This document provides an introduction to a course on business communication. It includes the following key points:
1. It discusses the importance of effective communication in business organizations and some of the challenges of communication, including dealing with different cultural backgrounds.
2. It provides definitions of communication from various sources and establishes communication as a two-way process between a sender and receiver, not just a one-way transmission of information.
3. It outlines the basic elements of the communication process, including encoding and decoding messages, using appropriate channels, and providing feedback.
This document defines and discusses business communication. It begins by explaining that communication is fundamental to human and organizational existence, and defines it as a process of sharing ideas and information to reach understanding. It then defines business communication as communication relating to business activities like providing goods and services for profit. The document outlines the key elements of the communication process, including the sender, message, encoding, media, decoding, receiver, and feedback. It identifies several key features of business communication, such as being practical, factual, clear, brief, target-oriented, and persuasive. Finally, it discusses some characteristics of the business communication process, such as being an integral part of management and involving two-way traffic and mutual understanding.
Business Communication:: Course notes topic 1-210613 024331Brenda Rachel Marie
Communication is defined as the process of exchanging information between two or more parties. It is essential for organizations as it keeps members informed, coordinates efforts to achieve goals, and is the lifeblood that allows organizations to function. Effective communication in organizations is a two-way process that allows information to flow both downward from management to subordinates, and upward from subordinates to management. This two-way communication is important for developing understanding between parties, improving morale, and ensuring the organization works efficiently to achieve its objectives.
This document covers key aspects of business communication including definitions, principles, and elements. It discusses the importance of communication in business and defines internal and external communication. The six elements of the communication process are identified as the sender, message, encoding, channel, receiver, and feedback. Principles of effective communication including simplicity, clarity, brevity, planning, and accuracy are outlined. The 7Cs of effective communication - completeness, conciseness, consideration, clarity, concreteness, courtesy, and correctness are also summarized. Various media of communication and types of communication are briefly introduced. Finally, barriers to communication and techniques for enhancing reading and listening skills are addressed.
This document provides definitions and explanations of business communication. It discusses how communication is the lifeblood of an organization by allowing organizations to set goals, make decisions, assess performance, manufacture products, and interact between employers and employees. Effective internal communication is needed for these functions. External communication is also important for hiring employees, dealing with customers, negotiating with suppliers, informing investors, and interacting with the government. The document also defines communication, discusses its importance for individuals in getting jobs, maintaining relationships, and getting promotions. It differentiates between formal and informal language and explains the communication process and its key elements. Finally, it covers verbal communication such as speaking, writing, listening, and reading, as well as non-verbal communication including appearance,
This document discusses the key aspects of communication including:
1) It defines communication as the exchange of information between two or more people and outlines the basic communication process model.
2) It describes the main characteristics of communication as a two-way process, continuous process, and one that needs proper understanding.
3) The main purposes of communication are conveying the right message, coordinating efforts, developing good relations, and making policies effective.
4) Principles for effective communication include clarity, consistency, attention, timeliness, and obtaining feedback.
This document discusses instructional media and communication. It defines instructional media as materials and methods used by instructors to facilitate learning, including traditional materials like chalkboards and newer technologies. It then discusses the importance of effective communication for managers in organizations, noting that managers spend significant time communicating and it is essential for key functions. The document outlines several roles and advantages of media in instruction, including supporting live instruction, independent instruction through packaged media, and use in portfolios. It also discusses thematic instruction, which integrates core subjects around broad themes.
The document discusses the process of business communication. It defines communication as a two-way exchange between two or more parties with a mutually understood goal. The key elements of the communication process are the sender, receiver, message, medium, and feedback. It then describes the roles of the sender, receiver, message, medium, and feedback. It also discusses different types of communication based on direction, structure, and expression such as formal, informal, downward, upward, lateral, diagonal, inward, and outward communication.
This document discusses communication in corporate organizations. It defines communication as the transfer and understanding of meaning between two or more parties. Effective communication is described as a thinking process, two-way continuing process, social process, and symbolic process. Barriers to communication, such as organizational, language, psychological, and managerial barriers are also outlined. The document emphasizes that communication involves sending a message, receiving it, understanding it, and taking action.
This document defines and discusses business communication. It begins by explaining that communication is fundamental to human and organizational existence, and defines it as a process of sharing ideas and information to reach understanding. It then defines business communication as communication relating to business activities like providing goods and services for profit. The document outlines the key elements of the communication process, including the sender, message, encoding, media, decoding, receiver, and feedback. It identifies several key features of business communication, such as being practical, factual, clear, brief, target-oriented, and persuasive. Finally, it discusses some characteristics of the business communication process, such as being an integral part of management and involving two-way traffic and mutual understanding.
Business Communication:: Course notes topic 1-210613 024331Brenda Rachel Marie
Communication is defined as the process of exchanging information between two or more parties. It is essential for organizations as it keeps members informed, coordinates efforts to achieve goals, and is the lifeblood that allows organizations to function. Effective communication in organizations is a two-way process that allows information to flow both downward from management to subordinates, and upward from subordinates to management. This two-way communication is important for developing understanding between parties, improving morale, and ensuring the organization works efficiently to achieve its objectives.
This document covers key aspects of business communication including definitions, principles, and elements. It discusses the importance of communication in business and defines internal and external communication. The six elements of the communication process are identified as the sender, message, encoding, channel, receiver, and feedback. Principles of effective communication including simplicity, clarity, brevity, planning, and accuracy are outlined. The 7Cs of effective communication - completeness, conciseness, consideration, clarity, concreteness, courtesy, and correctness are also summarized. Various media of communication and types of communication are briefly introduced. Finally, barriers to communication and techniques for enhancing reading and listening skills are addressed.
This document provides definitions and explanations of business communication. It discusses how communication is the lifeblood of an organization by allowing organizations to set goals, make decisions, assess performance, manufacture products, and interact between employers and employees. Effective internal communication is needed for these functions. External communication is also important for hiring employees, dealing with customers, negotiating with suppliers, informing investors, and interacting with the government. The document also defines communication, discusses its importance for individuals in getting jobs, maintaining relationships, and getting promotions. It differentiates between formal and informal language and explains the communication process and its key elements. Finally, it covers verbal communication such as speaking, writing, listening, and reading, as well as non-verbal communication including appearance,
This document discusses the key aspects of communication including:
1) It defines communication as the exchange of information between two or more people and outlines the basic communication process model.
2) It describes the main characteristics of communication as a two-way process, continuous process, and one that needs proper understanding.
3) The main purposes of communication are conveying the right message, coordinating efforts, developing good relations, and making policies effective.
4) Principles for effective communication include clarity, consistency, attention, timeliness, and obtaining feedback.
This document discusses instructional media and communication. It defines instructional media as materials and methods used by instructors to facilitate learning, including traditional materials like chalkboards and newer technologies. It then discusses the importance of effective communication for managers in organizations, noting that managers spend significant time communicating and it is essential for key functions. The document outlines several roles and advantages of media in instruction, including supporting live instruction, independent instruction through packaged media, and use in portfolios. It also discusses thematic instruction, which integrates core subjects around broad themes.
