Business communication 12 aug


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Business communication 12 aug

  1. 1. Business Communication
  2. 2. Definition• “Communication,” which is etymologically related to both “communion” and “community,” comes from the Latin communicare, which means “to make common” or “to share.”• DeVito (1986) expanded on this, writing that communication is “the process or act of transmitting a message from a sender to a receiver, through a channel and with the interference of noise”
  3. 3. Definition of CommunicationThe process of creating and exchanging meaning through symbolic interaction. ◦ As a process communication constantly moves and changes. It does not stand still. ◦ Meaning involves thoughts, ideas, and understandings shared by communicators. ◦ Symbolic means that we rely on words and nonverbal behaviors to communicate meaning and feelings.
  4. 4. Definition of CommunicationCommunication is the process ofsharing our ideas, thoughts,feelings and values with otherpeople and having those ideas,thoughts, feelings and valuesunderstood by the people we arecommunicating with in the samesense.
  5. 5. Features of CommunicationTwo way communicationInformation sharing and understandingVerbal and non-verbalCircular flowGoal orientedContinuous process
  6. 6. Features of CommunicationPervasive activityTransactionalComplexUnavoidableLearned
  7. 7. The Communication Process
  8. 8. The Communication Process Sender EncodingChannel Noise Message BarrierFeedback Channel Decoding Receiver
  9. 9. The Communication Process
  10. 10. Components of CommunicationSender or CommunicatorEncoding of MessageCommunication ChannelReceiverDecodingFeedbackNoiseBarrier
  11. 11. Objectives of CommunicationExchange of InformationIssue of Orders and InstructionsAdvice & CounsellingPersuasionSuggestionEducationMotivationRaising MoraleWarning
  12. 12. Need For CommunicationGiant Organization(Large Business Houses) Global Business EnvironmentTechnological AdvancementTimely InformationNeed for Better Human RelationsBetter Public Relations.
  13. 13. Importance of CommunicationFacilitates PlanningBasis in Decision-makingAchieves Effective Co-ordinationFacilitates Better AdministrationCreation of Mutual Trust & Confidence.Motivation Of EmployeesBuilding Employees MoraleBinding ForceFacilitates Effective Control.
  15. 15. Downward communication
  16. 16. DIRECTION/FLOW OF COMMUNICATION Downward communication represents flow of information from top level to lower levels of the organisation. Modes of Downward Communication  Handbooks & Pamphlets  Posters & Bulletins  House Journal,  Direct mail,  Annual Reports,  Special Meetings
  17. 17. MERITS OF DOWNWARD COMMUNICATION Mission and Goals Plans and Policies Duty and Authority Job satisfaction
  18. 18. DEMERITS OF DOWNWARD COMMUNICATION Distortion Incomplete information. Time consuming Filtration of Information
  19. 19. UPWARDCOMMUNICATIONIt signifies the flow of communication from the lower level to upper level.Media of upward communication are ◦ suggestion system, ◦ Grievance procedure, ◦ Open-door policy, ◦ Questionnaires, ◦ Ombudsperson.
  20. 20. MERITS OF UPWARD COMMUNICATION Feedback Creative ideas Better relations Overcomes resistance to change Increased motivation
  21. 21. DEMERITS OF UPWARD COMMUNICATION Fears and Apprehensions. Filtration Time consuming Inattention by superiors Low Morale
  22. 22. HORIZONTAL COMMUNICATION It refers to transmission of information among persons of the same level and status. Objectives ◦ To coordinate ◦ Solve problems ◦ Resolve conflicts ◦ Exchange information ◦ Promote social relations
  23. 23. DIAGONAL COMMUNICATION Diagonal communication cuts across different functions and levels in an organisation.LATERAL COMMUNICATION
  24. 24. FeedbackWhat: Comments in the form of opinions about or reactions to something Feedback can be a desire action, an oral or written message, or simply a silence. It is the most important part of communication process.Why: To initiate and improve communication To evaluate or modify a process or product To enable improvements to be made To provide useful information for future decisions and development
  25. 25. FEEDBACKPurposeTypesImportanceDeveloping Feedback Skills
  26. 26. PURPOSE OF FEEDBACKTo provide the information about the work to be done.To facilitate understandingTo tell subordinates about their performanceTo give specific directionsTo give information about organizational procedure and practices
  27. 27. Types of FEEDBACK  Self Feedback  Listener’s Feedback  Positive Feedback  Negative Feedback
  28. 28. IMPORTANCE OF FEEDBACKConfirmation of TransmissionSeeking Solution to ProblemIdentification of Change RequiredBetter UnderstandingBetter PlanningOverall CoordinationPsychological SatisfactionHigher ProductivityDevelopment of Employees
  29. 29. Nature of FeedbackPersonal ElementObservationDetailed and SpecificToneApproach
  30. 30. Means of Communication Media of CommunicationVerbal Nonverbal CommunicationCommunication Oral Written
  31. 31. Means of Communication Media of CommunicationVerbalCommunication Nonverbal Communication Body Language/ Sign Language Object movements Language Audio Sign Pictures Visual Sign Clothes
  32. 32. Means of Communication Means of CommunicationNon-Verbal Communication Body Language/ movements Kinesics ( facial expressions, postures & gestures) Oculesics (Role of eye contact) Haptics (Study of touching) Proxemics (Study of measurable distance between people as they interact) Chronemics (Study of use of time) Paralinguistics (Study of variations in pitch, speed, volume, and pauses to convey meaning) Physical Appearance Your physical appearance always contributestowards how people perceive you. Neatly combed hair, ironedclothes and a lively smile will always carry more weight than words.
  33. 33. Point of Difference Written Business communication Oral Business communicationFeedback Immediate feedbacks is not required In case of oral communication we need immediate feedback.Evidence Written message are kept as record, As no record is maintained for oral thus they can be used as evidence. communication it cannot be used as evidence.Easy acceptance In compression to oral communication On the other hand oral message are has lack of directness. easily acceptable.Directness or direct In most of the cases written It takes place in a face to face or directapproach communication has lack of directness. situation.Barriers Written communication need to It faces less barriers than written overcome more barriers than oral communication. communication.Audience size The audience size of written Audience size is comparatively small. communication is large and geographically scattered.cost It is more costly than oral It is less costly than written communication. communication.Knowledge level In case of written communication Even illiterate people can participate in minimum level of knowledge and oral communication. literacy is required.
  34. 34. Few Questions:What is communication? Discuss its elements in detail.Give a detailed account of FEEDBACK in Communication.What are the advantages and disadvantages of different channels of communication?Discuss the various means of communication.
  35. 35. BibliographyBusiness Communication by K.K.SinhaBusiness Communication Concepts and Skills by T.N.ChhabraEssentialsof Business Communication by Rajendra Pal and J.S.Korlahalli
  36. 36. Thank You and have a nice daY