Cyril Emery B.

Rivera BSBA-MA THE COMMUNICATION PROCESS

June 25, 2011 Prof. Ester Tabinas

Communication is a process of exchanging verbal and non verbal messages. It is a continuous process. Pre-requisite of communication is a message. This message must be conveyed through some medium to the recipient. It is essential that this message must be understood by the recipient in same terms as intended by the sender. He must respond within a time frame. Thus, communication is a two way process and is incomplete without a feedback from the recipient to the sender on how well the message is understood by him. The main components of communication process are as follows: 1. Context - Communication is affected by the context in which it takes place. This context may be physical, social, chronological or cultural. Every communication proceeds with context. The sender chooses the message to communicate within a context. 2. Sender / Encoder - Sender / Encoder is a person who sends the message. A sender makes use of symbols (words or graphic or visual aids) to convey the message and produce the required response. For instance - a training manager conducting training for new batch of employees. Sender may be an individual or a group or an organization. The views, background, approach, skills, competencies, and knowledge of the sender have a great impact on the message. The verbal and non verbal symbols chosen are essential in ascertaining interpretation of the message by the recipient in the same terms as intended by the sender. 3. Message - Message is a key idea that the sender wants to communicate. It is a sign that elicits the response of recipient. Communication process begins with deciding about the message to be conveyed. It must be ensured that the main objective of the message is clear. 4. Medium - Medium is a means used to exchange / transmit the message. The sender must choose an appropriate medium for transmitting the message else the message might not be conveyed to the desired recipients. The choice of appropriate medium of communication is essential for making the message effective and correctly interpreted by the recipient. This choice of communication medium varies depending upon the features of communication. For instance - Written medium is chosen when a message has to be conveyed to a small group of people, while an oral medium is chosen when spontaneous feedback is required from the recipient as misunderstandings are cleared then and there. 5. Recipient / Decoder - Recipient / Decoder is a person for whom the message is intended / aimed / targeted. The degree to which the decoder understands the message is dependent upon various factors such as knowledge of recipient, their responsiveness to the message, and the reliance of encoder on decoder. 6. Feedback - Feedback is the main component of communication process as it permits the sender to analyze the efficacy of the message. It helps the sender in confirming the correct interpretation of message by the decoder. Feedback may be verbal (through words) or non-verbal (in form of smiles, sighs, etc.). It may take written form also in form of memos, reports, etc. Source: http://www.managementstudyguide.com/components-of-communication-process.htm

ROLE OF COMMUNICATION IN BUSINESS WORLD Communication is a process by which meanings are exchanged among people through the use of words. Business communication is a process of transmitting information and thoughts between various parts of an organization and also to the 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. In business communication, the receiver of the message should be able to understand your message immediately, and this can be possible only when you write your message with simple and familiar words. So, the right choice of words is very important for powerful business communication. Communication needs to be effective in business. Communication is essence of management. The basic functions of management (Planning, Organizing, Staffing, Directing and Controlling) cannot be performed well without effective communication. Business communication involves constant flow of information. Feedback is integral part of business communication. Organizations these days are very large. It involves number of people. There are various levels of hierarchy in an organization. Greater the number of levels, the more difficult is the job of managing the organization. Communication here plays a very important role in process of directing and controlling the people in the organization. Immediate feedback can be obtained and misunderstandings if any can be avoided. There should be effective communication between superiors and subordinated in an organization, between organization and society at large(for example between management and trade unions). It is essential for success and growth of an organization. Communication gaps should not occur in any organization. Business Communication is goal oriented. The rules, regulations and policies of a company have to be communicated to people within and outside the organization. Business Communication is regulated by certain rules and norms. In early times, business communication was limited to paper-work, telephone calls etc. But now with advent of technology, we have cell phones, video conferencing, emails, and satellite communication to support business communication. Effective business communication helps in building goodwill of an organization. Business Communication can be of two types: 1. Oral Communication - An oral communication can be formal or informal. Generally business communication is a formal means of communication, like : meetings, interviews, group discussion, speeches etc. An example of Informal business communication would be - Grapevine. 2. Written Communication - Written means of business communication includes - agenda, reports, manuals etc.

WORDS/TERMS/EXPRESSION TO BE ELIMINATED IN BUSINESS COMMUNICATION  Avoid long sentences  Use technical words with care  Avoid use of difficult words  Use strong and power words Use correct idioms and phrases

Source: http://www.articlesbase.com/business-articles/right-choice-of-words-for-effective-businesscommunication-151310.html#ixzz4OfH34XtS  Never send communications when you're angry  Remove Acronyms and Jargon  Avoid Negative Words  Dont Intimidate

Source: http://www.klariti.com/business-writing/10-Tips-Effective-Business-Communications.shtml

