Topic:

1: The Principle of Competence in communication Require that we answer all

the Questions that may be put to us “Elaborate with example.

2: Many Business Letter do not Produce immediate and /or Obvious Result
Reason for their Ineffectiveness.

3: Discuss the Importance Barrier in the communication Process .Give

practical example of Failure of communication of arising from difference
communication Barrier.

Submitted To: Dr.Mariyam Iftikhar

Submitted By: Hafiza Anila Aslam

Roll No: F20BMGMT3M05061

Program: MBA NON Business

(Weekend)

Semester: 2 nd

Department: Management Science

What is competence in communication?
Communication competence refers to the knowledge of effective and appropriate
communication patterns and the ability to use and adapt that knowledge in various
contexts.

We have already defined communication, and you probably know that to be competent at
something means you know what you’re doing. When we combine these terms, we get the
following definition: communication competence refers to the knowledge of effective and
appropriate communication patterns and the ability to use and adapt that knowledge in
various contexts (Cooley & Roach, 1984). To better understand this definition, let’s break
apart its components.

The ability to communicate effectively is often included as a primary undergraduate learning

goal along with other key skills like writing, critical thinking, and problem solving. You likely
haven’t heard professors or university administrators use the term communication
competence, but as we learn more about it in this section, I am sure you will see how
communication competence can benefit you in many aspects of your life. Since this book
focuses on communication in the real world, strategies for developing communication
competence are not only limited to this section. A “Getting Competent” feature box is
included in each chapter, specifically to help you develop communication competence.

The second part of the definition of communication competence that we will unpack is the
ability to use. Individual factors affect our ability to do anything. Not everyone has the same
athletic, musical, or intellectual ability. At the individual level, a person’s physiological and
psychological characteristics affect competence. In terms of physiology, age, maturity, and
ability to communicate affect competence. In terms of psychology, a person’s mood, stress
level, personality, and level of communication apprehension (level of anxiety regarding
communication) affect competence (Cooley & Roach, 1984). All these factors will either help
or hinder you when you try to apply the knowledge you have learned to actual
communication behaviors. For example, you might know strategies for being an effective
speaker, but public speaking anxiety that kicks in when you get in front of the audience may
prevent Developing Competence

Knowing the dimensions of competence is an important first step toward developing

competence. Everyone reading this book already has some experience with and knowledge
about communication. After all, you’ve spent many years explicitly and implicitly learning to
communicate. For example, we are explicitly taught the verbal codes we use to
communicate. On the other hand, although there are numerous rules and norms associated
with nonverbal communication, we rarely receive explicit instruction on how to do it.
Instead, we learn by observing others and through trial and error with our own nonverbal
communication. Competence obviously involves verbal and nonverbal elements, but it also
applies to many situations and contexts. Communication competence is needed in order to
understand communication ethics, to develop cultural awareness, to use computer-
mediated communication, and to think critically. Competence involves knowledge,
motivation, and skills. It’s not enough to know what good communication consists of; you
must also have the motivation to reflect on and better your communication and the skills
needed to do so. You from fully putting that knowledge into practice.

What is an example of communication competence?

For example, a competent communicator will engage in turn taking when in conversations
instead of interrupting. A competent communicator would know when it is appropriate to
ask questions to further the conversation, and read nonverbal cues/feedback from the
receiver to know when the conversation is over.

Communication competence refers to the knowledge of effective and appropriate

communication patterns and the ability to use and adapt that knowledge in various
contexts.

7 principles of communication.

1: Clear

2: Concise

3: Correct

4: Concrete

5: Coherent

6: Courteous

7: Complete

Clear
When writing or speaking to someone, be clear about your goal or message. What is your
purpose in communicating with this person? If you’re not sure, then your audience won’t be
sure either.

To be clear, try to minimize the number of ideas in each sentence. Make sure that it’s easy
for your reader to understand your meaning. People shouldn’t have to “read between the
lines” and make assumptions on their own to understand what you’re trying to say.

Information and actions required, must be clear so the reader has the information they
need to take action.
Concise
When you’re concise in your communication, you stick to the point and keep it brief. Your
audience doesn’t want to read six sentences when you could communicate your message in
three.

1: Are there any adjectives or “filler words” that you can delete? You can often eliminate
words like “for instance,” “you see,” “definitely,” “kind of,” “literally,” “basically,” or “I
mean.”

2: Are there any unnecessary sentences?

3: Have you repeated the point several times, in different ways?

