BUSINESS COMMUNICATION-I LECTURE No. 1 INTRODUCTION, IMPORTANCE & PROCESS OF COMMUNIACATION

The word “Communication” comes from the Latin word of communis, which means common. According to Murphy “Communication is the process of transmitting and receiving verbal and non-verbal messages” According to Fred Luthans: Communication means “The flow of material information, perceptions and understanding between various parts and members of an organization.”

Effective Communication Effective communication is the life blood of every organization and a key to success in our business career and our personal life. Effective communication is vital inside the company because employees can be better motivates and more efficient by it.

Types of languages with respect to Business Communication Formal Language Informal Language

a. Formal Language Formal language is used when we tend to business areas. The business affairs can be termed as some of the follows: Sending letters to different people on behalf of the company Placing orders for different products. Hiring people Preparing reports both oral and written Writing memos to other employees Applying for jobs

b. Informal Language Informal language is used when we are not dealing with business areas such as private discussions, gathering with friends and family and sharing ideas. Informal language is often used to get ideas across speedily; short form words are used and are supported by easily understandable slang.

Difference between Formal and Informal Languages

Formal Language Informal Language (1) It is the language spoken in office, business and other formal places. (1) It is the language spoken at home or with friends. (2) Proper and standard words are used. (2) Improper words and slangs are used. (3) It consists of specific purpose words like manager, supervisor, owner, employer etc. (3) It has all purpose words like “boss” that stands for various personalities. (4) It is used comparatively less than informal language. (4) It is used in daily life. (5) It is used when the speaker is relaxed. (5) It is used when speaker is in a hurry.

What is a Document Purpose ?

Documents should be created for explicit purposes or goals that both the writer and the reader would readily agree on. Although there are many explicit purposes for creating a scientific or technical document, there are four general categories: To provide information To give instructions To persuade the reader To enact (approve) or prohibit something

PROCESS OF COMMUNICATION

Communication simply means exchange of ideas & information between two persons. A person sends a message to another person and gets the response from the receiver on the message. This whole phenomenon can be explained as under.

Sender Encoding Message Noise Feedback Receiver Decoding Transmission

PROCESS OF COMMUNICATION 1. Sender’s (Thoughts) The very first step in the process of communication is generation of thought in the sender’s mind. These thoughts may be about a request, order, inquiry production or any other such activity.

PROCESS OF COMMUNICATION 2. Encoding / Message The thought generated in the mind of sender is ambiguous and unable to be communicated unless it is put into a receivable form. This step is known as encoding where the sender converts his thought into a message by means of a language. For example, a sender thinks about having a job. Now, he will put his thought on a paper. That is called job application. In his way, his thought becomes a message.

PROCESS OF COMMUNICATION 3. Transmission (Medium) Once a thought is converted into message, it should be transmitted to the receiver through a suitable medium. This media might be electronic media as T.V., E-mail, radio etc. or it may be print media like newspaper, magazines, letters or merely sound that is transmitted through the medium of air.

PROCESS OF COMMUNICATION 4. Noise and Barriers While transmitting the information to the receiver, the sender faces lots of barriers. These noise and barriers are explained as under:

PROCESS OF COMMUNICATION 4. Noise and Barriers On sender’s side (Lack of concentration, typing mistake, poor language etc) In the medium (Poor transmission on T.V. and radio mis-printing in newspapers etc On receiver’s side (Poor reading ability, emotions, lack of concentration)

PROCESS OF COMMUNICATION 5. Decoding by Receiver Having received the message from the sender, the receiver attempts to understand and interpret the message. This process of converting the language of message into thoughts is known as decoding. For instance, the receiver, having received job application, reads the application and understands the message conveyed by the applicant.

PROCESS OF COMMUNICATION 6. Feed back Process of communication is incomplete until the receiver responds to the sender. This response may be negative, positive, or for further enquiry. It means when the receiver of job application welcomes or regrets the sender, the process of communication is deemed to be complete.

Verbal and Non-verbal Communication

Verbal communication Verbal communication means such a communication that takes place by means of a language or words”. It includes the following contents. a. Oral communication (Speaking & listening) b. Written communication (Writing & reading) 1. Speaking 2. Writing 3. Listening 4. Reading

Non-verbal communication It means communication without the use of language or words. It includes appearance, body language, silence, etc. Its explanation is as follows; 1. Facial Expressions 2. Gestures, postures (pose) & movement