Table of Contents

ACKNOLEDGEMENT.i ABSTRACT.ii TABLE OF CONTENTS....iii-iv 1 Introduction .................................................................................................................................... 3 1.1 1.2 1.3 1.4 2 Origin of the study .................................................................................................................. 3 Objectives of the study ........................................................................................................... 3 Scope of this study .................................................................................................................. 4 Limitation of this study ........................................................................................................... 4

Literature Review ............................................................................................................................ 4 2.1 2.2 2.3 2.4 2.5 2.6 Human Communication .......................................................................................................... 4 Nonverbal Communication ..................................................................................................... 4 Oral media............................................................................................................................... 5 Written media ......................................................................................................................... 6 Visual media ............................................................................................................................ 6 Electronic Media ..................................................................................................................... 7

Methodology of the study .............................................................................................................. 7 3.1 3.2 3.3 3.4 3.5 Study objective........................................................................................................................ 7 Data Comparison .................................................................................................................... 8 Data analysis and interpretation............................................................................................. 8 Report Writing ........................................................................................................................ 8 Report Submission .................................................................................................................. 8

Comparative analysis of selecting the right medium...................................................................... 8 4.1 Oral media in business communication .................................................................................. 8 Advantages of oral communication ................................................................................ 9 Disadvantages of oral communication ........................................................................... 9

4.1.1 4.1.2 4.2 4.3

Written media in business communication ............................................................................ 9 Visual media in business communication ............................................................................. 10 Disadvantages of Visual media ..................................................................................... 10

4.3.2 4.4

Electronic media in business communication....................................................................... 11 Telephone ..................................................................................................................... 11 Teleconference ............................................................................................................. 11

4.4.1 4.4.2

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Podcast .......................................................................................................................... 12 E-mail ............................................................................................................................ 12 Instant messaging ......................................................................................................... 12 Presentation program ................................................................................................... 13 Video blogging and mobile blogging ............................................................................. 13 Advantages of electronic media ................................................................................... 13

Conclusions ................................................................................................................................... 14

References ............................................................................................................................................ 15 Appendix 1 ............................................................................................................................................ 16

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1 Introduction
The importance of communication can be gauged from the fact that we are communicating in some from or the other almost every moment of our lives. Whether we are walking, talking, playing, sitting, or even sleeping, a message is being formulated and transmitted. Man as a social being constantly interacts with other individuals. For him it is necessary to understand the art of communication and apply or modify it in a suitable manner. Especially a business executive must possess the ability to communicate, which is much more than a composition of certain symbolize or to understand concepts in terms of images or symbols. It is this ability that helps him to communicate. Communication then, it may be stated, is much more than an understanding of the spoken or written language. It is a composite of symbols, gestures, and illustrations that accompany either the spoken or the written word, either transmitted by a face to face contact or by using electronic medium. A medium is the form through which the message is communicated. One may talk with one face to face, post a comment in his blog, send e-mail or send a webcast and there are many other media from which to choose. Categorizing the medium has increasingly become blurred with the advent of some many options that includes multimedia formats. (Bovee, Thill, & Chaturvedi, 2009)

1.1 Origin of the study

A business student should have sound knowledge on different types of messages. Each and every types of medium of sending a message has their inherent features. Communication is the activity of conveying meaningful information. Communication requires a sender, a message, and an intended recipient, although the receiver need not be present or aware of the sender's intent to communicate at the time of communication; thus communication can occur across vast distances in time and space. Communication requires that the communicating parties share an area of communicative commonality. A good and effective business messages can only fulfill the demand of both the sender and the receiver. This study is conducted to fulfill the course requirement under the supervision of the course instructor.

1.2 Objectives of the study

This study is carried out focusing on the following objectives: a) To complete the course curriculum of the course, C501: Business Communication. b) To study different medium and their role in planning business messages. c) To make Comparative analysis of using different medium in sending business message.

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1.3 Scope of this study

The following scopes are targeted to complete this study: a) To cover the various provisions and conditions those are necessary to understand different available medium to send a business message. b) To compare the relative advantages and disadvantages of different media. c) To justify the salient factors that determines the applicability of a certain media while sending business messages.

