7. business communication

8/3/2019 7. Business Communication

1/11

Communication Skills

The ability to express an idea is as important as theidea itself.

Bernard Baruch


2/11

What is Communication?

Communication is a process of exchange of information and ideas

through written or spoken words, symbols or actions.

It is a process where a person shares his information piece with

other. The communication is complete when the other personunderstands what the information is. It is a two way process.

Communication includes words, language, gestures, facial

expressions, voice and tone as integral part.

Communication is a ongoing process which comprises of

transmission and reception of message.


3/11

What is Communication?

Communication is a two-way process in which

1. There is a Sender/ Encoder/ Speaker.

2. There is a Receiver/ Decoder/ Listener.

3. Sender encodes and transmits a message.

4. Receiver receives and decodes the message.

5. Receiver should respond or provide feedback.

In todays world managers spend 98% of time communicating within orOutside organization. Hence having good communication skills has

become imperative.


4/11

7 C - Principles of Communication

CompletenessThe message should be complete and adequate forthe receiver to understand the importance.

The message should include all essentials, satisfy all queries and Addvalue to the communication.

Conciseness Crisp and relevant information, avoid jargons and use

audience centric language, Do not repeat.

Consideration Consider the mind of the audience.

Empathize Use us/ our.

Frame sentence positively.

Be Ethical

Concreteness

Be specific

Use concrete words Today, tomorrow

Use realistic adjectives.


5/11

7 C - Principles of Communication

Clarity Clarity in thoughts and writing is very important.

Use simple words

Maintain continuity in idea

Use visual aids for effect

Courtesy Any communication should be with proper respect.

Use right tone.

Give respect

Correctness -

Use Correct Language, Use correct medium.

Check for accuracy of facts and figs and language.


6/11

Additions- Principles of Communication

Timely Communication should be timely

Channel Choose correct channel while communicating

Situation based Communication should be based on the situation. Inhappy events the communication cannot be crisp and to the point.

Relation based Communication should be appropriate to relation.

Short Keep communication short

Simplicity Maintain simplicity to avoid confusion

Strength Have substantial message

Be sincere


7/11

Basic Forms of Communication

1. Oral Communication Polite in approach is important.

2.Written communication Should be very carefully drafted as isformal nature.

3. Body Language Is a involuntary way of communication.

4. Space/ Distance Distance depends on the relation ofcommunicator.

5. Voice Modulation Proper pitch is imp

6. Object Language The objects that you carry will talk of yourpersonality.

7. Picture/ Symbol/ Signs Should be simple and easy to understand.


8/11

Forms of Organizational Communication

1. Upward

2. Downward

3. Interactive

4. Formal

5. Grapevine

6. Interpersonal


9/11

Barriers to Communication

1. Hindrance in the communication process is called barrier.

2. Barriers are formed at the time of encoding or decoding themessage.

3. Barriers could be sender oriented or receiver oriented.


10/11

Sender Oriented Barriers

Groping of right message

Structure your message properly to meet requirements of receiver.

Superior attitude I know it all attitude

See the receivers at the same level of the sender.

Lack of collaborated efforts

Communication is a two way process. Remove the I and use You. Mental block Preconceived notions

Lack of language skills

Bypassing Missing the intent.

Frame of reference Same as Mental block.

Your decisions depend on your past experiences.

Distractions Noise, preoccupied thoughts.

Over/ Under- Communication

Loss of Impact Clarity in communication is important


11/11

Receiver Oriented Barriers

Mental Turbulence Preoccupied thoughts or Confusion in the

message from the sender

Ineffective grasp of message Lack of knowledge about the

subject

Distractions and Preoccupations

Difference in reception and comprehension Tendency to evaluate Listen completely and then evaluate the

message

Lack of Interest

Misunderstanding

Judgmental approach Preconceived notions Lack of correct feedback -

7. business communication

Documents