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Published by Saahil Ledwani

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Published by: Saahil Ledwani on Dec 14, 2012
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12/14/2012

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BUSINESS COMMUNICATION

BASIC ELEMENTS OF COMMUNICATION

WHAT IS COMMUNICATION?
 Communication is common talk – speaking, writing or sending a message  It also ensures that the message has reached the target audience  The receiver should understand and respond to the message  Communication also ensures that the sender understands, interprets and responds to the messages received  Communication is an important aspect of human behavior
A. TALAPATRA 2

ROLE OF COMMUNICATION IN BUSINESS
 Our success or failure in anything that we do depends upon our ability to communicate effectively with others  Communication builds a healthy relationship and clears misunderstandings  In an organization it is important for collecting data, identifying problems, finding solutions & exchanging ideas  It also helps in advertising about one’s products and creating good PR
A. TALAPATRA 3

BUSINESS COMMUNICATION
 All messages that are sent in an organization  All meetings, conferences, interviews, presentations & negotiations  These may be of different levels – casual and formal

A. TALAPATRA

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ATTRIBUTES OF COMMUNICATION
 Communication external  Communication  Communication  Communication transaction is internal as well as
is a dynamic process is systematic is both interaction and

A. TALAPATRA

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DEFINITIONS
 Communication is the process of passing information and understanding from one person to another – Keith Davis  Communication is any behavior that results in exchange of meaning – The American Management Association  Communication may be broadly defined as the process of meaningful interaction between human beings. More specifically it is the process by which meanings are perceived and understandings are reached among human beings – DE McFarland
A. TALAPATRA 6

PROCESS OF COMMUNICATION
 Elements /Factors that make up the communication process:
       Source / sender Audience / receiver Goal / Purpose Message / Content Medium / Channel Feedback Environment / Context

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PROCESS OF COMMUNICATION
 The sender initiates the communication, & should be clear about the goal or purpose  The source decides what information to convey and how to convey it – encoding  The sender also decides on the channel or medium, which depends upon the relationship between the sender & receiver  Finally, the receiver decodes the information and gives feedback

A. TALAPATRA

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PROCESS OF COMMUNICATION
 Environment also has an important role to play in communication. Some of its elements are:
 The time of the communication (morning, evening etc)  The time taken for the communication  The right time for the communication (early or late)  The context in which the communication happens

A. TALAPATRA

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COMMUNICATION
ONE WAY COMMUNICATION PROCESS
encoding medium

idea
Transmitter

Message

Received message

decoding

idea
Receiver

TWO WAY COMMUNICATION PROCESS
encoding medium decoding

idea
Transmitter

Message

Received message

idea
Receiver

A. TALAPATRA

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LEVELS OF COMMUNICATION
 There are three basic levels. Within these levels there are sublevels
 Intrapersonal – Communication with self or inner dialogue  Interpersonal
     Phatic or hallway communication Factual or reporter communication Evaluative or intellectual communication Gut level or emotional communication Peak or honest communication

 Public
 This could be one way or interactive
A. TALAPATRA 11

BARRIERS TO COMMUNICATION
 There are three levels at which communication takes place
 Noticing is done with the senses, and is at the physical level  Understanding is at the level of intelligence  Acceptance is at the emotional level

 Anything that hinders the process of communication at any of these levels is a barrier to communication

A. TALAPATRA

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BARRIERS TO COMMUNICATION
     Physical barriers Semantic and language barriers Socio-psychological barriers Organizational barriers Cross-cultural barriers

A. TALAPATRA

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PHYSICAL BARRIERS
 Defects in the medium – causing messages to be delayed, distorted or even lost in transmission  Noise in the environment  Information overload

A. TALAPATRA

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SEMANTIC & LANGUAGE BARRIERS
       Words have multiple meanings Words have multiple pronunciations Similar sounding words Commonly used phrases Technical terms Different attitudes towards different things Different words mean different things to different people

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SOCIO-PSYCHOLOGICAL BARRIERS
 These barriers occur at the emotional level and are because of:
           Self centered attitude Group identification Self image Selective perception Defensiveness Filtering Status block Resistance to change Closed mind Poor communication skills State of health
A. TALAPATRA 16

ORGANIZATIONAL BARRIERS
 Loss or distortion of messages as they pass from one level to another  Filtering of information according to one’s understanding /interpretation  Messages not read completely or not understood correctly  Deliberate withholding of information from peers perceived as rivals  Information gap if upper level does not know the true state of affairs
A. TALAPATRA 17

CROSS-CULTURAL BARRIERS
 Culture is a part of an individual’s manner of talking, behaving, thinking and communication style and competence are affected by it  Significant differences of culture are:
         National character Language Values, norms of behavior Social relationships Concepts of time Concepts of space Thinking processes Non-verbal communication Perception A. TALAPATRA

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