Communicator Audience

Message

Environment

Response

Communicate Effectively

Business Organizations and Channels  

The Environment

Aamer ShabbirCell# 0333 45555 83

1. Analyse Your Org2. How people wok together3. Goals4. Communication Channels

Chapter 2

Page 2

Sequence

4

5

3

6

7 International Communication

1 INTRODUCTION

2 Analyze Your Organization

How people work together

What goals people work toward

Analyze changes in the business environment

Electronic communication

Directional flow & Communication Channels

Analyze the channels of communication8

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Translate concept Translate concept

Covert Communication model into a Strategy.

Make best use. Communication strategy

always comes first.Skills will not work if you talk

to a wrong person on earth.So structure your ideas first.

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INTRODUCTIONINTRODUCTION

Set a strategy for your business communicationSpeak to the right personStructure your ideasUnderstand your audienceAnalyze your Org; Changes in business

environment; channels of communication4

Communication Strategy : Communication Strategy : Communicator, the Communicator, the audience, message , response and Environmentaudience, message , response and Environment

Communication strategy Communication strategy 1. Analyze your own Organization2. Analyze changes in Business

Environment3. Analyze Channels of

communication

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1. Analyze your own Organization

Communication is like a Glue that binds together.All Org Depends on comm.We coordinate. To work together.Business environment is different from College Environment.How people work Together What Goals they work towards. Table 2.1 pg 23 6

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How people work How people work together together Formal Structure : Org ChartInformal Structure :Networks political

coalitionsWhat Goals people work Toward :

a) Formal Goals : Brochures,Policiesb) Informal Goals : Myths, atmosphere

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Page 23 Page 23

Formal Structure Formal Structure

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Formal Structure Formal Structure 1. Functional Org ( Ministries …technology

doesn’t change fast– bureaucratic) – don’t allow many people to see big picture, decisions piled up.., resistant to change….Rivalries high

2. A product Org ( Product A,B,C)… here Org work better in fast changing environments, people compete for pooled resources.. Benefits: bonuses, clear JDS, downward communications.. You will find yourself reporting to the level directly above u. Flatter design. Group consensus. Electronic mails..

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Page 23 Page 23

Informal StructuresInformal Structures

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Informal Structure Pg 26Informal Structure Pg 26

Networks or political coalitionsHere your boss Secy can deny your access to your

boss.Opinion leaders A and B and more powerful than

you are.Boss has more control on decision making and

knowledge sharing 12

What Goals people work Toward : Pg 27What Goals people work Toward : Pg 27

Formal Goals :How people work together1.Photos and illustrations2.Mission statement3.Officially published4.Company Policies, JDs 13

Informal GoalsInformal Goals

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How people work together1. Cultures of an Org2.Values, beliefs, expectations group members share.3.This may not show up in official publications.4.Surface through Org Atmosphere5.First Listen to the stories people tell in an Org…myths ; For eg : A fire in Pace

Informal Goals : Ofc Atmosphere Informal Goals : Ofc Atmosphere

Example 1 : A.B.C Town Office : See people wearing some dress codes. Uniform shirt, and black Trousers. Security Guard gives you a visiting card, Keeps your CNIC etc

Example 2 : Go to a Petroleum Industry Main office : Beautifully decorated office, wooden flooring, receptionist greeting you etc

The context of environment influences how you communicate

15pg 28pg 28

Analyze changes in Analyze changes in Business environment Business environment

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Pg 29Pg 29

1.Electronic Communication2.International Communication3.Non- discreminatory Communication

Analyze changes in Business Analyze changes in Business environment environment Electronic Communication1.A long ado letter writing with pen2.Then Electric Type writers 3.Now a days office of the future is the office of present and electronic communication sets in. 4.One change is the way business people can gather information…..Teleconferencing

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Gathering InformationGathering Information

1. Storage systems 2. Google, web sites,3. Current standing of the

company4. Library research through

google5. Access to more information

in communication process6. Don’t need to create space

for files, Paper work7. Gone are the days…. 18

page 30

Writing Writing Imp Gather info but also write effectively. Word processors ; 5 Components

1. Mouse2.Monitor3.Key pad4.Printer5.Power source…plug in

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Pg 30

Writing influence the people the way people compose , jot down ideas, save time, spelling check through soft wares…..

