COMMUNICATION

BUS-251
SECTION-14
REPORT SYSTEM OF
FACULTY- Rahnuma Sanjana
JONY FINISHING
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Executive
Summary
CONTENTS
Executive Summary....................2
Letter of transmittal...................3
Introduction...............................4
Organizational overview............5
Area of Research........................6
Research methodology..............7
Internal communication process:8
 Internal communication method: (4 types)......................8
Communication with all stakeholders 8
 Communication process: (internal)..................................9
External communication process:10
 External communication method...................................10
 Communication process: (external)...............................12
Analysis of data:.......................13
Analysis of data:.......................14
Recommendations:..................15
Recommendations...................16
Conclusion...............................17
References...............................18
Appendix.................................19

In textile manufacturing, finishing refers to the process that convert the woven or knitted cloth into a usable
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material and more specifically to any process performed after dyeing the yarn or fabric to improve the look,
performance, or "hand" (feel) of the finish textile or clothing.

Just like that Jony finishing is a finishing company that focuses on the end part of production. Typically,
Jony finishing helps to finish textile products such as curtains, lungi and the traditional Bengali gamcha.
Established in 2000 Jony Finishing is a daughter company of N.Z Group.

NZ Group is one of the most established group of companies in Bangladesh. The companies under NZ
Group primarily operate under the RMG sector of Bangladesh. The organization initiated as a small family
business (CA Knitwear) of a knit apparel manufacturing company in 1987. Over the years of development,
it has evolved rapidly to compete as one of the most advanced group of companies in the RMG industry.

Jony Finishing helps in dyeing the fabrics that is produced by the textile companies and helps deliver the
product to major parts of Dhaka city. The finishing process go through a few steps such as Raising,
Calendaring, Chemical finishing, and shrinking(sanforizing). Later on, after thorough quality inspection the
finished garments are dispatched to designated areas around the city. Jony Finishing is located near the
industrial area of Narayangonj and employees more than 100 workers who help in finishing the garments.

Letter of transmittal
December 3, 2018

Rahnuma Sanjana
Lecturer
School of Business & Economics
North South University
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Subject: Letter of Transmittal

Dear Madame,

With due respect we, Group-1 of section-14 have established a report based on the
communication system of ‘Jony Finishing’ under the course business communication.

Though we are in a learning curve, this report enabled us to gain an insight into the communication process
of ‘Jony Finishing’ and this led us to experience interesting challenges and outcomes. Upon researching on
the company, we as a team have learned practically how communication flow within a certain company.

We would like to thank you for your tremendous support for guiding us through such challenges. Without
your help this report would not be complete

Lastly, I would be thankful once again if you provide your judicious support upon our efforts that we as a
team have given.

Your Sincerely,

Members of Group-1
Section- 14

Introduction
Like as spinning and weaving industry, dyeing industry is also old in Bangladesh. During the British
Colonial rule hand dyeing widely used in handloom industry. And then Pakistani period modern dyeing
facilities was started to composite mills though were limited. Automatic and semi-automatic dyeing-
printing-finishing facilities were set up in the private sector after 1976.
After 1980 readymade garments sector expanded rapidly. Garments industry need huge dyed and printed
fabric. For fulfilling the demand of apparel industry, dyeing, printing and finishing industry are established
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rapidly. Maximum dyeing, printing and finishing mills are located in Narayongonj, Gazipur, Dhaka,
Norshingdi, Mymenshingh, Comilla, Chittagong and few are around the country.
Jony Finishing Mill is one kind of dyeing factory. It is situated in Narayongonj. It is a small factory where
they only dyeing and finishing the apparels. They have parent company which name is N Z Group. Jony
Finishing Mill is a part of that company. The factory machineries supply by the parent company. The
company’s employee go abroad like Japan, Germany, United States etc. and purchase machine. If the
factory machine damages the company take replacement duty.Beside the factory there is a building where
they do their official work. And a huge vacant space on the ground floor where raw materials are put on.On
the top of the building owner rent readymade garment factory. Different types of manufacturing company
give their raw materials for the finished product. Their raw materials are lungi, curtains and simple white
dhoti fabric. They contract their clients by written form. If they face any problem like damages or firing
raw materials, they contact by phone or physically. They mainly follow informal communication system.
The number of employees and labors are maximum 300.All the employees and labors are friendly
cooperate with each other. The environment of factory is quite good and they less harm the environment.
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Jony Finishing Jony Finishing