The document discusses the process of business communication. It defines communication as a two-way exchange between two or more parties with a mutually understood goal. The key elements of the communication process are the sender, receiver, message, medium, and feedback. It then describes the roles of the sender, receiver, message, medium, and feedback. It also discusses different types of communication based on direction, structure, and expression such as formal, informal, downward, upward, lateral, diagonal, inward, and outward communication.
This document discusses communication in corporate organizations. It defines communication as the transfer and understanding of meaning between two or more parties. Effective communication is described as a thinking process, two-way continuing process, social process, and symbolic process. Barriers to communication, such as organizational, language, psychological, and managerial barriers are also outlined. The document emphasizes that communication involves sending a message, receiving it, understanding it, and taking action.
This document discusses various aspects of communication including definitions, models, factors influencing organizational communication, and negotiating conflicts. It defines communication as sharing meaning through symbolic messages. The communication model involves a sender encoding a message, which is sent through a channel and decoded by the receiver. There may be feedback. Vertical, lateral, formal, and informal communication networks influence information sharing in organizations. Negotiation is used to manage conflicts through communication and bargaining to reach agreements beneficial to both parties.
The document discusses the importance of communication in business. It defines communication and outlines its various forms and purposes. Communication helps understand factors, objectives, approaches and techniques relevant to a situation. It also discusses internal and external business communication, classifications of communication, and barriers and characteristics of successful communication. The document emphasizes the importance of communication skills for managers in performing interpersonal, informational and decision-making roles. It also covers topics like crisis communication, pre-crisis planning, and assessing and managing crisis situations.
To succeed in your organization or business depends on how effective communicator you are. Know the basic yet essential information in dealing with people.
Communication is essential for success in business. Effective communication requires strong listening, speaking, reading, and writing skills. Barriers like noise, perceptions, emotions, and organizational complexity can interfere with communication. Models like SMCR and Shannon-Weaver help explain the communication process as the transmission of messages from a sender through a channel to a receiver, with feedback. For communication to be successful, the message must be understood as intended.
This document discusses communication in business organizations. It defines communication as the transfer of information from one entity to another. The communication process involves a sender transmitting a message through a channel to a receiver. Key components of the process include the context, message, medium, encoder/sender, and decoder/receiver. Feedback allows the sender to assess how the message was interpreted. Effective communication is important for organizations as it promotes motivation, informs decision-making, shapes attitudes, and helps with controlling employee behavior. The document also outlines different types of communication flows within organizations.
Effective communication is important for organizations to function properly and avoid issues. Communication involves the exchange of information between individuals, groups, or organizations through various means. It is important for organizations to have open communication flowing downwards from managers to workers, upwards from workers to managers, and horizontally between colleagues. Barriers to effective communication can occur due to various factors including differences in language, culture, skills, attitudes, and organizational complexity. Organizations must work to improve communication through minimizing distractions, understanding audiences, gaining feedback, and applying proper etiquette.
Communication is the intercourse by words, letters, symbols or messages, and is a way that one organization member shares meaning and understanding with another - Koontz and O'Donnell.
“Communication is an exchange of ideas, facts, opinions or emotions by two or more persons” – Newman and Summer.
What is the importance of Communication in business?Tamur Iqbal
Communication is defined as the exchange of information between two or more parties and is vital for business. Historically, communication evolved from oral traditions to the development of writing. In business, effective communication is essential for smooth operations, prompt decision making, building relationships, motivating employees, promoting the business, and establishing contacts with external stakeholders. It is the foundation for managerial functions like planning and controlling. Overall, communication is considered the lifeblood and nervous system of organizations.
This course is an outstanding platform for students and experts to experience the key elements of communication and to foster their career in business communication.
The document defines communication and explains its importance in organizations. It states that communication is the process of exchanging verbal and non-verbal messages between a sender and receiver. For communication to be effective, the message must be understood by the receiver as intended by the sender. The document also discusses the various types of communication flows in organizations, such as downward, upward, lateral, diagonal and external communication. It explains barriers to communication and factors for effective communication like the 7 C's. Overall, the document provides a comprehensive overview of the key concepts and importance of communication in organizations.
Bus com uet_lahore_session_001_intro2buscomZaheer Qazi
This document provides an overview of business communication. It discusses that the objective of the course is to help students learn both written and oral business communication skills needed to be successful professionally. Some key points include:
- Business communication focuses on eliciting a response from the reader or listener, unlike other courses.
- There are various types of communication including intrapersonal, interpersonal, extrapersonal, and mass communication.
- Communication flows downward from management to employees, upward from employees to management, and horizontally between departments. Both formal and informal communication networks exist.
- Barriers to effective communication include culture, distance, language, and stress. Goals of business communication are revelation, understanding, response, and building
Bus com uet_lahore_session_002_comprocessZaheer Qazi
This document discusses communication processes and provides definitions, models, and key concepts. It covers:
1. Definitions of communication as the act of conveying meanings between entities using shared signs and rules, or as transmitting information, ideas, and attitudes between people through meaningful interaction.
2. A communication process model involving a message, sender, encoding, channel, decoding, receiver, and feedback.
3. Components of the communication process including the message, sender, encoding, channel, decoding, receiver, and feedback.
4. Types of communication being verbal, nonverbal, and different forms of listening including active listening.
This document discusses various aspects of communication including definitions, processes, types, and examples of verbal and non-verbal communication. It defines communication as the sharing of ideas, facts, opinions, and information. It describes the basic communication process as having seven steps - developing an idea, encoding the message, transmitting the message, reception, decoding, acceptance or rejection, and feedback. It also discusses organizational communication patterns like formal, informal, downward, upward, lateral, and interactive communication. Finally, it provides examples and explanations of verbal communication methods as well as non-verbal communication cues like distance, gestures, facial expressions, eye contact, posture, and touch.
This document provides information on communication including definitions, elements, functions, forms, models, processes, barriers and types of noise. It defines communication as the exchange of information, ideas, attitudes and emotions between people using symbols. The key elements are a sender, message, medium, receiver and feedback. Functions include informing, persuading and relationship building. Forms include intrapersonal, interpersonal, group, public and mass communication. Models described are linear, interactive and transactional. The communication process involves encoding, transmitting and decoding messages. Barriers can be organizational, individual or due to noise such as physical, psychological or semantic disturbances.
For more Details visit : www.myallgarbage.blogspot.com
Fundamentals of Business Communication
Mastering Listening and Non-verbal Communication
Communication Teams
Communication Interculturally
Business etiquette and professional Grooming
The document discusses listening skills and types of listening. It defines listening as accurately receiving and interpreting messages, which is key to effective communication. Good listening skills can lead to better work outcomes and personal benefits like stronger relationships and better health. Listening requires focus and effort beyond just hearing. There are two main types of listening: discriminative listening which distinguishes sounds, and comprehensive listening which understands meaning. Specific listening types include informational listening to learn facts, critical listening to evaluate information, and empathetic listening to understand others' feelings. Effective listening is an important life skill.
Communication in organization assignment of o.bAli Shah
Communication plays a vital role in organizational behavior. Effective communication that is accurate and supportive can increase morale and productivity, while miscommunication reduces productivity and increases errors. Maintaining clear, consistent communication encourages productive workplace behavior and customer satisfaction. There are various methods of communication, both verbal like oral communication and written like emails, as well as nonverbal cues from body language that impact organizational communication. However, communication can be influenced by barriers like improperly designed reporting structures, unclear performance standards, and misinterpreted messages, so organizations must find ways to improve communication flows and overcome barriers.
