Contemporary business communication

1. WELCOME TO
Lesson ON:
ADMINISTRATIVE
BUSINESS
COMMUNICATION
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ABC

2. ADMINISTRATIVE BUSINESS
COMMUNICATION
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3. Name
profession
Position
Experience

4. 2/22/2024
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 Mobiles silent or switch off!
 Ask questions anytime!
 Bring good mood!

5. Unit One
An Overview of
COMMUNICATION
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6. CONTENTS:
1.1. Meaning of Communication
1.2. Significance of Communication
1.3. Communication in Management
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7. 1.1 Concept of Communication
 Introduction
• What is communication?
• The word communication has been derived from the Latin word “communes”
which means “common” thus, communication is the exchange of information
between a sender and a receiver.
 According to this communication is the concept of transferring of information
and the exchanges of message, ideas and the understanding between the people
for the purpose of achieving common meaning.
Generally, the word communication means the act or process of giving or
exchanging of information, signals, or messages as by talk, gestures, or writing.
Technically speaking, in the act of communication, we make opinions, feelings,
information, etc known or understood by others through speech, writing or
bodily movement.
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8. Definition of Communication
• The following definitions can help us to understand the meanings of communication
from different perspectives.
 “Communication is a two way process of exchanging idea or information between
human being.”
 Communication is the process of conveying messages (facts), ideas, attitudes and
opinions from one person to another person.
 communication as an exchange of facts, ideas, opinions or emotions by two or more
person.
 Communication is the process of people sharing opinion, ideas and feelings with each
other in commonly understandable ways.
 Communication is a process by which information is exchanged between individuals
through a common system of symbols, signs, or behavior.

9. Definition of Communication..
 To summarize, communication has been defined as:
A process of passing information and understanding
A two way process of reaching mutual understanding
The act of making one’s ideas and opinions known to others.
The process of imparting ideas and making oneself understood
by others
The transmission and accurate replication of ideas ensured by
feedback for the purpose of eliciting actions.
A systematic and continuous process of telling, listening and
understanding.
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10. The Communication Situation
• How communication exists? Communication exists when:-
The sender or transmitter who desirous of passing some
information
The receiver, the whom the message or information is passed on
The receive should partly or wholly understand the message passed
on to him
There should be some kinds of feedback, the receiver should
respond to the message
The channel of communication, the way how the message is
transmit
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11. How we communicate?
We communicate in several ways:
1. Written communications—like:- letters, memos, reports, e-mail, faxes
2. Oral communications—like:- one-on-one meetings, phone conversations, speeches, video
conferencing, group meetings
3. Nonverbal communications—like:- Body language (eye contact, facial expressions ),
physical appearance etc…
• Some of the silent messages people convey through nonverbal communication consist of:
a) Eye contact—indifference, wandering
b) Facial expressions: smile (agreement), frowns (disagreement, surprise
c) Body language: folded arms (closed to suggestions); sitting upright (confidence, pride)
d) Tone and volume of voice: emotions conveyed through pitch, etc.
e) Physical appearance: clean, well dressed etc…
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12. Why we communicate?
 People communicate for different reasons. Those include:
 To inform (E.g.:- to provide information on a new product line)
 To request (E.g.:- request information on a product)
 To persuade E.g.:- (convince someone to buy a product, deal with an
organization)
 To build goodwill (E.g.:- congratulations, thank you)
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13. There are at least three general types of
communication goals:
1) Self Presentation Goals (who we are and how we
want to be perceived),
2) Relational Goals (how we develop, maintain, and
terminate relationships),
3) Instrumental Goals (how we manipulate others, gain
compliance, manage interpersonal conflict, use and
recognize interpersonal influence strategies (commitment,
liking, social proof, authority, and scarcity etc.)
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14. COMMUNICATION STYLES
• In general terms, interpersonal communication can be classified as either one-
way or two-way.
One-way communication occurs when the sender transmits information in the
form of direction, without any expectation of discussion or feedback.
• For example, a manager may stop by an employee's desk to inform him that a
certain project will be due the following day.— because he or she does not have
disagreement from the receiver.
• In contrast, two-way communication involves the sharing of information
between two or more parties in a constructive exchange.
• For example, a manager may hold a staff meeting in order to establish the due
dates for a number of projects. This indicates that the sender is receptive to feedback
and willing to provide a response.
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15. Levels of Communication
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• Communication can be categorized into four different types, depending on
the nature of the interaction.
 Intrapersonal communication is communication that occurs in
your own mind. It is the basis of your feeling, biases, prejudices, and beliefs.
 Examples are when you make any kind of decision.-What to eat or wear.
When you think about something- what you want to do on the
weekend or when you think about other person.
 Interpersonal communication is the communication between two
people but can involve more in informal conversations.
 Examples are when you are talking to your friends. A teacher and students
discussing an assignment.

