Hawassa University

College of Business and Economics

Department of Logistics and Supply Chain Management
Course Title:-Business communication
Chapter One
An over view communication
 1.1 Meaning of Communication

Definitions: Different writers define communication in different ways.

Some define communication as “the process of transferring ideas
from one person to another”.
Peter little: communication is the process by which information is
transmitted between individuals and/or organization so that an
understanding response results.
W. H. Newman and C. F. summer: Communication is an
exchange of facts, ideas, opinions, and emotions by two or more
persons.
Keith Davis: Communication is the process of passing information
and understanding from one person to another.
 Cont.
The Latin root of communicate is communicare, which
means “to make common to many, share”. According to
this definition,
When people communicate, they express their ideas and
feelings in a way that is understandable (common) to each
of them; they share information with each other.

Generally, communication is a process that involves the

transfer of information and understanding from one
person to another person.
 Cont.
Or, Communication is a shared meaning among two or more
people through verbal and non-verbal transactions.
• Business communication is a specialized field and branch
of general communication.
• It is hardly possible to make a basic difference between the
two.
• The process and the principles that regulate them are
similar. Their difference lies in their application to
situations.
• General communication is concerned with many roles at
large/broad scope.
 Cont.
On the other hand, business communication is
concerned with business activities like internal
business activities:
 maintaining and improving the morale of
employees,
 giving order to workers,
 prescribing methods and procedures,
 announcing policies and organizational changes, and
etc… as well as external business activities such as,
selling and buying goods and services,
 Significance of Business Communication

• the importance of communication to organization

it is better to define what organization is.
• An organization is a group of people associated
for business, political, professional, religious,
sport, social, or other purposes.
• They exchange information, ideas, plans, make
decisions, rules, proposals, contracts and various
agreements which all of them cannot happen
without communication.
 Cont.
• Communication is the life blood of every organization.
• Whether an organization is large or small, the sharing of
information among the parts of an organization, as well as
between the organization and the outside world, is the glue
that binds the organization together.
• Communication skills are important because it is through
communication that you gain the information you need to
make successful decisions at work.
• The success of an organization depends on communication
skills of its employees.
• “inability to communicate” and “poor communication skills”
were the most frequently mentioned reasons for not hiring a
job applicant.
 Cont.

• It promotes managerial efficiency

Basically • It is an aid to planning and decision making
business • It strengthens control and operations
communic • It increases co-operation and understanding
• It is a basis of leadership action
ation has
• It develops co-ordination
the • It leads to job satisfaction
following
significanc
e for
organizati
on
 Nature/Characteristic of Business communication

Nature/Characteristic of Business communication

 It is not that begins at one time and stops at another.

 It concerns all managers at all level of management.
 It facilitates managerial functions.
 It facilitates managerial roles.
 Objectives of Business Communication

 To develop understanding and information among all

workers and this is necessary for group efforts.
 To foster an attitude which is necessary for motivation, co-
operation and job satisfaction.
 To discourage the spread of misinformation and rumors
which can cause conflict and tension.
 To encourage the subordinates to give ideas and suggestions
for improving up on the product or work environment and
taking these suggestions seriously.
 Cont.
 To prepare workers for a change in methods of operations by
giving them necessary information in advance
 To improve the labor management relations by keeping the
communication channels open and accessible
 To encourage social relations among workers by encouraging
inter-communication
 To develop sound intra organizational and inter
organizational relations in order to achieve the desired
business goals
 1.4. Communication in Management

 Communication is essential to each of the five basic

functions of management.
In order to plan, organize, staff, direct and control,
managers must be able to communicate with other
persons- and communicate well.
Communication is a linking process that enables each of
the basic functions of management to be carried.
 Effective communication is therefore the “life blood” of
every organization.
 Cont.
The primary factor that determines productivity in organizations the employee’s
job performance.
 What employees do in the workplace determines how much work gets done
and how well it is done, how costly their own behaviors are and to a large
extent, how much is spent on materials and equipment.
 the four major factors that ultimately shape an employee’s performance.
1. The employee’s motivation to do the job.
2. The directions the employee receives concerning what to do and how to do it.
3. The ability of the employee to do the job.
4. The resources with which the employee is provided to do the job.
 Cont.
•By shaping employee’s attitudes and perceptions
communication serves to convert external
communication from the work environment into
internal thoughts and feelings that in turn, control,
employee’s behaviors.
End of Chapter one
Thank you for your
attention and
interest!