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lecture notes of business communication, Lecture notes of Effective Business Communication

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2021/2022

Uploaded on 11/21/2022

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Download lecture notes of business communication and more Lecture notes Effective Business Communication in PDF only on Docsity! BUSINESS COMMUNICATION MODULE 1: YOU CAN HAVE ALL GREAT IDEAS IN THE WORLD AND IF YOU CANT COMMUNICATE NOBODY WILL HEAR THEM. Highlights of the presentation  Communication and Business Communication Importance and objective of Business Communication Process of communication Barriers in communication Technique of effective communication Forms of communication Definition…. • “a process by which information is exchanged between individuals through a common system of symbols, signs, or behavior” • “Communication is a process involving the selection, production and transmission of signs in such a way as to help a receiver perceive a meaning similar to that in the mind of the communicator.” by Fotheringham Intro to Business Communication • Communication is an essential element in the success of any business. 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.’ Definitions of Business Communication… • According to Ricks and Gow , “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. Cont.. • In the professional world, communication and related skills decide a person’s career curve - better the communication skills, higher are the chances of touching the zenith of success. • The new global and diverse workplace requires excellent spoken and written communication skills! Basic elements of Business communication • Sender • Business information • Reciever • Feedback Business Information eer tn od persor suppli Cont.. Communication Process oN ~~ a cont such as words, pictures, gestures and other body language. The process of converting the message into meaningful symbols is known as encoding. 4. Channel: Message converted into symbols is transmitted by the sender through a channel like written words in the forms of letter or electronic mail, spoken words through personal contact or telephone depending on the situation of the parties i.e. sender and reciever. 5. Reciever: Reciever is a person to whom message is sent. In organizational context, like the sender, reciever may b superior, a subordinate, a peer or any other person. cont • 1. Sender: is one who contact other person ith the objective of passing the message. In organizational context, the sender may be a superior, a subordinate, a peer or any other person. The organizational position of the sender determines the direction of communication in the organization. 2. Message: is the subject matter of the communication which is intended to be passed to the receiver from the sender. Message may be in the forms of ideas, opinions , feelings, views , orders, suggestions etc. 3. Encoding: since the ideas, opinions,feelings, view , orders etc , which are the subject matter of communication are abstract and intangible, their transmission requires the use of certain symbols Cont.. • 6. it’s a dynamic process. • 7.communication is goal oriented process. • 8. communication is conversational. • 9. communication is an interdisciplinary science. ************ Principles of communication • 1. Principle of clarity • 2. Principle of objective • 3. Principle of understanding the receiver • 4. Principle of consistency • 5. Principle of completeness • 6. Principle of Feedback • 7. Principle of Time. 7Cs of communication( These are essentials of effective communication) Completeness Conciseness Consideration Clarity Concreteness Courtesy Correctness CLASSIFICATION OF BARRIERS PHYSICAL BARRIERS SEMANTIC AND LANGUAGE BARRIERS SOCIO-PSYCHOLOGICAL BARRIERS ORGANIZATIONAL BARRIERS CROSS-CULTURAL BARRIERS Physical barriers Faulty Organizational Structure Large working area Closed office doors Separate areas for people of different status It forbids team member from effective interaction with each other. Noise Physical noise (outside disturbance) * Psychological noise (inattentiveness) * Written noise (bad handwriting/typing) Visual noise (late arrival of employees) SEMANTIC BARRIERS SIMILAR SOUNDING WORDS These words are known as Homophones w Pronunciation “ Spelling 9% Meaning Examples: * pale/pail * alter/altar * buy/bye/by * rain/reign WORDS HAVE MULTIPLE PRONUNCIATIONS These words are known as Homographs W Spelling Pronunciation 9H Meaning Examples * The bandage was wound around the wound. * We must polish the Polish furniture. * He could lead if he would get the lead out. Forms of communication (A __ FORMS OF S COMMUNICATION Haren Cont.. ...conti... e Verbal communication can be divided in to two parts :- 10/27/2014 Forms Of Communication 10 cont.. a oe e Oral communication is the interchange =] of verbal messages between sender and receiver . 