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business communication notes unit 1.pptx
- 1. Unit 1 Communication in Organizations Introduction to Business Environment and Communication, Basics of Communication (7Cs), Corporate Communication, Listening Skills, Verbal and Non-Verbal Skills and Presentation Skills., Legal issues in Communication
- 2. Introduction to Communication • The process of transferring information from one person to another, within and outside the business environment, is termed as ‘Business Communication.’ • The term ‘Business Communication’ is derived from general communication which is associated with business activities. In other terms, communication between business parties or people for business- related tasks is considered as ‘Business Communication.’ • According to Ricks and Gow defined Business Communication as a system that is responsible to affect change throughout the whole organization. • According to W.H. Business Communication is exchanging business- related different views, ideas, and news within the related parties. • Prof. J. Haste stated that when the communication occurs between either two or more than two business people for the purpose of effective organization and administration of business then it is considered as Business Communication.
- 4. Objectives of Communication Providing Information Creating Interest Promoting Brand/product/service Organizing Resources Offer better coordination Increasing Efficiency Creating harmonious relationships Generating Job Satisfaction among employees Motivating Building Awareness
- 5. Principles of Communication/ 7C’s
- 9. Legal Issues in Communication • Legal aspect refers to the selection of words used in Business Communication so as to ensure their conformity with the rules and regulations laid by the country’s business law failure to which may cause a person to be up against legal actions. • Business communication can take numerous structures, including attempts to sell something, marketing messages, public statements, and even company gatherings, contingent upon the audience and communication medium.
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- 1) Building Awareness This is one of the most important things that you need to know about for sure. Building awareness is essential for businesses and people these days. Most companies these days want to make sure that they can spread the message about their products and services in the best way. This is where communication helps them out for sure. There are some benefits that a company might get from proper communication. The better they can communicate with the people, the more awareness they are going to get for the brand. 2) Providing Information or Educating Now here are another one of the most important objectives that people need to know about communication for sure. When your client is seeking something, you need to ensure that you can provide them with the exact things. This is where you need to communicate with them to make them realize that you can provide them with information and other essential things as well. Describing and explaining your agenda to provide more information can work in your favor. 3) Creating Interest In some instances, some clients have an interest in the product or are just familiar with the product or service. So, you need to ensure that they can move from awareness of the product to show great interest in it. This is something that you can achieve with the help of communication. When you are properly communicating with the clients, they will be able to understand the need for the product and hence will show an interest in it. 4) Motivating People/Audiences Either you are running a business, or channelizing any social or educational endeavors, you must motivate your audiences in the right manner, so they can stay motivated in accomplishing the goals. When communication is done with the right inclusion of emotional intelligence, it empowers the audiences to opt for a higher level of performance in a dedicated and enthusiastic manner. Businesses can use different means such as workshops, lectures, meet-ups, talks, films, etc. for motivating people. 5) Promoting the brand, product or service Publicity, marketing, advertising, public relations, product releases, customer education, etc. are the parts of the promotion strategy, and communication plays the most significant role in channelizing all the activities. So, when it comes to discussing the objectives of communication, we ought to say here that communication is the base of all sorts of promotional and branding activities of individuals, businesses or brands. The way you communicate with your target audiences decides how productive your relationship is with them. 6) Organizing Resources There are different resources such as financial resources, human resources, material resources, etc. are integral parts of an organization, and communication serves an essential role in organizing all these resources. So, while discussing the objectives of communication, understanding the role of communication in overcoming the challenges associated with the well-ordered channelization of different resources is quite essential for the managers and business owners. 7) Offering better Coordination It is again one of the most crucial objectives of communication when it comes to the effective and efficient management of an organization. With the right use of communication strategies, managers can link different functional departments of an organization is a result-driven manner. It also plays a significant role in accomplishing organizational goals in a well-coordinated manner. 8) Increasing Efficiency For increasing the efficiency of the workforce, the managers must communicate the right practices, strategies, and things at the right time in a best-personalized manner. Effective communication strategy serves this most adeptly. So, increasing the efficiency of the workforce along with the overall organization is one of the most fruitful objectives of communication that ultimately get converted into increased productivity, sales and profits. 9) Harmonious Relationship b/w Management & Workers Communication is the prime force that can make or break things either on the personal front or on the organizational front. So, when it comes to objectives of communication, its role in ensuring the harmonious relationship between management and workers cannot be ignored. Here, your communication strategy needs to ensure the unbiased and hassle-free flow of information in the whole organization, so the productivity keeps on increasing. 10) Job Satisfaction of the Employees When businesses or HR managers ensure an environment where employees are allowed to speak their minds to express their viewpoints, desires, and demands, the job satisfaction level of the employees will for sure be on the higher side. Communication strategies are essential for ensuring this. When employees feel full freedom in expressing themselves, they stay more motivated, and hence they will for sure be more satisfied.
