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BusinessCommunication

By: Manisha Mendiratta

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Flow of Presentation

Definition: Business CommunicationElementsHuman Communication ProcessTypesObjectivesCharacteristicsModes

ImportanceChannelsBarriers

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Business Communication

What does business stand for .Business stands for any economic activitywhich is undertaken with a view to earnProfit.

What is communication all about..

Communication is a process by whichmeanings are exchanged between people throughthe use of a common set of symbols.

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Business Communication

What does business communicationstand for .

Any communication which builds partnerships,intellectual resources, to promote an idea,product, service or an organization with theobjective of creating value for your business.

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Business Communication

Benefits of better Communication Skills inBusiness

Better chances of promotionGain visibility & credibility

More confidenceSaves timeSaves money

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Elements of Communication Process

Sender/Encoder/Speaker:The person who initiates the communication

process. One who conceives & initiates the

message.

Receiver/Decoder/Listener:

A receiver is the target audience of themessage.

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Elements of Communication Process

MessageIt is the information transmitted by thereceiver to the sender.

Medium/Channel This is a vehicle which facilitates the sender to convey the message to the receiver.

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Elements of CommunicationProcess

Feedback:Ensures that that the message is received &

understood by the receiver as intended bythe sender.

The Communication Environment:

Is made up of all the signs, act as stimuli)existing in the world of reality that surroundsus.

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Human CommunicationProcess

Reception of Signals

Flow to the brain

Role of the filter

Symbolizing Stage

Act of Encoding

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Human CommunicationProcess

Reception of Signals/ StimulusThe initiation of communication process- in

which our sensory receptors pick up signs &signals from our communication environment.

Flow to the brain

The stimulus reaches the brain. This is acontinuous flow which varies with signintensity & mental alertness.

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Human Communication Process

Role of the filter/ Analysis:

After reaching the brain, the stream of stimuligoes through the minds filter. This filter givesmeaning to the stimuli received, which dependson the mental makeup & current condition of theindividual. Each individuals filter is unique. Thusmeanings given to signs differ as meaningsdepend on filter content.

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Human Communication Process

The Symbolizing Stage/Developing message :

The meanings that the filter gives the stimulireact on us in some way. Hence the mind startssearching for symbols with which to express theintended meaning. Intellect and knowledge of

language relate directly to competency insymbolizing.

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Human CommunicationProcess

Encoding

In this stage verbal/non-verbal messages are sent to areceiver. These messages then become part of the

receivers sensory environment.

Cycle Repeated

The messages sent by the sender are then picked up bythe receiver, flow to the brain, processed through mindsfilter & finally the mind symbolizes & encodes a message.Thus forms a cycle.

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Types of CommunicationProcess

One Way Process

Sender Encoding Message

Decoding Channel

Two Way Process

Sender Encoding Message Channel

Feedback Encoding Decoding Receiver of Response

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Characteristics of Communication

It is a processIt is inevitableIt could be intentional or unintentionalIt is systematicIt is 2 way traffic

It is a social processIt is a continuous processIt involves interaction and transaction

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Modes of Communication

1. Conventional ModesMailCourier TelegraphTelex

2. Electronic ModesTelephoneIntercomCell phoneFax

E-mailTele conferencingInternetComputer networks

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Modes of Communication

3. Mass Communication

Newspapers/ MagazinesNotice BoardsHoardings & BillboardsRadio

TelevisionFilmInternet

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Objectives of BusinessCommunication

To informTo persuadeTo educateTo trainTo motivate

To integrateTo relateTo entertain

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Importance of Communication inBusiness Activity

Without communication there would be noorganisation, for there is no possibility then of the group influencing the behaviour of another - Herbert Simon

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Importance of Communication inBusiness Activity

The development of communicationtechnologies has led to the emergence of

corporatisation & globalisation.

It is the vehicle that carries all the functions of the organisation Planning, organizing, co-

ordination implementation & controlling. Allaction in an organisation is preceded bycommunication.

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Importance of Communication inBusiness Activity

Problems, suggestions, opinions &recommendations of employees are transmitted

through communication. Communication has adirect link with motivation, morale, absenteeism &productivity of employees.

A managers success or failure depends upon howwell he communicates his plans, vision & ideas tohis employees.

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CHANNELS OFCOMMUNICATION

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Channels of Communication

Channel of Communication may be classifiedinto 2 categories :

Formal Channel of Communication

Informal Channel of Communication

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Channels of Communication

Formal Channel of Communication:

Used for transmitting goals, policies, procedures, businessplans etc.

Modes of formal channel of communication are intranet basedemail route messages, business letters, applications or evenoral

Communication flows through formal channels the officiallyrecognized positions along the line of the organisation.Communication flows from manager to immediatesubordinate. Each recipient then retransmits the message inselected form to next lower level of management. Also flowsupwards on the same basis

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Channels of Communication

Formal Channel of Communication:

Ensures that communication flows orderly/timely & in anaccurate manner.

Is controlled by managers or people occupying positions.

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Channels of CommunicationFormal Channel of Communication

Advantages:

Helps in maintaining authority structure & easier to fixresponsibility of subordinates for activities carried out by them

A better understanding between immediate superior & histeam members resulting in better co-ordination & co-operation.

No overlapping of information

Information passed through this channel is more reliable

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Channels of Communication

Formal Channel of Communication

Disadvantages:This channel of communication is time-consuming

It does not allow social & emotional bonds todevelop.

Formal communication can sometimes stand inthe way of free flow of communication

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Channels of Communication

Informal Channel of Communication-Grapevine

Side by side with the formal channel of communication-is an equally effective informal channel of communication.

Runs in horizontal, vertical & diagonal directions

Exists due to intense, irrepressible desire tocommunicate, talk, share ones feelings or gossip.

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Channels of Communication

Advantages of Informal Channel of Communication

Speedy Transmission

Feedback valuePsychological satisfactionCreation of ideas

Support to other channels

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Channels of Communication

Disadvantages of Informal Channel of Communication

Cannot be taken seriously

Distorts informationIt may prove counter-productiveLack of accountability