SlideShare a Scribd company logo
1 of 37
Download to read offline
Business Communication
Meaning & Importance of Communication
The word “communication” has come
from the Latin word “communicare”
which means to make common, i.e. it is
used is common talk, usually, to mean
speaking or writing or sending a
message to another person.
Communication is a process of
transferring information from one entity to
another.
Communication is commonly defined as
"the imparting or interchange of thoughts,
opinions, or information by speech, writing,
or signs.
Concept of Communication
Allen louis – Communication is the sum of all things (telling,
listening & understanding). It is a systematic activity under any
given circumstances.
Henry Kuntz – Communication is the transferring information
from one person to another.
George Terry – Communication is exchange of ideas, feelings
& emotions between two or more persons.
Keith Davis – The purpose of passing information &
understanding between two persons. Without the bridge of
communication no one can cross the river of misunderstanding.
Communication is a systematic process of sharing ideas,
information's, feelings & emotions from one person to another
by creating mutual understanding.
Process of Communication
Sender – Message-Channel - Receiver
Sender initiates the communication action.
Message is being communicated in a language
interpreted by both sender & receiver. Channel
makes the message perceptible through five
senses. Receiver is the end user of the
Information Known as the audience.
Main components of communication Process
 Context : It is the theme that a message must have.
 Sender / Encoder - Sender / Encoder is a person who sends the
message. A sender makes use of symbols (words or graphic or
visual aids) to convey the message and produce the required
response. For instance - a training manager conducting training for
new batch of employees. Sender may be an individual or a group
or an organization. The views, background, approach, skills,
competencies, and knowledge of the sender have a great impact
on the message. The verbal and non verbal symbols chosen are
essential in ascertaining interpretation of the message by the
recipient in the same terms as intended by the sender.
 Message - Message is a key idea that the sender wants to
communicate. It is a sign that elicits the response of recipient.
Communication process begins with deciding about the message to
be conveyed. It must be ensured that the main objective of the
message is clear.
 Medium - Medium is a means used to exchange / transmit the
message. The sender must choose an appropriate medium for
transmitting the message else the message might not be conveyed to
the desired recipients. The choice of appropriate medium of
communication is essential for making the message effective and
correctly interpreted by the recipient. This choice of communication
medium varies depending upon the features of communication. For
instance - Written medium is chosen when a message has to be
conveyed to a small group of people, while an oral medium is chosen
when spontaneous feedback is required from the recipient as
misunderstandings are cleared then and there.
 Recipient / Decoder - Recipient / Decoder is a person for whom the
message is intended / aimed / targeted. The degree to which the
decoder understands the message is dependent upon various factors
such as knowledge of recipient, their responsiveness to the message.
Feedback - Feedback is the main component of communication
process as it permits the sender to analyze the efficacy of the
message. It helps the sender in confirming the correct interpretation of
message by the decoder. Feedback may be verbal (through words) or
non-verbal (in form of smiles, sighs, etc.). It may take written form also
in form of memos, reports, etc.
COMMUNICATION CYCLE
Input
Channel
Message
Output
Feedback
Brain drain (or breakdown)
 The importance of communication in an organization can be
summarized as follows:
 Communication promotes motivation by informing and clarifying the
employees about the task to be done, the manner they are performing the
task, and how to improve their performance if it is not up to the mark.
 Communication is a source of information to the organizational members
for decision-making process as it helps identifying and assessing alternative
course of actions.
 Communication also plays a crucial role in altering individual’s attitudes,
i.e., a well informed individual will have better attitude than a less-informed
individual. Organizational magazines, journals, meetings and various other
forms of oral and written communication help in moulding employee’s
attitudes.
 Communication also helps in socializing. In todays life the only presence of
another individual fosters communication. It is also said that one cannot
survive without communication.
 As discussed earlier, communication also assists in controlling process. It
helps controlling organizational member’s behaviour in various ways. There
are various levels of hierarchy and certain principles and guidelines that
employees must follow in an organization. They must comply with
organizational policies, perform their job role efficiently and communicate
any work problem and grievance to their superiors. Thus, communication
helps in controlling function of management.
Principles of communication
 Communication is based upon following seven
principles,
These are known as 7 C’s of communication.
1- Conciseness: It should be notified that the message
should be concise (Expressing in few & clear words) in
nature so that it will be easy to catch the readers’
attention.
2- Concreteness: Message should be concrete
(solid,real) as having all the meanings conveyed in it but
should be shorter in length.
3- Clarity: It must give appropriate and explicit meaning
that would not diversify and confuse the reader at any
instance.
 4- Completeness: Also it is important that the message
must have complete meaning that will providing the
sufficient information to its reader.
5- Courtesy: Another important feature is that the
sender must be emphasizing on the courteous tone and
must give some compliments and benefits to its readers.
6- Correctness: The message conveyed must be
checked for correctness and should be free from all
grammatical errors
7- Consideration: There must be proper consideration
in the message and it should emphasize on you attitude
rather than ‘I’ and ‘we’ kind of words.
IMPORTANCE OF EFFECTIVE COMMUNICATION
 Internal Communication
(i) Business has grown in size
(ii) Business activity has become extremely complex
(iii) Effective Communication promotes a spirit of
understanding & Cooperation
 External Communication
(i) Government agencies & departments
(ii) Distributors, Retailers, Individual Customers etc.
 Communication skill a job requirement
 Important Factor for Promotion
An effective communication is the key to success in
any business.
Importance of Communication
• It brings people closer.
• It saves time in any formal set up.
• It breaks the barrier between individuals / groups.
• It results in common understanding of any idea/
thought.
• It adds to the knowledge base.
• It removes many misunderstanding &
misconceptions.
• It can act as a means of entertainment ( through
Audiovisual means)
• It can influence the actions of people.
• It can change the attitude of people.
Organizational communication could be categorized in
three different categories as follows.
Upward communication :
It is the communication that occurs in an organization from
peer to the managerial level and has formal tone included in
it. It can be the feedback of the employee towards the
manager about some specific report or task.
FORMS OF COMMUNICATION
 Downward communication :
The communication that takes place from the upper
Level that is from manager towards its employees and
can be in the shape of some orders and instructions that
are required to be followed.
 Dydic Communication :
More friendly and informal communication that occurs
between the peers of same organization. It takes place
as exchanging ideas amongst each other being the
subordinate of that organization.
 Interactive Communication : of any sort, for example
two or more people talking to each other, or
communication among groups, Organisations, Nations or
States, Transporatation.
 Horizontal Communication
Vertical/Lateral Communication
Organisation chart shows vertical (black
arrows) and lateral (purple arrows)
Finance Marketing Production
Board of Directors
Finance
Officers
Marketing
Assistants
Factory
Operatives
More on Business Structure
Centralisation
 Managers keep control
 Decisions are made in
the interests of the
whole business
 Costs can be cut by
standardising
purchasing and so on
 Strong leadership
Decentralisation
 Empowering and
motivating
 Freeing up senior
managers’ time
 Better knowledge of
those closer to
customers
 Good staff development
 Grapevine Communication (informal Business
communication)
Grapevine is an informal channel of business
communication. It is called so because it stretches
throughout the organization in all directions irrespective
of the authority levels.
1. Formal Communication
2. Informal Communication)
Communication Network
 Advantages of Grapevine Communication
 Grapevine channels carry information rapidly. As soon as an
employee gets to know some confidential information, he
becomes inquisitive and passes the details then to his
closest friend who in turn passes it to other. Thus, it spreads
hastily.
 The managers get to know the reactions of their
subordinates on their policies. Thus, the feedback obtained
