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Effective English for Business Communication (MBA 501

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Introduction
There are all kinds of information that is exchanged in every company. This process is the organization communication. There are channels of communication that flows in every organization. Sometimes type and size of an organization can have an affect on what type of communication channel is mostly used. In every organization their communication process are different. Organizations have their own internal and external communication process. Everyone in an organization must recognize the importance of communication and the role it plays among the workers. Communication process is the sending and receiving of messages and the source sending (encodes) the intended meaning message through a channel which the receiver (decodes) the message perceived meaning and then possibly the receiver communicating through feedback to the sender returning another message. By having the feedback process we can help the communication process improve. It is very important to have an effective and efficient communication. People today spend most of the time of their lives in different kinds of organization school, work, hobbies and etc. And for organizations to function it takes effective internal and external communication. This term paper is done because a well-organized communication process is very essential for the employees to be able to delegate work as well as inform the others about their status in projects and tasks. To be able to do that one has to communicate correctly, with the right and effective channel. There should be a functional way to keep everyone informed about things that everyone should know.

“Variation of Communication Process in Different Types of Organization”

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and an intended recipient. It encompasses a variety of topics.Effective English for Business Communication (MBA 501) What is Communication? Communication is the activity of conveying meaningful information. It is vital that internal communications are managed properly because a poorly crafted or managed message could foster distrust or hostility from employees. Communication requires a sender. It is also a means of relaying between a supply chain. thus communication can occur across vast distances in time and space. engagement. What is Business Communication? Business Communication: communication used to promote a product. many community colleges and universities offer degrees in Communications. A communications director will typically manage internal communication and craft messages sent to employees. Business Communication is known simply as "Communications". Corporate communication. AS well. Consumer Community behavior. Branding. service. “Variation of Communication Process in Different Types of Organization” 2 . Business Communication can also refer to internal communication.[1] Business Communication is a common topic included in the curricula of Masters of Business Administration (MBA) programs of many universities. Research Public & relations. Measurement. for example the consumer and manufacturer. management. Online communication. and Event management. although the receiver need not be present or aware of the sender's intent to communicate at the time of communication. Advertising. or deal with legal and similar issues. a message. relay information within the business. including Marketing. Customer relations. or organization. Reputation Interpersonal communication. Communication requires that the communicating parties share an area of communicative commonality. Employee engagement. It is closely related to the fields of professional communication and technical communication. The communication process is complete once the receiver has understood the sender.

spoken communication lacks the benefits of body language or facial “Variation of Communication Process in Different Types of Organization” 3 . a step below face-to-face communication. information richness is "the amount of information that a communication medium can carry and the extent to which the medium enables the sender and receiver to reach a common understanding. It reveals more information than any other form of communication. George's book.Effective English for Business Communication (MBA 501) Types of Organizational Communication: Various forms of communication exist in the workplace. body language. however. Nonverbal communication can support or contradict verbal statements. This is the next level of information richness. Instant feedback. Face-To-Face Communication Apply face-to-face communication if you want to get the most out of an employee-toemployee interaction. most importantly. Contemporary Management. "Reaching and Changing Frontline Employees." write T. An advantage of direct telephone communication is the tone of voice and immediate feedback. "The best way to communicate major change to the frontline workforce is face-to-face. Telephone or Voicemail Call or leave a message if you can't speak face-to-face with someone." The four levels of information richness in business communication are as follows: faceto-face communication. Telephone communication or voices messaging over the Internet are examples of spoken communication electronically transmitted. Unlike face-to-face communication.J. nonverbal communication. personally addressed written communication (personal messages). Larkin and Sandar Larkin in their article." Video conferencing is another way for employees to benefit from face-to-face communication while saving time and money. ambiguity or misinterpretation. another advantage of faceto-face communication. and impersonal written communication (impersonal messages). spoken communication electronically transmitted (telephone or voicemail). Jones and Jennifer M. tone of voice and attire. can resolve confusion. Examples of nonverbal communication are facial expressions. be aware that some are more effective than others. In Gareth R.

