Introduction to Business Communication & it’s features

Business Communication Defined “Communication is an exchange of facts, ideas, opinions or emotions by two or more persons.” Newman & Summer “Communication is the process of passing information and understanding - from one person to another.” Keith Davis The sharing of information between people within an enterprise that is performed for the commercial benefit of the organization. In addition, business communication can also refer to how a company shares information to promote its product or services to potential consumers.informationenterprisecommercialbenefitorganizationadditioncompanysharespromoteproductservicesconsumers

Distinct Features Of Business Communication It deals with various commercial and industrial subjects. Characterized by certain formal elements- commercial and technical vocabulary, use of graphics, specific formats. It is objective and impartial, as information are conveyed accurately and concisely It entails complex writing techniques and procedures

Characteristics Of Business Communication Continuous Process Needs proper understanding Leads to achievement of organizational objective Dispels misunderstanding Pervasive in nature

Benefits of Business Communication Enhanced professional image Increased productivity Stronger decision making Quicker problem solving Healthier business relationship Improved customer relations Increased awareness among employees Lesser misunderstanding Better quality of documents

Functions of Communication Information Control Motivation Emotional expression

Roles of a Manager Manager’s role Interpersonal Informational Decisional Monitor Disseminator Spokesperson Figurehead Leader Liaison Entrepreneur Disturbance Handler Resources allocator Negotiator

The Communication Process Business Communication

Definition of communication: The process of creating and exchanging meaning through symbolic interaction. – As a process communication constantly moves and changes. It does not stand still. – Meaning involves thoughts, ideas, and understandings shared by communicators. – Symbolic means that we rely on words and nonverbal behaviors to communicate meaning and feelings.

The Communication Process Context provides the people, the occasion and the task. Physical environment is the actual place or space where communication occurs. Climate influences the emotional atmosphere.

The Communication Process Sender Channel Receiver Feedback Channel Encoding Decoding Message Noise Barrier

The Communication Process

ComponentsFunction / Nature SenderSelects, composes MessageVerbal / non verbal/ Combination ChannelOral / Written ReceiverIdentifies/ Comprehends / Interprets FeedbackVerbal / non verbal/ Combination

Steps in the Communication Process Step 1 – The sender encodes the message and selects the transmission channel. – Sender is the person who initiates the communication of information and meaning that are to be communicated. – Encoding – Is the sender’s process of putting the message into a form that the receiver will understand.

Steps in Communication Process Step 1 – The sender encodes the message and selects the transmission channel. – The message is the physical form of the encoded information which is transmitted through a channel. – The three primary communication channels are oral, nonverbal, and written. – Use of an inappropriate channel can result in missed communication.

Steps in the Communication Process Step 2 – The sender transmits the message. – Noise factors during the transmission of a message can disturb or confuse the receiver. – To overcome noise, consider the physical surroundings before transmitting the message.

Steps in the Communication Process Step 3 – The receiver decodes the message and decides if feedback is needed. – Decoding – The receiver’s process of translating the message into a meaningful form. – A few barriers could include trust and credibility, not listening, and emotional barriers to communication.

Steps in the Communication Process Step 4 – Feedback – After decoding the message, the receiver may give feedback to the sender. – Filtering is the process of altering or distorting information to project a more favorable image. – To help eliminate filtering, treat errors as a learning experience rather than as an opportunity to blame and criticize employees.

Sending Messages To transmit messages effectively, managers must state exactly – What they want? – How they want it done? – When they need it?

Sending Messages Before sending a message, carefully select the channel and plan how to send the message. The goals of communication are to influence, to inform, and/or to express feelings.

Sending Messages The steps in the message-sending process: – Step 1 – Develop rapport. – Step 2 – State the communication objective. – Step 3 – Transmit the message. – Step 4 – Check understanding. – Step 5 – Get a commitment and follow up. rapport is getting on well with another person, or group of people, by having things in common, this makes the communication process easier and usually more effective.

Receiving Messages Communication does not take place unless the message is received with mutual understanding. The message cannot be received accurately unless the receiver listens.

Five Principles of Communication Communication is transactional because it involves an exchange. – If I go to the store to get a coke, I exchange money to the cashier for the coke. I give something and get something in return. Communication is the same… you have to give and receive for communication to happen.

Five Principles of Communication Communication is complex for several reasons. – It is interactive because many processes are involved. – It is symbolic because symbols are open to interpretation. – It is personal & cultural because a person’s culture can add a new or different meaning to a phrase or gesture. – It is irreversible because once a message is sent, it cannot be taken back. – It is circular because it involves both original messages and feedback which is necessary to confirm communication. – It is purposeful because there is always a reason behind a message and it helps meet our needs. – It is impossible to duplicate because each interaction is unique.

Five Principles of Communication Communication is unavoidable because it is impossible to not communicate. – You are communicating constantly even when you do not intend to communicate. You communicate by the way you sit or move, by the way you speak, by what you wear, by your actions…. Even when you sleep in class, you’re communicating that you are tiered or not in the avenue.

Five Principles of Communication Communication is continuous because it continues to impact and influence future interactions and shape our relationships. – Have you ever gotten off to a wrong start with someone? Has it taken a lot of time to perhaps overcome someone’s negative opinion of you? – Has someone ever said something to you that hurt your feelings and you’ve always remembered it and think about it when you see that person?

Five Principles of Communication Communication skills can be learned on continuous basis because they can always be improved. – You may need to work on speaking skills, written communication, listening, relationship skills… there’s always room for improvement!

Five Levels of Communication Intrapersonal Communication is communication that occurs in your own mind. It is “self-talk” which are the inner speech or mental conversations that we carry on with ourselves. It is the basis of your feelings, biases, prejudices, and beliefs. – Examples are when you make any kind of decision – what to eat or wear. When you think about something – what you want to do on the weekend or when you think about another person. – You can also communicate with yourself when you dream at night.

Intrapersonal communication  This takes place within the individual.  Sender = Our relevant organ.  Receiver = Our brain.  Feed back by brain.

Five Levels of Communication Interpersonal communication is the communication between two people but can involve more in informal conversations. Through this kind of communication we maintain relationships. – Examples are when you are talking to your friends. A teacher and student discussing an assignment. A patient and a doctor discussing a treatment. A manager and a potential employee during an interview. Any one on one or informal communication.

Five Levels of Communication Small Group communication is communication within formal or informal groups or teams. It is group interaction that results in decision making, problem solving and discussion within an organization. – Examples would be a group planning a surprise birthday party for someone. A team working together on a project. A focus group discussing the pros and cons of a new product. A group therapy session.

Five Levels of Communication One-to-group communication involves a speaker who seeks to inform, persuade or motivate an audience. – Examples are a teacher and a class of students. A preacher and a congregation. A speaker and an assembly of people in the auditorium.

Five Levels of Communication Mass communication is the electronic or print transmission of messages to the general public. Outlets called mass media include things like radio, television, film, and printed materials designed to reach large audiences. – A television commercial. A magazine article. Hearing a song on the radio. Books, Newspapers, Billboards. The key is that you are reaching a large amount of people without it being face to face. Feedback is generally delayed with mass communication.

Organizational communication  Communication in an organization takes place at different hierarchical levels.  It can be divided into mainly two parts INTERNAL OPERATIONAL & EXTERNAL OPERATIONAL...