Basics of Communication

Basics of Communication

Definition of Communication
Communication is defined as giving, receiving or exchanging information, opinions or ideas by writing, speech or visual means, so that the material communicated is completely understood by everyone concerned.

Subramanian S

Basics of Communication

Business Communication Process
Noise

Sender

Encoding the message

Message

Decoding the message

Receiver

Feedback

Trans. 15-4

Subramanian S

Basics of Communication

Communication Process
 Sender

conceives the message  Encode the message  Select the appropriate channel  Receiver decodes the message  Interprets the message  Feedback from the receiver

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Basics of Communication

Methods of Communication
 Internal

Communication Communication

 External

Subramanian S

Basics of Communication

Internal Communication
 ORAL
– Telephone – Intercom – Meeting/Conference – Presentation – Face-to-Face

 WRITTEN
– Memo – Report – Graphs/Charts – E-Mail/Fax – Notice – Form/questionnaire – Newsletter – Minutes

Discussion – Messages

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Basics of Communication

External Communication
 ORAL
– Meeting – Conference/Seminar – Conversation – Telephone – Presentation

 WRITTEN
– Brochure – Invitation – Press Release – Advertisement – Report – E-Mail/Fax – Letter

Subramanian S

Basics of Communication

Factors involved in choosing the Means of Communication
 Cost  Confidentiality  Safety

and Security  Influence  Urgency  Distance  Resources  Written Record  Recipient
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Basics of Communication

Channels of Communication
 Downward  Upward

Communication

– Memos, notices, newsletters, manuals

Communication Communication

– Memos, reports, meetings, informal discussion

 Horizontal  Diagonal

– Committee meetings, seminars, conferences

Communication

– Depends on cooperation, goodwill and respect
Subramanian S

Basics of Communication

Barriers to communication
 Non-verbal  Language  Listening  Pre-judgment  Relationships  Emotional  System
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signals

Responses

Basics of Communication

Tips for successful Communication
 Read  Listen

Intelligently  Think and plan  Use appropriate language  Be open-minded  Select appropriate media  Timing  Obtain feedback  Aim high
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