16. Levels of Communication
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Interpersonal communication is a type of communication where
there is one-to-one interaction or interaction among a small group.
This is the most commonly used/practiced form of communication.
Interpersonal communication is the communication between two
people but can involve more in informal conversations.
 Examples are when you are talking to your friends. A teacher
and students discussing an assignment. A patient and doctor
discussing a treatment. A manager and a potential employee
during an interview.

17. Levels of Communication..
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 Small group communication:-is a type of communication where interaction
between different groups.
 Occurred within formal or informal groups or teams.
 It is group interaction that results in decision making, problems solving and
discussion within an organization.
 Examples would be a group planning a surprise birthday party for someone. A team
working together on a project.

18. Levels of Communication..
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One-to-group communication-involves a speaker who seeks to
inform, persuade or motivate an audience.
 Example-are a teacher and a class of students.
 A preacher and a congregation.
 A speaker and assembly of people in the auditorium.

19. Levels of Communication..
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Mass communication is a type of communication where a large body (millions of
people) of people is addressed.
Mass communication is the electronic or print transmission of messages to the general
public. Outlets called Mass communication included things like radio, television, film
and printed materials designed to reach large audiences.
A television commercial. A magazine article. Hearing a song on the radio. Books,
newspapers, billboards. The key is that you are reaching a large amount of people
without it being face to face. Feedback is generally delayed with mass
communication.

20. Basics for Communicating Effectively
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 The following are basics for communicating effectively:
Determine the purpose of your communication: Why is the
communication necessary?
Identify the audience: Who is the receiver of the
communication?
Consider what the audience needs to hear.
Develop a clear, concise, correct and logical message.
Maintain a positive attitude. (Attitude in writing can be
reflected in the word choice).

21. To give information to others and to gain information
from them, ask yourself the following questions.
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What? Decide what to communicate.
When? Decide when to communicate.
Why? Decide why you are communicating.
Fit the communication- Make it relevant to your
audience.
How? There are lots of ways to communicate.
Review, Review the effectiveness of each method from
time to time,

22. For developing your communication ability/skill,
you must do three things:
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1. Analyze good and bad examples of
communication (many examples, both good and
bad) can be found in the text.
2. Use the principles and techniques of
good communication (7c’s).
3.Practice creating your own
communications (practice, practice and again
practice)

23. CHARACTERISTICS OF COMMUNICATION
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 The following are some of the characteristics of communication
a) Communication is a process.
b) Communication is symbolic-gestures, sounds, letters, numbers
and words represent an idea meant to communicate.
c) Communication is contextual-the meaning may vary depending
on contexts
d) Communication is purposive- it is done to share meaning,
e) Communication is two way process.
f) Communication involves people.

24. What Is Contemporary Business
Communication?
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 In an increasingly diversified and interconnected world, contemporary business
communication too is changing.
 Contemporary Business Communication is a theory-based "skills" course
designed to acquaint you with the theoretical and practical knowledge of essential
communication and management skills needed in business.
 Our aim is for you to think critically about how and why you communicate as
well as give you practical strategies and skills to communicate with your business
well.
 A fundamental objective of Contemporary Business Communication is to link
effective written and oral communication.

25. What is a business communication?
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 Business communication is the process by which people seek to
share meaning (business information/idea) via the transmission of
symbolic message.
 This definition contains the following points.
 It involves people trying to understand, how people relate to each
other
 It involves shared meaning, people agreement on some terms
(ideas)
 Involves symbols, which can be gesture, sounds, words, letters,
numbers, etc.

