BUSINESS

COMMUNICATION
 Communication
• Imparting or exchanging of

• Information

• By speaking, writing, or using some other

medium
Forms of Communication
 Components of Communication
• Context
• Sender
• Message
• Medium
• Receiver
• Feedback
 Communication Channels
• Formal communication pattern

– Upward communication

– Downward communication

– Lateral communication

• Informal Communication pattern

 Command on Language

• Reading
• Speech
• Writing

• Reading makes a full man, Speech a ready

man and Writing an Exact Man – Francis Bacon
 7 Cs of Communication
• COMPLETENESS
• CONCISENESS
• CONSIDERATION
• CORRECTNESS
• CLARITY
• COURTESY
• CONCRETENESS
 7 Cs of Communication
• Completeness

– Provide all necessary information

– Answer all questions asked

– Give something extra when desirable

 7 Cs of Communication
• Conciseness

– Eliminate wordy statements

– Include only relevant material

– Avoid unnecessary repetition

 7 Cs of Communication
• Consideration

– Focus on “You” instead of “I” or “We”

– Show audience benefits or interest in the receiver

– Emphasize positive and pleasant facts

 7 Cs of Communication
• Correctness

– Use specific facts and figures

– Put action in your verbs

– Choose vivid, image building words

 7 Cs of Communication
• Clarity

– Choose precise, concrete and familiar words

– Construct effective sentences and paragraphs

 7 Cs of Communication
• Courtesy

– Be sincerely tactful, thoughtful, and appreciative

– Use expressions that show respect

– Choose non-discriminatory expressions

 7 Cs of Communication
• Concreteness

– Use the right level of language

– Check accuracy of figures, facts and words

– Maintain acceptable writing mechanisms

 06 Tips to Construct Message
1. Avoid Wordiness
2. Avoid Jargons
3. Write for the Audience/ Receiver
4. Use Active Voice
5. Pay Attention to Grammar
6. Proof Reading
 05 Steps of Message Planning
• Identify your purpose
• Analyze your audience
• Choose your ideas
• Collect your data
• Organize your message
Distribution Channel

Memos and Letters

E-mail Messages

Instant Messages

Blogs and Podcasts

 Business Letter Format
Letterhead
XXXXXXXXXXXXXXXXXXX
Stationery XXXXXXXXXXXXXXXXX
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Date xxxxxxxxxxxxxxxx
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Inside
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xxxxxxxxxxxxxxxxxxx Address
Salutation xxxxxxxxx:
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The
xxxxxxx
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xxxxxxx
Message
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Complimentary
Signature xxxxxxx
Close
Block
xxxxxxxxxxxxxx,

xxxxxxxxxxxxxx
xxxxxxxxx
xxxxxxxxx
 Letter Writing- Structuring
• Present your Best Self
• Write in Clear, Conversational Style
• Be concise
• Be consistent
• Use of Jargons
• Avoid Big Words
• Prefer specific to general
 Memorandum
• Standard memos consist of a heading:
– TO,
– FROM,
– SUBJECT,
– DATE and
– MESSAGE
 Paragraph Construction
• Topic sentences

• Detail (middle sentences)

• Summary sentence
 Opening Paragraph
• Make the opening considerate, courteous,
concise and clear

• Check for 7 Cs
 Closing Paragraph
• Make your action request clear and complete
with the five W’s and the H if you want your
reader to do something

• End of a positive courteous note

• Keep the last paragraph concise

and correct
 Email Etiquettes

Practice E-mail
Etiquette

Send Necessary Respect the Avoid Unnecessary

Messages Chain of Command Copies
 06 Steps to Design a Report
• Define the Problem, Purpose and Scope
• Consider who will receive the report
• Determine Ideas to Include
• Collect needed material
– Secondary
– Primary
– Electronic Database
• Sort, Analyze and interpret Data
• Organize data and prepare final outline.
Thank You…!