regulations. though. news. as feedback is not immediate. so that every person understands the message. a level below electronically transmitted verbal communication. As a result. The message is written in the way the recipient understands. procedural changes and the arrival of new employees. The downside? Personally addressed letters and emails lack immediate feedback and nonverbal communication. written communication will have a forum for immediate feedback. feedback is not assured. you likely communicate through e-mails or online messaging. these are the mass e-mails or general memos sent to a large group. employees may not feel accountable to respond. Impersonal written communication must be written clearly. The lowest level of information richness. Personally addressed written communication. Impersonal Written Messages Use impersonal written communication for various messages like rules. “Variation of Communication Process in Different Types of Organization” 4 . Personal Written Messages If you telecommute. demands attention from the recipient. Voicemail takes another step back. Despite that. policies. As chat rooms become more common in the workplace. it is a necessity for out-of-office employees.Effective English for Business Communication (MBA 501) expression. Because of the impersonal nature.

It is essential for organizations to have the capability to quickly identify.  Horizontal: Communication that flows between employees at the same level in the organization is horizontal communication. Communication can flow in three directions:  Downward: As an example for downward communication we can use managers communicating with their subordinates. People interact with each other every day and that calls for communication. To be more precise. send receive. 2004.  Upward: Upward communication flows to a higher level in the organization. a process. “Variation of Communication Process in Different Types of Organization” 5 .  Communication is an event. (Blundel. 2004. it is exchange of messages between the sender and the receiver. and understand strategically relevant information.Effective English for Business Communication (MBA 501) The Flow and Channels of Communication in an Organization: Communication is an essential part of every day life. and organizing the communication so that it functions effectively must be a part of the organization’s strategic priorities.  Communication affects our lives as much as nutrition or health. 2) That is why it is very important to know what communication is and what it includes.  Communication is the process by which information is transmitted between a sender and a receiver (Bratton and Gold 1994. Lee (2004) the fundamental purpose of communication in an organization is to enable and energize employees to carry out its strategic intent. 3) Communication process: According to Thomas J. When making decisions on strategy and policy the necessity and the challenge of communication must be taken into account. An American communications philosopher Lee Thayer has said that “Communication and functions of energy are the two basic elements in our lives”. (Blundel. 259).

Failure to communicate effectively with a patient may lead to a misunderstanding and non-compliance with recommended treatment. Watch for nonverbal communication. 2. Effective communication helps patients answer questions appropriately. If a patient looks confused. Communication is a two-way street. 3. “Variation of Communication Process in Different Types of Organization” 6 . which may help with a diagnosis. such as dementia. Rushing through a conversation may prevent you from really hearing what your patient has to say. when you first talk to the patient determine if there are any language barriers. Look at your patient for signs he understands what you are saying. This does not mean you have to talk down to a patient. Although you may have information you want to convey to your patient. ask him if he has questions or understands what you are saying. a patient who is elderly and hard of hearing may need you to speak slowly. medical technicians and many other types of medical workers all may need to communicate with patients at some time. For instance. Also a patient who is dealing with a recent diagnosis may feel overwhelmed by all the information. Many health care facilities can arrange for an interpreter. Take the needed time to hear your patients. which may interfere with communication. It also helps a patient understand her medical condition. without using complicated medical terminology. Ways of Communication: 1. Listen to a patient's questions and answers. and avoid interrupting. Identifying barriers allows you to develop ways to overcome them. However. Different patients may have different levels of understanding. Speak in terms a patient can understand. Watch facial expressions. Having a family member present while you talk to a patient with dementia may help. nurses. is best in this situation. Being clear and concise. 4. Doctors.Effective English for Business Communication (MBA 501) Communication Process in Different Organization Communication Process in a Hospital: Communication is one of the most important skills a medical professional can have. Determine if the patient has a medical condition. listening is part of the job.