Communication is a two-way process of transmitting ideas, plans, commands, and reports within an organization. It can be formal, occurring through official authorized channels in written form, or informal through impromptu discussions. There are various methods of communication including verbal, non-verbal, and electronic forms like email and video conferencing. Barriers to effective communication include filtering of information, selective perception, language differences, and cultural barriers between organizations with different contexts and interpretations.
The document discusses organizational communication. It defines organizational communication as the process through which organizations are created and shape events. It notes that organizational communication functions to ensure cooperation, exchange meanings among members, and bind elements of an organization together. The document also discusses how misunderstandings in communication can have deadly consequences, and that poor communication is a major source of conflicts. It explains that communication is essential for any group's effectiveness, and defines communication as the transfer and understanding of meaning between individuals.
Communication is an exchange between two or more individuals through various channels and media. It is essential for the functioning of organizations both internally and externally. Effective communication involves transmission of messages from a sender to receiver as well as feedback. Barriers like noise, filters, information overload and differing frames of reference can distort communication. Organizations rely on various forms of communication including downward, upward, horizontal and diagonal to share information and get feedback across levels. Maintaining clear, concise and considerate communication through multiple channels with understanding and feedback can help overcome barriers.
This document discusses communication in the workplace. It begins with an introduction on communication and defines key elements like senders and receivers. It then summarizes the main points of the document in 3 sections: barriers to communication, processes for effective communication, and suggestions for improving communication. The four types of barriers are process, physical, semantic, and psychosocial. Effective communication requires effort from both senders and receivers through active listening and understanding roles. Suggestions include clarifying responsibilities, choosing words carefully, and ensuring diversity and inclusion to minimize differences.
This document discusses various aspects of communication including definitions, models, factors influencing organizational communication, and negotiating conflicts. It defines communication as sharing meaning through symbolic messages. The communication model involves a sender encoding a message, which is sent through a channel and decoded by the receiver. There may be feedback. Vertical, lateral, formal, and informal communication networks influence information sharing in organizations. Negotiation is used to manage conflicts through communication and bargaining to reach agreements beneficial to both parties.
The document discusses the importance of communication in business. It defines communication and outlines its various forms and purposes. Communication helps understand factors, objectives, approaches and techniques relevant to a situation. It also discusses internal and external business communication, classifications of communication, and barriers and characteristics of successful communication. The document emphasizes the importance of communication skills for managers in performing interpersonal, informational and decision-making roles. It also covers topics like crisis communication, pre-crisis planning, and assessing and managing crisis situations.
To succeed in your organization or business depends on how effective communicator you are. Know the basic yet essential information in dealing with people.
Communication is essential for success in business. Effective communication requires strong listening, speaking, reading, and writing skills. Barriers like noise, perceptions, emotions, and organizational complexity can interfere with communication. Models like SMCR and Shannon-Weaver help explain the communication process as the transmission of messages from a sender through a channel to a receiver, with feedback. For communication to be successful, the message must be understood as intended.
This document discusses communication in business organizations. It defines communication as the transfer of information from one entity to another. The communication process involves a sender transmitting a message through a channel to a receiver. Key components of the process include the context, message, medium, encoder/sender, and decoder/receiver. Feedback allows the sender to assess how the message was interpreted. Effective communication is important for organizations as it promotes motivation, informs decision-making, shapes attitudes, and helps with controlling employee behavior. The document also outlines different types of communication flows within organizations.
Effective communication is important for organizations to function properly and avoid issues. Communication involves the exchange of information between individuals, groups, or organizations through various means. It is important for organizations to have open communication flowing downwards from managers to workers, upwards from workers to managers, and horizontally between colleagues. Barriers to effective communication can occur due to various factors including differences in language, culture, skills, attitudes, and organizational complexity. Organizations must work to improve communication through minimizing distractions, understanding audiences, gaining feedback, and applying proper etiquette.
Communication is the intercourse by words, letters, symbols or messages, and is a way that one organization member shares meaning and understanding with another - Koontz and O'Donnell.
“Communication is an exchange of ideas, facts, opinions or emotions by two or more persons” – Newman and Summer.
What is the importance of Communication in business?Tamur Iqbal
Communication is defined as the exchange of information between two or more parties and is vital for business. Historically, communication evolved from oral traditions to the development of writing. In business, effective communication is essential for smooth operations, prompt decision making, building relationships, motivating employees, promoting the business, and establishing contacts with external stakeholders. It is the foundation for managerial functions like planning and controlling. Overall, communication is considered the lifeblood and nervous system of organizations.
This course is an outstanding platform for students and experts to experience the key elements of communication and to foster their career in business communication.
The document defines communication and explains its importance in organizations. It states that communication is the process of exchanging verbal and non-verbal messages between a sender and receiver. For communication to be effective, the message must be understood by the receiver as intended by the sender. The document also discusses the various types of communication flows in organizations, such as downward, upward, lateral, diagonal and external communication. It explains barriers to communication and factors for effective communication like the 7 C's. Overall, the document provides a comprehensive overview of the key concepts and importance of communication in organizations.
Bus com uet_lahore_session_001_intro2buscomZaheer Qazi
This document provides an overview of business communication. It discusses that the objective of the course is to help students learn both written and oral business communication skills needed to be successful professionally. Some key points include:
- Business communication focuses on eliciting a response from the reader or listener, unlike other courses.
- There are various types of communication including intrapersonal, interpersonal, extrapersonal, and mass communication.
- Communication flows downward from management to employees, upward from employees to management, and horizontally between departments. Both formal and informal communication networks exist.
- Barriers to effective communication include culture, distance, language, and stress. Goals of business communication are revelation, understanding, response, and building
Bus com uet_lahore_session_002_comprocessZaheer Qazi
This document discusses communication processes and provides definitions, models, and key concepts. It covers:
1. Definitions of communication as the act of conveying meanings between entities using shared signs and rules, or as transmitting information, ideas, and attitudes between people through meaningful interaction.
2. A communication process model involving a message, sender, encoding, channel, decoding, receiver, and feedback.
3. Components of the communication process including the message, sender, encoding, channel, decoding, receiver, and feedback.
4. Types of communication being verbal, nonverbal, and different forms of listening including active listening.
This document discusses various aspects of communication including definitions, processes, types, and examples of verbal and non-verbal communication. It defines communication as the sharing of ideas, facts, opinions, and information. It describes the basic communication process as having seven steps - developing an idea, encoding the message, transmitting the message, reception, decoding, acceptance or rejection, and feedback. It also discusses organizational communication patterns like formal, informal, downward, upward, lateral, and interactive communication. Finally, it provides examples and explanations of verbal communication methods as well as non-verbal communication cues like distance, gestures, facial expressions, eye contact, posture, and touch.
This document provides information on communication including definitions, elements, functions, forms, models, processes, barriers and types of noise. It defines communication as the exchange of information, ideas, attitudes and emotions between people using symbols. The key elements are a sender, message, medium, receiver and feedback. Functions include informing, persuading and relationship building. Forms include intrapersonal, interpersonal, group, public and mass communication. Models described are linear, interactive and transactional. The communication process involves encoding, transmitting and decoding messages. Barriers can be organizational, individual or due to noise such as physical, psychological or semantic disturbances.