Organizational overview 6

Textiles in Jony Finishing have two departments 1) Dyeing & 2) Finishing their works are mentioned
below:

 Scouring Dept: Scouring, is a chemical washing process carried out on cotton fabric to remove
natural wax and non-fibrous impurities.

 Bleaching Dept: Bleaching improves whiteness by removing natural coloration and remaining
trace impurities from the cotton.
 Dyeing Dept: the fabrics are carried out with an anionic direct dye by completely immersing
the fabric (or yarn) in an aqueous dyebath according to a prescribed procedure
 Calendaring Dept: Calendaring is the third important mechanical process, in which the fabric
is passed between heated rollers to generate smooth, polished or embossed effects depending
on roller surface properties and relative speeds.

 Administrative & HR Dept: The general manager & Human resource manager are in charge
of the departments accordingly.

Purpose Statement: The purpose of this report is to summarize the communication process to explain
the overall structure of a finishing & dyeing company. The main objective is to observe and report the
scenarios observed by the group members and provide recommendation to excel the performance of
the communication system within the organization.

The group has conducted research and analysis on all the departments that Jony Finishing has inside
their organization. Each and every department executive have been interviewed to provide related data
that matches the purpose of this report. All the group members have gathered information to provide
conclusive results and produce substantial recommendation which can help improve the
communication process within the company.
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Area of Research
The research has been conducted within the factory of Jony Finishing which includes both finishing,
dyeing and administrative department. Even though the location is far from the outskirts of the city
the area of research was significant enough to create this report.

A research process consists of stages or steps that guide the project from its conception through the
final analysis, recommendations and ultimate actions. The research process provides a systematic,
planned approach to the research project and ensures the all aspects of at the research project are
consistent with each other.

For this report we chose both primary and secondary research as our methods of studying the
communication process.

For Primary research we conducted interviews with both executive and functional level employees.
We asked several questions that involved communcation style, forms and steps through which
messages are passed for both internal and external stakeholders of the company.

For secondary research our group members analyzed messages that were used for communicating
with the stakeholders such as emails, report and past data.
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Research methodology
Both researches proved to be an effective method of studying all the materials required to establish this
report and create a helpful report for future purpose.

Internal communication process:

This section of the report will discuss the major communication forms and style that Jony Finishing
use to communicate or talk to each other for both internal and external members of the company. This
section is divided into two parts a) Internal communication process b) External communication
process.

Internal stakeholders are those people who are directly or financially involved with the organization’s
process like owners, employees, manager's, and they are the group who are directly affected by the
organizational profit or loss. After our primary research on Joni finishing mill's which is located in
Narayongonj. We found out about the internal stakeholders and their communication process.
Basically, Joni finishing internal stakeholders are: owners, employees, machine engineer, electricians,
managers, suppliers. this people of the organization are directly involved with the organizational
activities and we find their common communication ways which they use regular basis.
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Internal communication method: (4 types)

1. Mobile phone: they use mobile phone to communicate daily basis of passing and gathering
about the work-related information.
2. Written documents: they used to communicate manually with their clients, suppliers, local
government agents. They using paper documents for clearance, sign up or approval any type of
work-related information’s.
3. Meetings: in case of deal or rate fixing, problem-solving, bill clear they going for face-to-face
meeting with the general manager of the organization.
4. Email: in case of foreign deals like me machine for purchasing or deal with foreign company
import they use email to communicate with their foreign clients.

