BUSINESS COMMUNICATION

IMPORTANCE OF COMMUNICATION The word communication has a rich history Comes from the Latin word communicare that entered the English language in the fourteenth and fifteenth century Difficult to define communication However communication means 1. Process by which information and feelings are shared by people through an exchange of verbal and non verbal messages 2. The successful transmission of information through a common system of symbols, signs, behaviour, speech, writing or signals 3. The creation of shared understanding through interaction among two or more agents Communication depends on the interpretation of a message by the listener

BUSINESS COMMUNICATION
IMPORTANCE OF COMMUNICATION IN BUSINESS

1. Communication at the INDIVIDUAL level

You deal in person with all kinds of people Interaction with colleagues or co-workers, superiors or subordinates Same department , other departments, same building other buildings Clients, suppliers, visitors and general public Friends, acquaintances or strangers - Relationship you have with the individuals determines the language you use - Opinions and impressions are formed from the way you speak and behave - Remember, your body language, gestures and expressions may tell people more about you than the words you use

1.

BUSINESS COMMUNICATION
IMPORTANCE OF COMMUNICATION IN BUSINESS

2. Communication at ORGANIZATIONAL level

All managerial functions like planning, organizing, directing, coordinating and controlling can be well performed with good communication skills Information must be communicated to managers to plan properly Plans must be communicated to others to be carried out Organizing requires communicating with people about their job assignments Leading requires managers to communicate with subordinates so that group goals can be achieved Oral, written and increasingly electronic communications are essential part of controlling Managers can carry out their management functions only by interacting with and communicating with others The communication process is thus the foundation for management functions

BUSINESS COMMUNICATION
IMPORTANCE OF COMMUNICATION IN BUSINESS

3. Communication in MODERN SCENARIO

Factors responsible for growing importance of communication

Global Business Environment Now a days organizations operate at transnational level This requires dealing with people of different cultures and language Thus need for effective communication increases all the more Large scale Operations With the expanding economies businesses are being done on large scale Consequently size and decentralization of the organization increase Coordinating the whole affair needs effective communication

BUSINESS COMMUNICATION
IMPORTANCE OF COMMUNICATION IN BUSINESS

Technological Advancement With fast moving technology the methods and techniques of work change very fast Making the people to understand the newer and modern ways of doing things needs effective communication
Role of Information Every organizations need for information has increased Business environment is changing very fast To keep up with this change organizations have to be abreast with the latest Change in Management Style Earlier style was, Management decides and orders and workers perform. The change now is with the emphasis being given to participative management

BUSINESS COMMUNICATION
IMPORTANCE OF COMMUNICATION IN BUSINESS

Need for Better Human Relations and Higher Motivation Level

The aspirations and awareness of the workforce is growing fast It is thus an important task of the management to maintain sound, cordial and harmonious relations with the workforce

Increasing Social Role Modern business is now being recognized as a social institution It has to deal with different segments of the society in different capacities Shareholders, customers, suppliers, trade unions, press government, etc. Stress is also being laid on corporate social responsibility, community development, social welfare, etc.

BUSINESS COMMUNICATION
COMMUNICATION AS A PROCESS

The communication process is a loop that connects the sender and the receiver and operates in both directions
Communication is not complete until the original sender knows that the receiver understands the message The communication process involves eight basic elements Source (sender), encoding, message, transmission channel, receiver, decoding, noise, and feedback Managers can improve communication skills by becoming aware of these elements and how they contribute to successful communication Communication can break down at any one of these elements

BUSINESS COMMUNICATION
COMMUNICATION AS A PROCESS

ENCODING

TRANSMISSION CHANNEL

DECODING

SOURCE

NOISE

RECEIVER

DECODING

TRANSMISSION CHANNEL

ENCODING

BUSINESS COMMUNICATION
COMMUNICATION AS A PROCESS

1.

SOURCE Communication process begins with the sender Sender wishes to send a message to the receiver

2. 3.

MESSAGE This is what the sender wants to convey It may be an idea, feeling or some information The purpose has to be expressed in the form of a message ENCODING To put the message in the form of words or images Organizing of message into a series of symbols either written words, spoken words or gestures Three encoding skills speaking, writing and body language

BUSINESS COMMUNICATION
COMMUNICATION AS A PROCESS

4.
5. 6.

TRANSMISSION CHANNEL Medium of transmission from one person to another Channel must be appropriate for the message to be effective Written and graphic communication provide a permanent record Telephone and face to face oral communication offer immediate feedback Managers must decide whether clarity, record keeping or feedback is more important
RECEIVER Person or group for whom communication effort is intended Message must be crafted with the receivers background in mind DECODING The process by which the receiver interprets the message and translates it into meaningful information

BUSINESS COMMUNICATION
COMMUNICATION AS A PROCESS

7.

FEEDBACK It is the reaction, without it, the sender of the message cannot know whether the recipient has received the entire message or grasped its intent Need for a feedback has to be clearly understood Feedback is the return of the message to he sender with new information It regulates both transmission and reception Feedback enables sender to adjust his performance to the needs and response of the receiver(s) Organization feedback ranges from direct feedback such as: - a simple spoken acknowledgement that the message has been received or - expressed through actions and documentation In most organizational communications, the greater the feedback, the more effective the communication process is likely to be Early feedback enables managers to know if their instructions have been understood and accepted

BUSINESS COMMUNICATION
COMMUNICATION AS A PROCESS

8.

NOISE
Noise is any disturbance that obscures, reduces or confuses the clarity or quality of the message being transmitted It is the interference that takes place between the sender and the receiver To overcome the noise barrier for effective communication one must understand the source It may be physical, physiological or psychological

Physical Noise External factors that distract Noise of car horns, television sets switched on, people speaking loudly, children crying when one is trying to hold a conversation

BUSINESS COMMUNICATION
COMMUNICATION AS A PROCESS

Physiological Noise
Hearing disorders fall in this category Illness and disabilities also make it difficult to send and receive the message

Psychological Noise
Forces within the sender and the receiver that interfere with the understanding Egotism, defensiveness, hostility, preoccupation, fear, different perceptions