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12/21/2014IAME,Bangalore

MODULE 1

Business Communication

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Module - 1


Communication in Business Organization: Nature & Scope of Managerial Communication

The Communication Process

Channels & Networks of Communication Principles of Effective Communication

Barriers to Communication

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Communication


Communication is a process of transmitting and

receivingverbal and non-verbal messages.

Communication is considered effective when it achieves

the desired reaction or response from the receiver.

Communication is a two way process of exchanging

ideas or information.

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Objectives of Communication


To Be Understood

To Be Accepted

To Get Something Done

To Understand Others

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Scope


In an organization, there is consistent movement ofinformation, legal and otherwise.

Ithas a wide scope covering everything within

branding, marketing, advertising, customer relations,research and even employee engagement.

The bigger the set up, the more extensive is the sharing

and the level of business communication.

Today, businessmen use the techniques of effective

communication to handle complex corporate

interactions, event management and global online

communication.

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Business Communication 12/21/2014IAME,Bangalore

Business communication can either take place within anorganization or outside it.

Within the organization, communication takes placeamong the management and employees. Internalcommunication involves effective understanding ofstrategies and plans and emphasizes the corporateculture and shared values.

External business involves the establishment ofcompany branding and marketing ideas and strategies.

The most important area where business communicationhelps a lot is negotiating transactions.

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Purposes for Business Communication


Provide factual information

Inform readers about or provide information

Clarify and condense information

State precise responsibilities

Persuade and make recommendations

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Types of Communication


Formal:

Sharing of messages regarding the official work of

the organization.

Informal:

The sharing of unofficial messages, ones that go

beyond the organizations formal activities.

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Communication Channel


A medium through which a message is transmitted to its

intended audience, could be formal or informal. It can

be in the form of oral, written, visual and so on.

Oral Communication:

Face to face

Telephone

conversation Speech

Interview

Group discussion

Negotiation

Meeting

Written Communication:

Letter

Memo

Circular

Report

Minutes

Others:Radio

Television

Newspapers

BookletsPosters

Media

Videos

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Communication networks


Most organizations have small task groups &

teams working together. When members of a

group communicate, they do so in ways that are

different from one-on-one communication.

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Centralised Networks

All information must pass through a central

position. It is effective for simple problems which need

to be quickly solved. The problem with this network isthat the person in the central position can become

overloaded.

There are 3 types of centralised network:

- The Chain

- The Y network

- The Wheel

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The wheel

The chain

The Y chain

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Decentralised Network:

The information is generally passed around to

all members of the group. When the task requires the

group to perform numerous & varied operations,decentralised network is more effective.

There are two types of decentralised networks:

-The Circle

-The All Channels Network

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The circle All Channels Network

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Principles of Effective Communication


Principle of clarity: the beginning of all communication is some

message. The message must be as clear as possible. No ambiguity

should creep into it. The message can be conveyed properly only

if it has been clearly formulated in the mind of the communicator.

Principle of objective: the communicator must know clearly the

purpose of communication before actually transmitting the

message. The objective may be to obtain information, give

information, initiate action, and so on. If the purpose ofcommunication is clear it will help in the choice of mode of

communication.

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Principle of consistency: the message to be communicated

should be consistent with plans, policies, programmes and goals

of the enterprise. The message should not be conflicting with

previous communications. It should not create confusion and

chaos in the organisation. Principle of completeness: the message to be communicated

must be adequate and complete, otherwise it will be

misunderstood by the receiver. Inadequate communication

,delayed action affects the efficiency of the parties. Principle of feedback: this principle calls for communication a

two-way process and providing opportunity for suggestion and

criticism.

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Barriers to Communication


Language Barrier

Attitudinal barriers

Physical barriers

Information, Data Overload

Semantic

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Language Barr ier and cultures represent anational barrier which is particularly importantfor organizations involved in overseas business.

How to overcome:

Individual linguisticability is important.

The use of difficult orinappropriate words incommunication can

prevent people fromunderstanding the

message.

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Attitudinal barr iers come about as a result of problems withstaff in an organization.

By factors such as

Poor management.

Lack of consultation with employees.

Personal conflicts.

Personal attitudes of individual employees which may bedue to lack of motivation or dissatisfaction at work.

Believing that people with disabilities are helpless.

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Physical barr iersare due to the nature of theenvironment.

Staff are located in different buildings or on different

sites.

Likewise, poor or outdated equipment.

Staff shortages

Distractions like background noise, poor lighting or anenvironment which is too hot or cold can all affect

people's morale and concentration, which in turn

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I nformation, Data over load -

Excess information is provided. Making ,processing and

absorbing tasks very difficult. Distortion and omissionare likely results.

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Semantics:A common barrier to effective communication is semantic distortion,

which can be deliberate or accidental. Semantic problem arises whenwords and symbols have different meanings for different people that

lead to a misunderstanding.

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Communication in Organizations


An organization is a group of people associated forbusiness, professional, religious, social or other

purposes.

Its activities require human beings to interact and

react . There is an exchange of ideas, plans,

rules, proposals, contracts, agreements, decision

making.

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THANK YOU

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