SpeakingSpeakingThe way you speak in business communication; changes in electronic communication 1.Graphics in your presentation2.Oral Presentation3.Pie charts4.Various shapes of letters5.Teleconferencing 3 people on skype are connected.

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pg 31

International communicationInternational communication

Trends1.International presence2.Last decade we saw it more happening3.Japanese cars manufacture in USA4.Multinational firms5.Working overseas6.CPEC – working with different cultures7.Belief : Americans are dirty ….bathe ,soak and rinse in same water.8.What you say it and how you say it… 21

pg 32

International communicationInternational communication1. Language : Chinese ,English , German2. Way of expression ; face saving3. Gestures : thumbs up, hands in your pocket

being rude4. face expression; In UAE even jumping

with joy etc is normal in business communication

5. Touching : Americans discourage 6. Physical distance is about 5 feet for US

citizens7. At Church you cant discuss business.8. Judge others by possessions… Mercedes

car 22

NON Discriminatory CommunicationNON Discriminatory Communication

1. Alleviate discrimination such as Civil rights, rehabilitation act

2. Beware of racism3. Avoid manpower or use work force

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Another big change in business environment is pg 36

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Analyze the Channels of Analyze the Channels of Communication pg 40 Communication pg 40

1. Directional flow2. Communication

Channels

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1. Directional flow; in which you send the message

2. Up or down in hierarchy3. Info gets distorted once flows

upwards or4. Info gets lost downwards

Downward Communication Downward Communication Channel Channel 4 purposes ;set standards or tone ;performance; encourage participation; motivate employeesFor eg appraisals; Staff meetings, ManualsProceduresJDSNewslettersAnnouncements

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Problem in upward Problem in upward communicationcommunication

TrustEmployees conceal infoA lot of troubleElectric audit report

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Lateral Lateral communication communication People at the same levelBut in different functionsSupervisors at R& D or in sales departmentTeam work encouraged amongst peersLack of time or jealousy in groupsIts in your company's best interest to keep flow of

communication to open

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Outward/External Communication Outward/External Communication pg 44pg 44Communication

outside the firmAdvertisementsHandled by public

relations DeptLetters to Ans QsHead of

Communications etc from the company

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Communication Channels pg 44Communication Channels pg 441. All communications uses one

or more of these channels2. Writing a report or speaking

to one person3. Before action understand

your weakness whether to write or speak

4. You have to decide the channel you would like to choose.

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Communication Channels pg 45Communication Channels pg 45Analyze

1.Analyze in terms of cost, time, place details, privacy, relationship, and response.2.Dash to someone with electronic mail3.People can read faster than you talk.4.In talking, you need to see time frame

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Communication ChannelsCommunication ChannelsAdvantages of Writing is detailed oriented1.Permanent record2.When you speak you don’t have any permanent record.3.In speaking you have immediate response.Write if ;i.You have time to prepareii.Your audience time is limitediii.Providing detailed report

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Speak to a Speak to a Group if;Group if;Time to prepare a

PresentationYour audience has time

to attendCost is not the factorTalk to group at the same

time with the same info.Build a relationship with

audience

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Speak to a Speak to a person person individually if individually if

You do not have enough time to prepare

You need a fast answerTel cost is not prohibitiveBuild your individual relationship

or rapport No need of a permanent recordYou require an immediate feedback

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Pitfalls Pitfalls

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Try to overcome these pitfalls1.How much your audience understood your writing2.Focus on their interest3.Work hard so that they understand what you have written4.Make it precise 10-1 to let them understand easily

Please see page 49 and Ans Please see page 49 and Ans Qs 1 to 12Qs 1 to 12

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