depressed and feel vulnerable. increased patient needs and a lack of resources. which may help a patient feel you are interested in the conversation. “Variation of Communication Process in Different Types of Organization” 7 . Patient Care Coordination Patient-centered communication allows doctors and nurses to reach populations entering hospitals from a variety of cultures and backgrounds. proper use of technology. health information systems can intensify problems when electronic medical records contain false information that is relied upon by hospital staff. Make eye contact.Effective English for Business Communication (MBA 501) 5. they may be scared. Health Information Technology With advances in technology. such as creating community advisory boards and recruiting a diverse staff of health-care workers. Always answer questions honestly and be respectful. Hospitals often lack the time and money needed to initiate effective communication strategies. According to the National Center of Policy Analysis. Pagers. According to a communication barriers study produced by the Robert Wood Johnson Foundation. Keep in mind a patient is more than a disease. Barriers to Effective Communication in a Hospital: Effective communication within hospitals depends on efficient patient care coordination. good communication in the health-care setting is becoming harder to achieve with complex technology. but more wiring can create more grievous errors. According to the American Hospital Association. non-English speaking patients often encounter inappropriate medical treatment and hospitalization because of the language barrier between patient and doctor. Barriers to any of these can impede the effective transfer of information among hospital staff. computers and cell phones keep doctors and nurses electronically connected. Patients in a hospital not only are ill. hospital workers are becoming more reliant on high-tech devices and less on forms of written communication. be compassionate. and sound communication management procedures.

author of "Confident Communication: Speaking Tips for Educators. Parker.Effective English for Business Communication (MBA 501) Communication Process in a Classroom: The communication process is vital to effective learning within a classroom environment. a teacher must gauge the comfort level of each of his students with his communication style." advises that twothirds of an instructor's message is contained in his nonverbal language. Classroom instruction that produces positive results acknowledges the need for a liberal use of nonverbal cues. Soliciting Participation Student involvement during classroom discussions typically fosters a healthy communication process. Delivering Instruction Instructors must convey instruction to students within a classroom. communication within the classroom tends to be a happy compromise between both extremes. Verbal and Nonverbal Communication Communication within a classroom context relies just as heavily on written instruction. despite the fact that many students are reticent to voice their opinions. The solicitation of participation serves multiple purposes. Students observe that their questions are worthy of being answered. can freely exchange ideas with one another and can build confidence as they express themselves in public. When lecturing or describing assignments. being either exclusively direct or indirect in nature. he may help students to be clearly aware of their boundaries. Students should be coaxed to participate in the classroom. Douglas A. In actual practice. instructors can quickly identify weak areas of student understanding when they are invited to speak up during a class session. but may also lead them to feel micromanaged. if he explicitly defines rules and regulations associated with class work. Educators should “Variation of Communication Process in Different Types of Organization” 8 . Often. body language and implicit expectancies as it does on verbal cues. student involvement and team communication. For example.

perception barriers. are more sparingly used and may permit educators to detect learning disabilities in children. Learning to recognize and overcome these barriers is essential in effective classroom communication. Listening Barriers Effective listening is one of the most important factors in classroom communication.Effective English for Business Communication (MBA 501) devote attention to the use of appropriate gestures. Assessments In order to assess student mastery of concepts touched upon during classroom instruction. who undergo a battery of standardized tests from grade school until they are deeply entrenched within their university years. Oral tests. an educator should compel his students to demonstrate their knowledge through written or oral tests. Group work allows students to advance a division of responsibilities as well as to provide one another with peer support. you should not be thinking of your next response. facial expressions and constructive use of physical space when teaching a class of students. Barriers to Effective Communication in the Classroom Teachers have an increasingly difficult job trying to communicate effectively to classrooms that are growing in size and may contain students who come from varied backgrounds. Educators should monitor teams as they operate within a classroom. A teacher must also take care to keep emotional “Variation of Communication Process in Different Types of Organization” 9 . Take the time to listen to what the other person is saying. Written tests are familiar to students. Negative emotions may occur when certain words or body language is used. by contrast. Team Building Acquisition of essential learning concepts is reinforced when students are encouraged to incorporate team communication skills within the classroom. helping students to establish consensus regarding their approach to the material being studied. oral barriers and cultural barriers. Some common barriers to effective communication in the classroom are listening barriers. When someone is speaking.