- 1) Clarity Clear or plain language is characterized by explicitness, short sentences and concrete words. Fuzzy language is absolutely forbidden, as are formal language and cliché expressions. By avoiding parentheses and keeping to the point, the receiver will get a clear picture of the content of the message. Briefly-worded information emphasizes the essence of the message. 2) Completeness The message must be complete and geared to the receiver’s perception of the world. The message must be based on facts and a complex message needs additional information and / or explanation. A good subdivision of subjects will clarify the message as a result of which there will be a complete overview of what is said. 3) Conciseness A message is clear when the storyline is consistent and when this does not contain any inconsistencies. When facts are mentioned, it is important that there is consistent, supporting information. Systematically implementing a certain statement or notation also contributes to clear business communication. When statements are varied, they will confuse the receiver. 4) Concreteness Concrete business communication is also about a clear message. This is often supported by factual material such as research data and figures. The words used as well as the sentence structure can be interpreted uni-vocally. Nothing is left to the imagination. 5) Courtesy In addition to considering the feelings and points of view of the target group, it is also important to approach the audience in a friendly and courteous manner. Use of terms that show respect for the receiver contribute towards effective communication. The same goes for the manner in which you address someone. Not everyone will be charmed if you use a familiar form of address and use of a formal address could come across as too distant. By using the word ‘they’ a larger audience is immediately addressed. 6) Correctness A correct use of language has the preference. In written business communication, grammatical errors must be avoided and stylistic lapses or a wrong use of verbs are not sufficient either in verbal communication. A correct use of language increases trustworthiness and the receiver will feel that they are taken seriously. 7) Consideration Communicating with the target group (Consideration). In order to communicate well, it is important to relate to the target group and be involved. By taking the audience into account, the message can be geared towards them. Factors that play a role in this are for example: professional knowledge, level of education, age and interests. 7 C’s of Communication variations throughout the years The 7 C’s of Communication have two more variations that are often overlooked, namely Creativity and Credibility. 8) Creativity A text will only be lively when the words and sentence structures are used creatively and when short sentences are alternated with longer sentences. Creativity is especially important in texts in which search words are used, it is essential that the search words are constantly used in a different setting. 9) Credibility By creating an atmosphere of trust in a conversation or text, you add credibility to the message. This can be achieved by a clear and striking ‘tone’, which indicates that the information you are discussing contains the right information.
- Verbal – It is a method that uses speech in the form of speaking to convey a message or information. It is the most popular and effective mode of communication, usually practiced during video conferences, phone calls, presentations, one-on-one conversations, and meetings. It supports both nonverbal and written communication. Nonverbal – It is basically a practice of gestures, facial expressions, and body language to send information. It can be implemented intentionally and unintentionally when communicating. For instance, a person can smile unintentionally when they hear an interesting piece of information or a pleasant idea. Written – It is all about typing, printing symbols, numbers, letters, and writing to send a piece of information. Sometimes used to record information for evidence or reference purpose. In general, the written style of communication is used in books, blogs, pamphlets, memos, and letters to share and spread information. In the workplace, e-mail is a common example of written communication. Visual – It uses art, photographs, sketches, graphs, charts, and drawings, to pass on the information. It is used especially during presentations to present to give a visual effect and support written or verbal communication.
- Certain territories of business communication are carefully controlled by law, while others can prompt possibly hurtful common suit. Understanding the legal issues in which business communicators work is basic for business people, chiefs, and bleeding-edge representatives alike. 1. Disclaimers: Item and administration disclaimers shield organizations from the possibly destructive cases in case of abuse or misunderstanding by customers. Disclaimers can be utilized in court to demonstrate that customers were cautioned about perils and dangers before utilizing an item or administration. Disclaimers can be found on an assortment of media, including item bundling and business notices, or even in deals discussions. Most disclaimers are preventive measures however, some are legally ordered by administrative bodies. Money related consultants must incorporate disclaimers identified with the dangers inalienable in following their recommendation, for instance, while medicinal services items are required to list conceivably unsafe reactions. 2. Disclosures: Legal issues are like disclaimers, yet less explicit. In spite of the fact that disclaimers are a kind of exposure, different sorts of diligence can be legally noteworthy too. Irreconcilable situation revelations for stock investigators and budgetary counselors are one model, as are references for research-based cases in marketing. Non-revelation understandings approach the issue of legal diligence from another edge. In non-revelation understandings, one gathering consents to abstain from sharing exclusive information outside of a legally binding relationship. 3. Marketing Communications: Promoting and deals communications must pursue legal rules for trustworthiness and precision. As indicated by the Small Business Administration’s outline of promoting and marketing law, publicizing claims must be straightforward, non-beguiling, and dependent on an accurate proof. As indicated by a similar review, promoting and marketing law reaches out to control tributes, item supports, publicizing to kids, cases of ecological duty, and cases of residential creation. The Federal Trade Commission likewise carefully controls direct marketing exercises, including telemarketing and email marketing. 4. Reporting: Money related announcing can be viewed as a type of business communication since it includes formally showing information to speculators, controllers, and the overall population. Utilizing tricky bookkeeping practices to distort company accounts is a profound legal issue possibly bringing about claims, fines, or even criminal accusations, also harm to a company’s image notoriety. This is a standout amongst the most firmly managed regions of business communications and is particularly significant for traded on an open market enterprise. 5. Internal Communications: Business communication bargains the same amount of with inward discoursed as communication with outside partners. The Equal Opportunity Employment Commission and the Department of Labor manage such issues as provocation, dangers, threatening workplaces, and exploitative communication with representatives. Singular states further uphold their very own inside communications guidelines by means of state organizations, for example, the California Department of Fair Employment and Housing.