26. The objectives of business communication
i. To inform:
 For internal organization to be informed about the organizational goals, objectives,
procedures, processes, systems plans, priorities and strategies.
 For the external communication with customers, prospects, competitors, suppliers and
the public, about products and services, plans, happenings, events and achievements.
ii. To educate:
 to disseminate knowledge and develop skills and attitudes among the people
working in the organization.
 There is also a need to familiarize them with the systems, procedures and
processes.
 This process of education may extend to customers through;
 personal conversation
 sales letter announcing clearance of merchandise;
 report to management on the need to purchase a new computer , etc.
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27. The objectives of business communication…
iii. To train:
Business organizations need to train people to achieve
proficiency in specific skills.
They have to provide working knowledge and attitudinal
inputs through training programs to employees at various
hierarchical levels.
Training sessions involve teaching instruction,
demonstration, practice and discussion. The process of
communication is integral to each of these.
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28. The objectives of business communication…
iv. To motivate:
 people in any business organization have to be motivated to pursue
goals and achieve higher levels of performance, high levels of morale
and motivation are a must to ensure high levels of productivity and
efficiency on a sustainable basis.
v. To integrate:
 Large business organization has different business units, department and
territorial divisions.
 Communication provides the means for an integrated approach in
pursuing organizational goals.
 Communication binds together people working for a common objective
and helps team-building.
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29. The objectives of business communication…
vi. To promote:
 One of the marketing promotions relates to various activities.
 Such as advertising publicity and public relations
 Promotion is give awareness about the product to the customers resulting in the
purchase of the product and service.
 For this they have to organize effectively promotional measures, which seek to
inform, educate, persuade and actualize the clients/markets.
vii. To Facilitate:
 effective communication is to facilitate organizational activities.
 Like organizational decision making: decision making is spread across all
the functional areas personnel, marketing accounting, production and
maintenance.
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30. 1.2. Significance of Communication
• As everyone knows that communication is very important to
understand each other, to exchange Ideas, and to express your
thoughts.
• Communication plays a vital role in the success of everyone life.
• Organizations are totally reliant on communication, which is
defined as the exchange of ideas, messages, or information by
speech, signals, or writing. Without communication, organizations
would not function.
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31. 1.2. Significance of Communication..
• Effective communication can be contributed for the organization on the following manner:-
 Develops an attitude that promotes the coordination of performance and job satisfaction.
 To perform and operate any personal and organization activities.
 Provide valuable information for on organization and employees.
 Effective communication promotes the spirits of understanding and cooperation.
 Support a business organization to be competitive.
 To evaluate or collect information such as performance evaluation record, quality control reports,
budget performance reports.
 To instruct workers by means of instructional manuals, oral directions
 Clear up problems- eliminate or reduce misunderstanding in the organization and overcome
grievance.
 Served to persuade information for the other party or organization
• Communication facilitates customer relation, labor relation, marketing process, public relation,
sales, teaching, researches, promotion etc…
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32. 1.2. Significance of Communication…..
 The following points highlight the importance of communication:
A. Connection-communication helps one to connect with others.
B. The Basis of Coordination-provides coordination b/n dep and employees.
C. Growing Specialization-ensuring mutual understanding between different departments
D. Competition-Due to globalization has resulted between different firms.
E. Decision Making-Proper communication provides information for decision
F. Trade Union Movement-Consulting and regular exchange of information helps to maintain a healthy
relationship between them.
G. Human Relations-To develop confidence and mutual trust b/n employees
H. Public Relations- informed about its products and contribution to the society.
I. Personal-Good communication skills are required for every successful job.
J. Interpersonal relationships-Communication is the key to sharing a good relationship with your
family members.
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33. 1.3 Communication in Value chain Management
• Effective communication can make the value
chain faster, more efficient and more effective than
ever before.
• When standards, best practices, and priorities are
communicated properly, every touch point along
your value chain is essentially improved.
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34. 1.3 Communication in Value chain Management
• Effective communication can make the value chain faster,
more efficient and more effective than ever before.
• When standards, best practices, and priorities are
communicated properly, every touch point along your value
chain is essentially improved.
Fig. 1.1 Role of communication in value chain management
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35. Advantages of Effective Communication in Value
Chain Management
 The following are some of the advantages of effective
communication in the value chain.
Increasing Productivity
Improving the Morale
Developing a Team
Employee Recognition
Employee Coaching
Communication is Motivating
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36. Effective communication in Management..
 Following points need interaction with employees for successful
running of an organization
 Organizations policy and future plans
 Achievement of higher productivity
 Industrial safety, health and welfare measures
 Personal growth prospects
 Smooth Working of a Business Firm
 Basis of Managerial Function
 Maximum Production and Minimum Cost
 Prompt Decision and its Implementation
 Building Human Relations
 Job Satisfaction and Good Morale
 Contacts with external Parties.
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37. Communication in Management..
 Communications can also be said to fulfill the following functions in
an organization.
Instructive Function
Influence Function
Integration Function
Informing Function
Evaluation Function
Directing Function
Teaching Function
Image Plan Function
Interview Function
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38. The End
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