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.

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 Basics of Communication

Business Communication Process

Noise

Sender Encoding the Message Decoding the Receiver

message message

Feedback

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 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

 External Communication

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 Basics of Communication

Internal Communication
 ORAL  WRITTEN
– Telephone – Memo
– Intercom – Report
– Meeting/Conference – Graphs/Charts
– Presentation – E-Mail/Fax
– Face-to-Face – Notice
Discussion – Form/questionnaire
– Messages – Newsletter
– Minutes

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 Basics of Communication

External Communication
 ORAL  WRITTEN
– Meeting – Brochure
– Conference/Seminar – Invitation
– Conversation – Press Release
– Telephone – Advertisement
– Presentation – Report
– E-Mail/Fax
– Letter

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 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 Communication
– Memos, notices, newsletters, manuals
 Upward Communication
– Memos, reports, meetings, informal discussion
 Horizontal Communication
– Committee meetings, seminars, conferences
 Diagonal Communication
– Depends on cooperation, goodwill and respect

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 Basics of Communication

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

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 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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