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Business Communication – I
Chapter No – 1
Saif Bukhari
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Effective Communications in Business
I - Importance and Benefits of Effective Communication
Ancient Heritage for Communication Principles
"Lifeblood" of Every -organization
Benefits of Effective Communication in Your Career
Challenge of Communication in the Global Market
II - Components of Communication
Context
Sender-Encoder
Message
Medium
Receiver-Decoder
Feedback
III- Concepts and Problems of Communication
Conventions of Meaning
Perceptions of Reality .
Values. Attitudes. and opinions.
IV- Nonverbal Communication
How Appearance Communicates
How Body language Communicates
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How Silence. Time. and Space Communicate
Nice Quotation
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Concept and definition of
Communication
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COMMUNICATION DEFINED
Communication
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Business Communication
BC is used to promote a product, service, or
organization;
BC relays (transmits) information within the
business;
BC a means of relaying between a supply
chain, (for example the consumer and
manufacturer).
Sometimes through such nonverbal means as
facial expressions, gestures, and voice qualities
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Channels of Communication
The Internet,
Print (Publications),
Radio,
Television,
Ambient media (Non-Traditional or
Alternative Media),
Word of mouth (person-to-person
communication)
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Methods of business
communication
Web-based communication – for communication anytime anywhere;
video conferencing allows people in different locations to hold
interactive meetings;
e-mails provide an immediate medium of written communication
worldwide;
reports important in documenting the activities of any department;
presentations very popular in all types of organizations, usually
involving audiovisual material;
telephone conversations;
forum boards allow people to instantly post information at a centralized
location;
face-to-face meetings, which are personal and should be succeeded
by a written follow-up.
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Communication skills
Business communication is somewhat
different and unique from other types of
communication since the purpose of business
is to make money. Thus, to develop
profitability, the communicator should
develop good communication skills.
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Effective communication
includes:
The choice of the best communications channel,
ability to use the channel,
presentation of information to the target audience,
skill to understand responses received from
others.
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Effective Communication
Increased productivity
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Forms of Communication
Communication
Oral
All forms of spoken information and is by far the
preferred type of communication used by managers.
Written
Includes letters, memos, policy manuals, reports, and
other documents used to share information used in an
organization.
Nonverbal
Involves all messages that are nonlanguage responses.
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Importance of communication in
management
Source
Audience/Receiver
Goal/purpose
Context/environment
Message
Medium
feedback
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Benefits of effective
communication
Enhanced
Better professional
quality of image Increased
documents productivit
y
Lesser
misunderstan Stronger
ding decision
Effective
making
communicatio
n
Increased
awareness Quicker
among problem
employees solving
Improved Healthier
customer business
relationship relationship
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Process of communication
feedback
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process
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Continue….
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Advantages of oral
communication
Oral communication is a time and money saving device.
As there is an element of personal touch, it is comparatively
more effective.
Doubts can be clarified on the spot and the communication
can be understood easily.
Important point can be emphasized through action.
Speech is more powerful means of persuasion and control.
The speaker can get immediate feedback.
The informal plane of oral communication helps to promote
friendly relations.
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Disadvantages of oral communication
It is not useful where the parties are very far from each other,
even beyond telephonic range.
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Advantages of written communication
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Disadvantages of written
Communication
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Channels of oral Communication
Letter
Memo
Notice
Circular
Report
Minutes
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Effective Communication
in Business
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What is Communication
Exchanging or transferring information from one part
of the business to another that leads to some
outcome, changed behaviour or changed processes
and practices.
Conti…29
What is Communication
Communication is the Nucleus of the organization.
The meanings of words are not in the words; they are in us. Communication is a
means, not an end.
Most people think at a rate of 400 - 500 W/M. Most people speak at only about 125
W/M and write at even slower space 25 to 30 W/M.
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Communication Model (Cont’d)
Sender/Encoder:
Sender encodes the messages in the form of words,
symbols, graphs, charts etc. to facilitate the receiver in
correct understanding and suitably reacting to the message.
Message:
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The Message
What is the communication designed to
achieve?
This needs to be considered carefully to
judge the best method of delivery and to
judge the effectiveness of the feedback as to
whether the message has been successful.
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The Medium
How the communication is to be made
Important to select an appropriate medium
for the message:
Need to consider the needs of the sender,
the nature of the receiver and the aims of
the communication
Inappropriate medium can be a barrier to
effective communication
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Communication Model (Cont’d)
Medium:
Medium may include Memo, Letter, Notice board, Fax,
Telephone, E-mail / Internet, Face to face, Body language,
Video / Video conferencing.
Receiver/decoder:
The message receiver is the decoder who interprets,
understands and then responds to the message.
Receiver/decoder is influenced by context and by his/her
own mental filters.
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Communication Model (Cont’d)
Feedback:
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CONCEPTS AND PROBLEMS
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Conventions of Meanings
• Shapes & Symbols used should have same meanings for
both the parties (to avoid misunderstanding).
Inferences (Conclusion)
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Values, Attitudes and Opinions
• Attitude of the receiver can reflect the acceptance or
rejection of the message. Main problems involving attitude,
values & opinions are:
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Non-verbal communication differs from
verbal communication in many ways:
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Physical appearance.
Facial expressions: It conveys emotions with
remarkable accuracy and intensity of your
feelings.
Movement: the process of getting up from one
place to another in front of audience or on the
platform.
Posture: posture is the way you conduct yourself
when you face an audience.
Gesture: A gesture is an expression of your any
part of your body. E.g. your head, hands, face
which reinforce your idea while you speak.
Eye contact.
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Non Verbal Communication
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Nonverbal Communication
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Appearance Communicates
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Posture has Impact
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Facial Expressions Convey Meanings
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Barriers to Communication
Ability of the sender – how much the senders understand
of the message they are trying to send.
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Communication Challenges in Global Market
• Globalization.
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How to Improve Communication
Minimize distractions.
by the rivals.
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How to Make
Communication Effective
Be Organized
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Characteristics of Non-Verbal
Communication
Communicates emotions and Attitude
Regulate verbal messages
Ambiguous
Continuous
More reliable
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Nonverbal Communication Skills
Nonverbal communication skills are essential for
sending and decoding messages with emotional
content.
Dimensions of nonverbal communication:
Paralanguage (Voice quality, Volume, Rate of speech,
Voice pitch, Rhythm, Pronunciation)
Kinesics ( حرکت شناسی سے متعلقBody movements and
gestures – symbols, Adapters, Illustrators,
Regulators)
Eye contact
Touch
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Physical distance
Rules
Be polite and helpful
Bring required materials to class
Seated and ready at the bell
Respect and be polite to everyone
Respect other people’s property
Sit and listen while others speak
Do not hit, or hurt others
Obey all University rules
Assignment No. 1
Define Communication.
Write a note on the importance and
benefits of effective communication
in your Career.
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Important Questions
Chapter no. 1 BC-I
Q–1
Define internal communication and explain its
impact at global level. (Spring -2012)
Q–2
Define Communication. Discuss the importance
and benefits of effective communication.
(Spring- 2011)
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Important Questions
Q–1
Define internal communication and explain the
impact of communication at global level
(Spring -2010)
Q–2
What are the components of communication?
Define and describe each.
(Spring- 2011)
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Important Questions
Q-5
Explain Communication as lifeblood of an
Organization. (Spring – 2013)
Q -6
Define Nonverbal Communication. How appearance
and body language Communicates ?
How silence, time and space communicates?
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Thanks
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