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Business Communication Lecture Notes Unit I

Business Communication Lecture Notes Unit I

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Published by Amit Kumar
Meaning and objective of Business communication, Forms of Communication, Communication model and process, Principles of Effective Communication
Meaning and objective of Business communication, Forms of Communication, Communication model and process, Principles of Effective Communication

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Published by: Amit Kumar on Mar 04, 2013
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Prof Amit Kumaramit040985@gmail.comFIT Group of Institutions Page 1
Business Communication
Unit -I
 Meaning & objective of business communication,Forms of communication, Communication model &process, Principles of effective communication.Meaning of communication The word “communicationis derived from the Latinword “communico” which means “To share”. It is theact of sharing thought, opinion, and ideas.It is the two-way process1. Speaker2. ListenerDefinition“Communication is the action of conveying orexchanging information and ideas”. This is very simpledefinition.Objectives of communicationCommunication can be used for following objectives1. Information2. Advice3. Order4. Suggestion5. Persuasion6. Education7. Warning8. Motivation9. Counseling10 .Morale boosting1. InformationOne of the important objectives of communication ispassing or receiving information about a particular fact.If large groups have to be informed, a meeting may becalled.2. AdviceAdvice is a kind of information. It means opinion givenas to the action to be taken. Advice should be related to aspecific piece of work.3.0rderOrder is an authoritative communication. It should beclear and complete. Its execution should be possible.4. SuggestionSuggestion means proposing something for acceptanceor rejection. Subordinates normally give suggestion.5. PersuasionPromoting a person to act mostly in a positive way isknown as persuasion. Persuasion is an importantobjective of communication.6. EducationEducation involves imparting instruction, character,building, enriching mental faculties, giving training tohuman being etc. it aims the knowledge and improvingskills.7. WarningWarning is forceful means of communication. It givesoral or written.Example; no smoking, beware of dogs, dangers.8. MotivationInterest ion job in the minds of employees is known asmotivation. A motivated worker does not need muchsupervision.9. CounselingCounseling is objective and impersonal, whereas adviceis a personal touch. Counseling is almost professional,whereas advice is not so.10. Morale boostingIt refers to team spirit and co-operation of people for acommon purpose. If the workers are highly motivated,morale is also said to be high.
Forms of communication
we can examine the communication process by dividingit into different forms of exchanging messages.Verbal20Non verbal
Verbal
All the messages said or written in words make part of the verbal communication. This way, all that appears astext in books, magazines and newspapers is part overbal communication. One can guess the size of anindustry in the area of mass communication based onverbal communication.Likewise, all the words heard on radio, television,telephone or any other public address system are alsopart of verbal communication. Again, the industry andtechnology based on verbal communication is enormousin size and value as well. One amazing part of the verbalcommunication is the availability of events of significance in history. Little is understood about the
 
Prof Amit Kumaramit040985@gmail.comFIT Group of Institutions Page 2
past from the available artifacts but a great deal of human civilization, growth and conflict is available inthe form of verbal communication. The spread of religions and sharing of most scientific work is also dueto the verbal communication over the centuries whichrecorded facts, sentiments and event of common humaninterest. It is on the basis of verbal communication thatthe world has seen great poets, writers, playwrights,historian and newsmen. This also proves at what greatscale the verbal communication has created jobopportunities. In modern days, people having verbalcommunication skills are in high demand, especiallywith the fast expanding media all across the globe.
Non verbalSenses
Part of human communication involving other thanwritten or spoken words is referred to as nonverbal communication. It involves human senses – sight,taste, touch, hearing and smelling.As a matter of fact about 90 per cent communicationamong human beings takes place through their sensesand the rest by the use of words as languages.
Symbols, signs
Emblems, gestures, symbols and signs make more vividand strong communication as compared towords which are often difficult to decipher. For instancemaking a victory sign by politicians, army generals,sportspersons and leaders in general at the time of defeating enemy is easily understood even by theilliterate. If the same feeling is expressed in words, manymay not come even close to understanding what it is. The traffic signals, red-cross mark and the symbol odove are but few illustrations to make people aroundunderstand what a message stands far.
Combination
For practical purposes, however, the use of verbal andnon verbal makes a very strong piece of communication. One may see a match on TV but anenthusiast commentator may relish the joy if yourfavorite team is winning the game. Similarly, featurefilms, documentaries and dramas on mini screen standfor more effective pieces of communication than if onlyone for of communication is brought into use. Even thenewspapers and magazines, which are more to bank onverbal communication, carry so much of non verbalcommunication in the form of images, graphics andmaps. The research journals also exploit the verbal-non verbalcombination to share and advance the cause of scientific developments. In fact it has become ratherimpossible to find a newspaper and magazine, evenbooks, which do not use non verbal communication toexplain various aspects of daily life.
Different Communication Models
Let's have a look at some of the famous and frequentlyused communication models used nowadays.
Shannon's Model:
One of the earliest models of communication thatintroduced was Claude Shannon's model. This wasintroduced in 1948. This laid the foundation for the different communicationmodels that we have today, and has greatly helped andenhanced the communication process in various fields. This model can be considered as the granddaddy omany later communication models.Following is a simple illustration of this model. The diagram above clearly illustrates howcommunication takes place, and also helps one todetermine what could go wrong.In Shannon's model, the information source typicallyrefers to a person, who then sends a message with theuse of a transmitter. This transmitter could be any instrument today, fromphones to computers and other devices. The signals thatare sent and received can be vary depending on themethod of communication. The box at the bottom called NOISE refers to anysignals that may interfere with the message beingcarried. This again would depend on the method of communication. The receiver is the instrument or the person on the otherside that receives the. This model is the simplest models
 
Prof Amit Kumaramit040985@gmail.comFIT Group of Institutions Page 3
to understand the workings of the communicationprocess.
Berlo's Model:
Another famous communication model is Berlo's model.In this model, he stresses on the relationship between theperson sending the message and the receiver.According to this model, for the message to be properlyencoded and decoded, the communication skills of boththe source and the receiver should be at best. Thecommunication will be at its best only if the two pointsare skilled.Berlo's model has four main components and eachcomponent has its own sub components describing theassisting factors for each.Following is the illustration of this model.
Schramm's Model:
Schramm on the other hand, emphasized in 1954 thatboth the sender and the receiver take turns playing therole of the encoder and the decoder when it comes tocommunication. The following diagram illustrates the model proposed bySchramm. These models have been followed by various othermodels such as the 'Helical' model, Aristotle's modelsand several other models. You should always keep in mind that each of thesemodels has both their advantages and disadvantages.While some communication models try to break downthe whole process in order to make it easier tounderstand, they are not always as simple as they seem. There are several complexities involved incommunications models. This is one thing that needs tobe carefully understood in the process of understandinghow these models work.
 The Communication Process
 
 
Sender:
The sender is the person whotransmits a message. He is the communicatorand is one who gets the entire process of communication started. He wants to get hisopinions, ideas, facts, thoughts or information tothe receiver.
 
Message:
A message is the actualinformation that has to be conveyed.Communication is unthinkable without amessage. Message can broadly divided intoverbal and non-verbal. The message must beclear, complete, unambiguous and courteous.
 
Encoding:
The process of convertingthoughts into suitable words, charts, symbols orany other forms in which they can be understoodby the receiver is called encoding.
 
Channel:
The communication is achievedthrough a channel. This channel can be vocal,

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