1.4 Limitation of this study

This study is completed basically analyzing the secondary information and resources. Lack of primary data collection and on field survey is an important limitation of this study.

2 Literature Review
Different literature from different sources has been studied in order to have an insight on different medium to send business messages. Different types of medium are studied in the literature review section:

2.1 Human Communication

Human spoken and picture languages can be described as a system of symbols (sometimes known as lexemes) and the grammars (rules) by which the symbols are manipulated. The word "language" also refers to common properties of languages. Language learning normally occurs most intensively during human childhood. Most of the thousands of human languages use patterns of sound or gesture for symbols which enable communication with others around them. Languages seem to share certain properties, although many of these include exceptions. There is no defined line between a language and a dialect. Constructed languages such as Esperanto, programming languages, and various mathematical formalisms are not necessarily restricted to the properties shared by human languages. (Wekipedia, the free encyclopedia, 2011)

2.2 Nonverbal Communication

Nonverbal communication describes the process of conveying meaning in the form of non-word messages. Research shows that the majority of our communication is non verbal, also known as body language. Some of non verbal communication includes gesture, body language or posture; facial expression and eye contact, object communication such as clothing, hairstyles, architecture, symbols infographics, and tone of voice as well as through an aggregate of the above. Non-verbal Amit Datta Roy Page 4

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communication is also called silent language and plays a key role in human day to day life from employment relations to romantic engagements.

2.3 Oral media

Among the various forms of communication, oral communication is considered to be the earliest and common medium of communication. In oral communication, speech is a widely adopted tool of communication. The sender, the medium, the receiver and the message are the four basic factors associated with communication. Socrates and Demosthenes were great and renowned speakers. The world is full of speeches. Everyday, in educational institutions, the students and the teachers come into contact; they converse and communicate. In offices, the superiors talk to the subordinates, the subordinates to superiors, superiors and among themselves: In productive and service organizations, the customers carry on conversation with the suppliers, lawyers, doctors, auditors, consultants with their clients, so on and so forth.

Whether it is business communication or otherwise, oral communication should be clear and effective to achieve the objects of communication. Speech is an art; for this, there are no fixed rules which can be uniformly followed always and in all circumstances. There are a number of factors which influence effective oral communication. Factors like conversation style of the speaker, language, medium, the temperament of the receiver and speaker, size of audience; importance of message, fear of superiors etc. are important. For instance, an important person, appearing on the TV, words if wrongly selected and used, may damage his image. (Online Business Resources, 2011)

Fig 1: Oral Communication in a business environment

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2.4 Written media

Over time the forms of and ideas about communication have evolved through progression of technology. Advances include communications psychology and media psychology; an emerging field of study. Researchers divide the progression of written communication into three revolutionary stages called "Information Communication Revolutions" (Source needed). During the 1st stage written communication first emerged through the use of pictographs. The pictograms were made in stone; hence written communication was not yet mobile. During the 2nd stage writing began to appear on paper, papyrus, clay, wax, etc. Common alphabets were introduced and allowed for the uniformity of language across large distances. A leap in technology occurred when the Gutenberg printing-press was invented in the 15th century. The 3rd stage is characterized by the transfer of information through controlled waves and electronic signals. Communication is thus a process by which meaning is assigned and conveyed in an attempt to create shared understanding. This process, which requires a vast repertoire of skills in interpersonal processing, listening, observing, speaking, questioning, analyzing, gestures, and evaluating, enables collaboration and cooperation. (Wekipedia, the free encyclopedia, 2011)

2.5 Visual media

The evaluation of a good visual communication design is mainly based on measuring comprehension by the audience, not on personal aesthetic and/or artistic preference as there are no universally agreedupon principles of beauty and ugliness. Excluding two dimensional images, there are other ways to express information visually - gestures and body language, animation (digital or analogue), and film. Visual communication by e-mail, a textual medium, is commonly expressed with ASCII art, emoticons, and embedded digital images. The term 'visual presentation' is used to refer to the actual presentation of information through a visible medium such as text or images. Recent research in the field has focused on web design and graphically-oriented usability. Graphic designers also use methods of visual communication in their professional practice. Visual communication on the World Wide Web is perhaps the most important form of communication that takes place while users are surfing the Internet. When experiencing the web, one uses the eyes as the primary sense, and therefore the visual presentation of a website is very important for users to understand the message or of the communication taking place. (Wikipedia, the free encyclopedia, 2011)