For more Details visit : www.myallgarbage.blogspot.com
Fundamentals of Business Communication
Mastering Listening and Non-verbal Communication
Communication Teams
Communication Interculturally
Business etiquette and professional Grooming
The document discusses listening skills and types of listening. It defines listening as accurately receiving and interpreting messages, which is key to effective communication. Good listening skills can lead to better work outcomes and personal benefits like stronger relationships and better health. Listening requires focus and effort beyond just hearing. There are two main types of listening: discriminative listening which distinguishes sounds, and comprehensive listening which understands meaning. Specific listening types include informational listening to learn facts, critical listening to evaluate information, and empathetic listening to understand others' feelings. Effective listening is an important life skill.
Communication in organization assignment of o.bAli Shah
Communication plays a vital role in organizational behavior. Effective communication that is accurate and supportive can increase morale and productivity, while miscommunication reduces productivity and increases errors. Maintaining clear, consistent communication encourages productive workplace behavior and customer satisfaction. There are various methods of communication, both verbal like oral communication and written like emails, as well as nonverbal cues from body language that impact organizational communication. However, communication can be influenced by barriers like improperly designed reporting structures, unclear performance standards, and misinterpreted messages, so organizations must find ways to improve communication flows and overcome barriers.
Communication is a two-way process of transmitting ideas, plans, commands, and reports within an organization. It can be formal, occurring through official authorized channels in written form, or informal through impromptu discussions. There are various methods of communication including verbal, non-verbal, and electronic forms like email and video conferencing. Barriers to effective communication include filtering of information, selective perception, language differences, and cultural barriers between organizations with different contexts and interpretations.
The document discusses organizational communication. It defines organizational communication as the process through which organizations are created and shape events. It notes that organizational communication functions to ensure cooperation, exchange meanings among members, and bind elements of an organization together. The document also discusses how misunderstandings in communication can have deadly consequences, and that poor communication is a major source of conflicts. It explains that communication is essential for any group's effectiveness, and defines communication as the transfer and understanding of meaning between individuals.
Communication is an exchange between two or more individuals through various channels and media. It is essential for the functioning of organizations both internally and externally. Effective communication involves transmission of messages from a sender to receiver as well as feedback. Barriers like noise, filters, information overload and differing frames of reference can distort communication. Organizations rely on various forms of communication including downward, upward, horizontal and diagonal to share information and get feedback across levels. Maintaining clear, concise and considerate communication through multiple channels with understanding and feedback can help overcome barriers.
This document discusses communication in the workplace. It begins with an introduction on communication and defines key elements like senders and receivers. It then summarizes the main points of the document in 3 sections: barriers to communication, processes for effective communication, and suggestions for improving communication. The four types of barriers are process, physical, semantic, and psychosocial. Effective communication requires effort from both senders and receivers through active listening and understanding roles. Suggestions include clarifying responsibilities, choosing words carefully, and ensuring diversity and inclusion to minimize differences.
This document discusses communication, including its definition, elements, and barriers. It defines communication as the process of sending and receiving information between two or more people. The main elements are the sender, who encodes the message, and the receiver, who decodes it. There are four types of barriers that can disrupt communication: process, physical, semantic, and psychosocial. Effective communication is a two-way process that requires effort from both the sender and receiver through skills like active listening. The document provides suggestions for improving communication, such as clarifying roles, writing clear emails, conducting organized meetings, and addressing cultural differences.
The document discusses effective communication in diverse workplaces. It explains that effective communication is key to success in multicultural organizations as it allows people from different backgrounds to understand each other. The document outlines 4 modules on understanding communication, different communication methods, factors that influence effectiveness, and assessing communication skills. It emphasizes developing skills like active listening, managing assumptions, and overcoming barriers to ensure clear understanding between all employees.
The document discusses a student's reflections on learning about interpersonal communication in a course. The student learned about what interpersonal communication involves, how to better communicate with people from other cultures, and became more self-aware of how they perceive and present themselves. The student also gained a better understanding of processing and analyzing the meanings of messages being sent and received.
This document discusses effective communication and corporate communication. It begins with an introduction to communication and its various types. It then discusses the 7 C's of effective communication including completeness, conciseness, clarity, and more. It also covers cross-cultural communication, explaining cultural differences that can lead to misunderstandings and conflicts, and ways to resolve cross-cultural conflicts. Finally, it defines corporate communication and its main functions such as media relations, public relations, crisis communication, and employee communication. It provides a case study example of how poor corporate communication damaged Barclays bank's reputation.
Research on communication(Cross cultural and Corporate)riyankadaga
This document discusses effective communication, including cross-cultural communication and communication in a corporate setting. It provides 7Cs of effective communication: completeness, conciseness, consideration, clarity, concreteness, courtesy, and correctness. Cross-cultural communication is challenging due to cultural differences but understanding these differences can help achieve successful communication. Effective communication skills are important for managers to express needs, overcome barriers, and make informed decisions.
Communication is defined as the exchange of thoughts, messages, information or ideas between two or more people. It is an essential process that facilitates coordination, planning, decision-making and leadership within an organization. Effective communication helps boost employee morale and motivation by creating understanding, resolving conflicts and building confidence. However, communication must follow certain principles like clarity, adequacy, consistency, integration and economy to be effective. It is also important to obtain feedback and establish proper communication networks and channels that draw attention. Adhering to these principles makes the communication process more efficient and helps improve organizational performance and human relations.
This document discusses effective communication skills. It defines effective communication and lists the 7 C's of effective communication: completeness, conciseness, consideration, clarity, concreteness, courtesy, and correctness. It also discusses barriers to effective communication such as encoding barriers, transmitting barriers, decoding barriers, and responding barriers. Finally, it covers listening skills and their importance in effective communication.
Communication is the lifeblood of all organizations, so Zappos and.docxmonicafrancis71118
This document discusses communication in organizations and teams. It outlines the communication process model involving encoding, transmitting, receiving and decoding messages. Effective communication depends on factors like shared codebooks, mental models and experience communicating messages. Key communication channels discussed are email and emerging social media technologies. While email is widely used, it can contribute to information overload and lacks emotional and social context. Social media allow more interactive sharing of information but their impact on organizations is still emerging. The document examines issues with email and advantages of other channels like face-to-face communication for complex topics.
An Introduction To Communication-SkillsKelly Lipiec
This document provides an overview of communication skills and effective communication. It discusses key concepts such as the communication process, barriers to communication, models of communication, and the 7 C's of communication. Specifically, it outlines the three primary steps of communication as thought, encoding, and decoding. It also identifies various barriers to effective communication including physical, system design, attitudinal, ambiguity of words/phrases, individual linguistic ability, physiological, and communication noise. Finally, it discusses the sender-message-channel-receiver model of communication and defines the seven C's of communication as credibility, context, content, clarity, continuity and consistency, channels, and capability of audience.
This document discusses effective communication and barriers to effective communication. It provides definitions of communication, discusses the encoding and decoding process, and lists 7 qualities of effective communication: completeness, conciseness, consideration, clarity, concreteness, courtesy, and correctness. It then discusses common barriers to effective encoding including lack of sensitivity to the receiver, lack of communication skills, insufficient knowledge, and emotional interference.
