This document covers key aspects of business communication including definitions, principles, and elements. It discusses the importance of communication in business and defines internal and external communication. The six elements of the communication process are identified as the sender, message, encoding, channel, receiver, and feedback. Principles of effective communication including simplicity, clarity, brevity, planning, and accuracy are outlined. The 7Cs of effective communication - completeness, conciseness, consideration, clarity, concreteness, courtesy, and correctness are also summarized. Various media of communication and types of communication are briefly introduced. Finally, barriers to communication and techniques for enhancing reading and listening skills are addressed.
2. •Introduction to Business Communication
•Basic forms of Business Communication
•Process of Communication
•Principles of Effective Business Communication
•7 Cs
•Media of Communication
•Types of Communication
•Barriers to Communication
•Enhancing Speaking listening and reading skills
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3. 1. Latin word ‘communicare’ means to impart
(inform/convey), to participate, to share or
to make common.
2. it is a transmission and interacting the facts,
ideas, opinion, feeling and attitudes.
3. It is the ability of fostering speedy and
effective communication around the world
that has shrunk (got reduce/smaller) the
world and made ‘globalization’ a reality.
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4. 1. Communication adds meaning to
human life.
2. It helps to build relationship and
fosters love and understanding.
3. It enriches our knowledge of the
universe and makes living
worthwhile.
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5. All messages that we send and receive for
official purpose like running a business,
managing an organization, conducting the
formal affairs of a voluntary organization and
so on.
Business communication is marked by
formality as against personal and social
communication.
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6. Communication is the life blood of the
business.
No business can develop in the absence of
effective communication system.
Communication is the mortar that holds an
organization together, whatever its business
or its size.
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7. When people within the organization
communicate with each other, it is internal
communication.
when people in the organization
communicate with anyone outside the
organization it is called external
communication.
Ability to work well in teams, to manage your
subordinates and your relationship with
seniors, customers and colleagues depends
on your communication skill.
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11. Communication is the sharing or exchange of
ideas or information among two or more
people. This is often referred to as a process
and this process is plays vital role to make it
more effective. It involves six core elements
that interact in a complex manner and is
often unconsciously done. The six elements
in the communication process are: sender,
receiver, message, method, aim and
situation.
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13. 1. Sender or transmitter: The person who
desires to convey the message is known as
sender. Sender initiates the message and
changes the behaviour of the receiver.
2. Message: It is a subject matter of any
communication. It may involve any fact, idea,
opinion or information. It must exist in the
mind of the sender if communication is to
take place.
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14. 3. Encoding: The communicator of the
information organises his idea into series of
symbols (words, signs, etc.) which, he feels
will communicate to the intended receiver
or receivers.
4. Communication channel: The sender has
to select the channel for sending the
information. Communication channel is the
media through which the message passes.
It is the link that connects the sender and
the receiver.
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15. 5. Receiver: The person who receives the
message is called receiver or receiver is the
person to whom the particular message is sent
by the transmitter. The communication process is
incomplete without the existence of receiver of
the message. It is a receiver who receives and
tries to understand the message.
6. Decoding: Decoding is the process of
interpretation of an encoded message into the
understandable meaning. Decoding helps the
receiver to drive meaning from the message.
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16. 7. Feedback: Communication is an exchange
process. For the exchange to be complete the
information must go back to whom from
where it started (or sender), so that he can
know the reaction of the receiver. The
reaction or response of the receiver is known
as feedback.
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17. 8. Brain drain: On whole process there is a
possibility of misunderstandings at any level
and is called brain drain. It may arise on
sender side if they do not choose the
adequate medium for delivery of message, by
using default channel and it may also arise
when receiver does not properly decode the
message. In other words, we can say that it is
breakdown of cycle at any level.
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18. If communications are to be effective certain principles
should be followed. These principles of effective
communication are discussed below.
