Business Communication

(HS- 218)
Fall 2022-23

Week 3: Business Communication Fundamentals

Ma’am Samrah Raza
 Objectives for Week 3-5
1. Organizational Communication
2. Channels(internal/external)
3. Modes (formal/informal)
4. Elements of Communication
5. Levels (intra/inter/small group/ organizational/ public/mass)
6. Feedback & its types (positive-negative/immediate-delayed/low-high
monitoring/critical-supportive/judgmental-non-judgmental)
7. Communication Barriers
8. Types (nonverbal/oral/written/technological)
9. Non-verbal Communication
10. Multi-cultural Communication
 Objectives for Week 3
1. Organizational Communication
2. Channels(internal/external)
3. Modes (formal/informal)
 Organized People Teamwork Compatible Goals
- Nature of structure The number of Each person’s job is The goals that each
A) rigidly structured; individuals varies related and connected to person works for are not
each person’s role and greatly from one the jobs of others within necessarily the same, but
position within the organization to the organization. Even they are compatible.
hierarchy is clearly another—from three or when members are For example, to earn or
defined four members working separated to gain experience
B) loosely structured; in close contact with geographically—as is Regardless of the
roles may be thousands of members true in many of today’s specific motivation, each
interchanged, and a working in a variety of organizations—the job person’s job contributes
person’s status and different cultures of one person is to the goal of the
function within the throughout the world connected in some way organization.
organization may be less with the job of the other
clear persons in the
organization.
 Characteristics of Organizational Communication
rules and regulations division of labor systems of rewards Organizational culture
and consequences/
punishment
company policy, written specialized, workers are bonuses, pay raises, a rituals, norms, and rules
rules help to reduce responsible for limited corner office, a better for communicating,
uncertainty and areas within a company parking space, or a appropriate and
ambiguity, to avoid promotion or you’ll be inappropriate verbal and
lawsuits denied the bonus or nonverbal behavior,
promotion and may specify rewards or
even be fired, depend on punishments, to know
your performance what the rules of the
game are—and
specially to learn the
rules of organizational
communication
 Some Important Facts
organizations rely on effective communication and efficient communication skills from their members
- competent communicators.
organizations engage in both the internal communications that occur within an organization and
external communications between an organization and its stakeholders
process of sending and receiving verbal and nonverbal messages that convey meaning and that occur
within an organizational context
highly contextual and culturally dependent.
organizations transmit messages through face-to-face, written, and mediated channels.
largely focuses on building relationships and interacting with internal organizational members and
interested external public
Coordinate, plan, and control the operations of the organization through management
Respond to changes through individual and organizational creativity and adaptation
maintenance of policy, procedures, or regulations that support daily and continuous operations
greatly influenced by the way in which you view the organization and the workers within that
organization.
Activity 03
• Statements 1, 2, and 3 would be believed by a manager, who holds that the
worker is unmotivated and really does not want to work.
• Statements 4, 5, and 6 would be believed by a manager, who holds that the
worker is in fact motivated, responsible, and eager to work.
• Statements 7, 8, and 9 would be believed by a manager, who holds that the
worker focuses on the entire organization rather than on just his or her own
area and wants to advance within the organization
(Ouchi, 1981).

Connect activity 2 and 3

Read - Modern organizational communication

• As Mark Koschmann explains in his animated YouTube video, we have two ways of
looking at organizational communication.
1. The conventional approach focuses on communication within organizations.
2. The second approach is communication as an organization — meaning
organizations are a result of the communication of those within them.
Communication is not just about transmitting messages between senders and
receivers. Communication literally constitutes or makes up, our social world. Much
of our communication involves sending and receiving relatively unproblematic
messages and acting on that information. Other times things are a bit more complex,
such as when you need to resolve a conflict with a close friend or family member.
There is much more going on in these situations than merely exchanging information.
You are actually engaging in a complex process of meaning and negotiating rules
created by the people involved.

