Business Communication

BUSINESS COMMUNICATION WHAT IS COMMUNICATION 

The word communication has a rich history

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Comes from the Latin word “communicare” that entered the English language in the fourteenth and fifteenth century

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Difficult to define communication

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However communication means 1. Process by which information and feelings are shared by people through an exchange of verbal and non verbal messages 2. The successful transmission of information through a common system of symbols, signs, behaviour, speech, writing or signals 3. The creation of shared understanding through interaction among two or more agents

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Communication depends on the interpretation of a message by the listener

BUSINESS COMMUNICATION BUSINESS COMMUNICATION 

An organization is a group of persons constituted to achieve certain specific objectives

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Achievement of these objectives largely depends upon proper coordination and integration of human efforts in an organization

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This is only possible if there is an effective system of communication

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There has to be an exchange of information and sharing of various ideas

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The more effective the system of communication, the better is the relationship between workers and the management

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Communication is the flow of information and understanding from one person to another at he same level or at different levels

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It is the process which enables management to allocate and supervise the work of the employees

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It integrates the various sub-units of an organization

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It serves as an elaborate set of interconnected channels designed to sift and analyze information imported from the environment

BUSINESS COMMUNICATION BUSINESS COMMUNICATION 

There are two types of business activities-internal and external

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Internal activities include Maintaining and improving the morale of employees Giving orders to workers Prescribing methods and procedures Announcing policies and organizational changes And keeping the management informed

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External activities relate to Sale and purchase of goods and services Reporting to the government and the shareholders on financial condition and business operation And creating a favourable business climate Every activity, internal or external, leads to some result Therefore the main purpose of business communication is to obtain some result ie. to secure an action by the receiver

BUSINESS COMMUNICATION BUSINESS COMMUNICATION 

The sender expects the receiver to do something on receiving the message

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Write a cheque Place an order Approve an action Send some information etc.

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To achieve the purpose the language should be direct, plain, precise and concise

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The style should be to draw the attention, arouse interest, create desire, develop conviction and to induce action

BUSINESS COMMUNICATION BUSINESS COMMUNICATION 

The main features that lend business communication a distinct identity of its own are as follows :

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It deals with various commercial and industrial subjects

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It is characterized by certain formal elements, such as commercial and technical vocabulary, the use of graphic and audio-visual aids, and conventional formats

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It is impartial and objective as extreme care is taken to convey information accurately and concisely

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It entails complex writing techniques and procedures

BUSINESS COMMUNICATION EFFECTIVE BUSINESS COMMUNICATION 

Business communication becomes effective only

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If the language used is effective The message conveyed is clear And the predetermined objective is achieved

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Hence effective business communication can be defined as the use of effective language to convey a clear business

BUSINESS COMMUNICATION CHARACTERISTICS OF BUSINESS COMMUNICATION A two-way traffic  As communication is an exchange of views, opinions, directions etc. it is a two way traffic  Messages, directives, opinions etc. are communicated upward as well as downwards  Simply talking and writing without regard to the recipient’s response, is conducive to misunderstanding Continuous process  As more often than not it is repeated to achieve the desired results A short lived process  The process is complete as soon as the communication is received and understood by the receiver in the right perspective

BUSINESS COMMUNICATION CHARACTERISTICS OF BUSINESS COMMUNICATION Needs proper understanding  

Basic objective of conveying a message is a proper understanding of the message by the other party Hence it should be simple, clearly worded, precise and concise

Leads to achievement of organizational objective 

Effective communication does this by creating a sense of object orientation in the organization

Dispels misunderstanding 

Leads to clear understanding between people and thus builds camaraderie among people