Correct
When your communication is correct, it fits your audience. And correct communication is
also error-free communication.

Do the technical terms you use fit your audience’s level of education or knowledge?

Have you checked your writing for grammatical errors? Remember, spell checkers won’t
catch everything.

Are all names and titles spelled correctly?

Concrete
When your message is concrete, then your audience has a clear picture of what you’re
telling them. There are details (but not too many!) and vivid facts, and there’s laser-like
focus. Your message is solid.

Coherent
When your communication is coherent, it’s logical. All points are connected and relevant to
the main topic, and the tone and flow of the text is consistent.

Courteous
Courteous communication is friendly, open, and honest. There are no hidden insults or
passive-aggressive tones. You keep your reader’s viewpoint in mind, and you’re empathetic
to their needs.
Complete
In a complete message, the audience has everything they need to be informed and, if
applicable, take action.

Does your message include a “call to action,” so that your audience clearly knows what you
want them to do?

Have you included all relevant information – contact names, dates, times, locations, and so
on?
Topic2:

Many Business Letter do not Produce immediate and /or Obvious Result
Reason for their Ineffectiveness.

Business Letter:

Introduction:
A business introduction letter is a way for companies to introduce themselves to potential
customers, partner businesses, distributors, investors or other individuals or organizations
to describe products or services that they offer. Additionally, company introduction letters
may be categorized as either business-to-business, where a company writes to another
business, and business-to-customer, where the business writes to its market or clientele.

A business-to-business letter of introduction might commonly be used by businesses

introducing their products, services or intent to another business. The intent behind this
type of business introduction letter may be to describe a possible partnership, request
investment opportunities, or, if a company's niche market is other businesses, they might
use an introduction letter to describe the products and services that they offer.

How to write a business introduction letter

Writing a business introduction letter can be quite simple, especially when following an
outline. You can use the following ten steps to help you write your business introduction
letter.

1: Determine the intent.

2: Research the company or market.

3: Identify a need.

4: Open with a strong statement.

5: Include relevant details.

6: Keep it short and concise.

7: Create a call to action.

8: Close your letter.

9: Proofread.

10: Send your letter.

1: Determine the intent
Before writing your introduction letter, you might first determine the intent of the letter. For
instance, if you have recently launched a new business and want customers to know about
your products or services, you can write your introduction as a business-to-customer letter.
If you want to reach out to another company, however, your letter might follow a business-
to-business format. Determining your intent before starting your letter can help you
determine the information you might include when sending your letter out.

2. Research the company or market

Next, you might research the company you plan on communicating with, as well as its brand
identity, market and products or services. Conversely, if you are writing to your client base,
you might research popular products or services that are in competition with yours and how
you can provide information that will persuade your clientele to seek out your business
instead.

3: Identify a need
After you have done some research on the recipients of your introduction letter, you can
identify their needs. For example, when writing business-to-business, you might find the
business you are communicating with has need of your services. Or when researching your
customer market, you might find there is a need for the products your business
manufactures, and you can use what you learn of your audience's needs to help you provide
relevant information about your business.

4: Open with a strong statement

Then, when your research is done and you have identified a need, you can start your letter.
Open with a strong statement, such as your business's slogan or a memorable quote.
Starting strong in your letter is important as this is where you can gain the reader's
attention.

5:Include relevant details

Depending on your audience and intent, your letter can include the information that is
relevant to your audience. For instance, if your business is seeking a partnership with
another business, your relevant details might include the products or services that you
intend to provide in a partnership, as well as the parameters of partnership. If you are
writing to introduce your new business to the customer market, you might only include
information that describes how your products or services will help your clientele.

6: Keep it short and concise

As you write your letter, you might keep it between 300 and 400 words and include just the
details you want the reader to know about your business. Avoid unrelated information or
details that make your purpose unclear.

7. Create a call to action

Before closing your letter, you may consider adding a call to action. This means that you are
describing ways that your audience can communicate back with you or further actions that
the reader can take to get to know your organization better.

For instance, if your business is entering a new market of consumers, you could create a call
to action that has new customers purchasing from your business. This might be detailing a
grand opening event with sale items or offering a coupon to the first 100 customers. No
matter the audience, creating a call to action can motivate them to interact or otherwise
continue communication with your business.

8: Close your letter

After adding your call to action, you can close your introduction letter. While formal letters
may use standard closings such as "Sincerely" or "Yours truly," you might consider some less
common closing statements that can make your letter feel more personal to the reader. You
might use statements like "Best wishes," "Warmest wishes," "Kindest regards" or other
personable closing statements.