is quick compared to formal channel of communication.
 The grapevine creates a sense of unity among the
employees who share and discuss their views with each
other. Thus, grapevine helps in developing group
cohesiveness (Bringing people together)
 The grapevine serves as an emotional supportive value.
 The grapevine is a supplement in those cases where formal
communication does not work.
 Disadvantages of Grapevine Communication
 The grapevine carries partial information at times as it is
more based on rumours. Thus, it does not clearly depicts
the complete state of affairs.
 The grapevine is not trustworthy always as it does not
follows official path of communication and is spread
more by gossips and unconfirmed report.
 The productivity of employees may be hampered as they
spend more time talking rather than working.
 The grapevine may hamper the goodwill of the
organization as it may carry false negative information
about the high level people of the organization.
A smart manager should take care of all the
disadvantages of the grapevine and try to minimize
them. At the same time, he should make best
possible use of advantages of grapevine.
Interpersonal Communication
 Interpersonal communication is the process where a person
expresses his thoughts, converts the thoughts into a well
designed message and sends the message across a
communication channel (oral, visual, written, etc) and the
receiver receives the message and responds to the message
and sends his reply back via the communication channel.
Interpersonal communication can be a formal dialogue between
two people at a workplace, or even an informal tête-à-tête
between two friends. Communication can occur with or without
words and through a number of communication media. Here
are the various channels of communication that can be used in
interpersonal communication:
1. Oral Communication (Speaking face-to-face or on the phone)
2. Written Communication (Writing emails, letters, instant
messaging and sms)
3. Visual Communication (Body Language or sign language)
TYPES OF COMMUNICATION
Verbal Communication (Written & Oral)
Non Verbal Communication (Kinesis or
body language and Paralanguage)
Written communication
 Effective written communication is essential for
preparing worthy promotional materials for
business development. Effective writing involves
careful choice of words, their organization in
correct order in sentences formation as well as
cohesive composition of sentences. Also, writing
is more valid and reliable than speech. But while
speech is spontaneous, writing causes delay
and takes time as feedback is not immediate.
(Letters, circulars, memos, telegrams, reports,
minutes, forms & questionnaires, manuals etc)
Advantages of Written Communication
 Written communication helps in laying down apparent
principles, policies and rules for running of an
organization.
 It is a permanent means of communication. Thus, it is
useful where record maintenance is required.
 It assists in proper delegation of responsibilities. While in
case of oral communication, it is impossible to fix and
delegate responsibilities on the grounds of speech as it
can be taken back by the speaker or he may refuse to
acknowledge.
 Written communication is more precise and explicit.
 Effective written communication develops and enhances
an organization’s image.
 It provides ready records and references.
 Legal defenses can depend upon written communication
as it provides valid records.
Disadvantages of Written Communication
 Written communication does not save upon the costs. It
costs huge in terms of stationery and the manpower
employed in writing/typing and delivering letters.
 Written communication is time-consuming as the
feedback is not immediate. The encoding and sending
of message takes time.
 Effective written communication requires great skills and
competencies in language and vocabulary use. Poor
writing skills and quality have a negative impact on
organization’s reputation.
 Too much paper work is involved.
Oral communication implies communication through mouth. It
includes individuals conversing with each other, be it direct
conversation or telephonic conversation. Speeches,
presentations, discussions are all forms of oral
communication. Oral communication is generally
recommended when the communication matter is of temporary
kind or where a direct interaction is required. Face to face
communication (meetings, lectures, conferences, interviews,
etc.) is significant so as to build a rapport and trust.
Oral communication
Advantages of Oral Communication
 There is high level of understanding and transparency in oral
communication as it is interpersonal.
 There is flexibility for allowing changes in the decisions
previously taken.
 The feedback is spontaneous in case of oral communication.
Thus, decisions can be made quickly without any delay.
 Oral communication is not only time saving, but it also saves
upon money and efforts.
 Oral communication is best in case of problem resolution. The
conflicts, disputes and many issues/differences can be put to
an end by talking them over.
 Oral communication is an essential for teamwork and group
energy.
 Oral communication promotes a receptive and encouraging
morale among organizational employees.
Disadvantages of Oral Communication
 Relying only on oral communication may not be sufficient as
business communication is formal and very organized.
 Oral communication is less authentic than written communication
as they are informal and not as organized as written
communication.
 Oral communication is time-saving as far as daily interactions are
concerned, but in case of meetings, long speeches consume lot of
time and are unproductive at times.
 Oral communications are not easy to maintain and thus they are
unsteady.
 There may be misunderstandings as the information is not
complete and may lack essentials.
 It requires attentiveness and great receptivity on part of the
receivers/audience.
 Oral communication (such as speeches) is not frequently used as
legal records except in investigation work.
Basic Functions of Communication
Following are the basic functions of communication:
 Education and Instruction- This function of education starts
early in life, at home and in school and continues throughout
life. Communication provides knowledge, expertise and skills
for smooth functioning by people in the society. It creates
awareness and gives opportunity to people to actively
participate in public life.
 Information- quality of our life will be poor without
information. The more informed we are the more powerful we
become. Communication provides information about our
surroundings.
 Entertainment- To break the routine life and divert our
attention from the stressful life we lead today, entertainment is
an essential part of everybody’s life. Communication provide
endless entertainment to people through films, television,
radio, drama, music, literature, comedy etc.
 Discussion- debates and discussions clarify different viewpoints
on issues of interest to the people. Through communication we
find out reasons for varying viewpoints and impart new ideas to
others.
 Persuasion – It is an effort ‘to influence the attitudes, feelings, or
beliefs of others, or to influence actions based on those attitudes.
(It is better to use persuasion than compulsion).
 Cultural promotion- communication provides an opportunity for
the promotion and preservation of culture and traditions. It makes
the people fulfill their creative urges.
 Integration-it is through communication that a large number of
people across countries come to know about each other’s
traditions and appreciate each other’s ways of life. It develops
integration and tolerance towards each other.
Barriers To Communications
 1. Physical Barriers. Physical barriers in the workplace
include:
* marked out territories, empires and fiefdoms into which
strangers are not allowed
* closed office doors, barrier screens, separate areas for
people of different status
* large working areas or working in one unit that is
physically separate from others.
2. Perceptual Barriers. The problem with
communicating with others is that we all see the world
differently. If we didn't, we would have no need to
communicate: something like extrasensory perception
would take its place.
 3. Emotional Barriers. One of the chief barriers to open
and free communications is the emotional barrier. It is
comprised mainly of fear, mistrust and suspicion.
 4. Cultural Barriers. When we join a group and wish to
remain in it, sooner or later we need to adopt the
behavior patterns of the group. These are the behaviors
that the group accept as signs of belonging. The group
rewards such behavior through acts of recognition,
approval and inclusion.
 5. Language Barriers. Language that describes what
we want to say in our terms may present barriers to
others who are not familiar with our expressions, buzz-
words and jargon. When we couch our communication in
such language, it is a way of excluding others. In a
global market place the greatest compliment we can pay
another person is to talk in their language.
 6. Gender Barriers. There are distinct differences
between the speech patterns in a man and those in a
woman. A woman speaks between 22,000 and 25,000
words a day whereas a man speaks between 7,000 and
10,000.
 7. Interpersonal Barriers.
Communication
Methods:
Verbal – face to face
Written
Electronic
Visual
Audio
Group meetings
Notice boards
Text!
Communication
 Medium:
Letters
Memo
Report
Notice board
Faxes
Telephone
E-mail
Face to face
Body language
Video/video conferencing
Internet