Business Communication and its important.pptxneekmz1996
This document discusses effective business communication. It covers key topics like the importance of business communication for presenting ideas, making plans and agreements, and more. It defines communication and its principles, like clarity and feedback. It discusses internal and external communication channels and flows in an organization. Effective communication is important for information sharing, problem solving, and building relationships. The document outlines several components of communication including context, sender, message, medium, receiver, and feedback. It also discusses nonverbal communication factors like appearance, body language, and paralanguage.
This document provides an overview of communication skills for practice educators. It discusses the key components of the communication process, including the sender, message, channel, receiver, feedback, context, and noise. Specific communication skills like active listening, non-verbal communication, giving feedback, and presentation skills are also examined. The document aims to increase awareness of effective communication and provide strategies to enhance understanding and manage potential breakdowns.
1) The document discusses communication basics and theories, outlining the communication process and key principles of effective communication.
2) It defines communication and describes its main components: sender, message, medium, receiver, feedback. The communication process involves encoding and decoding messages between a sender and receiver.
3) Seven principles of effective communication are outlined: conciseness, concreteness, courtesy, clarity, correctness, consideration for the audience, and completeness of information.
Here is the notes of Principles of management By Ch Muhammad Irfan
Preston University
Cell: +92-345-4426176
chmuhammedirfan@gmail.com
facebook.com/chmuhammedirfan
Skype Id: ch.irfan786
The document discusses the communication process, which consists of a sender encoding a message, selecting a channel to send it through, a receiver decoding the message, and potentially providing feedback. It explains that effective communication involves overcoming barriers to ensure a clear, concise message is conveyed. Good communication in organizations leads to benefits like enhanced job satisfaction, increased productivity, better relationships, optimum resource use, and reduced confusion.
The document discusses various topics related to business communication, including barriers to communication, challenges in organizations, tips for improving communication skills, and the effects of technology. It defines barriers as anything that prevents effective exchange of ideas, and notes that perceptions and filters can influence communication. Big challenges include lack of listening skills, new technologies, and ineffective meetings. Tips include practicing communication, active listening, using the right environment for critical conversations, asking questions, focusing on the other person, and paying attention. Cultural and language differences, stereotypes, behaviors, and emotional displays can also create barriers between cultures.
The document discusses various topics related to business communication, including barriers to communication, challenges in organizations, tips for improving communication skills, and the effects of technology. It provides definitions of communication barriers, examines how perceptions and filters can influence messages. It also outlines challenges like listening skills, new technologies, and ineffective meetings. Tips for improvement include practicing communication, active listening, using the right environment for critical conversations, asking questions, focusing on the other person, and paying attention. Finally, it explores how technology impacts speed, accuracy, competition, and also risks like confusion, availability, and crime.
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2. TABLE OF CONTENT
INTRODUCTION
1. Facing today‟s Communication Challenges……………………………..5
a. Elements of Communication………………………………………………9
2. Business Communication…………………………………………………12
a. Internal Communication……………………………………………………12
b. External Communication…………………………………………………...15
3. Writing for Business Audience…………………………………………….18
a. The Writing Process…………………………………………………………20
4. Ways To Correspond At Work…………………………………………….22
a. Email…………………………………………………………………………22
b. Memorandum……………………………………………………………….24
c. Routine Letters and Goodwill Messages…………………………………25
d. Persuasive Messages……………………………………………………...26
e. Negative Message………………………………………………………….27
f. Business Reports And Proposal…………………………………………28
a. Informal report………………………………………………………….28
b. Informal proposal………………………………………………………28
Conclusion…………………………………………………………………………29
Bibliography………………………………………………………………………..30
2
3. INTRODUCTION
Business Communication is an important element in the life of businesses that
aim to achieve greater result in the overall set out objective in an organization.
Communication has been thoroughly investigated and expatiated in this essay to
underscore the need for its relevance in the contemporary business set ups.
Effective communication is a rock upon which every structure in the organization
must endeavour to employ to pave way to proper human relations, team work
and overall management of essential information among the various strata in the
organization.
The challenges that face today‟s communication in our organization and the
significant relevance in the need to pay heed to it becomes a point of attention
around the economic world. This space shall explore the various challenges and
how they characterized our increasing quest to promote good interpersonal
relations by acknowledging and appreciating the myriad culture that is found
within multicultural/multinational organizations.
The various appropriate media available in the dissemination of information
among people either internally or externally have been dealt with and the core
alibi in the choice of the appropriate medium is vividly discussed. The public is
the eye of businesses and the important role they play in the organizational circle
is imperative in the development of sustainable system that relate with them
successfully using the innovative communication skill.
3
4. This topic shall also expound appropriate oral and writing skills for audience
consumption and how special attention needs to be paid in the use of words that
attract intended feedback.
Further to this, the focus shall be to uncover the correct business messages and
how they are structured through proof reading and proper revision before it is
extended for public/associate‟s consumption to receive the intended result.
The reader shall also be taken through email etiquette and memorandum writing
that suits the business operations.
It‟s also important to add that comprehensive approach to a general
communication and codes that help translate good understanding between
various people from different background in an organization would be explained
to cover the verbal, non verbal, written and other important forms that can aid a
speaker to convey his or her intended message effectively.
4
5. 1. FACING TODAY’S COMMUNICATION CHALLENGES
Communication is an effective tool in a business organization that ensures
coherent and harmonious cooperation among both the employees and the
employer and all other stakeholders.
A bad communication can cause antagonism and rancor among people if not
handle properly in an organization. Chaos, disloyalty, misunderstanding, rumor
could also be the order of the day if communication is not handled properly
among the various workers in the business environment and every part of our
human Endeavour.
Various definitions evolved among experts of the communication relating their
background to different issues in the world of life (Business, politics, economics,
social etc) and ideas are still evolving as to what constitute communication.
There is some school of thought that argues communication is one way,
stemming from a sender of information whilst another school of thought disagree
and based the argument on two-way end.
The first school of thought shares certain basic elements in communication with
the latter but extrinsically argues that, the processing of the information by the
receiver should not form part of the definition of communication since the sender
sends the information, the receiver decides to decode that information based on
his or her acquaintance on that subject.
5
6. In as much as I agree with the first school of thought to some point I believe, the
second idea is much appreciable and elaborate enough to inculcate features
necessary to score both academic and intellectual point.
Before I expand the idea of communication to suit the business context let me
quickly acknowledge what „Wikipedia-The free Encyclopedia) has to say about
communication.
Communication (from Latin commūnicāre, meaning "to share") is the activity of
conveying information through the exchange of thoughts, messages, or
information, as by speech, visuals, signals, writing, or behavior with microwaves.
It is the meaningful exchange of information between two groups of living
creatures. Pragmatics defines communication as any sign-mediated interaction
that follows combinatorial, context-specific and content-coherent rules.
Communicative competence designates the capability to install inter-subjective
interactions, which means that communication is an inherent social interaction.
One definition of communication is “any act by which one person gives to or
receives from another person information about that person's needs, desires,
perceptions, knowledge, or affective states. Communication may be intentional or
unintentional, may involve conventional or unconventional signals, may take
linguistic or non-linguistic forms, and may occur through spoken or other modes.”
From the above definition we can come into a conclusion that communication is
beyond one person‟s persuasion of information but rather a social interaction that
enable responsibility from another to act on the shared idea, information, thought
or suggestion.
