Business Communication

Session #: 01 Effective Communication in Business

Communication
Its a two way process of exchanging ideas or information.

Business communication is a process of transmitting information and thoughts between various parts of an organization and also to people outside the organization such as customers, investors, suppliers etc. The main function of the business communication is to convey your message or thoughts effectively to the reader.

General Ways of Communicating

Verbal
Written (letters, reports, e-mails, memos etc)
Oral (Presentations, Speech etc)

Non- Verbal
Body Language Appearance Silence, Time and Space

Contents to be Covered in Session :01

Importance and Benefits of Effective business Communication
Ancient Heritage for Communication Principles Life Blood of an Organization Benefits of effective communication in your career

Components of communication
Context Sender-Encoder Message Medium Receiver-decoder Feedback

 Concepts and Problems of Communication

Conventions of Meaning Perception of Reality Values, Attitudes, and Opinions

Non-verbal Communication
How Appearance Communicate s How Body Language Communicates How Silence, Time and Space Communicate

Ancient Heritage for Communication Principles

In ancient days peoples heavily rely on oral communication (East & West---- Greece and Rome People)

Chinese originated the history of written communication through bureaucratic structure writings
Communication was foundation of learning

Communication as Life Blood of Organization

Organization are associations of people for some purpose. E.g. Business, Political, Professional, Religious, Athletic, Social etc. In Business Organizations people exchange information, ideas, plans, order needed supplies, make decisions, rules, proposal, contracts, and agreements.

All these activities need interaction between human being, which indeed is communication.
Image a human body without having blood in it . So communication or interaction in necessary within and outside the organization.

Downward Communication

Organization

Internal Communication

Upward Communication

External Communication **External Stakeholders e.g. Accounting

Horizontal Communication

Benefits of Effective Communication in your Career

A Valuable Job Requirement (Reporting Line)
Communication is a major responsibility in many areas including government and non-profit organizations.
TCS Delivery Boy

A n Essential for Promotion

Communication is rated as one of the most important aspects of business leadership.
Why CEOs of most companies are from marketing Department?

Components of Communication/ Process of Communication

Context
Country Culture Organization Every Country, culture and organization has own conventions that impacts on planning, designing and communication of message.

External Stimuli
Letter, memo, note, e-mail, fax, phone call, sms, meeting, causal conversation.

Internal Stimuli
Attitudes, opinions, emotions, past experience, likes n dislikes, education, job status, confidence influence the way you communicate. Most importantly ability to analyze your receiver's culture, viewpoint, needs. Skills, status, mental ability, experience and expectations.

 Sender
When you send a message your are sender or encoder. As a sender-encoder, use symbols and word that expresses your message and create desired response.

Message
The crux of communication. 7Cc While designing your message/body you must consider your recipient and other information that should be included.

Medium
The way you use to communicates messages. (Written + Oral)
Inside your organization (memo, reports, bulletins, job descriptions, posters, notes, employees manual, electronic bulletin board, grape vine etc.) Outside your organization (letters, reports, proposal, telegrams, cable grams, mailgrams, faxes, post card, contracts, ads, brochures, catalogues, news, release, face to face meeting, telephonic conversation, presentations, video conferencing, television etc.)

Receiver/De-coder
The message receiver is your reader or listener.

The receiver is influenced by context and by his /her mental filter.

Feed Back
Desired or Undesired response to the message by receiver

Feed back can be an oral or a written message, an action or simply silence.

Concepts and Problems of Communication

Conventions of Meaning
Basic principle in communication is that meaning of word that sender has in his/her mind, reader should have exactly those meanings. Bimonthly (15 days or 60 days) Tenement (building or holding a land) Table a proposal (USA: pending , UK: accepted) Denotative and Connotative Meaning of Words (Lion)

 Perception of Reality
Abstracting
When you select some facts and omit other, you are abstracting,. Highlight of T20 match. Slanted statements used by news reporter.

Inferences
Conclusion drawn from evidences. An employee is staggering. In office from past week.

 Communication problems involving Values, Attitudes, Opinions

Favorable or Unfavorable Information Inadequate or Incorrect Information Closed Minds. Senders Credibility Personal Biasness Stress

Work load
Dad ki jhirkein Biwi se larai

Non- Verbal Communication Appearance

Effect on Written Messages
Effect on Oral Messages
Personal Appearance Appearance of Surroundings.

 Body Language
Facial Expressions

Gestures ,Postures and Movements

Fragrance and Touch

Videos and Sounds (Voice)

 Silence, Time & Space

Silence

Time
Space
18 inches in USA Commercial banks training programs

Special Thanks By: Ghulam Hasnain BBA Hons Government College University Faisalabad ghasnain110@hotmail.com www.facebook.com/hasnain1991