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Fig 2: Visual Media (Chart)

Fig 3: Visual Media (Chart)

2.6 Electronic Media

Electronic media are media that use electronics or electromechanical energy for the end-user (audience) to access the content. This is in contrast to static media (mainly print media), which today are most often created electronically, but don't require electronics to be accessed by the end-user in the printed form. The primary electronic media sources familiar to the general public are better known as video recordings, audio recordings, multimedia presentations, slide presentations, CD-ROM and online content. Most new media are in the form of digital media. However, electronic media may be in either analog or digital format. Although the term is usually associated with content recorded on a storage medium, recordings are not required for live broadcasting and online networking. Any equipment used in the electronic communication process (e.g. television, radio, telephone, desktop computer, game console, handheld device) may also be considered electronic media. (Wikipedia, the free encyclopedia, 2011)

3 Methodology of the study

Well defined methodology is the pre-requisite of every research work which ultimately contributes to the successful completion of work. For the sake of this study, a step wise methodology has been followed in this regard.

3.1 Study objective

This study is carried out focusing on the following objectives: a) To complete the course curriculum of the course, C501: Business Communication. b) To study different medium and their role in planning business messages. c) To make Comparative analysis of using different medium in sending business message. d) To study different factors to consider when to choose a media

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3.2 Data Comparison

Choosing the right medium for each message is a question of balancing the speaker need with the audience need. The speaker certainly wants to select the right medium that best fits both the situation and the audience. To find out the most effective one comparison among different medium is a mandatory one and done successfully in this study.

3.3 Data analysis and interpretation

The data obtained from the previous step has been analyzed and interpreted to compare different medium. Valid reason is given behind every judgment.

3.4 Report Writing

The collections of data along with the analysis and interpretation have been presented in a report with detail insight and explanation.

3.5 Report Submission

After the successful completion of the report writing a copy of it is submitted to the course instructor.

4 Comparative analysis of selecting the right medium

4.1 Oral media in business communication
Anything emanating from the mouth is referred to as oral. With in this component would fall words and the manner in which words are pronounced. More important than the words themselves is paralanguage or voice articulation. The listener pays more attention to voice modulations than he does to the actual words. It has been found that the listener pays heed to the verbal content only 7% of the time, 38% of the time his attention focuses on voice articulation and modulation, and 55% of the time his attention centers on body language or body sport. If all these three components are in harmony, the listener has no problem in grasping the import of the message. If there is some dichotomy between the two, it creates conflict in the mind of the listener and he believes the voice modulation and the body language more than the words, e.g., the superior visits the house of a subordinate who is about to go out for a party. The latter can neither quit the scene without offending his superior nor can he stay back happily. In a situation such as this the conflict in his mind is reflected in the difference between words, which are full of typical welcoming phrases, and the tone which lacks the same warmth. (Online Business Resources, 2011) Amit Datta Roy Page 8

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More important, oral communication provides the opportunity for feedback. When people communicate orally, they can ask questions and test their understanding of the message; they can share ideas and work together to solve problems. They can also convey and absorb nonverbal information, which reveals far more than words alone. By communicating with facial expressions, eye contact, tone of voice, gestures, and postures, people can send subtle messages that add another dimension to spoken words. Oral communication satisfies our common need to be part of the human community and makes us feel good. Talking things over helps people in organizations build morale and establish a group identity. Some significant advantages and disadvantages of oral communication are given follow: 4.1.1 Advantages of oral communication Provide opportunity of immediate feed back Allow a certain case of interaction Involve rich non verbal cues (both physical gesture and non vocal inflection) Allow you to express the emotion behind your message

4.1.2

Disadvantages of oral communication Restrict participation to those physically present Unless recorded, provide no permanent verifiable record of the communication Reduce communicators control over the message Other than for message that are pre written and rehearsed, offer no opportunity to revise or edit your spoken words