More Related Content

What's hot

Business communication
Business communicationBusiness communication
Business communicationHassan Samoon
 
Communication in public administration
Communication in public administrationCommunication in public administration
Communication in public administrationYammie Daud
 
Business communication
Business communicationBusiness communication
Business communicationvikasvadakara
 
Business communication
Business communicationBusiness communication
Business communicationYuvraj Gupta
 
Business communication as a course
Business communication as a courseBusiness communication as a course
Business communication as a courseJames Brown Tsyokplo
 
Managing effective communication network in organisation through diplomacy
Managing effective communication network in organisation through diplomacyManaging effective communication network in organisation through diplomacy
Managing effective communication network in organisation through diplomacyAquatix Pharma
 
business communication
business communicationbusiness communication
business communicationbadsharc
 
Business Communication in Organization
Business Communication in OrganizationBusiness Communication in Organization
Business Communication in OrganizationMohammad Ismail
 
Introduction to Business Communication
Introduction to Business CommunicationIntroduction to Business Communication
Introduction to Business CommunicationSIR SHAMS' ANGLOPHILE
 
What is the importance of Communication in business?
What is the importance of Communication in business?What is the importance of Communication in business?
What is the importance of Communication in business?Tamur Iqbal
 
Business Communication:: Course notes topic 1-210613 024331
Business Communication:: Course notes   topic 1-210613 024331Business Communication:: Course notes   topic 1-210613 024331
Business Communication:: Course notes topic 1-210613 024331Brenda Rachel Marie
 
Introduction to business communication
Introduction to business communicationIntroduction to business communication
Introduction to business communicationChhet Ra Timilsena
 
Leading workplace communication
Leading workplace communicationLeading workplace communication
Leading workplace communicationJaleto Sunkemo
 
listening skills
listening skills listening skills
listening skills Vardha Mago
 
Business Communication
Business CommunicationBusiness Communication
Business CommunicationCU UNIVERSITY
 
Managerial Communication 1
Managerial Communication 1Managerial Communication 1
Managerial Communication 1Sagar Kothurwar
 

What's hot (20)

Business communication
Business communicationBusiness communication
Business communication
 
Communication for administrative purposes
Communication for administrative purposesCommunication for administrative purposes
Communication for administrative purposes
 
Communication in public administration
Communication in public administrationCommunication in public administration
Communication in public administration
 
Business communication
Business communicationBusiness communication
Business communication
 
Business communication
Business communicationBusiness communication
Business communication
 
Business communication as a course
Business communication as a courseBusiness communication as a course
Business communication as a course
 
Managing effective communication network in organisation through diplomacy
Managing effective communication network in organisation through diplomacyManaging effective communication network in organisation through diplomacy
Managing effective communication network in organisation through diplomacy
 
business communication
business communicationbusiness communication
business communication
 
Business Communication in Organization
Business Communication in OrganizationBusiness Communication in Organization
Business Communication in Organization
 
Business Communication
Business CommunicationBusiness Communication
Business Communication
 
Introduction to Business Communication
Introduction to Business CommunicationIntroduction to Business Communication
Introduction to Business Communication
 
What is the importance of Communication in business?
What is the importance of Communication in business?What is the importance of Communication in business?
What is the importance of Communication in business?
 