https://www.youtube.com/watch?v=e5oXygLGMuY
 Home Task
Portfolio - 02
Think of two situations related to your field
where you would use either a conventional
approach or communication as an
organizational approach while fulfilling any of
the discussed purposes of communication:
write the dialogues (between client-manager,
engineer-contractor, coworkers, investor-owner)
3. Channels of Communication - to inform, to persuade,
and to promote goodwill
Internal Channel:
• To unite the workforce for the realization of management’s
vision and achievement of common goals.
• To establish and disseminate (spread) the objectives of the
undertaking, develop plans for accomplishment, organizing the
resources in an optimum way.
• It assists in selecting, training, and appraising participants within
the organization.
• It is a business tool that leads and motivates the employees to put
their best in the job.
External Channel:
• To create the right public image.
• Public image is important because it attracts workers, clients, and partners.
• External Communication determines the way organization connects or
disseminates information to the audiences external to the business.
• These have a great impact on the minds of stakeholders, as their opinion
about the company, brand and its variants largely depends on it.
• It focuses on facilitating cooperation with the groups so as to build and
maintain a good public image through relationships.
4. Modes (formal/informal)
Oral communication can be either:

1. Formal
• Vertical (upward and downward)
• Horizontal/Lateral
• Diagonal/Crosswise

2. Informal
• Single-Strand Chain
• Gossip Chain
• Cluster Chain
• Probability Chain
Formal Communication
• follows a specific structure or channels such
as emails
• maintain secrecy for the messages shared.
• time-consuming
• more reliable - follows a pattern
• principle, authorized, planned, and regulated
by the organization
• example: email exchange, video conferencing
and zoom calls. Presentations at business
meetings, and classroom lectures. From the
greeting to the sign-off, the tone and style are
completely different from informal
communication
The difference between formal and informal communication will also depend on the
audience and your message.
Informal Communication
• flow freely in any direction
• a casual chat, maintaining confidentiality gets
tough
• onset of rumors and gossip
• quick and easy to navigate
• No pattern is followed
• No rules or predetermined policy
• free from the organizational conventional
rules and other formalities.
• Example: Face-to-face conversations,
telephone conversations, discussions at
business meetings
• Both formal communication and informal communication are crucial
for maintaining a clear and cordial work culture.
• Nowadays, most organizations attempt to efficiently blend formal and
informal communication channels.
• The result is improved efficiency, productivity, and trust among the
employees. Effective communication skills play a crucial role in
advancing anyone’s career, from a fresher to a team leader to a manager.
Formal and Informal Communication Networks in
An Organization

Figure 0.4
 Informal Modes of Communication
The Grapevine
-It functions through social relationships in which individuals talk about
work when they are having lunch, working out, golfing, carpooling, and,
more recently, blogging.
-It can be a vehicle for distortions of the truth, rumor, and gossip. An
active grapevine can cause much damage to an organization by spreading
incomplete, false, or exaggerated information.
-It results in low morale, cynicism, fear, and an unsettled workforce.
1. SINGLE STRAND CHAIN
This is the type of communication where A shares an idea or information
with B, who then passes it to C, and so on. Communication is traveling
from one person to another person.

2. Gossip Chain – (Group Conversation)

Think of the college canteen conversations, where one person vividly
describes her recent adventures to a group of friends gathered around
the table to listen. That’s how the gossip chain works. One person
initiates the conversation and shares information with a group of people,
who then pass on the information to more people. - Group conversation
where everyone is talking to each other informally.
3. CLUSTER CHAIN
Have you ever noticed how a social media challenge becomes viral? People
start something unique and tag, say, three friends for the challenge. They
complete the challenge and tag three more people each, and so on. That’s
how a cluster chain communication is formed and continues. - One person
shares information with a group of selected individuals and in turn each of
those individuals shares that information with others.

4. Probability chain
The probability chain is a random process in which someone transmits the
information to others in accordance with the laws of probability and then
these others tell still others in a similar way OR Each individual randomly
tells another individual the same message.
Thank you