A lot Reason: How much is "a lot"? 100 documents? 50% of everything I have written? 1% of one million books? The term "a lot" is meaningless without the context, but if you give the context, you don't need the term "a lot." Also, this is highly subjective. "A lot" to one person may seem like "some" to another. Sort of/Kind of Reason: If using these words is only sort of annoying, you haven't told the reader exactly what it is. If it is annoying, say so: "Writing this way annoys the reader." If it is not annoying, tell the reader exactly what it is, e.g., "Using these words bothers readers." Use words that mean what you are trying to say, and give the reader exact descriptions. This also applies to "kind of." Think Reason: If you write an opinion, the reader understands that you also think it. Just say what it is you think, e.g., "The government should stop people from writing poorly." Really Reason: A really great idea is the same as a great idea. If you need to emphasize something, such as the "greatness" of an idea, use a single word that means what you are trying to say, e.g., "Avoiding this word is an excellent idea." Basically If the topic is so basic, do we need to talk about it? Quickly, we added "actually," a qualifier that seems to suggest that "You may not believe me, but this really is the truth." "If you will." What if the person responds, "No, I won't"? "Without further ado" (what is ado, anyway?) "as a matter of fact" (a longwinded way for saying "actually") "most definitely." "He did that unconsciously" to know they should have said "subconsciously." "very unique," "unique cannot be qualified. It is either unique or it isn't."

You Simply omit the "you" and replace it with "I". ("I heard it would be ready today.") Or leave off all pronouns and stick to the facts. ("The project was scheduled to be completed today.") But Simply omit the word. ("You did a good job. It is important to stay within budget.") This is relatively easy to do because your lips come together to form the first sound of "but", so while they are closed, stop while you are ahead. Always/Never Replace with data. Instead of, "He is always late" say, "John has arrived 15 minutes after the meeting started for the last 3 weeks." Should Make a positive choice for the future or offer a suggestion. ("Next time I will" or"Next time I could.") Try Describe what action you will take. If you are asked to contact Mr. Brown today, instead of saying, "I'll try" say, "I will call him at his office. If I do not reach him, I will leave a message and then send him an email."

Source: YOUR CLIENTS AND ASSOCIATES ARE LEARY OF LOOSE LANGUAGE by Craig Harrison AVOID SLANG. Gonna is gutter. Replace all uses of "gonna" with "going to" and others will perceive you to be a professional with plans. Gonna is what an elementary school student will do when the recess bell rings. Going to is what dedicated and focused professionals intend to do, a part of a strategic plan, an act with intention. Myriad vs. A myriad Of Myriad means many. Not a myriad of problems. That would like saying, "he has many of problems," which would be wrong. We would say, "he has many problems." Pronouncements on Pronunciation Just so you know, although shift happens, paradigm is and always has been pronounced pair-ahDIME, not para-DIG 'EM. Yet these days alternate pronunciations are plentiful: harassment, nuclear (nucular is also acceptable until 2008), and database (pronounced dah-ta-base or DAY-ta-base). By the way: o The singular of data is datum o o The plural of stadium is stadia Media is plural for medium.

Source: VERBAL FAUX PAS: THE WORDS YOU USE CAN EMPOWER OR CONFUSE by Joy Fisher-Sykes Let me be honest with you (Common variations include To tell you the truth, andTo be frank with you".) Translation: Dishonest Communication. Youve been deceitful or havent been completely honest-that, in some way, youve been holding back. Powerful Choice: Avoid this verbal distraction, and youll keep your audience focused on your message. Kinda, Sorta, Wanta Translation: Uncertainty. Powerful Choice: Communicate clearly by not using these words. A stronger message is, It is difficult for me to express my feelings to her because she interrupts me often. This clearer message clearly and accurately conveys your thought. I'll try Translation: Non-commitment. Powerful Choice: Better to eliminate use of this word. Speak in the active tense and convey that you are working towards something. I will call you by Wednesday to set up a luncheon date. I have to.. Translation: Powerlessness. Powerful Choice: Use the active voice of I will, I need to, or I am in place of I have to. This communicates your intention and conditions and lets your conscious and unconscious mind support you in your quest.

You know or "You know what I mean... Translation: Confusion. Powerful Choice: Keep your message concise by eliminating the use of this phrase. Pause instead, and youll avoid this speech distraction and add clarity to your message. Source: DON'T SAY THESE WORDS WHEN SPEAKING by Stephen D Boyd, PhD, CSP  "you know"  "or something" or "thing.".  "uuuuuuh"  "you guys."  "all of you."

 Don't use marking (unnecessarily referring to specific gender) when speaking, whatever the context. This would include avoiding"waitress," "fireman," or "mailman." Instead say "server," "fire fighter," and"mail carrier."  Don't say, "Let me be honest with you," or "Let me be frank with you." That implies that you were not being honest or open with the audience until you made those statements. If you want to emphasize a point beyond others you have made, say, "Probably the most important point I will make is" or "I must admit to you that."  Don't say "In conclusion" unless you mean it. Too many speakers say the words and then take another five minutes to finish. Sometimes they will even say the word "conclusion" another time before finishing.