Business Communication

LECTURE No. 2

PLANNING STEPS
&
CHANNELS OF
COMMUNICATION
Planning Steps of Communication
 As the case is nothing is accomplished while thorough and
steady planning. Planning makes everything more achievable
and more goals oriented. So there is a need for planning in
communication as well. The basic planning steps to
communication are:

• Identify your purpose

• Analyze your audience
• Choose your ideas
• Collect your data
• Organize your message
The Channels of Communication
 Channel of communication means how
communication flows from one point to
another point.
It may be divided into the following types:

o Internal Communication
o External Communication
 Internal Communication

When the flow of communication is within an organization

it is internal communication. It does not include outsiders.

Internal communication helps people to interact in the

organization to plan, organize, staff, lead and control. It is
used by all people in the organization at every level. It is
Intra-company communication.
 Internal Communication

Internal communication can be further

subdivided into the following parts or
channels:

• Horizontal communication
• Downward communication
• Upward communication
 Horizontal Communication

It is the communication between people of the same

department, or with other people of the same level in
other departments. It is also called cross-wise
communication.

Horizontal communication helps in sharing

information through meetings, chats, brain storming
sessions and peer-to-peer talk.
MANAGER COMMUNICATION
MANAGER
Horizontal Communication
 Downward communication
When the flow of communication is from the superior level to a downward level it is

called downward communication. When managers pass instructions to subordinates

they are using the downward channel of communication. Downward communication

helps in leading, giving policies and procedures, assigning tasks and controlling

subordinates.

SUPERVISOR/SUPERIORS

SUBORDINATES
 Upward Communication
When the flow of communication is from the subordinate to the upper level
it is called upward communication. When subordinates submit reports and
give information to managers they are using upward channel of
communication. Upward communication helps in submitting reports,
appeals, requests, sharing problems or asking for advice and guidance.
SUPERVISOR/SUPERIORS

SUBORDINATES
Upward Communication
External Communication
 In external communication the flow of information is outside

the organization.

oIt is Inter-company communication. It is used to communicate with vendors,

suppliers, competitors, Government, Consumer groups and general public.

oIn external communication special care and consideration has to be given as it

is also important for the goodwill and image of the company. Legal aspects

are also given special attention while communicating externally.

External Communication