Basics of Business Communication

Basics of Communication

Definition of Communication
Communication is defined as giving, receiving or
exchanging information, opinions or ideas by writing, speech or visual means, so that the material communicated is completely understood by everyone concerned.

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Basics of Communication

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Basics of Communication

Communication Process

Sender conceives the message Encode the message Select the appropriate channel Receiver decodes the message Interprets the message Feedback from the receiver

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Basics of Communication

GENERAL COMMUNICATION
General Content General Vocabulary] No Formal element Both Formal and Informal in style May Not be factual Both objective and subjective Not always structured No specific exposition technique Not always for a specific audience

TECHNICAL COMMUNICATION Technical Content Specialized Content Formal Element Always formal In style Always factual Objective Logically Organized and Structured Complex and important Exposition Technique Specific Audience Usually Involves Graphics

Basics of Communication

Methods of Communication

Internal Communication External Communication

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Basics of Communication

Internal Communication

ORAL
Telephone Intercom

WRITTEN
Memo Report

Meeting/Conference
Presentation Face-to-Face Discussion Messages

Graphs/Charts
E-Mail/Fax Notice Form/questionnaire Newsletter Minutes

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External Communication

ORAL
Meeting Conference/Seminar

WRITTEN
Brochure Invitation

Conversation
Telephone Presentation

Press Release
Advertisement Report E-Mail/Fax Letter

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Factors involved in choosing the Means of Communication

Cost Confidentiality Safety and Security Influence Urgency Distance Resources Written Record Recipient

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TYPES

OF COMMUNICATION
CLASSIFICATION

Basics of Communication

OF COMMUNICATION

ON THE BASIS OF RELATIONSHIP

FORMAL INFORMAL

ON THE

BASIS OF

MEDIA

WRITTEN ON THE

ORAL

GESTURAL

BASIS OF FLOW OR DIRECTION

DOWNWARD UPWARD HORIZONTAL DIAGONAL

Basics of Communication

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formal

communication

Formal communication is that which takes place through the

formal channels of the organization structure deliberately and consciously established by the management. Flow of information along the lines of authority formally established in the enterprise.
Such communications are generally in writing and may take

any of the following forms:

policy manuals

procedural and rule books

official meetings interviews etc..,

The main advantage of formal communication are:

maintaining of authority relationship The limitations are:
o

Basics of Communication

It helps in the fixation of responsibility and

It is time consuming Cumbersome It leads to a deal of distortion

INFORMAL

Basics of COMMUNICATION OR GRAPEVINE Communication

Communication

arising out of all those channels of communication that fall outside the formal channels is known as informal communication.
It

does not follow lines of authority. It arises due to the personal needs of the members of an organization and exists in every organization ADVANTAGES:
it satisfies the desires of the people to know what is happening in

the organization.
it helps to improve managerial decisions as more people are

involved in the process of decision making.

it serves as a very useful purpose in conveying certain messages.

Basics of Communication

DISADVANTAGES:
it consists of half truths. it completely contains inaccurate

information.
it consists of rumors and distorted

information.

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Channels of Communication

Downward Communication
Memos, notices, newsletters, manuals

Upward Communication
Memos, reports, meetings, informal discussion

Horizontal Communication
Committee meetings, seminars, conferences

Diagonal Communication
Depends on cooperation, goodwill and respect,

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DOWNWARD

Basics of Communication COMMUNICATION

communication between a

superior and subordinate is known as vertical communication. It may be downward or upward communication.
it

follows the line of authority from the top to the bottom of the organization hierarchy

IT

IS A MUST IN ANY ORGANISATION. IT IS FOR :

to

NEEDED

get things done.

to prepare for changes.

to discourage lack of understanding and suspicion.

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EXAMPLES:
Notices

Circulars
Orders Memos

Letters
reports

Annual

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UPWARD

COMMUNICATION

Upward communication means the flow of information from

the lower levels of the organisation to the higher levels of authority. It passes from the subordinate as to a superior as that from worker to foreman, from foreman to manager, manager to general manager, general manager to chief executive
IT

IS NEEDED:

To create respectiveness of communication. To create a sense of belongingness. To increase the morale of employees. To make improvements.
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Basics of Communication

EXAMPLES

REPORTS
MEETINGS

COMPLAINTS
SURVEYS

SUGGESTIONS

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Basics of Communication

CHIEF

EXECUTIVE

COMMUNICATION/FEEDBACK

MANAGER
COMMUNICATION

UPWARD

DOWNWARD

SUPERVISOR A

SUPERVISOR
LATERAL

SUPERVISOR C

COMMUNICATION

WORKMEN

WORKMEN

WORKMEN

Basics of Communication

HORIZONTAL

COMMUNICATION

The transmission of information and understanding is called

the horizontal communication. This type of communication is also known as lateral or sideward or crosswise communication
EXAMPLE: When assistant marketing manager communicates

with the accounts clerk directly, it is the case of diagonal communication. This type of communication increases the organizational efficiency by speeding up information and cutting across departmental barriers.

Effective Communication skills

Basics of Communication

Effective Communication skills requires the following aspects:

Asking and answering questions(Asking questions in meetings,talks,business presentation,lectures,seminars,answering questions, providing explanations) Expressing Opinions and comments (Asking for opinion ,expressing criticism, objections and doubts, agreeing disagreeing, seeking suggestions) Academic/professional discussions (discussing academic matters with fellow students, initiating discussion, inviting to discuss) Meetings/Conferences (Coordinating,conducting,participating summarizing meetings Oral presentations (Making oral presentaions,orally describing and interpreting non verbal data, use of audio visual aid)

Basics of Communication

Barriers to communication
Non-verbal signals Language Listening Pre-judgment Relationships Emotional Responses System

Basics of Communication

Tips for successful Communication

Read Listen Intelligently Think and plan Use appropriate language Be open-minded Select appropriate media Timing Obtain feedback

Basics of Communication

THANK YOU. FUTURE MANAGERS