1.Basics of Business Communication

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Basics

ofBusiness Communication


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Basics of Communication

Gurutej S

Definition of Communication

Communication is defined as giving, receiving or

exchanging information, opinions or ideas by writing,speech or visual means, so that the material

communicated is completely understood by everyone

concerned.


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Communication Process

Sender conceives the message

Encode the message

Select the appropriate channel

Receiver decodes the message

Interprets the message Feedback from the receiver


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GENERAL COMMUNICATION

General Content

General Vocabulary]

No Formal element

Both Formal and Informal in style

May Not be factual

Both objective and subjective Not always structured

No specific exposition technique

Not always for a specific audience

TECHNICAL

COMMUNICATION

Technical Content Specialized Content

Formal Element

Always formal In style

Always factual

Objective

Logically Organized and

Structured

Complex and important

Exposition Technique Specific Audience

Usually Involves Graphics


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Methods of Communication

Internal Communication

External Communication


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Internal Communication

ORAL

Telephone

Intercom

Meeting/Conference

Presentation

Face-to-Face Discussion

Messages

WRITTEN

Memo

Report

Graphs/Charts

E-Mail/Fax

Notice

Form/questionnaire

Newsletter

Minutes


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External Communication

ORAL

Meeting

Conference/Seminar

Conversation

Telephone

Presentation

WRITTEN

Brochure

Invitation

Press Release

Advertisement

Report

E-Mail/Fax

Letter


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Factors involved in choosing the

Means of Communication Cost

Confidentiality

Safety and Security Influence

Urgency

Distance

Resources

Written Record

Recipient


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Basics of CommunicationTYPES OF COMMUNICATION

CLASSIFICATION OF COMMUNICATION

ON THE BASIS OF

RELATIONSHIP

FORMAL INFORMAL

WRITTEN

ON THE BASIS OF

MEDIA

ORAL GESTURAL

ON THE BASIS OF FLOW OR

DIRECTION

DOWNWARD UPWARD HORIZONTAL DIAGONAL


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Formal communication is that which takes place through the

formal channels of the organization structure deliberately and

consciously established by the management. Flow of

information along the lines of authority formally established in

the enterprise.

Such communications are generally in writing and may take

any of the following forms:

policy manuals

procedural and rule books

official meetings

interviews etc..,

formal communication


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The main advantage of formal

communication are:

It helps in the fixation of responsibility andmaintaining of authority relationship

The limitations are:

o It is time consuming

Cumbersome

It leads to a deal of distortion


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Basics of CommunicationINFORMAL COMMUNICATION OR GRAPEVINE

Communication arising out of all those channels of

communication that fall outside the formal channels is known asinformal communication.

It does not follow lines of authority. It arises due to the personal

needs of the members of an organization and exists in every

organizationADVANTAGES:

it satisfies the desires of the people to know what is happening in

the organization.

it helps to improve managerial decisions as more people are

involved in the process of decision making.

it serves as a very useful purpose in conveying certain messages.


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DISADVANTAGES:

it consists of half truths.

it completely contains inaccurate

information.

it consists of rumors and distorted

information.


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Channels of Communication

Downward Communication

Memos, notices, newsletters, manuals

Upward Communication

Memos, reports, meetings, informal discussion

Horizontal Communication

Committee meetings, seminars, conferences

Diagonal Communication Depends on cooperation, goodwill and respect,


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Basics of CommunicationDOWNWARD COMMUNICATION

communication between a superior and subordinate is known as

vertical communication. It may be downward or upward

communication.

it follows the line of authority from the top to the bottom of the

organization hierarchy

IT IS A MUST IN ANY ORGANISATION. IT IS NEEDED

FOR :

to get things done.

to prepare for changes.

to discourage lack of understanding and suspicion.


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EXAMPLES:

Notices

Circulars

Orders

Memos

Letters

Annual reports


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UPWARD COMMUNICATION

Upward communication means the flow of information from

the lower levels of the organisation to the higher levels of

authority. It passes from the subordinate as to a superior as that

from worker to foreman, from foreman to manager, manager to

general manager, general manager to chief executive.IT IS NEEDED:

To create respectiveness of communication.

To create a sense of belongingness.

To increase the morale of employees.

To make improvements.


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REPORTS

MEETINGS

COMPLAINTS

SURVEYS

SUGGESTIONS

Gurutej S

EXAMPLES:


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CHIEFEXECUTIVE

MANAGER

SUPERVISOR A SUPERVISOR B SUPERVISORC

WORKMEN WORKMEN WORKMEN

LATERAL

COMMUNICATION

DOWNWAR

D

COMMUNICATION

UPWA

RD

COMMUNICATION/FEEDBACK


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HORIZONTAL COMMUNICATION

The transmission of information and understanding is called

the horizontal communication. This type of communication is

also known as lateral or sideward or crosswise communication.

EXAMPLE:

When assistant marketing manager communicates

with the accounts clerk directly, it is the case ofdiagonal communication. This type of communication

increases the organizational efficiency by speeding up

information and cutting across departmental barriers.


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Basics of CommunicationEffective Communication skills

Effective Communication skills requires the following

aspects:- Asking and answering questions(Asking questions in

meetings,talks,business presentation,lectures,seminars,answering

questions, providing explanations)

Expressing Opinions and comments (Asking for opinion ,expressing

criticism, objections and doubts, agreeing disagreeing, seeking

suggestions)

Academic/professional discussions (discussing academic matters with

fellow students, initiating discussion, inviting to discuss)

Meetings/Conferences (Coordinating,conducting,participating

summarizing meetings Oral presentations (Making oral presentaions,orally describing and

interpreting non verbal data, use of audio visual aid)


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Barriers to communication

Non-verbal signals

Language

Listening

Pre-judgment

Relationships

Emotional Responses

System


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1.Basics of Business Communication