Business Communication Assignment

Question 1
a) List at least 5 major barriers to Business
Communication and explain briefly how to make it
more effective.
Communication fail for a variety of reasons, some of the barriers are :
Nonverbal si!nal
Often referred as body language that shows such signals include
facial e!ressions, body gestures" #ovement, eye contact and nodding
the head" $e must notice to non verbal communication and body
language for better understanding of to!ic from the conversation"
%isten and understanding body signal can hel! us to understand more
on whatever communication involve"
Lan!ua!e
Choice of words is vital to the effectiveness of any communication"
#any words of difficult or ina!!ro!riate words& !oorly e!lained or
misunderstood message can result in confusion" %anguage is one of a
ma'or barrier to business communication" (he s!ea)er must use the
correct choice of words and it*s very im!ortant to the effectiveness of
communication" (here are several words having different meaning
therefore we must be careful to use this words at correct moment" (he
s!ea)er must as) the !eo!le in which language should to s!ea) for
everybody to understand"
"elationship
(he effectiveness of communication may de!end on our relationshi!
with the !erson sending or receiving the message" +f the relationshi!s
are not good, communication may fail"
Listenin!
Anyone who has something valid to say deserves attention" %istening
however is a s)ill" Careful concentration is demanded if a
communication is to be understood" ,oor and bad listening is one of
the ma'or barriers to business communication" $hen s!ea)er tal), we
should give more attention" -veryone as a listener should needs to
concentrate !ro!erly in order to understand the s!ea)ers tal)" $e must
!ay attention to verbal and also non verbal communication, without
letting yourself be distracted" $e also must as) .uestion .uestions to
be more clearer for our understanding"
Culture
Culture is one of a ma'or barrier to business communication" (here are
different ty!es of culture related issues eam!le the !ersons
nationality, gender, the age, !erson language, education, religion and
others" /ailure to )now or identify culture can lead to aniety,
hel!lessness, feeling isolated, feeling worry and also reduction in 'ob
!erformance" %earning historical e!eriences and the ways in which
different grou! cultural have related to each other is )ey to o!ening
channel for cultural barriers"
0aving )nowledge of cultural differences as well as learning cultures
ali)e can hel! us to communicate with others more effectively"
(o ma)e it more effective communication, as !er below:
#. $hat % why&
(o consider what is the ob'ective of your communication and why you
have to communicate this message"
'. (elect channel
$ould be a!!ro!riate consider the relationshi! between sender and
reci!ient"
). (elect encodin!
Choosing the manner in which we send our message.
*. Barriers
Consider all !ossible barriers"
5. (end +essa!e
0aving considered all these as!ect, you may now send your message"
,. Check for understandin!
+m!ortant to chec) whether the reci!ients understand the message"
-. .btain feedback from recipients.
(o )now if your communication has been effective"
b) /se any model of communication process to explain
how information is exchan!ed.
-mail is a high s!eed communication today" -mail is commonly )nown as
an effective, low cost and instant method of communication for the !eo!le
over the world" (he communication !rocess as !er below:
(0N10"
#. Conceive the messa!e '. 0ncode the messa!e
). 0mail messa!e ,. 2eedback
*. 1ecode the messa!e 5. 3nterpret the messa!e
1" 1ender conceives the message, consider your reci!ient carefully and
aim your message to suit their need"
2" 1ender encoding the message involved !utting the information into an
a!!ro!riate from suitable to both and sender, the reci!ients and the
aim"
3" 1enders send the message through e4mail"
5" Decode the message, to ensure that the reci!ients will understand the
language and vocabulary used"
6" Interpret the message, +t is always im!ortant to consider carefully the
tone used in our communication so that the correct message is
received"
7" 8eci!ient feed back, the mail communication !rocess cannot be
successful without feedbac) from reci!ient"
4uestion '
c) .ral communication is commonly used in most of the
or!ani5ations. $hat are the factors that need to be
!iven importance when usin! .ral Communication&
(he factors that need to be given im!ortance when using oral
communication as !er below:
1" ,lan your message, a method to ensure that your communication has
covered all vital information is to answer the five $ and 0ow
.uestion are :
$ho& $hen&
$hat& $hy&
$here& 6ow&
2" Choose and !lan the words and language" #any words have different
meanings" Our bac)ground )nowledge and e!erience affect our
understanding"
3" +dentify )ey !oints of your message, arrange in suitable order which will
flow naturally"
5" (he voice tone use should be !leasant and sound good to listen" (he
listener will actually forget the voice and listen to the content"
6" 9nderstanding your listener" $hen you s!ea) to !eo!le from other
countries, you should !lan to do research on the culture of that country"
Be aware that hand gestures you use may have different meanings in
other cultures"
7" #a)e sure the !lace is suitable when ma)ing oral communication"
#a)e sure no noise disturbance or anything that can disturb the
concentration of your listener" (his is to confirm that your message is
acce!ted fully"
4uestion )
a) (tate and explain briefly 5 ways to make oral
presentation reach the audience successfully.
