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BUSINESS COMMUNICATION I

MY INTRODUCTION
Name: Wg.Cdr ( R ) Muhammad Zia ul - Haque Qualification: Masters in Operations Research Master in business Administration Bachelors in Aerospace Engineering Experience: Amateur (still learning) Email: engrziaulhaque@yahoo.com Office Hours: whenever you can find me.

Your Introduction
Name: what do you like to be called Education: when and from where Experience: jobs, internship Present CGPA: anyone having more than 3.5

CGPA

Prescribed text book


Business Communication By Murphy Syllabus given in course outline

Importance & Benefits of effective Communication


Ancient Heritage In Greece & Rome Egypt & China Organization It is a group of people associated for business, Political, Professional, religion, athletic, social or other purpose. They interact & react I. e. Communicate

Employee Exchange information Communicate Ideas Communicate Plans Order needed supplies Make decisions Make Rules Make Proposals Make contracts & agreements Life Blood of any Organization

Internal Communication
Increases job satisfaction, Safety, Productivity, Profits Decreases Absenteeism, Turnover & Grievances Downward Motivated & Efficient employee Employee need Clear job directions, pension , training, Safety rules Organization strategies, info about products, management view point on issues, employee benefits , health care, insurance, promotion, responsibilities and retirement benefits

Upward Frank comments from employees, Complaints, Problems, Suggestions, progress reports Horizontal Solve problems, Perform job duties, prepare for meetings, cooperate on projects Ways in Organization Memos, Reports, Meetings, Face to face discussions, Teleconferencing, Video-conferencing and e- mail Life Blood of any Organization

External To Customers, Suppliers, Govt. department. Public Effective communication to people out side the organization can help create a good reputation and have a positive impact on business and ultimate success Poor communication can cost an organization time and money

Benefits for career


A valuable job requirement: The progress in organization is influenced by how effectively you can communicate your knowledge, proposals and ideas to others who need them or should receive them. Strong communication skills are required as per job description for most of the jobs. Many careers like customer relation, labor relation, marketing, public relation have primary responsibility of communication

An Essential for promotion


The ability to communicate is essential for the promotion of an individual. Managers spend 60% to 90% of their time communicating ; Speaking, Listening, Writing or Reading

Challenges in Global Market


Developing right attitude To customers you are the company Messages written to international customers, clients, suppliers and others business contacts must be especially sensitive to audience concerns. Goodwill towards your company and you as a representative of company depends upon your ability to communicate effectively

Preparing Adequately
Careful sound judgment when choosing ideas and facts for each message Patience & Understanding even with unjustly insulting persons Integrity backed by a valid code of ethics Reasonable facility with the language Applied knowledge of communication process & principles Knowledge of the cultural conventions of your audience

Becoming Flexible
Due to diversity in organizations the managers need to be flexible how they deal with others Language How to address different audiences How to choose different channels of communication To or not to use standard English

Context Sender /Encoder Message Medium


Feedback

Receiver / Decoder

CONTEXT
Country Culture Organization External stimuli Internal stimuli

Sender/ Encoder
You use symbols that express your message and create the desired response When you sending the message, you are the Encoder . Here the word you mean writer/Speaker decides whether the message should be in written or oral. He / She may choose Words, Symbols, Pictures or Graphics that express the objective in the real sense

Sender/ Encoder
You (Sender) should also keep in mind your relationship with the receiver while preparing message. Some times wrong message may create a loss to your organization , to yourself. Or it can create a bad impression for you/your company.

Message
Message is basically the basic idea that you want to communicate. The message may be Verbal, means (Written or Spoken) Non-Verbal, means( Symbols, Pictures or unspoken). This is very much important component of communication Your message should be or MUST be clear and easy to understand The most important element in message is your receiver . You must be well aware about your receiver. While preparing a message you should keep in mind how your receiver will interpret the message.

Medium is basically channel through which your message reaches to receiver & channel vary from situation to situation. E.g. Lets say Govt of Pakistan wants to convey its message to Pakistani Nation , now Govt will select the effective medium it may be. T.V -- Radio -- Papers Or all of the above keeping in view the Importance of the message. When we talk at Micro /Organizational Level the medium may be writing or non-Verbal Your medium can be printed words , Electronic OR Sound

Medium

Receiver (Decoder)
To whom the message is being sent. e.g. in case of Govt of Pakistan's Message, Pakistani Nation is receiver (Decoder). In simple words we can say that receiver is your reader (in case of press , letters etc.) or Listener (In case of TV, radio, Speaker Etc.) Receiver is also known as decoder.

Feedback
Feedback is basically the response/reaction of Receiver after receiving the message. Sender always need feedback to check weather the message effectively reached or not? Or in other words. Sender need feedback to examine the success or failure of the message. The feedback could be Oral or Written message, an Action or simply Silence

Problems in Communication
Convetion of meaning 1. Miscommunicated Instruction 2. Reaction to denotation & Connotation Perception of Reality 1. Abstracting 2. Inferring Values , Attitude & Opinions

Non Verbal Communication


Appearance
Effect on written message Effect on Oral message 1. Personal Appearance 2. Appearance of surroundings

Body Language Facial Expression Gestures, Posture & Movement Smell & Touch Voice & Sounds

Silence, Time Space