4.2 Written media in business communication

Written messages take many forms, from traditional memos to glossy reports that rival magazines in production quality. Most letter including the memos are brief document while some could be much longer. Memos are used for routine, day to day exchange of information within an organization. For their open exposure and informal delivery system memos are less private than report or letter. Letters are brief written statement sent to recipient outside of the organization. In addition of conveying particular messages they perform a good public relationship functions in fostering good relationship with customers, suppliers and others. Reports and proposal could be longer than the memos and the letters but both could be written in memo or letter format. They vary from different length from several pages to hundreds of pages with more or less formal tone. Some significant advantages and disadvantages of written medium are given below: 4.2.1 Advantages of written medium Page 9

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Allow planning and control:

Written media allows you to finely shape and control how your audience will receive your message. This is useful if your message is complex and needs to be delivered in a very specific order, or if you're afraid of losing control in an oral presentation.

Permanent verifiable record:

Very important in a business context! Sometimes projects last a few months and years and you need to check past communication messages and interaction.

Reach spread out audience:

A written message is much easier to deliver to many many people. A letter or brochure can be delivered to hundreds of people in the same day.

Used to avoid immediate reaction:

If you feel your audience might have a negative emotional reaction, or if you feel you might be too emotional, then writing is the best. It allows you to calm down and focus on your message, and prevents your audience from immediately reacting, thereby also allowing them to calm down.

Reduce unwanted emotional expression:

If a message needs to be neutral of emotion, then writing is much better than speaking. Oral communication if full of non-verbal messages that might confuse your message.

4.3 Visual media in business communication

Messages that combine powerful visuals with supporting text can be effective for a number of reasons. Todays audience are pressed with time and bombarded with messages. So for that reason anything that communicates quickly is welcome. Visuals are also useful to describe a complicated item and the complex part of it. In this modern age we now see different types of visual supporting media that offer some significant advantages in planning business messages: 4.3.1 4.3.2 Advantages of Visual media Can convey complex ideas and relationship quickly Often less intimidating than long blocks of texts Can reduce the burden of the audience to figure out how the pieces fit Disadvantages of Visual media Require artistic skills to design Page 10

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4.4 Electronic media in business communication

The range of electronic media is broad and getting broader from telephone to podcast to e-mail to wikis. Involvement of electronic media enhances the appeal of the message to a certain extent by adding computer animation, video and even music. Some very common types of electronic media are as follows: 4.4.1 Telephone

The telephone often colloquially referred to as a phone, is a telecommunications device that transmits and receives sound, most commonly the human voice. Telephones are a point-to-point communication system whose most basic function is to allow two people separated by large distances to talk to each other. It is one of the most common appliances in the developed world, and has long been considered indispensable to businesses, households and governments. The word "telephone" has been adapted to many languages and is widely recognized around the world. 4.4.2 Teleconference

A teleconference or teleseminar is the live exchange and mass articulation of information among several persons and machines remote from one another but linked by a telecommunications system. Terms such as audio conferencing, telephone conferencing and phone conferencing are also sometimes used to refer to teleconferencing. The telecommunications system may support the teleconference by providing one or more of the following: audio, video, and/or data services by one or more means, such as telephone, computer, telegraph, teletype, radio, and television.

Fig 4: Teleconference

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A podcast (or non-streamed webcast) is a series of digital media files (either audio or video) that are released episodically and often downloaded through web syndication. The word replaced webcast in common use with the success of the iPod and its role in the rising popularity and innovation of web feeds. The mode of delivery differentiates podcasting from other means of accessing media files over the Internet, such as direct download, or streamed webcasting. A list of all the audio or video files currently associated with a given series is maintained centrally on the distributor's server as a web feed, and the listener or viewer employs special client application software known as a podcatcher that can access this web feed, check it for updates, and download any new files in the series. This process can be automated so that new files are downloaded automatically. Files are stored locally on the user's computer or other device ready for offline use, giving simple and convenient access to episodic content. Commonly used audio file formats are Ogg Vorbis and MP3. In many respects, this is closer to traditional publishing models associated with books and magazines (as opposed to radio, which uses a live stream). (Wikipedia, the free encyclopedia, 2011) 4.4.4 E-mail