Business Communication:: Course notes topic 1-210613 024331
Business Communication:: Course notes   topic 1-210613 024331Business Communication:: Course notes   topic 1-210613 024331
Business Communication:: Course notes topic 1-210613 024331
 
Introduction to business communication
Introduction to business communicationIntroduction to business communication
Introduction to business communication
 
Business communication
Business communicationBusiness communication
Business communication
 
Leading workplace communication
Leading workplace communicationLeading workplace communication
Leading workplace communication
 
The process of communication
The process of communicationThe process of communication
The process of communication
 
listening skills
listening skills listening skills
listening skills
 
Business Communication
Business CommunicationBusiness Communication
Business Communication
 
Managerial Communication 1
Managerial Communication 1Managerial Communication 1
Managerial Communication 1
 

Similar to Business communication chap i

COMMUNICATION SKILLS.pdf
COMMUNICATION SKILLS.pdfCOMMUNICATION SKILLS.pdf
COMMUNICATION SKILLS.pdfsameddy4
 
Communication and its processes
Communication and its processes Communication and its processes
Communication and its processes AJEV2000
 
COMMUNICATION PROCESS; COMMUNICATION EFFECTIVENESS & FEEDBACK
COMMUNICATION PROCESS; COMMUNICATION EFFECTIVENESS & FEEDBACKCOMMUNICATION PROCESS; COMMUNICATION EFFECTIVENESS & FEEDBACK
COMMUNICATION PROCESS; COMMUNICATION EFFECTIVENESS & FEEDBACKDeepika Malhotra
 
Lecture 1 Communication Theory
Lecture 1 Communication TheoryLecture 1 Communication Theory
Lecture 1 Communication TheoryAnilAhire9
 
Intro to Business Communication_Assingment.pptx
Intro to Business Communication_Assingment.pptxIntro to Business Communication_Assingment.pptx
Intro to Business Communication_Assingment.pptxKumarGaurav626264
 
Coordination And Communication
Coordination And CommunicationCoordination And Communication
Coordination And Communicationtarun chauhan
 
Module 1 - communication skills bu 2015.pptx rev
Module 1 - communication skills bu 2015.pptx  revModule 1 - communication skills bu 2015.pptx  rev
Module 1 - communication skills bu 2015.pptx revManoj Gowda
 
Introduction to Communication (3).ppt
Introduction to Communication (3).pptIntroduction to Communication (3).ppt
Introduction to Communication (3).pptKhushiTyagi36
 
Business Communication.pptx
Business Communication.pptxBusiness Communication.pptx
Business Communication.pptxKiran Chippala
 
Business Communication.pptx
Business Communication.pptxBusiness Communication.pptx
Business Communication.pptxKIRAN CHIPPALA
 
Business Communication_Parakramesh Jaroli_Pacific University
Business Communication_Parakramesh Jaroli_Pacific UniversityBusiness Communication_Parakramesh Jaroli_Pacific University
Business Communication_Parakramesh Jaroli_Pacific UniversityParakramesh Jaroli
 

Similar to Business communication chap i (20)

COMMUNICATION SKILLS.pdf
COMMUNICATION SKILLS.pdfCOMMUNICATION SKILLS.pdf
COMMUNICATION SKILLS.pdf
 
Unit 4
Unit 4Unit 4
Unit 4
 
Communication and its processes
Communication and its processes Communication and its processes
Communication and its processes
 
Effective Business Communication
Effective Business CommunicationEffective Business Communication
Effective Business Communication
 
Business communication
Business communicationBusiness communication
Business communication
 
Business Communication.pdf
Business Communication.pdfBusiness Communication.pdf
Business Communication.pdf
 
Business communication
Business communicationBusiness communication
Business communication
 
COMMUNICATION PROCESS; COMMUNICATION EFFECTIVENESS & FEEDBACK
COMMUNICATION PROCESS; COMMUNICATION EFFECTIVENESS & FEEDBACKCOMMUNICATION PROCESS; COMMUNICATION EFFECTIVENESS & FEEDBACK
COMMUNICATION PROCESS; COMMUNICATION EFFECTIVENESS & FEEDBACK
 
Ob module 2
Ob module 2Ob module 2
Ob module 2
 
Mcss unit i JNTU-K
Mcss unit i JNTU-KMcss unit i JNTU-K
Mcss unit i JNTU-K
 
Lecture 1 Communication Theory
Lecture 1 Communication TheoryLecture 1 Communication Theory
Lecture 1 Communication Theory
 
Intro to Business Communication_Assingment.pptx
Intro to Business Communication_Assingment.pptxIntro to Business Communication_Assingment.pptx
Intro to Business Communication_Assingment.pptx
 
Coordination And Communication
Coordination And CommunicationCoordination And Communication
Coordination And Communication
 
Module 1 - communication skills bu 2015.pptx rev
Module 1 - communication skills bu 2015.pptx  revModule 1 - communication skills bu 2015.pptx  rev
Module 1 - communication skills bu 2015.pptx rev
 
Communication skills
Communication skillsCommunication skills
Communication skills
 
Communication
CommunicationCommunication
Communication
 
Introduction to Communication (3).ppt
Introduction to Communication (3).pptIntroduction to Communication (3).ppt
Introduction to Communication (3).ppt
 