Communication with all

stakeholders

Communication process: (internal)

Johnny finishing’s internal stakeholder’s communication processes is given below:

•Workers: are communicating directly with their manager in case of giving any information about their
machine capacity, production related information or other things which is work related.
•Manager: communicate with general manager via mobile phone or directly.
•Client: communicate with general manager via phone, to place their order. In case of any problem or
fixing the rate, deal final they communicate with manager by face-to-face meeting.
•Machine operators: In case of any machine problem the workers call their assistant electricians. If the
assistant electricians failed to solve the problem then they call their machine engineer.
•Suppliers: communicate with general manager of the organization via mobile phone or meet with him
directly.
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External communication process: As it can be seen that

the communication style within the organization is direct and employees do not have to go through
hierarchical procedure in order get their job done. The network or communication is informal and the
context of communication is very personal. Each and every employee within the company know each
other personally which is a good way to keep everything transparent.

NZ Group is one of the most recognized group of companies in Bangladesh. The branch companies
under NZ Group principally work under the RMG segment in our country. NZ Group started business
with a small family business was known as (CA Knitwear) of a knit apparel manufacturing company
during 1987. After years of development, it has grown rapidly to participate as one of the most
progressive group of companies in the RMG sector.
With a straight up combined setup, the combination of advanced technology and a capable
management team, NZ Group is emerging strongly five more RMG company such N.A.Z. Bangladesh
Ltd, CA Knitwear Ltd, NZ Accessories Ltd and NZ freight. Jony Finishing is one of the branch
company below NZ Group. The company is entirely owned by a family and has employs over 250
workers. Jony Finishing use typical traditional mode for their external communication. They barely use
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modern mode of Communication. But being laggards, they achieved good relation with their eternal
stakeholders.

External communication method:

 Suppliers: Jony finishing suppliers are mostly local company. They place their order on mobile
phone and the suppliers also do response through mobile phone. They also use call sharing apps
such line, IMO, Viber and others apps.
 Customers: Jony finishing is a sister concern of NZ group, for that reason they received order
from them. For receiving the orders, they rely on mobile phone. If the order is too sensitive or
huge in nature, then do use email.
 Government agency: For receiving government news and announcement, they depend on
newspapers and government website. As their business is RMG sector they closely monitor the
government policy and announcements.
 Recruitment: They did not publish any job circular in newspapers or job website. They did their
recruitment via their current employs. For interview and announcement, they use face to face
discussion.
 Advertising: For advertising Jony Finishing basically doesn’t use anything specifically, as it is
a branch of NZ Group, the company advertise for Jony Finishing.

 Branding: For Branding the company participate in several trade show and fair.
 Community Service: The company is not advanced in social community services and activities
but sometimes they participate in green environment rally, tree plantation program. The
company has also good reputation for green environment plant among the industry.
 Crisis Communications: For any crisis Communication Jony Finishing use direct phone call,
text messages. Sometimes they communicate in video conference system in various apps. For
important group meeting of executives and director board they discuss in conference hall.
 Customer Communications: for customer communication Jony Finishing procedure social
media, direct phone call, messages. Principally they use written form for customer
communication.
 Government Affairs: The company have contract with well-known law firm, for any kind of
legislative purpose and Governmental affair they procedure through law firm.
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 Issues Management: for any kind of issue management the company directly communicate
through phone call or physical meeting.
 Marketing Communications: The marketing department of NZ Group manage the marketing
resolution of Jony Finishing.
 Newsletters: As Jony Finishing is a branch company of NZ Group, the company publish
newsletters and articles in NZ Groups website.
 Sales Materials: As external communication in the sales materials the company uses their
website URL and social media URL and company name in package of the product.

