L5

• COMMUNICATION

  • Lifeline of the Business

  • Latin word “communicare” which means “to share”

  • Process of exchanging verbal * non-verbal messages

  • Two-way process

  • Receiver must respond within a time-frame

  • Incomplete without a feedback
• Communicare

  The Latin word for communicate

  Means "to share"
• Message

  • Pre-requisite of commu

  • Conveyed through some medium to the recipient.

  • Essential that it must be understood by the recipient in same terms as intended by the sender
• BUSINESS COMMUNICATION

  • Goal Oriented

  • Effective business communication helps in building goodwill of an organization.

  • Rules, regulations & policies of a comp have to be communicated to people within & outside the org.

  • Regulated by rules & norms
• TWO TYPES OF BUSINESS COMMUNICATION

  • Oral Communication

  • Written Communication
• TWO TYPES OF BUSINESS COMMUNICATION: ORAL COMMUNICATION

  • Communication through mouth.

  • Individuals conversing with each other, be it direct conversation or telephonic conversation.

  • Recommended when the commu matter is of temporary kind/where a direct interaction is required.

  • Can be formal or informal
• ORAL COMMUNICATION: Face-to-face Communication

  • Significant to build rapport & trust
  • Meetings
  • Lectures
  • Conferences
  • Interviews
• Advantages of Oral Communication

  • There is high level of understanding & transparency in OR as it is interpersonal.

  • There is no element of rigidity in OR. There is flexibility for allowing changes in the decisions previously taken.

  • The feedback is spontaneous in case of OR. Thus, decisions can be made quickly without any delay.

  • OR is not only time saving, but it also saves upon money & efforts.

  • OR is best in case of problem resolution. The conflicts, disputes & many issues/differences can be put to an end by talking them over.
• Disadvantages/Limitations of Oral Communication

  • Relying only on OR may not be sufficient as business communication is formal & very organized.

  • OR is less authentic than WC as they are informal & not as organized as WC.

  • OR is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time & are unproductive at times.

  • OR are not easy to maintain & thus they are unsteady.

  • There may be misunderstandings as the info is not complete & may lack essentials.
• WRITTEN COMMUNICATION

  • An innovative activity of the mind.

  • More unique and formal than speech.

  • More valid and reliable than speech.

  • Effective WR

  • Essential for preparing worthy promotional materials for business development.

  • Effective WR involves careful choice of words, their organization in correct order in sentences formation as well as cohesive composition of sentences.

  • Causes delay and takes time as feedback is not immediate
• ORAL COMMUNICATION

  • Like
  • Meetings
  • Presentations
• ORAL COMMUNICATION

  • Like
  • Meetings
  • Presentations
  • Discussion
  • Interviews
  • Group discussion
  • Speeches
• WRITTEN COMMUNICATION

  • Means of business communication includes:
  • Agenda
  • Reports
  • Manuals
• Advantages of Written Communication

  • WC helps in laying down apparent principles, policies & rules for running of an org.

  • It is a permanent means of commu. Thus, it is useful where record maintenance is required.

  • It assists in proper delegation of responsibilities. While in case of OR, it is impossible to fix & delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge.

  • WC is more precise & explicit.
• Disadvantages of Written Communication

  • WC does not save upon the costs. It costs huge in terms of stationery & the manpower employed in writing/typing & delivering letters.

  • Also, if the receivers of the written message are separated by distance & if they need to clear their doubts, the response is not spontaneous.

  • WC is time-consuming as the feedback is not immediate. The encoding & sending of message take time.
• Main Components of Communication Process:

  • Context

  • Sender/Encoder

  • Message

  • Medium

  • Recipient/Decoder

  • Feedback
• Main Components of Communication Process: Context

  • Affected by the context in which it takes place.

  • Every commu proceeds with context.

  • The sender chooses the message to commu within a context.
• Main Components of Communication Process: Context

  • This may be:
  • Physical
  • Soical
  • Chronological
  • Cultural
• Main Components of Communication Process: Sender/Encoder

  • Person who sends the message.

  • Uses symbols (words or graphic/visual aids) to convey the message & produce the required response.

  • The verbal and nonverbal symbols chosen are essential in ascertaining interpretation of the message by the recipient in the same terms as intended by the sender.
• Main Components of Communication Process: Message

  • Key idea that the sender wants to communicate.

  • Sign that elicits the response of recipient.

  • Communication process begins with deciding about the message to be conveyed.

  • Ensure that main obj of message is clear
• Main Components of Communication Process: Medium

  • Means used to exchange / transmit the message.
  • Sender must choose an appropriate medium for transmitting the message else the message might not be conveyed to the desired recipients.
  • Appropriate medium of commu is essential for making the message effective & correctly interpreted by the recipient.
• Types of Medium

  • Written Medium
  • Oral Medium
• Types of Medium: Written Medium

  • Chosen when a message has to be conveyed to a small group of people
• Type of Medium: Oral Medium

  • Chosen when spontaneous feedback is required from the recipient as misunderstandings are cleared then & there.
• Main Components of Communication Process: Recipient/Decoder

  • Person for whom the message is intended / aimed / targeted.
• Main Components of Communication Process: Recipient/Decoder

  • The degree to which the decoder understands the mess is dependent upon various factors such as:
  • Knowledge of recipient
  • Their responsiveness to the message
  • Reliance of encoder on decoder
• Main Components of Communication Process: Feedback

  • The main component of commu process as it permits the sender to analyze the efficacy of the message.

  • Helps sender in confirming the correct interpretation of message by the decoder.
• Main Components of Communication Process: Feedback

  • Can be:
  • Verbal (words)
  • Non-verbal (smiles, sighs, etc.)
  • Written (memos, reports)
• Feedback can be:

  • Verbal (words)

  • Non-verbal (smiles, sighs, etc)

  • Written (memos, reports)