6 ways to ma)e Oral ,resentation reach the audience successfully"
1" /nderstandin! 7our 8udience
$hether you are interacting one4on4one with a friend or co4 wor)er or
s!ea)ing in front of a large grou!, understanding your audience is a
!art of effective oral !resentation" :our audience will have differing
levels of )nowledge and e!ectations"
'. 0ye contact
#aintaining eye contact with your audience is the sim!lest thing you
can do to establish a relationshi!" -ye contact !ur!oses it establishes
that the audience are listening"
). (tyle and "e!ister.
:our tone and !ace of s!eech affect how your audience res!onds to
your oral !resentation" :ou need to sound confident at a basic level so
that you do not lose credibility with your audience" (he !ace of your
s!eech is also im!ortant" :ou can s!ea) faster than you can write and
understand" :ou need to give your audience time to ta)e in what you
have 'ust said, or you ris) losing your audience"
*. Body lan!ua!e
+n the oral !resentation, the message you send through you body
language affect how your audience !erceives you"
5. 8ctive and "eflective Listenin!
+n the oral !resentation you should always listen to what your audience
has to say, whether it is s!o)en or not" +n oral !resentation broadcast a
variety of verbal and non4verbal cues, as does your audience" %earning
how to read and inter!ret those cues is !art of being a successful
communicator"
b) 7ou are !iven a topic to do presentation in your
or!ani5ation. (u!!est several techni9ues that you can
use to arouse audience interest and to keep listeners
involved.
1everal techni.ue can use arouse audience interest and )ee! listeners
involved"
Announce each main to!ic as you come to it" (hat way, your
audience )nows when you have com!leted one to!ic and are
beginning the net one"
#aintain eye contact with your audience" ;oing so hel!s you )ee!
your listeners involved in what you are saying" +n contrast,
consistent eye contact enhances the im!ortance of the message"
By loo)ing at your audience, you can often sense their reaction to
what you are saying and ma)e ad'ustments in your !resentation if
necessary"
9se visual hel! to ma)e audience reinforce your message, clarify
!oints, and create ecitement" <isual involves your audience and
re.uires a change from one activity to another: from hearing to
seeing"
+nvolve your audience, call for .uestion at the end of !resentations
or ma)e a .ui=, and give the audience gift for their involvement"
#a)e a humour facial e!ressions and 'o)e will ma)ing your
!resentation interesting and audience )ee! listened"
4uestion 5
b) :repared visuals can make a report or presentation
more interestin!. $hat are the advanta!es of usin!
visuals and state their purposes&
(he advantage of using visual:
1" Com!le fact and figures can be much easily absorbed
2" <isual !resentation adds im!act to the information"
3" +t enable .uic)er understanding due ti its sim!lified format"
5" +t enables com!arison to made and recogni=ed easily"
6" Charts or diagrams can easily be transferred onto overhead
trans!arencies for !resentation to large grou!"
,ur!ose of using <isual :
1" <isual aids should serve a !ur!ose to su!!ort the s!ea)er*s
!resentation"
2" <isual dis!lay data so !articular facts are easy to find,
organi=ed and to show trend or other numerical
relationshi!s"
3" <isual hel! your !resentation ma)e things ha!!en" Clear
!ictures multi!ly the audience*s level of understanding of the
material !resented, and they should be used to reinforce
your message, clarify !oints, and create ecitement"
5" <isual involves your audience and re.uires a change from
one activity to another: from hearing to seeing" $hen you
use visual, their use tends to encourage gestures and
movement on your !art" (his etra movement reinforces the
control that you, the s!ea)er, need over the !resentation"
6" <isual add im!act and interest to a !resentation" (hey
enable you to a!!eal to more than one sense at the same
time, thereby increasing the audience*s understanding and
retention level" $ith !ictures, the conce!ts or ideas you
!resent are no longer sim!ly words !lus images"