English 3 Modern Business Communication

Brainstorming Activity: “Communication occurs wherever life exists.”

( Here, ask the students to give their opinion about the phrase and after start with the definition of
Communication,take notes and go to the next slide when they already have given their ideas.)

Defining Communication : From Latin word communis

* To share to participate.

*sharing or transmission of information, an idea, an opinion, an emotion, a fact or an attitude by two or more persons.

*it is the flow of information and understanding from one person to another at the same level or at different level.

* In an organization, it is a process which enables management to allocate and supervise the work of an employee.

How ? by the use of symbols, words, pictures, figures, graphs, etc.

Thus communication is the process of passing information and understanding from one person to another with
three sides to it:
(i) Transmission of subject-matter or message
(ii) Involvement of two parties to complete the process of communication
(iii) The person to whom the message is transmitted understands it in the same sense in which the sender of message
wants him to understand it

What is Business Communication?

*Business Communication is any communication used to promote a product, service, or organization making sale.

*It relays information within an a business;

*Or functions as an official statement for a company.

( Allow students to give their opinion about this meaning of Business Communication)

Nature of Business Communication

• It is a process.
• It is inevitable
• Meaning based.
• Communication could be intentional or unintentional.
• Communication is systematic.
• A two-way traffic.
• It is a social process.
• A dynamic process.
• A contnious process.
• It involves interaction and transaction.
• It is spiraling process.
• It is contextual.
• Needs proper understanding.
• Leads achievement of the organizational objective.
• Dispels misunderstanding.
• It shares thoughts and ideas which produces response.
• It is the lifeblood of the business. (Why ? = encourage class discussion before going to the
next slide)

A. Scope of Business Communication

 1. Information sharing : to transmit information from a source to target individuals or
groups.
Informations can be policies and rules such as :
- changes and development in the organization
- special rewards and awards
- settlements with the union
- major changes in the organization

2. Feedback : give feedback to employees on their performance such as;

- to the department on their performance
-higher management on the fulfillment of goals

3. Control
Information is transmitted to ensure that plans are being carried out according to the original design.
Communication helps to ensuring such control.

4. Influence
Information is power.One purpose of communication is to influence people.

5. Problem solving.
In many case communication helps to solving problems.

6. Decision making
For arriving at a decision several kinds of communication are needed.

7.Facilitating changes
Change can be brought about effectively by communication.

8. Group building
Communication helps in building relationships. If communication breaks down, the group may break down.

9. Gate keeping
Communication helps to build linkages of the organization with the outside world.

B. Importance of Business Communication

• It brings people closer.

• It saves time in any formal set up.
• It breaks the barrier between individual / groups.
• It results in common understanding of any idea/thought.
• It adds to the knowledge base.
• It removes many misunderstanding and misconceptions.
• It can act as a means of entertainment through audio- visual means
• It can influence the actions of people.
• It can change the attitude of people.
( If time is up, let students go to the library and search for The C’s of Communication )
( Give the students the references for this Assignment / Homework )

C. The C’s of Communication

According to the 7 Cs, communication needs to be:

1.Clear.
2. Concise.
3.Concrete.
4.Correct.
5.Coherent.
6.Complete.
7. Courteous.
1. Correctness
At the time of encoding, if the encoder has comprehensive knowledge about the decoder of message, it makes the
communication an ease. The encoder should know the status, knowledge and educational background of the decoder. 
Correctness means:
 Use the right level of language
 Correct use of grammar, spelling and punctuation
 Accuracy in stating facts and figures

Correctness  in message helps in building confidence.

2. Clarity
Clarity demands the use of simple language and easy sentence structure in composing the message. When there is
clarity in presenting ideas, it’s easy for the receiver/decoder to grasp the meaning being conveyed by the
sender/encoder.

Clarity  makes comprehension easier.

3. Conciseness
A concise message saves time of both the sender and the receiver. Conciseness, in a business message, can be
achieved by avoiding wordy expressions and repetition. Using brief and to the point sentences, including relevant
material makes the message concise. Achieving conciseness does not mean to loose completeness of message.

Conciseness  saves time.

4. Completeness
By completeness means the message must bear all the necessary information to bring the response you desire. The
sender should answer all the questions and with facts and figures. and when desirable, go for extra details.

Completeness brings the desired response.

5. Consideration
Consideration demands to put oneself in the place of receiver while composing a message. It refers to the use of
You attitude, emphases positive pleasant facts, visualizing reader’s problems, desires, emotions and his response.

Consideration  means understanding of human nature.

6. Concreteness
Being definite, vivid and specific rather than vague, obscure and general leads to concreteness of the message. Facts
and figures being presented in the message should be specif.
Concreteness  reinforces confidence.
7. Courtesy
In business, almost everything starts and ends in courtesy. Courtesy means not only thinking about receiver but
also valuing his feelings. Much can be achieved by using polite words and gestures, being appreciative, thoughtful,
tactful, and showing respect to the receiver. Courtesy builds goodwill.

Courtesy  strengthen relations.