1. Principle of Simplicity: The message prepared for
communication should be simple and easy to
understand. Common words and simple sentences
should be used.
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19. 2. Principle of Clarity: The message prepared for
communication should be clear. An ambiguous
message will not be able to make effective
communication.
3. Principle of Brevity: The message should be
concise in nature. The reader may feel disturbed in
receiving a long message. So, only necessary
information's should be given in the message.
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20. 4. Principle of Planning: Before preparing any message
the communicator should plan for the message and
after that, he should plan for selecting media and
process of sending the message to the communicatee.
5. Principle of Accuracy: The facts and information
provided in the message should be accurate. Any wrong
information in the message may create confusions. As a
result, communication failure may occur.
6. Principle of Attentiveness: Effective listening is
important in effective communication. So, the receiver
should be attentive while receiving any message.
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21. 7. Principle of relevancy: The subject matter of
communication should contains relevant information.
Irrelevant and unnecessary things should be eliminated
from the subject matter of communication.
8. Principle of Feedback: Sending of message is not
whole thing for effective communication. To be
effective a feedback from the receiver is essential.
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22. 9. Principle of Time Consideration: The communicator
should consider the proper time for effective
communication. If communication is not made in time,
Its effectiveness is lost.
10. Principle of Language Control: Control of language
is important for effective communication. The
communicator should be careful in selecting words and
forming sentences.
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23. There are 7 C’s of effective communication that make
our written and oral communication effective and
professional.
These are as follows:
1. Completeness - The communication must be complete.
It should convey all facts required by the audience. The
sender of the message must take into consideration the
receiver’s mind set and convey the message
accordingly.
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24. 2. Conciseness: Conciseness means wordiness, i.e,
communicating what you want to convey in least possible
words without forgoing the other C’s of communication.
Conciseness is a necessity for effective communication.
3. Consideration: Consideration implies “stepping into the
shoes of others”. Effective communication must take the
audience into consideration, i.e, the audience’s viewpoints,
background, mind-set, education level, etc. Make an
attempt to envisage your audience, their requirements,
emotions as well as problems. Ensure that the self-respect
of the audience is maintained and their emotions are not at
harm.
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25. 4. Clarity - Clarity implies emphasizing on a specific message or
goal at a time, rather than trying to achieve too much at once.
Clarity in communication has following features:
• It makes understanding easier.
• Complete clarity of thoughts and ideas enhances the meaning
of message.
• Clear message makes use of exact, appropriate and concrete
words.
5. Concreteness - Concrete communication implies being
particular and clear rather than fuzzy and general. Concreteness
strengthens the confidence. Concrete message has following
features:
• It is supported with specific facts and figures.
• It makes use of words that are clear and that build the
reputation.
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26. 6 Courtesy: Courtesy in message implies the message
should show the sender’s expression as well as should
respect the receiver. The sender of the message should
be sincerely polite, judicious, reflective and
enthusiastic.
7 Correctness - Correctness in communication implies
that there are no grammatical errors in communication.
Correct communication has following features:
• The message is exact, correct and well-timed.
• If the communication is correct, it boosts up the confidence
level.
• Correct message has greater impact on the audience/readers.
• It checks for the precision and accurateness of facts and
figures used in the message.
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27. Television is a telecommunication medium for transmitting and
receiving moving images that can be monochrome (black-and-
white) or coloured, with or without accompanying sound.
"Television" may also refer specifically to a television set,
television programming, or television transmission
Radio is the transmission of signals by modulation of
electromagnetic waves with frequencies below those of visible
light. In electronics, modulation is the process of varying one or
more properties of high frequency periodic waveform, called the
carrier signal, with respect to a modulating signal. Radio was the
first truly mass medium of communication, reaching millions of
people instantly and altering social attitudes, family
relationships, and how people related to their environment.
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28. Print industry tried to grasp the new situation and shaped
itself into a regular and formal sector but from the start of
the 19th century, print media in most countries started
specializing in certain areas. Print media is classified in to
three categories namely magazine, Newspapers, Books.