Business Communication.pptx
Business Communication.pptxBusiness Communication.pptx
Business Communication.pptx
 
Business Communication.pptx
Business Communication.pptxBusiness Communication.pptx
Business Communication.pptx
 
Business Communication_Parakramesh Jaroli_Pacific University
Business Communication_Parakramesh Jaroli_Pacific UniversityBusiness Communication_Parakramesh Jaroli_Pacific University
Business Communication_Parakramesh Jaroli_Pacific University
 

Recently uploaded

Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...
Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...
Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...EduSkills OECD
 
Employablity presentation and Future Career Plan.pptx
Employablity presentation and Future Career Plan.pptxEmployablity presentation and Future Career Plan.pptx
Employablity presentation and Future Career Plan.pptxryandux83rd
 
How to Share Dashboard in the Odoo 17 ERP
How to Share Dashboard in the Odoo 17 ERPHow to Share Dashboard in the Odoo 17 ERP
How to Share Dashboard in the Odoo 17 ERPCeline George
 
DBMSArchitecture_QueryProcessingandOptimization.pdf
DBMSArchitecture_QueryProcessingandOptimization.pdfDBMSArchitecture_QueryProcessingandOptimization.pdf
DBMSArchitecture_QueryProcessingandOptimization.pdfChristalin Nelson
 
DORA, ISO/IEC 27005, and the Rise of AI: Securing the Future of Cybersecurity
DORA, ISO/IEC 27005, and the Rise of AI: Securing the Future of CybersecurityDORA, ISO/IEC 27005, and the Rise of AI: Securing the Future of Cybersecurity
DORA, ISO/IEC 27005, and the Rise of AI: Securing the Future of CybersecurityPECB
 
HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...
HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...
HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...kumarpriyanshu81
 
Views in Odoo 17 - Kanban View in odoo 17
Views in Odoo 17 - Kanban View  in odoo 17Views in Odoo 17 - Kanban View  in odoo 17
Views in Odoo 17 - Kanban View in odoo 17Celine George
 
(Part 2) CHILDREN'S DISABILITIES AND EXCEPTIONALITIES.pdf
(Part 2) CHILDREN'S DISABILITIES AND EXCEPTIONALITIES.pdf(Part 2) CHILDREN'S DISABILITIES AND EXCEPTIONALITIES.pdf
(Part 2) CHILDREN'S DISABILITIES AND EXCEPTIONALITIES.pdfMJDuyan
 
BÀI TẬP BỔ TRỢ TIẾNG ANH 11 THEO ĐƠN VỊ BÀI HỌC - CẢ NĂM - CÓ FILE NGHE (GLOB...
BÀI TẬP BỔ TRỢ TIẾNG ANH 11 THEO ĐƠN VỊ BÀI HỌC - CẢ NĂM - CÓ FILE NGHE (GLOB...BÀI TẬP BỔ TRỢ TIẾNG ANH 11 THEO ĐƠN VỊ BÀI HỌC - CẢ NĂM - CÓ FILE NGHE (GLOB...
BÀI TẬP BỔ TRỢ TIẾNG ANH 11 THEO ĐƠN VỊ BÀI HỌC - CẢ NĂM - CÓ FILE NGHE (GLOB...Nguyen Thanh Tu Collection
 
Sulphonamides, mechanisms and their uses
Sulphonamides, mechanisms and their usesSulphonamides, mechanisms and their uses
Sulphonamides, mechanisms and their usesVijayaLaxmi84
 
CLASSIFICATION OF ANTI - CANCER DRUGS.pptx
CLASSIFICATION OF ANTI - CANCER DRUGS.pptxCLASSIFICATION OF ANTI - CANCER DRUGS.pptx
CLASSIFICATION OF ANTI - CANCER DRUGS.pptxAnupam32727
 
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFE
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFEPART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFE
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFEMISSRITIMABIOLOGYEXP
 
Healthy Minds, Flourishing Lives: A Philosophical Approach to Mental Health a...
Healthy Minds, Flourishing Lives: A Philosophical Approach to Mental Health a...Healthy Minds, Flourishing Lives: A Philosophical Approach to Mental Health a...
Healthy Minds, Flourishing Lives: A Philosophical Approach to Mental Health a...Osopher
 
Scientific Writing :Research Discourse
Scientific  Writing :Research  DiscourseScientific  Writing :Research  Discourse
Scientific Writing :Research DiscourseAnita GoswamiGiri
 
What is Property Fields in Odoo 17 ERP Module
What is Property Fields in Odoo 17 ERP ModuleWhat is Property Fields in Odoo 17 ERP Module
What is Property Fields in Odoo 17 ERP ModuleCeline George
 
The Shop Floor Overview in the Odoo 17 ERP
The Shop Floor Overview in the Odoo 17 ERPThe Shop Floor Overview in the Odoo 17 ERP
The Shop Floor Overview in the Odoo 17 ERPCeline George
 
Farrington HS Streamlines Guest Entrance
Farrington HS Streamlines Guest EntranceFarrington HS Streamlines Guest Entrance
Farrington HS Streamlines Guest Entrancejulius27264
 
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptx
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptxTransdisciplinary Pathways for Urban Resilience [Work in Progress].pptx
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptxinfo924062
 

Recently uploaded (20)

Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...
Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...
Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...
 
Employablity presentation and Future Career Plan.pptx
Employablity presentation and Future Career Plan.pptxEmployablity presentation and Future Career Plan.pptx
Employablity presentation and Future Career Plan.pptx
 
How to Share Dashboard in the Odoo 17 ERP
How to Share Dashboard in the Odoo 17 ERPHow to Share Dashboard in the Odoo 17 ERP
How to Share Dashboard in the Odoo 17 ERP
 
DBMSArchitecture_QueryProcessingandOptimization.pdf
DBMSArchitecture_QueryProcessingandOptimization.pdfDBMSArchitecture_QueryProcessingandOptimization.pdf
DBMSArchitecture_QueryProcessingandOptimization.pdf
 
DORA, ISO/IEC 27005, and the Rise of AI: Securing the Future of Cybersecurity
DORA, ISO/IEC 27005, and the Rise of AI: Securing the Future of CybersecurityDORA, ISO/IEC 27005, and the Rise of AI: Securing the Future of Cybersecurity
DORA, ISO/IEC 27005, and the Rise of AI: Securing the Future of Cybersecurity
 
HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...
HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...
HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...
 