Communication process is hence complete if the recipient understood what the
sender intends or meant. In this process of understanding the intention of the
sender on the encoded message, the receiver comes into numerous state of
6
7. discretion based on his or her culture, intelligence, capacity, religious, social and
economic interpretations; these factors affect his/her ability to comprehend the
information communicated to him or her.
Culture
A good communicator must be able to incorporate the cultural background during
the encoding stage of his message. Certain cultural factors impedes and
intentional understanding of messages that are put across by people basically
because of the unique understanding of some people perhaps based on their
attachment to certain cultural settings. The moral upbringing of people could
affect the way they understand issues.
A typical instance is when an American makes a statement like ‘it would be
stupid on our side to ignore this project’ this remarks may be due to the
understanding of the word „stupid‟ and how it is used most time in our social
settings. An American who may just be looking at the real meaning of the word
stupid as „unintelligent‟ may have offended a lot of Africans present during the
pronouncement since such word is used only in a heated circumstances as
invective. Whilst the prime reason which ought to persuade the listeners to
accept the idea of pursuing the project, the original intention may be lost inviting
different understanding due to the commonality of the word as an insult among
some people.
The cultural background of people impact on their understanding of spoken
languages hence making the process of communication distorted. Most often, the
process is incomplete for an unimaginable period of time and when this happens,
the message refuses to cure or cause the change it is supposed to cause.
7
8. Religious/Moral/ and Economic background can also affect the cycle of
communication to be incomplete hence the choice of word of the sender must be
determined by the receivers background in the aforementioned areas to enable
consensus building among people.
Like any other discipline, communication is considered effective upon various
reasons subject to the responds from the recipient.
Effective communication occurs when the desired result of the intended/ encoded
message is achieved. There are various reasons why people communicate.
Among the numerous reasons are
a. To exchange an idea acceptable enough to elicit change among people
b. To order or command a specific action
c. To motivate and encourage people
d. To persuade and generate action
e. To inform and educate
f. To sell and promote
g. To negotiate for better condition of service and remuneration
h. To embark on legal battle in court and other quasi judicial systems
i.
To defend and protect self image against defamers etc
Until these effects takes place during or after a conversation, communication
cannot be said to be effective. This is the more reason why mastering
communication skills are imperative to our quest for survival as humans.
Developing communication skills is critical to job placement, career
advancement, job performance and the overall organizational success.
8
9. a. Elements of Communication
Communication has basic elements that must be completed to ensure it
effectiveness. This could also be referred to as communication cycles.
Below is the cycle:
Sender
Decodes
Encodes
Noise
Message
Channel
Receiver
Feedback
Sender
The sender in the cycle is the instigator of the ideas and the source of
information needed to be transferred for a purpose. The sender has the authority
over the information he/she wishes to transmit to the receiver therefore decide
the method or channel or medium to use.
Encoding
The encoding stage is a very important stage that the sender engages in the
organization of his or her thought to appropriately relay information at his or her
disposal. At this stage, the sender considers certain factors such as the right
medium, process and appropriate structures needed to control the message. It
involves converting thoughts into either written or spoken words; translating
thoughts into codes that could be understood by the recipient.
Message
The message is the information the sender is willing to transfer to the receiver.
The composed thought into written or verbal form defines the message.
Channel
9
10. The channel to use for communicating a particular message is determined by
certain factors. The sender must consider the importance of the message and
how secure it is if disseminated using a specific channel. There are various
channels that information can be passed. There are written, oral or verbal, nonverbal.
Written – letters, emails, memo etc
Oral or Verbal - face to face conversation, telephone etc
Non- verbal - sign languages, facial expressions etc
Receiver
The receiver is the person with whom the message finally settles. The one who
the message was intended for is the receiver.
Noise
Noise is simply anything that interferes with a message and hence prevents the
listener from understanding the message. This could either be physical,
physiological, psychology, semantic.
Physical Noise:
Physical noise is external to the speaker and listener. It includes things such as
the sounds of road construction outside your window that make it difficult to hear
what is being said.
Psychological Noise:
Psychological noise is mental interference that prevents you from listening. If
your mind is wandering when someone is speaking to you, the noise in your
head is preventing communication.
Physiological Noise:
10
11. Physiological noise is any physiological issue that interferes with communication.
If you encounter any severe illness in your body system especially your head, it
prevents you from concentrating on what people are saying since your attention
may shift from the speakers. For example, if you have a migraine, it may be
difficult to speak to others or listen to them when they speak to you.
Semantic Noise:
Semantic noise occurs when there is no shared meaning in a communication.
This often occurs when someone is dealing with medical professionals, lawyers,
scientists or others who use terminology that lay people may not understand.
People of the same background in education, culture, and social understand
themselves than another person from different background.
Feedback
Feedback is an important indication of the understandability of a message. The
recipient comment on the message depicts his knowledge being shared by the
sender in the communication process.
11
12. 2. Business Communication
Having looked at how important communication is, every institution is left with no
option than to acknowledge the essential roles communication plays in the
service to mankind and having a better deal with it only improve the well being of
the society.
Businesses have unique strategies upon which communication strives and it is
only vital the ideals are modernized time by time to suit the current business
adventure by the use of ICT equipment.
Businesses communicate effectively by employing the tactics available under the
circumstance of modern technology to achieve the organizational objective.
There are various tools that are at the disposal of different organization to
process information, however, the choice depend upon the intention and the
desired result.
Business Communication encompasses advertising, public relations, human
relations, brand management, marketing, customer relations, consumer behavior
etc. a good communication skills is able to inform the public about the existence
of business, hence its mission and vision sold to the public.
Communication is either internal or external in the business setup.
a. Internal Communication
12
13. Internal Communication operates within the organization among the employeremployee, manager-subordinate, staff-staff etc.
Illustration: 1
Employer
Employer
c
A
Employee
b
Employee
Employee
Employee
Illustration 1a
To employ
To instruct or direct or order
To induce explanation
To inspire and motivate
To re-communicate vision and mission
Illustration 1b
13
14.
To share ideas
To propagate or distribute rumor or gossip
To inform
Illustration 1c
To report or submit
To suggest ideas or innovations
To request favors/improve remuneration/better working conditions
Illustration 2
Manager
Manager
a
c
Subordinate
b
Subordinate
Subordinate
Subordinate
Illustration 2a
To supervise or administer through motivating
To assign responsibilities to staff
To correct wrong impressions
To reprimand
To reinforce shareholders policies
14
15. Illustration 2b
To share ideas
To propagate or distribute rumor or gossip
To inform
Illustration 2c
To report or submit
To suggest ideas or innovations
To encourage during hard business times
This illustrations have demonstrated the numerous impart of communication in
an organization. Most importantly, there cannot be progress without these many
core exchanges in the business, hence internal communication is the lifeblood of
every organization due to its capacity to drive home the demand of the overall
objective of the business.
b. External Communication
External Communication otherwise refers to the exchange of information
between an individual or group in organization with a person or group outside an
organization. These outsiders could the shareholders, investors, customers,
suppliers etc.
An effective External communication enables the organization to have proper
bargain with suppliers and other interest groups hence value for money.
Coming back to the topic „facing today‟s communication challenges‟ I resolve to
accept that, there are numerous factors that account to that.