This outside noise should be minimized in the classroom. The teacher must make sure the students clearly understand the meanings of words. Different people may receive and hear the same message but interpret it differently. A teacher should also learn to focus on both positive and negative aspects of a conversation. “Variation of Communication Process in Different Types of Organization” 10 . Finally. a teacher may only focus on the negative aspects of a conversation.Effective English for Business Communication (MBA 501) reactions to a minimum and focus on what the speaker is saying. Another problem in oral communications is using generalizations and stereotypes. Communication only occurs when the listener hears and understands your message in the way you meant for it to be received. A teacher must also take caution not to make a premature conclusion before she has all the facts about a topic or situation. By having a distorted focus. Classroom communication should be specific to the topic and without bias. Important aspects can be missed by not covering a subject in depth. It is possible for both a teacher and a student to have predisposed ideas about behavior based on what the other person's culture is. Oral Barriers Communication barriers in the classroom may exist if oral communication is not clear. Perception Barriers Perception may be a barrier to effective communication in the classroom. Some problems in oral communications include using words with ambiguous meanings. It is important to dispel assumptions or biases based on cultural differences in a classroom. Cultural Barriers Cultural differences can be a barrier to effective communications in the classroom. email or construction noise can sometimes make listening difficult. Outside noise such as telephones. Paying attention to detail is also important. Messages are often misunderstood if they are delivered in a way that is unfamiliar to the student's culture. a teacher must overcome any lack of self-confidence and deliver the message with assertiveness and clarity.

Effective English for Business Communication (MBA 501) Barriers to Effective Teaching Teachers employ a variety of teaching methods with the best of intentions. this may pose a barrier to effective teaching. Classroom Diversity Regulations relating to access to the general curriculum for all children have lead to a move towards inclusion. as a report from the U. However. and provide the same instruction to everyone. especially those who have to handle classrooms of large students. there are some barriers to effective teaching. considering that the lack of individualization of the lesson could pose a problem for the disabled children. However. There are a number of ways that schools have moved to provide access to children with disabilities. Bureaucratic practices are partly to blame for this state “Variation of Communication Process in Different Types of Organization” 11 . teachers have found themselves called on to develop new skills and be more attuned to the philosophy of inclusion. However. For instance. The Department of Education reports that certifying exams for teachers may incorporate low standards that do not substantiate the teachers' abilities to perform in a classroom setting. teachers need to be geared to the academic. may find their teaching becomes less effective. there are also ways of reducing the impact of these obstacles. emotional and intellectual needs of multiple students. For instance.S. Skills and Training Another barrier to effective teaching is that teachers may lack the skills or training to effectively instruct students. Greater Teacher Responsibilities Considering a need to take into account the requirements of individual students. These barriers could stem from practical issues. As the move to inclusion grows. One way is to include disabled children in a class with other children. such as diversity in the classroom. Department of Education finds. teachers. teachers may not provide instruction on reading comprehension strategies that might benefit only the disabled children.

For instance. and letting off students early on the fifth day. Some licensing systems are complicated and may discourage people with a genuine interest in the profession.Effective English for Business Communication (MBA 501) of affairs. the teachers have some free time to engage in professional development activities “Variation of Communication Process in Different Types of Organization” 12 . In Washington state's Bellevue school district. Eliminating Barriers Providing teachers with the right training and investing in their professional development is a way to eliminate some of the barriers that prevent them from being effective. there is an initiative to allow teachers to engage in professional development. state and local governments could dedicate a part of their education budgets to investments in teacher training. By lengthening the school day on four days.

Listen with Empathy When an employee has a concern or issue. the other employee should respond professionally by avoiding emotional engagement. management needs to listen with empathy and respond accordingly. customer satisfaction and to build relationships with other businesses. When at work. and then address the issue with compassion and understanding. “Variation of Communication Process in Different Types of Organization” 13 . the customer service representative should listen to the entire complaint. all conversation and correspondence needs to remain professional.Effective English for Business Communication (MBA 501) Communication Process in the Workplace Getting people to work together in peace. He should not take it into his own hands. Identifying areas of weakness and implementing effective communication skills is the first step in improving the workplace environment. Keep it Professional A common downfall in workplace communication is when people take situations personally. Businesses thrive on the use of effective communication. Communication is used for employee training. unity and motivated for a common vision is a complex process. teamwork and comprehensive objectives. For example. If there is conflict. Effective communication skills in the workplace help to promote clear vision. if a customer calls in with a complaint. if a co-worker is stressed out because of personal reasons and gets angry with another employee. without interruption. it should be addressed by management in an organized and governed manner. If the communication is inappropriate. the employee should report it to the Human Resources Department. For example. 1. Listening skills are also required for employees who deal with customers or other external communication.

