Business Communication: Theory and Application We spend much time in communication. Talking, listening, reading, writing, gesturing, drawing, seeing, feeling, smelling are act of communication Communication has enabled us to organize ourselves and others Communication is vital to our success and well- being in civilized society.

An Essential to organized Activity Communication is essential to the functioning of organization. Can you imagine organization without communication? Herbert Simon wrote, “ no organization without communication.” Communication is the vehicle through which the basic management functions are carried out. Managers direct through communication, they coordinate through communication, and they staff, plan, and control through communication.

The High Frequency of Communication The frequency of communication depends upon the nature of your organization. Company’s organization plan affects it The people who make and run the organization also affect it. Between 40 to 60% of time spent in a typical manufacturing plant involves some form of communication-tentatively speaking. Typically top executives spend from 75 to 95% of their time communicating. Communication is vital in business but “of all the things business executives do, they are worst at communicating”.

Communication illustrated: Dan Case He works in a typical manufacturing plant as a clerk in order department. He begins communicating as he wakes up He talks to another person in his car while going to his office. They talk about personal as well as company affairs. As they reach plant, guard greets them, talks…

Dan Ctd. Clock communicates, they insert a card to show their presence, some greeting to other friends, company’s whistle to begin work, at 9 o'clock, he begins work. Checks s, telephone messages, hears rush of orders, deals with positive as well as negative letters, reads and sends customer replies. When he finds some problems which are sensitive or complex, he sends them to his seniors. Reads a message about the promotion of another person which he had wanted for himself badly When he passes by Kapel’s room, he feels jealous looking at his new office… It is just a case. People communicate a lot. It is the truth.

Main Forms of Organizational Communication Three broad categories of communication are: Internal operational external co operational personal 1.Internal- operational communication: Structured communication within the organization that directly relates to achieving the organization’s work goal. Built into organizations plan of operation Most of the company information might have been stored in computer… they use the database. Superiors make decisions and transmit them to subordinates… Memorandum, reports, conversations etc. are examples of internal-operational communication.

2. External-operational communication It is also structured communication… that is conducted with people and group outside the organization. Organization’s communication with public- suppliers, service companies, customers, etc. Advertising efforts also comes under it. Organization needs to satisfy customer needs.

3. Personal Communication Non-business related exchanges of information and feeling among people It affects worker’s viewpoint. Workers viewpoint affects their performance. Although not a component of an organization's plan of operation, personal communication can have a significant effect on its success. If they are not happy with each other, it affects their work efficiency. Excessive personal communication is also not good for organization. Somewhere between these extremes lie the ideal productive viewpoints.

The organization’s communication network It has a complex network of information flow. Just like the body has arteries, the organization has well established channels of information flow. Reports, orders, records, instructions, messages, letters, sales presentations, advertising etc. In modern offices, computer is a great help. Information from workstation is put into data base. The information can be assembled at the work station that needs it. Secondary network of information flow is like veins of the body. It follows no set pattern but form an intricate web of information flow…that links all organization members in one way or another.

Ctd. Secondary network is not a single network. It is a conglomerate of smaller networks made up of groups of people. Because of the complex nature of such networks, they are known as grapevine. It consists of much gossip and rumor but good managers can recognize the strength of such information and use it for the betterment of the organization. Please refer to page 12 for a figure.

Some Questions a.What is communication? b.What is Business Communication? c.What is the role of communication in Businesses? d.What makes an effective communicator? e.What does it mean by frequency of communication? Explain with Dan’s Half an Hour.

More questions a.What are the forms of organizational communication? Explain with examples. b.Explain communication network with a clear diagram.