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Business communication

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SIMARAN SHAHEEN

The document discusses business communication. It defines business communication as the sharing of information within and outside an organization for commercial benefit. It notes that business communication involves six elements: a message, sender, receiver, channels, symbols, and feedback. The document outlines different types of communication like verbal, non-verbal, and written. It discusses features of effective business communication like conciseness, clarity, simplicity, concreteness, and accuracy. Finally, it discusses the importance and objectives of business communication like exchanging information, achieving goals, solving problems, and increasing efficiency.

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BUSINESS COMMUNICATION BBA 2nd SEMESTER A.B.R.P.G. COLLEGE, ANPARA, SONEBHADRA
Meaning and Definition-  According to W. H. Newman and C. F. Summer, “Communication is an exchange of facts, ideas, opinions or emotions by two or more persons.”  Business communication is information sharing between people within and outside an organization that is performed for the commercial benefit of the organization. It can also be defined as relaying of information within a business by its people.
Process of Communication-
Elements of Communication- Business communication involves six basic elements. They are as follows: 1. Message: This is the subject-matter which is transmitted or passed by the sender to the other party or group of persons. This might be opinion, order, suggestion, attitude, feeling, view, etc. 2. Sender: He/she is the person who intends to make contact for passing information and understanding to other person. 3. Receiver:The person to whom the message is meant for is known as receiver or communicate.
4. Channels: Information is transmitted through certain channels (e.g., radio, television, telephone, letter, e-mail, etc.). The media is selected by the sender considering various factors. 5. Symbols: These are the words, actions and signs which are passed on by the sender while communicating with the receiver. 6. Feedback: When the receiver acknowledges the message of the sender and responds back to him/her, feedback takes place. Without feedback communication is incomplete
Business communication
 Verbal communication can also be called as Oral communication. In very simple terms, any communication that happens orally between people is known as verbal communication. The objective of such communications is to ensure that people understand whatever you want to convey.  Non-verbal communication includes facial expressions, the tone and pitch of the voice, gestures displayed through body language (kinesics) and the physical distance between the communicators (proxemics). Nonverbal communication is the process of sending and receiving messages without using words, either spoken or written. Also called manual language.
 The Written Communication refers to the process of conveying a message through the written symbols. In other words, any message exchanged between two or more persons that make use of written words is called as written communication. The written communication is the most common and effective mode of business communication. In any organization, the electronic mails, memos, reports, documents, letters, journals, job descriptions, employee manuals, etc. are some of the commonly used forms of written communication.
Features of Business Communication: i) Conciseness In business communication whatever one has to say should be very brief, to the point, concise. (ii)Clarity To ensure clarity the message should be presented in a very simple manner. One should use accurate, simple and familiar words and short sentences.
(iii)Simplicity To attain simplicity in writing; simple words and short sentences should be used. Complex sentences should be avoided. (v)Consideration Consideration refers to the receiver. What we are going to convey should be understandable from the receiver’s point of view. (vi)Concreteness It is the essential requirement of effective business communication. To bring concreteness in communication, the following guidelines should be followed: Use visual aids like graph, charts, tables and diagrams Use specific facts and figures Use active voice
(vii)Accuracy It is very important to maintain accuracy in business communication. Inaccurate expressions may hamper the effect of business communication. Accuracy in terms of information, facts, figures, grammar, usage of words, spellings, punctuation marks needs to be maintained by an efficient communicator..
IMPORTANCE OF BUSINESS COMMUNICATION-
 Exchanging information: Communication is mainly the exchange of information between two or more parties.  Preparing plans and policies: Communication helps in preparing organizational plans and policies.  Execution of plans and policies: For timely implementation of plans and policies, managers must disseminate those in the whole organization
 Achieving goals: Effective communication helps the employees at all levels to be conscious and attentive. It ensures timely accomplishment of jobs and easy achievement of goals.  Solving problems: Through various communication channels, the managers can be informed of various routine and non-time problems of the organization and accordingly they take the necessary actions of steps to solve the problems.  Increasing employee’s efficiency: Communication also helps in increasing the efficiency of employees
 Making decisions: Making timely decisions requires updated information. Through effective communication, managers can collect information from different corners and can make the right decisions.  Improving industrial relation: Industrial relation is the relation between workers and management in the workplace. Good industrial relation is always desired for business success. Communication plays a vital role in creating and maintaining good industrial relation
Objectives of Business Communication: Giving Information: The primary object of communication is to make the members of an organisation aware of its goal and acquaint them with all the relevant information. Conveying Suggestion: Communication helps in conveying suggestions, opinions and ideas. The workers who are actually engaged in the work know better the loopholes in it and can suggest to the managers the ways to plug the loopholes. Advice: One of the objectives of business communication is to advise an individual or a group of people. The manager advises the subordinates about the ways and means of better performance.
Motivation: Communication is made to inspire, to motivate, and to create a sense of loyalty among the employees. Through communication their morale is boosted up and it leads to better performance. Regular communication is necessary for motivating the employees and infusing in them a positive attitude towards work and a healthy relationship with the managers. This, ultimately, increases managerial efficiency. Training: Communication is the key to all these kinds of training. Such communication can be made through classroom teaching, lectures, seminars, short courses, conferences, educational tours, film shows, etc.
 Instruction, Guidance and Counselling: One of the objectives of business communication is to manage the employees by means of imparting instruction, providing guidance and arranging for counseling.  Giving Warning and Appreciating Good Work: It is very much necessary to appreciate a good worker. It will encourage him/her to strive for better performance and greater involvement. It makes the employee conscious about his/her responsibilities
 Resource Utilisation: Communication checks wastage of the resources of the organisation and helps their better utilisation.  Management Efficiency: One of the objectives of business communication is to increase efficiency of the management.
7C’s of Communication-
Business communication