address the good in the person. Barriers exist in the workplace that can distract. Think of the Greater Good Stay away from confrontational behavior where you attempt to prove you are right. Encourage employees to do their best and. honest communication. If you’re accused of something or feel offended by another employee's comments. distort or restrict communication. relate to the public and conduct business with customers and other businesses. respond with grace. first offer encouragement. If there is conflict within a department or team. concerns and ideas. and redirect the conversation back to the task at hand avoiding personal issues. Workplace communication will not be effective if people do not feel comfortable being honest with their thoughts. Effective workplace communication focuses on the greater good of the corporate culture and company's mission statement and goals. explaining that you have noticed his effort and desire to be on time. Address the Good in People It’s easy to focus on people’s faults and shortcomings. Barriers to Workplace Communication Communication is the fabric of a company that helps employees succeed at their job. and then address the issue. the manager should call a meeting to address the issue at hand and talk about it openly to resolve the conflict.Feedback Leadership should provide feedback agents such as surveys. but this will only lead to discouragement. “Variation of Communication Process in Different Types of Organization” 14 . For example. if you’re confronting someone because he is late. even during confrontation. Identifying workplace communication barriers is the first step in overcoming them and improving organizational communication. listen with compassion. focus groups and one-on-one meetings that encourage open.Effective English for Business Communication (MBA 501) Encourage Open Communication .

Learning to keep comfortable social distances and observe other cultural preferences will help overcome cultural barriers. Emotional Barriers If a person is afraid of losing his job or that a superior is going to find out that he compromised his work. this creates emotional barriers that will prevent effective communication. A task may be given to a team of employees and each employee may pursue the objective very differently. Cultural Barriers A person’s upbringing. For example. If an employee is promoted and others are unhappy with the promotion. The team member may perceive that the leader doesn’t trust him or doesn’t think he is a good worker. A team leader may ask a team member to remember to turn in his work before 5. A different worker in that situation might perceive that the leader is looking out for her best interest. he will take pains to limit his communications. a person from a South American country may feel comfortable talking in close proximity. Jealousy and envy crop up when workers are at odds with one another. Typically her office is located on the top floor and a key is required in the elevator to gain access. A common example is the placement of the CEO’s office.Effective English for Business Communication (MBA 501) Physical Barriers Management may use physical barriers to intentionally limit communication. while a North American may feel uncomfortable. “Variation of Communication Process in Different Types of Organization” 15 . Perceptual Barriers Everyone sees and understands the world differently. dividing walls or separate rooms that departments operate from all hamper communication. A closed office door. culture and belief system can all play into complex barriers in the workplace.

or anything in between. bolster employee satisfaction. We have completed our term paper based on a classroom. especially in the company where the offices and divisions are far away from each other and therefore communication gaps can easily cause major difficulties in the company’s operations. in a hospital and in a normal workplace employees are following different communication processes. and that’s why in a classroom. and across the network of managers and employees in a business. “Variation of Communication Process in Different Types of Organization” 16 . a hospital and a normal workplace. and in these three institutions has variation of communication process. enhance the firm's competitiveness. to exchange hearsay and rumors. both formal and informal. There should be built a clear communication system and a person appointed to help the company’s internal communication operate better.Effective English for Business Communication (MBA 501) Conclusion Finally we can say that in every organization follows different communication process. by which information is passed up. and most importantly. down. The challenge for businesses is to channel these myriad communications so they serve to improve customer relations. Both the management and employees should realize that communication is a very important part of business. build knowledge-sharing throughout the organization. Communication in organizations encompasses all the means. These various modes of communication may be used to disseminate official information between employees and management.