Communication process: (external)

 Routine Inquiry: for inquiry purpose the customers who place orders use social networking
sites such as WhatsApp, Imo & Facebook messenger. This form of communication reflects that
customers find it easier and convenient to inquire necessary information.
 Order acknowledgement: once again the use of mobile phone is their preferred choice for
letting people know that the orders have been places. The employees stated that they find it
easier rather than sending emails over the phone. Moreover, they directly call to let them know
about the situations.
 Government inspections: Each and every year Bangladeshi government sends official to
investigate the operation to ensure safety and monitor whether the business is running fairly. As
a result, reports and journals have to be presented to the government officials. Jony Finishing
uses traditional pen and paper to complete their accounting records and store it with other files
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accordingly. After inspection is complete the government officials communicate with the
lawyers and discuss about any queries related to the company.
 Adjustment grants/refusal: sometimes orders get misplaced or gets destroyed since its clothing
products as a result customer have to be given grants or have to refused. In the case of Jony
Finishing they use direct approach to refuse adjustment or granting the adjustments. The
communication is done through phone calls.
 Negative announcement- The philosophy of communication in Jony Finishing is purely straight
forward. Even when it comes to announcing negative news, they directly state the problems
instead of building up to announcing negative remarks. Once again to announce anything
negative, they call using cellphones and approach them directly.
 Recruitment: Recruitment procedure to obtain employee in Jony Finishing is based on oral
communication. No job posting is provided in written communication instead vacancy is
declared mostly through word of mouth.

This section will be divided into several subtopics which explains the observation for both internal and
external communication that has been recorded by all the members.

 Internal communications:
 (Functional level): as a manufacturing business Jony Finishing has few lacking that
withdraws the company from receiving smooth flow. Several barriers could be found
for improving communications. The management has not indicated any rules or
sufficient channel for different situations. The environment of the communication
system and the operational communication was rather informal. This could result in
grapevine and can deteriorate performance. the labors that are employed lack basic
mechanical skills to operate a machine. Moreover, the functional level employees are
not educated enough to handle tough problems and therefore there assistance is required
by the engineers who are not available all the time. One employee stated that production
halted for an entire day just because the engineer was not at work and nobody was there
to fix the calendaring machine. This type of problems results in delay of work and can
in turn harm the company.
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 (corporate level): The general manager takes all of the major decisions by himself.
Orders are placed through his hand and all decision making for all levels are dictated by
him. His communication is very direct with the employees that works under him. The
employees said that the general manager keeps a friendly environment which keeps
good frankness within all levels. This is a positive thing that has been observed within
the company.
 (Human resource management): Even though the human resource department is small
for this company but it is an important department to focus on. Because it is operated by
only one employee who takes care of all the employee policies and decisions. Such kind
of duty is hard for one person to handle because there are more than 100 employee
working. Moreover, the recruitment process lacks standardization, most employees are
just high school graduates which have little basic skills. This bring negative workflow
problems for both present and future.

Analysis of data:
 External Communications:

 (Customer): The customers for Jony Finishing companies mostly sell textile products
such as lungi, traditional towels & curtains. As for the communication network they go for
informal methods such as taking orders through social media like Facebook messenger,
WhatsApp, IMO and all dispatch information is written on papers. These are basically
social media platforms and the company prefers this kind of communication since its very
handy and cheap form of communication. However, what could be observed was the
communication between customer and the company had no written statements only text
messages which included pictures and informal formats of quotation. This could result is
lost data and can create confusion. Moreover, when it comes to adjustment issues they use
direct forms to give both good and bad news. Even though they don’t find refusing directly
to customers who want adjustment but this could bring problems in the future as such
business are getting more formal.
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Analysis of data:
 (Regulators): The rules and regulations, standards and government intervention plays an
important role in the line of communication. Upon asking questions related to how they
deal with government agencies they said that yearly inspections happen. The government
agencies go through their accounting records to ensure proper taxation is placed. Mostly, all
the financial statements are hand written and kept in folders. This observation concluded
that there is a chance of such paperwork’s getting lost or stolen. When it comes to
maintenance of machineries, it seemed rather poor. Most machines were unmaintained. As
a result, we concluded that safety regulatory boards do not keep the companies under check
for inspection.
 (Business partners): since Jony Finishing is a daughter company of NZ Group they are
the major industry partner. Howoever, the communication between them is poor and
corporate level decisions are not properly spread. When we asked for information on e-mail
communication that NZ group sends to other companies. Jony Finishing responded that
they do not keep such records and only main headquarter has such information available.
This gave us significant reason to believe that communication to their business partner is
very poor.