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Business communication

  • 1. BUSINESS COMMUNICATION BBA 2nd SEMESTER A.B.R.P.G. COLLEGE, ANPARA, SONEBHADRA
  • 2. Meaning and Definition-  According to W. H. Newman and C. F. Summer, “Communication is an exchange of facts, ideas, opinions or emotions by two or more persons.”  Business communication is information sharing between people within and outside an organization that is performed for the commercial benefit of the organization. It can also be defined as relaying of information within a business by its people.
  • 4. Elements of Communication- Business communication involves six basic elements. They are as follows: 1. Message: This is the subject-matter which is transmitted or passed by the sender to the other party or group of persons. This might be opinion, order, suggestion, attitude, feeling, view, etc. 2. Sender: He/she is the person who intends to make contact for passing information and understanding to other person. 3. Receiver:The person to whom the message is meant for is known as receiver or communicate.
  • 5. 4. Channels: Information is transmitted through certain channels (e.g., radio, television, telephone, letter, e-mail, etc.). The media is selected by the sender considering various factors. 5. Symbols: These are the words, actions and signs which are passed on by the sender while communicating with the receiver. 6. Feedback: When the receiver acknowledges the message of the sender and responds back to him/her, feedback takes place. Without feedback communication is incomplete
  • 7.  Verbal communication can also be called as Oral communication. In very simple terms, any communication that happens orally between people is known as verbal communication. The objective of such communications is to ensure that people understand whatever you want to convey.  Non-verbal communication includes facial expressions, the tone and pitch of the voice, gestures displayed through body language (kinesics) and the physical distance between the communicators (proxemics). Nonverbal communication is the process of sending and receiving messages without using words, either spoken or written. Also called manual language.
  • 8.  The Written Communication refers to the process of conveying a message through the written symbols. In other words, any message exchanged between two or more persons that make use of written words is called as written communication. The written communication is the most common and effective mode of business communication. In any organization, the electronic mails, memos, reports, documents, letters, journals, job descriptions, employee manuals, etc. are some of the commonly used forms of written communication.
  • 9. Features of Business Communication: i) Conciseness In business communication whatever one has to say should be very brief, to the point, concise. (ii)Clarity To ensure clarity the message should be presented in a very simple manner. One should use accurate, simple and familiar words and short sentences.
  • 10. (iii)Simplicity To attain simplicity in writing; simple words and short sentences should be used. Complex sentences should be avoided. (v)Consideration Consideration refers to the receiver. What we are going to convey should be understandable from the receiver’s point of view. (vi)Concreteness It is the essential requirement of effective business communication. To bring concreteness in communication, the following guidelines should be followed: Use visual aids like graph, charts, tables and diagrams Use specific facts and figures Use active voice
  • 11. (vii)Accuracy It is very important to maintain accuracy in business communication. Inaccurate expressions may hamper the effect of business communication. Accuracy in terms of information, facts, figures, grammar, usage of words, spellings, punctuation marks needs to be maintained by an efficient communicator..
  • 13.  Exchanging information: Communication is mainly the exchange of information between two or more parties.  Preparing plans and policies: Communication helps in preparing organizational plans and policies.  Execution of plans and policies: For timely implementation of plans and policies, managers must disseminate those in the whole organization
  • 14.  Achieving goals: Effective communication helps the employees at all levels to be conscious and attentive. It ensures timely accomplishment of jobs and easy achievement of goals.  Solving problems: Through various communication channels, the managers can be informed of various routine and non-time problems of the organization and accordingly they take the necessary actions of steps to solve the problems.  Increasing employee’s efficiency: Communication also helps in increasing the efficiency of employees
  • 15.  Making decisions: Making timely decisions requires updated information. Through effective communication, managers can collect information from different corners and can make the right decisions.  Improving industrial relation: Industrial relation is the relation between workers and management in the workplace. Good industrial relation is always desired for business success. Communication plays a vital role in creating and maintaining good industrial relation
  • 16. Objectives of Business Communication: Giving Information: The primary object of communication is to make the members of an organisation aware of its goal and acquaint them with all the relevant information. Conveying Suggestion: Communication helps in conveying suggestions, opinions and ideas. The workers who are actually engaged in the work know better the loopholes in it and can suggest to the managers the ways to plug the loopholes. Advice: One of the objectives of business communication is to advise an individual or a group of people. The manager advises the subordinates about the ways and means of better performance.
  • 17. Motivation: Communication is made to inspire, to motivate, and to create a sense of loyalty among the employees. Through communication their morale is boosted up and it leads to better performance. Regular communication is necessary for motivating the employees and infusing in them a positive attitude towards work and a healthy relationship with the managers. This, ultimately, increases managerial efficiency. Training: Communication is the key to all these kinds of training. Such communication can be made through classroom teaching, lectures, seminars, short courses, conferences, educational tours, film shows, etc.
  • 18.  Instruction, Guidance and Counselling: One of the objectives of business communication is to manage the employees by means of imparting instruction, providing guidance and arranging for counseling.  Giving Warning and Appreciating Good Work: It is very much necessary to appreciate a good worker. It will encourage him/her to strive for better performance and greater involvement. It makes the employee conscious about his/her responsibilities
  • 19.  Resource Utilisation: Communication checks wastage of the resources of the organisation and helps their better utilisation.  Management Efficiency: One of the objectives of business communication is to increase efficiency of the management.