Views in Odoo 17 - Kanban View in odoo 17
Views in Odoo 17 - Kanban View  in odoo 17Views in Odoo 17 - Kanban View  in odoo 17
Views in Odoo 17 - Kanban View in odoo 17
 
(Part 2) CHILDREN'S DISABILITIES AND EXCEPTIONALITIES.pdf
(Part 2) CHILDREN'S DISABILITIES AND EXCEPTIONALITIES.pdf(Part 2) CHILDREN'S DISABILITIES AND EXCEPTIONALITIES.pdf
(Part 2) CHILDREN'S DISABILITIES AND EXCEPTIONALITIES.pdf
 
BÀI TẬP BỔ TRỢ TIẾNG ANH 11 THEO ĐƠN VỊ BÀI HỌC - CẢ NĂM - CÓ FILE NGHE (GLOB...
BÀI TẬP BỔ TRỢ TIẾNG ANH 11 THEO ĐƠN VỊ BÀI HỌC - CẢ NĂM - CÓ FILE NGHE (GLOB...BÀI TẬP BỔ TRỢ TIẾNG ANH 11 THEO ĐƠN VỊ BÀI HỌC - CẢ NĂM - CÓ FILE NGHE (GLOB...
BÀI TẬP BỔ TRỢ TIẾNG ANH 11 THEO ĐƠN VỊ BÀI HỌC - CẢ NĂM - CÓ FILE NGHE (GLOB...
 
Sulphonamides, mechanisms and their uses
Sulphonamides, mechanisms and their usesSulphonamides, mechanisms and their uses
Sulphonamides, mechanisms and their uses
 
CLASSIFICATION OF ANTI - CANCER DRUGS.pptx
CLASSIFICATION OF ANTI - CANCER DRUGS.pptxCLASSIFICATION OF ANTI - CANCER DRUGS.pptx
CLASSIFICATION OF ANTI - CANCER DRUGS.pptx
 
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFE
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFEPART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFE
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFE
 
CARNAVAL COM MAGIA E EUFORIA _
CARNAVAL COM MAGIA E EUFORIA            _CARNAVAL COM MAGIA E EUFORIA            _
CARNAVAL COM MAGIA E EUFORIA _
 
Healthy Minds, Flourishing Lives: A Philosophical Approach to Mental Health a...
Healthy Minds, Flourishing Lives: A Philosophical Approach to Mental Health a...Healthy Minds, Flourishing Lives: A Philosophical Approach to Mental Health a...
Healthy Minds, Flourishing Lives: A Philosophical Approach to Mental Health a...
 
Scientific Writing :Research Discourse
Scientific  Writing :Research  DiscourseScientific  Writing :Research  Discourse
Scientific Writing :Research Discourse
 
What is Property Fields in Odoo 17 ERP Module
What is Property Fields in Odoo 17 ERP ModuleWhat is Property Fields in Odoo 17 ERP Module
What is Property Fields in Odoo 17 ERP Module
 
The Shop Floor Overview in the Odoo 17 ERP
The Shop Floor Overview in the Odoo 17 ERPThe Shop Floor Overview in the Odoo 17 ERP
The Shop Floor Overview in the Odoo 17 ERP
 
Farrington HS Streamlines Guest Entrance
Farrington HS Streamlines Guest EntranceFarrington HS Streamlines Guest Entrance
Farrington HS Streamlines Guest Entrance
 
Chi-Square Test Non Parametric Test Categorical Variable
Chi-Square Test Non Parametric Test Categorical VariableChi-Square Test Non Parametric Test Categorical Variable
Chi-Square Test Non Parametric Test Categorical Variable
 
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptx
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptxTransdisciplinary Pathways for Urban Resilience [Work in Progress].pptx
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptx
 