Taking my own financial institution as a case study
15
16. The prime job my organization engages in is giving credit facilities to Government
workers in a form of loan.
Most people within the bracket accesses this facility to enable them pay their
wards school fees, medical bills, buy land or properties, and embark on building
projects and myriad of other vital essentials of life.
Over the years, we have tried possible measures to offer excellent and quick
service which the banks cannot offer due to the prerequisite for these facilities.
The national operations are always employing promotions that could encourage
our client to direct their entire quest for financial assistance to our office.
In spite of all our effort to ensure effective service delivery, there has been one or
more occasion which a lot of argument have arisen as a result of ineffective
communication strategy adopted by management. Rumour normally becomes
source of information giving way to fear and panic which most times deter a lot of
employees to give of their best and or constructively criticize certain policies
which the grassroots believe would endanger and scare off clients.
One among the numerous startling communication lapses that is worthy of note
is a promotion for our clients dubbed “FORTUNE 5000000” which basically
implies that, any clients within the period of August to September 10th, who would
access a credit facility of GH₡1000.00 and above would be given a bonus of
GH₡100.00 as bonus. The term and condition for this offer is for the client to
present a flier that was made purposely for this promotion.
When the message finally hit the mail for all the branch officials, many
understanding popped up with regard to this offer and the level of obscurity it has
created in the minds of the sales managers rendered the promotion partially in-
16
17. executable largely because of the fact that, the message lack clarity and created
a fall short of intellectual reasoning among the entire branches.
Some branches who had a good personal and unofficial relationship with the
Chairman of the promotion found out through oral communication (telephone)
and therefore were able to understand the intent and hence enjoy the promotion
by making their clients partake in such never-happen event.
The confusion that arose as a result of the mail with respect to the promotion is
that, it is largely known by all and sundry in the institution that, most promotions
goes to favor the field officers who have to walk under the sun all day to get to a
prospective client who may need cash to settle some bills. They need to be
rewarded and motivated in lieu of the client because the field officer is paid only
commission based on the number of people s/he is able to bring to the office for
loan facility.
This pragmatic illustration indicated and implied that the previous knowledge of
the sales managers and the field workers infused the interpretation of the mail
hence rendered the promotion otiose.
The national operations manager upon realizing the failure of the promotion
decided to take a tour in all the branches to ascertain the cause of the failure
realized it was largely as a result of miscommunication and provided the
managers and the field workers the intent of the promotion.
Relevance of effective communication in this respect:
Intent of the promotion:
To encourage clients to see our loan as the best in the market
To beat competition among the financial market
To encourage the benefitted clients to recommend the company as the
best credit worthy institution.
17
18.
To promote value for customer service and relations
To introduce and provide efficient one stop shop for all financial needs to
Government workers.
With all these client- enhancing intention of the Chairman, the promotion was
rendered ineffective due to the lack of proper organization of thought, laxity in the
attempt to further enlighten and educate operators of the message, noise,
educational/ cultural background, semantic barrier as indicated earlier
3. WRITING FOR BUSINESS AUDIENCE
Writing for business audiences deserve a unique approach and specialization
that would include all required and relevant information necessary for the
consumption of the interested parties.
The audience in this sense could refer to the kind of business and it‟s public. A
manufacturing company that produces Baby‟s Diapers may have all mothers and
family homes in the world as audiences or public, hence tailored made the
message that would appealing to them. The appeal is to enable them patronize
their products.
Such a manufacturing company (aforementioned) first and foremost must
undergo feasibility studies to discover relevant needs of mothers in the quest to
handle the waste of their babies. This could be the kind of material that could
better soap the waste of babies.
As explained earlier, communication has both internal and external responsibility
to adequately inform parties interested in the business pertinent information that
would enable execute their task as expected of them.
18
19. Before I proceed to underscore the structure of these writings, let us quickly look
at some of the writing tools/channels appropriate for internal communication:
Memorandum (Memo)
Telephone
Face to face
Text message
Internet Chat or Social Media Chat viz Whatsapp, Yahoo Messenger,
Google Chat, Skype etc.
Before any of these channels are used, there must be a very important
considerations or factors related to the significance of the message. Below are
the factors to consider:
Availability: what channels either already exist within the organization or
can be introduced effectively? What formal tool is already created by the
MIS department of the organization? Is there any available business
ethics are policy rules regarding information dissemination?
Audience: who are they, where are they based, how do they prefer to
access information and how effective will the proposed channel be in
reaching them and engaging them? If it‟s your boss, how close and cordial
is your relationship with him, is he a tough kind of person who always read
meaning of degradation into everything when there is a fall short of formal
structures.
Objectives: what does the organization want people to learn, think, feel or
do as a result of the message? What is the purpose of the message? Is it
necessary to serve as evidence for future reference therefore needs to be
secured for posterity? How relevant is it to your specific job?
19
20.
Content: what is the context and substance of the message? (For
example, sensitive messages may need to be communicated face-to-face,
rather than by, say, SMS text message.) The content of the message is
necessary to determine the tool that conveys it.
Timing: how urgent is the message? For example, communications in
times of crisis which require quick dissemination of important messages.
When there is fire outbreak at the fourth floor where sensitive equipment
of the company are kept, even though, emails maybe the formal
communication channels in the organization, it is not appropriate to use
but telephone and or voice scream may help salvage the situation.
a. The Writing Process
Analyze your audience
Research your information
Proofread for grammatical errors
Analyze your audience:
When writing for business audience, the message must be prepared with the
audience in mind, purposeful and economical.
The consumers of the message must be considered in the drafting of the
message.
Research your information:
Having looked at the factors or considerations it becomes necessary to resort to
technical writing skills by gathering information through accessing data
electronically and the use of other research methods.
Proofread for grammatical errors:
20
21. Grammatical errors send a wrong signal to the reader and it is having the
capacity to create a wrong impression about the writer. The message itself could
be misunderstood or rubbished by the reader in any case of such errors and it‟s
imperative that it is avoided.
In order to win the day by getting the appropriate response from business
audiences, one must improve s/her writing skills by adopting formal research
methods. This includes searching manually for information, accessing data
electronically and using information that you find directly by interviewing your
sources. Better still, you can conduct scientific experiments that would unravel
the core needs of the audience and with this the write up would be appreciated
by the audience.
According to Mary Ellen Guffey
These grammatical measures must undertake to clear away any incidence of
errors:
Eliminate wordy prepositional phrases, long lead-ins, outdated
expressions and needless adverbs.
Eliminate fillers, repetitious words, and redundancies.
Revise for jargon use and avoid slang and clichés
Revise to include precise verbs, concrete nouns, and vivid adjectives.
21
22. 4. WAYS TO CORRESPONDENCE AT WORK
a. Emails:
Emails are types of written communication that the world over uses to inform,
share ideas and other internet transferable materials. Emails have made
businesses to correspond at work and created a large platform for both the
sender and the receiver to freely express themselves for intended result.
Emails have connected the world to engage in all forms of businesses and
schools are now possible on the internet as a result of the Information and
Communication Technology.
Email has come to transform manual letter writing to electronic writing (typing)
which the latter was regarded decades ago as the most secure and evidentsensitive method of writing to people regarded as high profile in society.
