Business Communication

02.06.2011

How would you define Communication ?

Defining Communication
Communication is an exchange of facts, ideas, opinions or emotions, by two or more persons.

 Communication is the art of getting your message across effectively through: Spoken words (primary and simplest way) Written words (reflects importance) Body language (can make or mar) Visual images (leaves the greatest impact)

What is Business Communication ?

 Business Communication is a communication that occurs in an organizational context in order to: exchange information, ideas, plans, strategies offer the best of customer services make decisions, rules, proposals, contracts, and agreements, etc. In fact, communication is regarded as the lifeblood of every organization.

 The word business stands for any activity which is undertaken with a view to earn profit and the communication undertaken in the process of this activity is termed as business communication .

Objective/Purpose of Communication

To inform To persuade To educate To train To motivate To integrate To relate To entertain

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Nature

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It is a process Inevitable Continuous Dynamic Two-way communication (sender & receiver) Meaning based Systematic Leads to achievement of the organizational objectives Produces response
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Classification of Communication

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Classification on the basis of number of receivers

Intrapersonal Interpersonal Group communication Mass communication
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Classification on the basis of medium employed

Verbal Oral Written Non verbal

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Role of Communication

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 Managers need effective communication skills to perform the following inter-related roles: Interpersonal Informational Decisional

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The Communication Process Model

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 One Way Process Two Way Process

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Methods of Communication

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 Formal communication Informal communication Vertical communication (downward, upward) Horizontal communication (lateral communication) Oral communication Written communication
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Formal Channel of Communication

A means of communication that is formally controlled by managers or people occupying positions in an organization. Advantages Disadvantages

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Advantages
Helps in maintaining the authority structure Easy to fix responsibility of subordinates Helps in effective communication between subordinate and immediate superior Better co-operation and co-ordination No overlapping of communication as the information will follow the proper channel Most trustworthy Facilitates in smooth functioning of the organization Follow up actions easy No chance of biasness Minimal chances of leakage of information 26

Disadvantages
Time consuming Does not allow social and emotional bonds Stand in the free flow of information between organization levels.

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Informal Channel of Communication (Grapevine)

it flows around water coolers, down hallways, through lunch rooms, and wherever people get together in groups . Advantages Disadvantages

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Advantages
Speedy transmission Feedback value Support to other channels Psychological satisfaction Uniting force Creation of ideas Good personal relations
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Disadvantages
Cannot be taken seriously Does not carry complete information Distorts information May prove counter productive Chances of misrepresentation Lack of accountability

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Barriers to Communication
Process barriers: Every step in the communication process is necessary for effective and good communication. Physical barriers: Pertains to the physical distance between people communicating. Personal barriers: Involves component of an individual s communication competence and interpersonal dynamics between people communicating. Semantic barriers: Relate to the different understanding and interpretations of the 31 words we use to communicate.

Measures to overcome barriers in Communication

Fostering good relationships Purposeful and well focused communication Active listening Right feedback Minimize semantic problem Clarity in message Flat organizational structure Proper communication channels
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Principles of Communication

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7 C s of Effective Communication
Consideration Clarity Correctness Concreteness Credibility Completeness Conciseness
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4 S s of Communication
Shortness Simplicity Strength Sincerity Ss Shortness Simplicity Strength Sincerity Relevance Economizes Impresses Convinces Appeals

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Gateways to Communication
Two-way communication Appropriate language Promoting participative approach Credibility in communication Good listening Selecting an effective communication channel Sincerety
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Thank You All For Patient Listening !

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