informal communication
8. Interdepartmental communication
9. Inter-cultural communication within DTL
10. Analysis of the organization in the light of communication
11. Recommendation Strategies For Improvements
12. Conclusion

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Group Members:
Name: Md. Tariqul Islam
ID: 20163038
Name: Md. Mamun Talukder
ID: 20163039
Name: Rejabuddula Khan
ID: 20163040
Name: Rijvee Rijwan
ID: 201630
Name: Maruf Mubasser
ID: 201630
Name: Shahinur Islam Chanchal
ID: 20163054

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ACKNOWLEDGMENT
All acclamation to Allah who has empowered and enabled us to accomplish the task
successfully. 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 by
each member in the group with each other.
RESEARCHMETHODOLOGY
The research techniques that are adopted for the purpose of this study are as follows:
Primary Data Collection
Formal Interview
The formal interview include people from management his name is
Mr. Salim Reza
Executive Director
SecondaryData Collection
Internet search
http://www.divinetextile.com/
http://www.divinegroupbd.com/

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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.

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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 of12lac kg
knit fabric and 1.50lac dozen of knit garments. DTL has beenmanufacturing knit garments mainly in Europe
market at aattractable 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 SOD
drawing 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 byNBR. Sothere is no
income tax burden onthe company seven years.
Vision
To 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.

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Chairman's Message
Chairman 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 Zaman
Chairman
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”.

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1. Communication
Communication 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 impartingor exchangingof informationbyspeaking, writing, or using some other medium.
 The act of conveyingintendedmeaningsfromone entity orgroupto anotherthrough 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

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 The Communication Process
 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

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communication within the organization, whereas external communication is the communication
with the outside environment.
 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

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The following diagram depicts the purpose and function of communication in an organization.
Planning Organizing Leading Controlling
Communication
* Customers
* Suppliers
* Stockholders
* Governments
* Communities
* Others
External Environment
As can be seen from the above diagram, the purposes of internal communication in an DTL are
as follows:
2. Internal communication
Inside 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 Limited
Written 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,

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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.
“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. Letters
are 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 as
well as to other external agencies like suppliers, taxation authorities, governmental regulatory
bodies etc.
PARTS OF A BUSINESS LETTER
ESSENTIAL PARTS NON-ESSENTIAL PARTS
HEADING REFERENCE LINE
DATE ATTENTION LINE
INSIDE ADDRESS SUBJECT LINE
SALUTATION ENCLOSURE
MAIN BODY OF THE LETTER
COMPLIMENTARY CLOSE
SIGNATURE
 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.
 OFFICEMEMORANDA
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 communication
External 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

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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
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 DTL
Internal 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 DTL
External 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

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 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-
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 External 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.

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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:
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 forCommunication
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

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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
Email: info@divinetextile.com
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
Mark
eting
Financ
e
depart
ment
Auditi
ng
depart
ment
Transp
ort
depart
ment
impor
t &
export
depart
mnet

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 Attentive
 Focus on individual character or behavior
 Build discipline character
10. Analysis of the organization in the light of communication
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 communication
b) 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.

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