Electronic mail, commonly called email or e-mail, is a method of exchanging digital messages from an author to one or more recipients. Modern email operates across the Internet or other computer networks. Some early email systems required that the author and the recipient both be online at the same time, a la instant messaging. Today's email systems are based on a store-and-forward model. Email servers accept, forward, deliver and store messages. Neither the users nor their computers are required to be online simultaneously; they need connect only briefly, typically to an email server, for as long as it takes to send or receive messages. 4.4.5 Instant messaging

Instant messaging (IM) is a collection of technologies used for real-time text-based communication between two or more participants over the Internet, or other types of networks. Of importance is that online chat and instant messaging differs from other technologies such as e-mail due to the perceived synchronicity of the communications by the users chat happens in real-time. Some systems permit messages to be sent to people not currently 'logged on' (offline messages), thus removing some of the differences between IM and e-mail (often done by sending the message to the associated e-mail account). IM allows effective and efficient communication, allowing immediate receipt of acknowledgment or reply. In many cases instant messaging includes additional features which can make it even more popular. For example, users can see each other by using webcams, or talk directly for free over the

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Internet using a microphone and headphones or loudspeakers. Many client programs allow file transfers as well, although they are typically limited in the permissible file-size. It is typically possible to save a text conversation for later reference. Instant messages are often logged in a local message history, making it similar to the persistent nature of e-mails. (Wikipedia, the free encyclopedia, 2011) 4.4.6 Presentation program

A presentation program (also called a presentation graphics program) is a computer software package used to display information, normally in the form of a slide show. It typically includes three major functions: an editor that allows text to be inserted and formatted, a method for inserting and manipulating graphic images and a slide-show system to display the content. 4.4.7 Video blogging and mobile blogging

Mobile blogging (moblogging) is a method of publishing to a website or blog from a mobile phone or other handheld device. A moblog helps habitual bloggers to post write-ups directly from their phones even when on the move. Mobile blogging has been made possible by technological convergence, as bloggers have been able to write, record and upload different media all from a single, mobile device. Video blogging, sometimes shortened to vlogging (pronounced 'vlogging', as opposed to 'v-logging') or viding or vidblogging is a form of blogging for which the medium is video, and is a form of Web television. Entries often combine embedded video or a video link with supporting text, images, and other metadata. Entries can be recorded in one take or cut into multiple parts. It is also a very popular category on YouTube. 4.4.8 4.4.9 Advantages of electronic media Deliver messages promptly Reached geographically dispersed audiences Offer the persuasive power of multimedia formats Can increase accessibility and openness of an organization Disadvantages of electronic media Easy to over use Privacy risk and concern Security risk Productivity concern

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5 Conclusions
Business communication is somewhat different and unique rather from other type of communication since the purpose of business is to get profit. Thus to make good way for profit the communicator should develop good communication skills. Everyone knows that in the present day trends the knowledge alone won't be a fruitful one to have sustainable development. By knowing the importance of communication many organizations started training their employees in betterment of Communication techniques. Essentially due to globalization the world has become a Global village. Thus here the importance of message media plays a vital role.

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References
Bovee, C. L., Thill, J. V., & Chaturvedi, M. (2009). Business Communication Today. New Delhi: Pearson Education. Online Business Resources. (2011, June 16). Oral Communication. Retrieved June 18, 2011, from Online Business Resources: http://onlinebusinesscourses.us/Lesson08OralCommunication.pdf Wekipedia, the free encyclopedia. (2011, June 18). Communication. Retrieved June 18, 2011, from Wikipedia: http://en.wikipedia.org/wiki/Communication Wikipedia, the free encyclopedia. (2011, June 16). Electronic media. Retrieved June 18, 2011, from Wikipedia: http://en.wikipedia.org/wiki/Electronic_media Wikipedia, the free encyclopedia. (2011, June 15). Visual Communication. Retrieved June 18, 2011, from Wikepidia: http://en.wikipedia.org/wiki/Visual_communication

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Appendix 1

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