Lesson 1 - Business Communication Bw

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for MBA Students of School of Business, Bangladesh Open University

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Lesson 1: Fundamentals of Business CommunicationCourse Code: MBA 1305Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University1

Fundamentals of Business CommunicationOverview:Introduction, Definition, Nature, the Communication Situation, Importance, Scope, Principles, Functions, Barriers, and Process of Business CommunicationMs. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University2

Introduction to Business CommunicationCommunication is the giving and receiving of feedback between individuals and/or groups for the purpose of exchanging information. Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University3

Definition of Business CommunicationBusiness communication is the giving and receiving of feedback between individuals and/or groups for the purpose of exchanging information and altering or enhancing performance.The process by which information and feelings are shared by people through an exchange of verbal and non-verbal messages. The successful transmission of information through a common system of symbols, signs, behavior, speech, writing or signals. The creation of shared understanding through interaction among two or more agents.Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University4

Definition of Business CommunicationCommunication is the process of exchanging information, usually through a common system of symbols. It takes a wide variety of forms from two people having a face to face conversation to hand signals to messages sent over the global telecommunication networks. Common forms of communication include speaking, writing, gesturing and broadcasting. Therefore, communication means to inform, tell, show, or spread information. When a person communicates, he/ She establishes a common ground of understanding. In the organizational context, it brings about a unity of purpose, interest and effort.

Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University5

Nature of Business CommunicationIt is a processIt is inevitableMeaning basedCommunication can be intentional and unintentionalCommunication is systematicA two-way trafficCommunication is a social processA Dynamic processA Continuous processCommunication involved interaction and transactionNeeds proper understandingLeads achievement of the organizational objectivesDispels misunderstandingsIt is the lifeblood of the business.Has Four skillsReading, writing, speaking and listeningMs. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University6

The Communication SituationMemorandumNoticeTelegramTelexCircularMinutesLettersEmailsTelephone/Mobile/Cellular phone CallsMs. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University7

Importance of Business CommunicationThe importance of communication to an organization is critical to the-success of any organization and has a very significant impact on the ultimate effectiveness of the whole organization.Business Communication is a means by which behavior is modified, change is effected, information is made productive and goals are achieved.Business communication can be internal when it is directed to persons within the organization such as superiors, co-workers or subordinates. Business communication can be external when directed to customers, suppliers, government, public, etc.Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University8

Importance of Business CommunicationRapid technological advancements deeply affect not only the methods of work but also the composition of groups. In such a situation, proper communication between superiors and subordinates becomes very necessary.Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University9

Importance of Business CommunicationINTERNAL COMMUNICATIONEffective internal communication works towards establishing and disseminating of the goals of an enterprise, evolving plans for their achievement, organizing human and other resources in an efficient way. It helps in selecting, developing and appraising members of the organization, in motivating and encouraging people to put in their best, and in controlling their performance.Growth in the size and multiple locations of organizations require keeping in touch with employees spread over different states of a country or over different countries. Sending directions and getting feedback from them would be possible only through effective communication.Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University10

Importance of Business CommunicationEXTERNAL COMMUNICATIONExternal communication relates an organization to the environment outside. No enterprise can thrive in a vacuum. It has to be aware of the needs of the customers, the availability of suppliers, regulations of the government and the concerns of a community.Only through effective communication can an organization become an open system interacting with its environment.Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University11

Scope of Business CommunicationThe normal functioning area of this subject. Since communication is essential in every sphere of human life, its scope is wide and pervasive.No human being or any business concern can survive without communicating. In the following slides a brief discussion on scope of communication is discussed:Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University12

Scope of Business CommunicationCommunication in business: Today, we cannot think of business without communication. Communication is the lifeblood of business as it provides necessary information in formulating business plans and policies. It also ensures effective performance of business activities like production, distribution, finance, warehousing etc. Thus; ultimate success of the business depends onsuccessful communication.Communication in management: Management is the means of achieving organizational goals. Efficiency and effectiveness of management depend on effective communication with the various internal and external parties. Every function of management depends on communication. In fact, without information; plans cannot be formulated, activities cannot be organized, directives cannot be issued and control cannot be ensured.Communication in religion: Communication is also present in preaching and circulating various religious doctrines. Religious thinkers perform the duty of preaching through tested skills of communication.Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University13

Scope of Business CommunicationCommunication in personal life: Communication is closely related with every sphere of human life. From dawn to dusk, a person communicates with others. This reveals that communication is the part and parcel of human life.Communication in social life: Human civilization lives in an integrated society. In social life, people need to develop social bondage. Communication helps us in creating and strengthening this social bondage.Communication in the state affairs: Communication also pervades all areas of state affairs. Without it, state neither can administer its various wings nor can maintain relationships with the other part of the world. Due to revolutionary change in communication technologies, the whole world has turned into a global village.Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University14

Scope of Business CommunicationCommunication in industrial relations: communication is essential in labor management relationship in the industry or in an organization. Congenial industrial relation is a precondition forbusiness success.On the other hand, free and fair communication is a pre-requisite for creating good industrial relation. Free flow of information lessens doubt, confusion and controversies between workers and management. As a result, harmonious relationship develops in the organization.Communication in international affairs: In this age of globalization, communication is not merely confined within the national boundary. Countries are exchanging their cultural, economical, social, political, educational and technological affairs with each other continuously. In order to facilitate cooperation and communication among countries, various regional and international bodies namely the United Nations, World Bank, NAFTA, SAFTA, ASEAN, SAARC, EU etc. have been formed. Through these bodies, counties communicate various bilateral and multilateral issues among them.Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University15

Principles of Business CommunicationUsing Tone to Build GoodwillBe respectful not demandingBe modest not arrogantBe polite not sarcasticBe positive and tactful, not negative and condensingMs. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University16

Principles of Business CommunicationManaging Your Mail/E-mail ContentReducing Overload/Cutting down Unnecessary InformationInstant Messaging Privacy and SecurityRestrict contact lists on professional IM accounts to business associates to avoid inadvertently sending a personal message to an associate.Be alert as of possible virus infections and security risks with messages, attachments, and contact lists.Save significant IM exchanges (or logs) for your future reference if the software does not do so automatically.Ms. Adiba Anis, Lecturer (Marketing), School of Business, Bangladesh Open University17

Functions of Business CommunicationInformation refers to the role of communication in facilitating decision making and problem solving. Control: In the organizational context, Control refers to the power to