9: Proofread
After you have completed your introduction letter, be sure to proofread it checking for
typos, spelling and grammar errors. Also, check to make sure that your recipient's name is
spelled correctly. You may also check for formatting issues during this step.

10: Send your letter

Finally, you can send your letter. You might make sure the mailing address is the correct
contact information for the company you are writing to. If you are sending out multiple
copies of your business introduction letter to your consumer market, you might double-
check that you are sending your letter to only customer leads that have expressed interest
in your organization.

Reasons for Business Letters

1: Understanding the Need of Business Letters

Before you begin writing your business letter, clarify your main goals. Are you trying to
persuade someone to take a specific action, or are you sharing information to deepen
understanding? To whom is your letter addressed, and how much knowledge does he
already have about the topic of the letter? Having a clear idea of your audience and goals
will help you to craft an effective business letter.

2: Providing or Requesting Information

One of the major reasons to write a business letter is to provide information to the reader
or request information from the reader. The information can be internal company data or
external market information. Regardless, sharing and receiving business information
through business letters is an effective way to communicate.

3:Persuading to Make a Sale

Another popular reason to write a business letter is to persuade a prospect, customer or
partner to make a purchase. Business letters are a great way to communicate special sales
offers or key benefits of your products and services.

4: Strengthening a Business Relationship

Business letters are a great way to build and solidify a business relationship. They can be
used to convey the benefits of a partnership with a supplier or can offer helpful content to
prospects and customers. People want to do business with those whom they trust. Business
letters are an effective way to establish credibility, share expertise and build camaraderie.

5: Directing Business Action

One of the main reasons to write a business letter is to provide direction or instructions that
lead to an action. Businesses can convey step-by-step details to complete a specific task or
simply provide the next step that the reader needs to take.
Topic3:

Discuss the Importance Barrier in the communication Process .Give practical

example of Failure of communication of arising from difference
communication Barrier.

communication barrier:
A communication barrier is anything that comes in the way of receiving and understanding
messages that one sends to another to convey his ideas, thoughts, or any other kind of
information. These various barriers of communication block or interfere with the message
that someone is trying to send.

Communication Barriers Definition

A communication barrier is anything that comes in the way of receiving and understanding
messages that one sends to another to convey his ideas, thoughts, or any other kind of
information. These various barriers of communication block or interfere with the message
that someone is trying to send.

There are numerous barriers to effective communication that can come in the way. It
happens because the message sent by the sender might not be understood exactly as it is
meant to be. It can get distorted during the communication exchange. These different types
of communication barriers can come at any stage in the process of communication. It can
come because of the bias or stereotyping and generalization that exists in the workplace.

Types of Barriers To Communication

A skilled communicator must pay attention to the different types of barriers to effective
communication and try to prevent them. These barriers of communication skills can be
overcome by active listening, reflection, etc. The communicator must seek feedback from
the receiver of the information to check if the message was understood in its true sense.
Listed below are some of the common barriers to effective communication.
Using Jargon - If one uses unfamiliar terms or over-complicated technical terms, it could
not be understood well.

Lack of Attention or Interest - If the message is irrelevant to the receiver or there are
distractions around (like others speaking at the same time) then the message might not be
communicated properly.

Perception Difference - If two people see things differently then their viewpoints might
come in the way of deciphering the message correctly.

Physical Disabilities - If the receiver has hearing problems, or the speaker has speech
disabilities, then communication will not be effective. It will distort the message.

Emotional Barriers - Sensitive topics make it difficult for the speaker or the receiver to
engage properly in the communication exchange. It could also be that some people are not
comfortable expressing themselves; hence their words might not reflect the true meaning
of what they want to convey. Topics that may be taboo or off-limits for some people are
politics, religion, mental or physical disabilities, racism, sexuality, and any other unpopular
options.

The Difference in Culture - Social interactions have different norms in different cultures.
For example, the idea of space exists in some cultures and social settings but not in the
same form in others. These cultural differences could prevent effective communication.

Physical Barriers to Communication - A face-to-face communication has a lot of parts

to the communication than just the words. Facial expressions, body language, gestures, etc.
are also involved in the whole communication process. If you can’t see the person, then
some messages might get lost. Text messages, phone calls, etc. are some of the
technological ways of communicating which lack the effect of a personal meeting.