The intention of this report was to achieve important information and reflect out the problems that Jony
Finishing face with their communication process. Moreover, we wanted to provide some
recommendation that would ensure the improvement of their communication process as well as
maintain good communication with all the members of their channel. Such recommendations have
been stated below which would help improve communications workflow:

 Electronic dispatch slips for the warehouse transportation:

Since Jony Finishing uses its own dispatch system they currently pick and dispatch and the list
is passed on a paper written in a simple format. Therefore, the dispatch slip should be done
electronically reducing the amount of paper work. In order to do this, they need to recruit an
employee who is skilled at inventory management and has the ability to write down
information in a computer. This will save time and keep records for a much longer time. The
process written below can be created and to make delivery simpler.
1. Creating dispatch slip over the computer.
2. Choosing lines form an order and add them to the list.
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Recommendations:
3. Add a text field to indicate delivery time and mode.
4. Updating the status of the list as the situation progresses.
 Assigning clearer responsibilities:
In order to have better information flow, the employees need to be aware of who’s
responsibility is to communicate about the issue in question. In Jony Finishing no clear
policies are established. As a result, no one will take responsibility to improve matters. The
problem realizes especially in production, where the production personnel do not have a quick
way to quickly inform the superiors about problems. They need to hire more employees for
improving human resource management. Even though workplace environment is friendly but
that doesn’t mean the information flow is effective.
 Improving employee orientation:
The employee orientation and introduction should be dramatically improved. The emphasis is
that one’s own activity might hamper others does making a domino effect on the whole
system. The organization should change its employee recruitment policies and find more
potential employees for adjusting with new technologies and system.
 Introduce email as a new form of writing communication:
Electronic mails or better known as emails have been proven to be the best form of written
communication system. Its convenience and low cost can make it a better form of
communication. The communication between the external stakeholders can be improved. Even
though social media platforms and hand written documents are used to create trade. Emails
could provide solution for keeping huge amount of data and give a much faster accessibility to
respond.
 Recruit professionals to give seminars every quarter to improve communication:
NZ group can hire third party personnel and send them to Jony Finishing. These personnel are
industry expert who are very skilled in communication program. Hiring such a person could
boost employee knowledge on how to improve on formal communication and train them
accordingly. The expert could provide many forms of training and teach them to establish
better communication flow.
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Recommendations

The making of this report enlightened our knowledge and provided an in depth analysis of a small part
of a textile industry. Upon making of this report it could be understood that Bangladesh have shifted
more from agro business to manufacturing business. Just like that Jony Finishing is a part of the huge
manufacturing industry that Bangladesh has to offer.
Textile industry is now on a steady rise and have the ability to create success for the economy. But it is
only knowledge and improvisation that can help tackle all the problems.
Thorough analysis of Jony Finishing gave conclusive grounds that states that there is more room for
improvement and taking proper decisions can benefit them further.
The keys for a successful change process requires feasible goals, specific planning, sufficient resources
and motivated development team that can foresee weakness and can make amends. The
recommendations that have been provided can bring positive changes for Jony Finishing and this in
turn benefit NZ group which is the parent company.
Effective and efficient communication can bring good changes for any company. It can help in better
understanding of the environment and the workplace.
After all, communication is key.
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Conclusion

 Hossain, Md. Sholayman (2018, November). Personal interview.

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References

Interviewed Md. Sholayman Hossain who is the general manager of Jony Finishing.

CONTACT NO: +880 1711198275

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Appendix