Outdoor media are a form of mass media that comprises
billboards, signs, or placards placed inside and outside of
commercial buildings, sports stadiums, shops, and buses.
The Internet media Communication which is largest mass
media by Internet technologies for various communications
in both Internet and mobile networks. Common channels in
internet media are Email, Search engines.
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29. Messages flow into through and out of
business organizations in a variety of ways.
Such as:
Type 1
International communication (with in the
organization or company between and among
the people)
External communication (communication takes
place between a company and outside
parties)
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30. Type 2 Formal Communication
network
Downward communication
Upward communication
Informal Communication
network
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31. The use of jargon. Over-complicated, unfamiliar
and/or technical terms.
Emotional barriers and taboos. Some people may find
it difficult to express their emotions and some topics
may be completely 'off-limits' or taboo. Taboo or
difficult topics may include, but are not limited to,
politics, religion, disabilities (mental and physical),
sexuality and sex, racism and any opinion that may
be seen as unpopular.
Lack of attention, interest, distractions, or irrelevance
to the receiver. (See our page Barriers to Effective
Listening for more information).
Differences in perception and viewpoint.
Physical disabilities such as hearing problems or
speech difficulties.
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32. Physical barriers to non-verbal communication. Not being
able to see the non-verbal cues, gestures, posture and
general body language can make communication less
effective. Phone calls, text messages and other
communication methods that rely on technology are often
less effective than face-to-face communication.
Language differences and the difficulty in understanding
unfamiliar accents.
Expectations and prejudices which may lead to false
assumptions or stereotyping. People often hear what they
expect to hear rather than what is actually said and jump
to incorrect conclusions. Our page The Ladder of
Inference explains this in more detail.
Cultural differences. The norms of social interaction vary
greatly in different cultures, as do the way in which
emotions are expressed. For example, the concept of
personal space varies between cultures and between
different social settings. See our page on Intercultural
Awareness for more information. (for Detail see A1)
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33. All the skills of language and sub skills of a particular skills
are essential for the professional and business communication.
Listening and Reading are called receptive skills through which we
learn to practice and use productive skills.
Listening is an important part of communication
Being able to actively listen is an important communication
skill. It’s easily overlooked, as people tend to focus more
on what they want to say, rather than listening to what the
other person is saying.
Knowing when to pause to allow the other person to talk is
an important skill. It conveys respect and a willingness to
hear the other person’s point of view.
Active listening skills will help you and your colleagues
have more open and useful exchanges, where each
contributor’s point of view is expressed and heard. This
should lead to a more positive working environment.
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34. 1. Increase Your Vocabulary
Improving vocabulary is key in mastering the specialized
words used in business language. You can easily improve
your vocabulary through training software that offers a
comprehensive range of exercises. Learning commonly-used
business idioms and abbreviations can also enhance your
vocabulary.
2. Read Business-Related Material
You can significantly enhance your vocabulary by reading a
wide variety of material related to your field or business.
Reading business information and current updates will not
only allow you to remain abreast with the recent changes
in the business environment but also allow you to keep up
with any changes in terminology. This knowledge can
prove to be essential when you are communicating with
third parties or working on customer contracts.
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35. 3. Play Games
You can even learn business language by playing
games like crosswords and word search games.
These games can allow you to enhance your business
vocabulary while ensuring that the learning process is
fun and engaging. Business-themed language games
include crosswords based on financial terms and
important concepts, or word search games using
terminology from banking or industry.
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36. 5. Practice
Learning new business terminology will not impact your
communication skills until and unless these terms are
used correctly in your the daily communication.
You must try to use as many relevant words as possible
during your conversations with colleagues and peers.
Furthermore, recently learned business terminology can
and should be incorporated into the presentations you
give, so that you are able to gain confidence in your
ability to use the terminology.
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