Business communication chap i

  • 2. Meaning & Importance of Communication The word “communication” has come from the Latin word “communicare” which means to make common, i.e. it is used is common talk, usually, to mean speaking or writing or sending a message to another person.
  • 3. Communication is a process of transferring information from one entity to another. Communication is commonly defined as "the imparting or interchange of thoughts, opinions, or information by speech, writing, or signs.
  • 4. Concept of Communication Allen louis – Communication is the sum of all things (telling, listening & understanding). It is a systematic activity under any given circumstances. Henry Kuntz – Communication is the transferring information from one person to another. George Terry – Communication is exchange of ideas, feelings & emotions between two or more persons. Keith Davis – The purpose of passing information & understanding between two persons. Without the bridge of communication no one can cross the river of misunderstanding. Communication is a systematic process of sharing ideas, information's, feelings & emotions from one person to another by creating mutual understanding.
  • 5. Process of Communication Sender – Message-Channel - Receiver Sender initiates the communication action. Message is being communicated in a language interpreted by both sender & receiver. Channel makes the message perceptible through five senses. Receiver is the end user of the Information Known as the audience.
  • 6.
  • 7. Main components of communication Process  Context : It is the theme that a message must have.  Sender / Encoder - Sender / Encoder is a person who sends the message. A sender makes use of symbols (words or graphic or visual aids) to convey the message and produce the required response. For instance - a training manager conducting training for new batch of employees. Sender may be an individual or a group or an organization. The views, background, approach, skills, competencies, and knowledge of the sender have a great impact on the message. The verbal and non verbal symbols chosen are essential in ascertaining interpretation of the message by the recipient in the same terms as intended by the sender.  Message - Message is a key idea that the sender wants to communicate. It is a sign that elicits the response of recipient. Communication process begins with deciding about the message to be conveyed. It must be ensured that the main objective of the message is clear.
  • 8.  Medium - Medium is a means used to exchange / transmit the message. The sender must choose an appropriate medium for transmitting the message else the message might not be conveyed to the desired recipients. The choice of appropriate medium of communication is essential for making the message effective and correctly interpreted by the recipient. This choice of communication medium varies depending upon the features of communication. For instance - Written medium is chosen when a message has to be conveyed to a small group of people, while an oral medium is chosen when spontaneous feedback is required from the recipient as misunderstandings are cleared then and there.  Recipient / Decoder - Recipient / Decoder is a person for whom the message is intended / aimed / targeted. The degree to which the decoder understands the message is dependent upon various factors such as knowledge of recipient, their responsiveness to the message. Feedback - Feedback is the main component of communication process as it permits the sender to analyze the efficacy of the message. It helps the sender in confirming the correct interpretation of message by the decoder. Feedback may be verbal (through words) or non-verbal (in form of smiles, sighs, etc.). It may take written form also in form of memos, reports, etc.
  • 10.  The importance of communication in an organization can be summarized as follows:  Communication promotes motivation by informing and clarifying the employees about the task to be done, the manner they are performing the task, and how to improve their performance if it is not up to the mark.  Communication is a source of information to the organizational members for decision-making process as it helps identifying and assessing alternative course of actions.  Communication also plays a crucial role in altering individual’s attitudes, i.e., a well informed individual will have better attitude than a less-informed individual. Organizational magazines, journals, meetings and various other forms of oral and written communication help in moulding employee’s attitudes.  Communication also helps in socializing. In todays life the only presence of another individual fosters communication. It is also said that one cannot survive without communication.  As discussed earlier, communication also assists in controlling process. It helps controlling organizational member’s behaviour in various ways. There are various levels of hierarchy and certain principles and guidelines that employees must follow in an organization. They must comply with organizational policies, perform their job role efficiently and communicate any work problem and grievance to their superiors. Thus, communication helps in controlling function of management.
  • 11. Principles of communication  Communication is based upon following seven principles, These are known as 7 C’s of communication. 1- Conciseness: It should be notified that the message should be concise (Expressing in few & clear words) in nature so that it will be easy to catch the readers’ attention. 2- Concreteness: Message should be concrete (solid,real) as having all the meanings conveyed in it but should be shorter in length. 3- Clarity: It must give appropriate and explicit meaning that would not diversify and confuse the reader at any instance.
  • 12.  4- Completeness: Also it is important that the message must have complete meaning that will providing the sufficient information to its reader. 5- Courtesy: Another important feature is that the sender must be emphasizing on the courteous tone and must give some compliments and benefits to its readers. 6- Correctness: The message conveyed must be checked for correctness and should be free from all grammatical errors 7- Consideration: There must be proper consideration in the message and it should emphasize on you attitude rather than ‘I’ and ‘we’ kind of words.
  • 13. IMPORTANCE OF EFFECTIVE COMMUNICATION  Internal Communication (i) Business has grown in size (ii) Business activity has become extremely complex (iii) Effective Communication promotes a spirit of understanding & Cooperation  External Communication (i) Government agencies & departments (ii) Distributors, Retailers, Individual Customers etc.  Communication skill a job requirement  Important Factor for Promotion
  • 14. An effective communication is the key to success in any business. Importance of Communication • It brings people closer. • It saves time in any formal set up. • It breaks the barrier between individuals / groups. • It results in common understanding of any idea/ thought. • It adds to the knowledge base. • It removes many misunderstanding & misconceptions. • It can act as a means of entertainment ( through Audiovisual means) • It can influence the actions of people. • It can change the attitude of people.
  • 15. Organizational communication could be categorized in three different categories as follows. Upward communication : It is the communication that occurs in an organization from peer to the managerial level and has formal tone included in it. It can be the feedback of the employee towards the manager about some specific report or task. FORMS OF COMMUNICATION
  • 16.  Downward communication : The communication that takes place from the upper Level that is from manager towards its employees and can be in the shape of some orders and instructions that are required to be followed.  Dydic Communication : More friendly and informal communication that occurs between the peers of same organization. It takes place as exchanging ideas amongst each other being the subordinate of that organization.  Interactive Communication : of any sort, for example two or more people talking to each other, or communication among groups, Organisations, Nations or States, Transporatation.  Horizontal Communication
  • 17.
  • 18. Vertical/Lateral Communication Organisation chart shows vertical (black arrows) and lateral (purple arrows) Finance Marketing Production Board of Directors Finance Officers Marketing Assistants Factory Operatives
  • 19. More on Business Structure Centralisation  Managers keep control  Decisions are made in the interests of the whole business  Costs can be cut by standardising purchasing and so on  Strong leadership Decentralisation  Empowering and motivating  Freeing up senior managers’ time  Better knowledge of those closer to customers  Good staff development
  • 20.  Grapevine Communication (informal Business communication) Grapevine is an informal channel of business communication. It is called so because it stretches throughout the organization in all directions irrespective of the authority levels. 1. Formal Communication 2. Informal Communication) Communication Network