1. Oral Communication e Oral communication can be terms as , “ Spoken communication which can be defined as communicating our thoughts through warde “ ( : D.CK Cont. Forms of Oral Communication « Debate Of Group Dicussion + Meeting + Conferences 10/27/2014 Farms Of Communication 12 \ = Cont.. _ 2. Written Communication _ «Written communication is a_ creative activity that requires a lot of imagination and efforts to arrive at the finished product . e Written communication can be terms as 5 Transformation of information through in any written form like letters , notices , circulars , memos , reports etc . Cont.. Forms of Written Communication 10/27/2014 Farms Of Communication Cont.. A Advantages of written ~~ communication: MS e Knowledge and _ information became available to people who could read. _ ¢ Written message are more carefully formulated than oral communication . e« Written communication serves as a reliable record for future reference and can be used in legal proceedings . Cont.. ...conti... ™— » As words have limitations , non — verbal - communication is more effective in situations is more effective in situations where a person has to explain shapes , directions , inner feelings and personalities e Non-verbal signals serve to make the message more powerful and convincing . Try to convince or motivate another person into doing a certain task while keeping your facial expression , gestures and tone of voice unanimated.. Cont.. ...conti... NS e Non verbal communication divided in to : two parts . Cont.. a Advantages Of Non — Verbal Communication :- /eNon- verbal communication helps the communicator to communicate all that thing secretly which they do not want to revel to others . e Through non — verbal communication we can communicate in brief . for example , If we want to show that we are angry we can easily show it through facial expression . cont FORMAL Complex and Thorough Longer Sentences Full Words No Contractions or Abbreviations i Objective Not a Personal Writing Style Cont.. FORMAL COMMUNICATION Information Efforts at coordination a Formal Communication Cont.. INFORMAL Conversational Slang ob Figdres of Speech | Personal or | Emotional Tone “Speak Directly to Audience _ Ue Words Life You and "Your" Cont.. Informal Communication Networks Formal and Informal Channels of Communication Cont.. Examples of Appropriate Situations for Using Each Communication Style Informal bieclaal Peete lace) Email to a professor * Resume & cover letter * Online discussion board post Text message to a friend Birthday card for a relative Tweet or Facebook status * Teaching * Job interview * In-class presentation Skipping with a sibling Family dinner Socializing at a club meeting Cont.. • Basic disadvantages of such communication are:  Polarisation: Cognitive Dissonance: cont. ~ Satisfied with low accuracy “information is transferred in only one direction « Not concerned with frustration, confidence, and morale problems ~ Wants to keep the amount of time involved in communicating as low as possible ~ Wants the process to appear neat and orderly ~ Must be competent person because everyone is listening. ~ Can give the perception of being orderly because no one can question ~ Can also give the perception that the person is confident and that the person will act on what they perceive to be accurate information vA high degree of accuracy “It is interactive. © Needs high confidence, low frustration and high morale ~ Not concerned with the amount of time the process takes ~ Willing to pay the associated costs ¥ The communicators makes mistakes and these are pointed out by the feedback. ~ How does the communicator handle the questions —do they become defensive “ The communicator has to differentiate where each person is at which can be different depending on the decoding of the receiver. Chapter 3 “Itis what goes within mind ~“ Has a continuous flow of thought in mind “ Does not follow any particular sequence “ Many of this are at sub-conscious level “ Thoughts, views, opinions and attitudes are part of intrapersonal communication “It is between two or more persons “It is the most important method of building up and maintaining relationships and of working together. “ The intrapersonal communication of both persons affects their in interpersonal communication. “For better interpersonal communication one has to develop self awareness to deal with one’s intrapersonal communication Chapter 3