Certain etiquettes are observed when using emails at work and other field of
operations. To write an effective email, the message must be concise with a
22
23. single topic enabling the recipient to always refer when looking for the same
message.
EmailTray rightly put some basic elements to look out for when encoding and
processing our thought to send business mail. This is referred to as Email
Etiquette Rules:
Make it easy to read and understand your message
As indicated earlier, a sender of a message and a receiver may vary in terms of
understanding based on their cultural, educational and social background, it is
important that emails that are sent recognizes the recipients ability in decoding
the message. Usual words common to both users should be used and
conciseness of the words and sentences should be enabled to render the reader
clearer on the purpose of the message.
Use proper grammar, spelling and punctuation
A message not properly organized in terms of grammar, spellings, and
punctuation could render it meaningless. Spelling words wrongly could take the
recipients so many minutes to fathom exactly the combining thought of the writer.
Its good if words are correctly checked before the punch key is pressed for the
message to be sent.
Messages typed in ALL CAP connotes shouting on the receiver of the message
and it is difficult to read whilst messages also typed in small letters could imply
the intellectual deficiency on the part of the sender.
Avoid using slang and other informal words which may not be at the disposal of
the receiver such as ain‟t, wanna, whats up, gonna etc.
23
24.
Be careful with styling and formatting
Messages meant formal usage must abide by the standard format usually used
to enhance readability and understandability. The type of font and the font size
must be either Times New Roman or Arial and the 12 as size. In order to
emphasize and draw more attention to a particular part of the message, the font
size 14, underline or bold tools could be used.
The positioning of these formatting tools also enables the reader to match lines
to line with quick understanding.
Be thoughtful and polite
Every beginning of the mail must begin with appropriate salutation like Dear Sir,
Hello, etc and the end must also include a closing phrase like Best regards,
Sincerely, Thank you, to signify closing remarks.
The diction must always be sincerely polite and brief not to create wrong
impressions.
Check it twice before you send
Check your email before sending to see if you wanted to send an attachment but
forgot to include it. Ask for permission before sending huge attachments.
Make sure the Subject field in not empty. The subject line should reflect the main
idea of the message.
Make sure the address or addresses in the To: field are those you wish to send
your message to.
Spell-check your message before sending: a message with typographical
mistakes can be treated as unserious or even be ignored.
Before clicking Send, reread your email to make sure it is not emotionally
charged or impolite.
24
25. b. Memorandum
Memo is the short pronunciation for memorandum.
It is usually created by oganisations to quickly and officially disseminate
information among the nook and cranny within an organization. Whereas Emails
and Letters may be sent to outsiders of an organization, memos are there to
serve the internal need to manage information among employees and the
employer.
Below is the general format for memos
The Company‟s Letterhead (Name of Company and Address)
Date of Memo
To: The recipient of the memo
From: Writer of the memo
Subject: Title of Memo
Body: Message
Attachment (if any)
Copy to any interested party (if the need be)
Initials of the sender
c. Routine Letters and Goodwill Messages
With the various exercises at workplaces, there are certain undertakings that
define the work done in various organizations. These activities are done on daily
basis for the organization to run and they are called routine works.
In the exercise of these activities, letters are written and some sort of
encouragement and pleasantries are exchanged by the staff and clients of the
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26. organization. These day to day letters are referred to as routine letters and the
pleasantries that encourage the clients are the good will messages.
Some of these routine letters and goodwill messages include requesting
information and action, ordering merchandise, making claims, responding to
information requests, granting claims, letters of recommendations and other gifts
and cards with goodwill messages. The card with goodwill messages could be
the client‟s name and recognition of his or her birthday.
d. Persuasive messages
Persuasive messages are important in meeting certain demands for the
organization. It is usually applied when an organization wants to request for
favors or activate certain actions; carefully planned sales letters make claims and
request adjustment.
There is specific duty line bestowed on the writer to persuade when appropriate
in order to:
Build interest with stakeholders
Obtain readers‟ attention and interest
Reduce resistance and motivate action
A Greek Sophist in the early century taught and encouraged humanity to adopt
persuasive skills in matters of mutual concern (in courts and public forum) that
transcend basic facts.
Aristotle acceded to this philosophy and argued that “We ought to in fairness
to fight our case with no help beyond the basic facts… other things affect
the result considerably owing to the defects of our hearers” he recognized
that there were three basic elements in the act of persuasion:
Ethos – establishment of sender credibility, or believability.
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27. Aristotle recognized that, our appearances, stature and previous experiences in
standing and in relation to events creates good impression hence, attaching and
catching the conscience of people to believe in us. A sender who is able to
establish a good and credible image and reputation of his or herself is the
advantages of winning the game of believe of people.
Logos – appealing to reason.
Appealing to reason is based on making rational arguments that touch the
reasoning of people. This element is based on factual evidence that is capable of
drawing a conclusion in favor of the sender.
Persuasive argument in business writing usually consists of the following:
a. A clear presentation of facts and inferences
b. An objective analysis of this information
c. Reasoned conclusions from the analysis
d. And a proposed course of action based on these conclusions.
Pathos – appeal to emotions
Whereas business communication generally does not deal with emotive issues,
the client, customers, or the audience react emotionally to certain calls. It is
hence important to know the areas that are strongly influenced by emotions and
take advantage over it to the benefit of the organization.
In conclusion, persuasive letter must be properly set out and clear to draw the
heart of the reader to understand and act in favor in order to benefit the
organization at large.
e. Negative Messages
Negative messages are used at a point when no option is at the disposal of the
sender to persuade the audience. It is usually used when refusing requests,
refusing claims, and announcing bad news to customers and employees.
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28. However, this is done with some degree of mildness and down tone to forestall
further relationship with the customer.
5. BUSINESS REPORTS AND PROPOSAL
A report is a formal account of transactions that have taken place within an
organization presented for the consumption stakeholders. It can also be any
informational work made with the specific intention of relaying information or
recounting certain events in a presentable form.
Reports can be classified as formal and informal depending on the recipients,
situation and other factors.
Informal report as against a formal report derives the distinguishing features from
the length, formality, nature, recipient (as said earlier), format, style, coherence
etc.
My focus is on the informal classification which has specific need of the internal
organization and its progress.
a. Informal Reports:
This report defines the project, gather data, use appropriate writing style, and
compose effective headings and exhibit objectivity.
There are six kind of informal report. These include:
Information and progress Report
Justification/Recommendation Report
Feasibility Reports
Minutes of Meetings
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29.
Summaries
b. Informal Proposal:
This is also called letter proposals which are usually two-four pages and contain
six principal parts, which are listed as format.
Informal Proposal has the following format
An introduction
Background
Proposal
Staffing
Budget
Authorizations
Conclusion
The underlining fact is that, businesses operate properly based on the priority
place on their communication dexterity. Local, National and international
organization strive their survival on communication. They may varying
circumstances and hurdles the businesses over the world encounter but with the
right communication out such the public relations, they always survive all odds.
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30. BIBLIOGRAPHY
1. Joseph, A. D. (2008) Human Communication: The Basic Course";
2.
Mary E. G. Essentials of Business Communication. 6th Edition. SouthWestern College Publishing.
3.
Peter H. Clive G. B. (2002) Business Communication. Rutledge. London
4. www.businesscommunicationarticle.com
5. Wikipaedia (Free Encyclopaedia)
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