Business Communication Series 02/10

1. Business
Communication
Zaheer Qazi
Consultant English and Academic Quality
zaheer.qazi@gmail.com/ 0300-9475281

2. Communication Process

3. “If all my possessions were taken from
me with one exception, I would hope to
keep my power of communication --- for
by it I would regain all the rest.”
Daniel Webster, American Journalist

4. Communication is
 the act of conveying meanings from one entity or group to another
through the use of mutually understood signs and semiotic rules.
OR
 Communication is the art of transmitting information, ideas and
attitudes from one person to another. Communication is the
process of meaningful interaction among human beings.

5. Communication:
1. is a personal process
2. may occur between people
3. involves change in
behaviour
4. means to influence others
5. is a tool for controlling and
motivating people.

6. Features of Communication
 Two-way Process
 Information Sharing and Understanding
 Verbal and Non-Verbal.
 Circular Flow.
 Goal Oriented.
 Continuous Process
 Pervasive Activity.

7. Communication Process Model

8. communications time?

9. COMPONENTS OF COMMUNICATION PROCESS
 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.
 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.
 Encoding: Encoding is the process where the information you would like to
communicate gets transferred into a form to be sent and decoded by the receiver.

10.  Channel: Channels are the way you convey your message. These channels
include verbal such as telephone, and face-to-face conversations as well as non-
verbal such as e-mail and text messaging.
 Decoding: Decoding is on the receiving end of communication. Communication
can go downhill at this stage if the receiver is not practicing active listening skills
or if they do not possess enough information to accurately decode the message.
 Receiver: Receiver is a person for whom the message is intended or aimed.
The degree to which the decoder understands the message is dependent upon
various factors such as knowledge of recipient, their responsiveness to the
message, and the reliance of encoder on decoder.
 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.

11. TYPES OF COMMUNICATION
1. Verbal communication:
oral, written, electronic, video
1. Nonverbal communication:
eye movements, gestures, facial expressions

12. 1. It is a mental process of assigning
meaning to sounds.
2. It is to give one's attention
to hear what someone has said and
understand that it is serious, important,
or true
Active Listening
 Responsibility receiving a message
 Accuracy of facts in message
 Asking questions for clarification
 Rephrasing speaker’s message
Listening

13. Communication Networks
Structured communication system in organizations.
1. Small group communication:
 Three or more people interacting
 Occurs within departments, work units, teams, informal groups
2. Centralized communication:
 Single person is a key figure in sending and receiving messages
 Only one or a few parts of the network get information
 Faster and fewer errors occur
3. Decentralized communication:
 Freely flowing communication
 Spread potential to get information throughout the network
 No person in network depends exclusively on anyone else

14. Message
 A message is a verbal, written, or recorded communication sent to
or left for a recipient who cannot be contacted directly.
Message Contents:
 A message may include verbal content (i.e., written or spoken
words, e-mail, text messages, phone calls, etc.)
 A message may include nonverbal content (meaningful behavior
beyond words: e.g., body movement and gestures, eye contact,
touch, timing, etc.).
 A well-defined message has two key components. First, it is
simple, direct, and concise. Second, it defines the issues on your
own terms and in your own words

15. Communication Channel
 A medium through which a message is transmitted to its
intended audience, such as print media or broadcast
(electronic) media.

16. Communication Channel
1. Formal Communication Channels
 A formal communication channel transmits information such as the goals, policies and
procedures of an organization. Messages in this type of communication channel follow a
chain of command.
 An example of a formal communication channel is a company's newsletter, which gives
employees as well as the clients a clear idea of a company's goals and vision.
2. Informal Communication Channels
 While this type of communication channel may disrupt the chain of command, a good
manager needs to find the fine balance between the formal and informal communication
channel.
 An example of an informal communication channel is team work, different training
programs are outside of the chain of command and so, fall under the category of informal
communication channels.
3. Unofficial Communication Channels
 The unofficial communication channel in an organization is the organization's 'grapevine.'
It is through the grapevine that rumors circulate.
 An example of an unofficial communication channel is social gatherings among
employees.

17. Barriers to Business Communication
1. Emotional barriers and taboos: Some people may find it difficult to express
their emotions and some topics may be completely 'off-limits' or taboo.
2. Lack of attention, interest, distractions, or irrelevance to the receiver. (See
our page Barriers to Effective Listening for more information).
3. Differences in perception and viewpoint.
4. Physical disabilities such as hearing problems or speech difficulties.
5. Language differences and the difficulty in understanding unfamiliar points.
6. Cultural differences. For example, the concept of personal space varies
between cultures and between different social settings.

18. All the best for your future..
Allah bless you…