  • 21.  Advantages of Grapevine Communication  Grapevine channels carry information rapidly. As soon as an employee gets to know some confidential information, he becomes inquisitive and passes the details then to his closest friend who in turn passes it to other. Thus, it spreads hastily.  The managers get to know the reactions of their subordinates on their policies. Thus, the feedback obtained is quick compared to formal channel of communication.  The grapevine creates a sense of unity among the employees who share and discuss their views with each other. Thus, grapevine helps in developing group cohesiveness (Bringing people together)  The grapevine serves as an emotional supportive value.  The grapevine is a supplement in those cases where formal communication does not work.
  • 22.  Disadvantages of Grapevine Communication  The grapevine carries partial information at times as it is more based on rumours. Thus, it does not clearly depicts the complete state of affairs.  The grapevine is not trustworthy always as it does not follows official path of communication and is spread more by gossips and unconfirmed report.  The productivity of employees may be hampered as they spend more time talking rather than working.  The grapevine may hamper the goodwill of the organization as it may carry false negative information about the high level people of the organization. A smart manager should take care of all the disadvantages of the grapevine and try to minimize them. At the same time, he should make best possible use of advantages of grapevine.
  • 23. Interpersonal Communication  Interpersonal communication is the process where a person expresses his thoughts, converts the thoughts into a well designed message and sends the message across a communication channel (oral, visual, written, etc) and the receiver receives the message and responds to the message and sends his reply back via the communication channel. Interpersonal communication can be a formal dialogue between two people at a workplace, or even an informal tête-à-tête between two friends. Communication can occur with or without words and through a number of communication media. Here are the various channels of communication that can be used in interpersonal communication: 1. Oral Communication (Speaking face-to-face or on the phone) 2. Written Communication (Writing emails, letters, instant messaging and sms) 3. Visual Communication (Body Language or sign language)
  • 24. TYPES OF COMMUNICATION Verbal Communication (Written & Oral) Non Verbal Communication (Kinesis or body language and Paralanguage)
  • 25. Written communication  Effective written communication is essential for preparing worthy promotional materials for business development. Effective writing involves careful choice of words, their organization in correct order in sentences formation as well as cohesive composition of sentences. Also, writing is more valid and reliable than speech. But while speech is spontaneous, writing causes delay and takes time as feedback is not immediate. (Letters, circulars, memos, telegrams, reports, minutes, forms & questionnaires, manuals etc)
  • 26. Advantages of Written Communication  Written communication helps in laying down apparent principles, policies and rules for running of an organization.  It is a permanent means of communication. Thus, it is useful where record maintenance is required.  It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge.  Written communication is more precise and explicit.  Effective written communication develops and enhances an organization’s image.  It provides ready records and references.  Legal defenses can depend upon written communication as it provides valid records.
  • 27. Disadvantages of Written Communication  Written communication does not save upon the costs. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters.  Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time.  Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have a negative impact on organization’s reputation.  Too much paper work is involved.
  • 28. Oral communication implies communication through mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally recommended when the communication matter is of temporary kind or where a direct interaction is required. Face to face communication (meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and trust. Oral communication
  • 29. Advantages of Oral Communication  There is high level of understanding and transparency in oral communication as it is interpersonal.  There is flexibility for allowing changes in the decisions previously taken.  The feedback is spontaneous in case of oral communication. Thus, decisions can be made quickly without any delay.  Oral communication is not only time saving, but it also saves upon money and efforts.  Oral communication is best in case of problem resolution. The conflicts, disputes and many issues/differences can be put to an end by talking them over.  Oral communication is an essential for teamwork and group energy.  Oral communication promotes a receptive and encouraging morale among organizational employees.
  • 30. Disadvantages of Oral Communication  Relying only on oral communication may not be sufficient as business communication is formal and very organized.  Oral communication is less authentic than written communication as they are informal and not as organized as written communication.  Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times.  Oral communications are not easy to maintain and thus they are unsteady.  There may be misunderstandings as the information is not complete and may lack essentials.  It requires attentiveness and great receptivity on part of the receivers/audience.  Oral communication (such as speeches) is not frequently used as legal records except in investigation work.
  • 31. Basic Functions of Communication Following are the basic functions of communication:  Education and Instruction- This function of education starts early in life, at home and in school and continues throughout life. Communication provides knowledge, expertise and skills for smooth functioning by people in the society. It creates awareness and gives opportunity to people to actively participate in public life.  Information- quality of our life will be poor without information. The more informed we are the more powerful we become. Communication provides information about our surroundings.  Entertainment- To break the routine life and divert our attention from the stressful life we lead today, entertainment is an essential part of everybody’s life. Communication provide endless entertainment to people through films, television, radio, drama, music, literature, comedy etc.
  • 32.  Discussion- debates and discussions clarify different viewpoints on issues of interest to the people. Through communication we find out reasons for varying viewpoints and impart new ideas to others.  Persuasion – It is an effort ‘to influence the attitudes, feelings, or beliefs of others, or to influence actions based on those attitudes. (It is better to use persuasion than compulsion).  Cultural promotion- communication provides an opportunity for the promotion and preservation of culture and traditions. It makes the people fulfill their creative urges.  Integration-it is through communication that a large number of people across countries come to know about each other’s traditions and appreciate each other’s ways of life. It develops integration and tolerance towards each other.
  • 33. Barriers To Communications  1. Physical Barriers. Physical barriers in the workplace include: * marked out territories, empires and fiefdoms into which strangers are not allowed * closed office doors, barrier screens, separate areas for people of different status * large working areas or working in one unit that is physically separate from others. 2. Perceptual Barriers. The problem with communicating with others is that we all see the world differently. If we didn't, we would have no need to communicate: something like extrasensory perception would take its place.
  • 34.  3. Emotional Barriers. One of the chief barriers to open and free communications is the emotional barrier. It is comprised mainly of fear, mistrust and suspicion.  4. Cultural Barriers. When we join a group and wish to remain in it, sooner or later we need to adopt the behavior patterns of the group. These are the behaviors that the group accept as signs of belonging. The group rewards such behavior through acts of recognition, approval and inclusion.  5. Language Barriers. Language that describes what we want to say in our terms may present barriers to others who are not familiar with our expressions, buzz- words and jargon. When we couch our communication in such language, it is a way of excluding others. In a global market place the greatest compliment we can pay another person is to talk in their language.
  • 35.  6. Gender Barriers. There are distinct differences between the speech patterns in a man and those in a woman. A woman speaks between 22,000 and 25,000 words a day whereas a man speaks between 7,000 and 10,000.  7. Interpersonal Barriers.
  • 36. Communication Methods: Verbal – face to face Written Electronic Visual Audio Group meetings Notice boards Text!