Introduction to business communication

INTRODUCTION TO
BUSINESS COMMUNICATION
DR.TR.KALAI LAKSHMI, ASSOCIATE PROFESSOR,
SCHOOL OF MANAGEMENT STUDIES
SATHYABAMA INSTITUTE OF SCIENCE AND TECHNOLOGY
CHENNAI

The root of the word “communication” in Latin is communicare, which means
to share, or to make common
(Weekley, 1967).
• Communication is defined as the process of understanding and sharing
meaning (Pearson & Nelson, 2000).
• “Communication is the process by which information is transmitted
between individuals and / or organizations so that an understanding
response results.”-Peter Little
• “Communication is an exchange of facts, ideas, opinions, or emotions by
two or more persons.”-W.H. Newman and C.F. Summer Jr
• “Communication is an exchange of facts, ideas, opinions, or emotions by
two or more persons.”
• "Communication is something so simple and difficult that we can never
put it in simple words," says T.S. Mathews.
INTRODUCTION TO BUSINESS
COMMUNICATION
DR.TR.KALAI LAKSHMI, ASSO.PROF, MBA DEPT,SATHYABAMA INSITITUTE OF
SCIENCE AND TECHNOLOGY, CHENNAI

Communication can be defined as “the process through which two or more
persons come to exchange ideas and understanding among them”.
It means
• There is something, which is transmitted, such as, facts, feelings, ideas, etc.
• It implies that there must be a receiver if communication is to occur.
• The sender of message must consider the receiver while structuring his message
from a technical standpoint as well as in delivering it.
• When the receiver is not considered, there is either no response or there is wrong
response.
• Hence sharing of understanding would be possible only when the person, to whom
the message is meant, understands it in the same sense in which the sender of the
message wants him to understand.
Thus, communication involves
• Sender
• Receiver
• Medium of message and involvement of sender and receiver.
INTRODUCTION
9/11/2021
DR.TR.KALAI LAKSHMI, ASSO.PROF, MBA DEPT,SATHYABAMA INSITITUTE OF SCIENCE AND TECHNOLOGY, CHENNAI

•Sender- who takes steps to send the
message to the recipient
•Encoding- giving a form and meaning to
the message through expressing it into
words, symbols, gestures, graphs,
drawings etc.
•Medium- it is the method or channel
through which the message is to be
conveyed to the recipient. It can be oral
or written or formal or informal.
.
PROCESS OF COMMUNICATION

•Decoding- is it the act of converting the
signs, symbols into meaningful statements
as per the intentions of the sender.
•Receiver- the person who receives the
message.
•Feedback- it is the reaction or response of
the receiver to the message. The com
process is complete when the sender gets
feedback from the receiver.
•Message- it is the subject matter of com.
It may consist of certain facts ideas,
opinions, grievances etc.

1. It allows senders to improve communication
with the receiver.
2. It allows receiver to clarify doubts on the
message and, therefore, perform better.
3. Allowing receivers to ask questions builds
confidence and they are more confident of their
performance.
4. It enables the sender to know efficiency of his
message; whether or not the receiver has
understood the message in its right meaning.
Feedback makes the communication process
complete.
5. In response to receiver’s understanding and
suggestions on the message, sender can adjust
the subsequent messages

Communication is Pervasive function :Pervasive means the thing which
is applied or used everywhere. Communication is essential in all
organizations and at all levels of authority. It is all-pervading.
Communication flows everywhere: Communication flows in all the
direction in every organization. It may flow horizontally between
persons occupying similar grade in different departments.
•It may flow up from the subordinates to a superior. Thus,
communication flows in all directions in an organization and it is
multidimensional.
•Involves two or more persons :Communication is a two-way process. It
cannot be done single in any organization. Communication requires at
least two persons, a sender, and a recipient. It is an exchange of ideas,
views information, information, etc. between two or more persons.
NATURE OF COMMUNICATION

4.Mutual understanding : The basic aim of communication is to create mutual
understanding. Managers communicate to influence human behaviour and to get
the desired response from the workers, labourers, etc. communication is a means
and not an end in itself.
5.Many channels :Communication in the organizations can be formal or informal.
The formal communication may be vertical or horizontal where as vertical
communication may flow downwards or upwards.
6.Communication is a two-way process :During communication, minimum two
people are involved in the process. It involves both understanding and information.
Communication is complete only when the receiver has understood the message,
and receiver’s reaction or response is known to the sender.
7.Influencing human behaviour :The primary purpose of communication is to
influence human behaviour. It is a means of creating interpersonal relations.A
manager creates motivation and loyalty among his subordinates by sharing
information, opinions, and feelings with them.
NATURE OF COMMUNICATION

OBJECTIVES OF COMMUNICATION
• Stronger Decision Making: Your ability to communicate effectively increases
productivity , both yours and your organization.
• Increased Productivity: With goo communication skills , you can anticipate
problems make decisions , co-ordinate work flow , supervise others , develop
relationships and promote products and service
• Steadier Work Flow: Communication acts as tool for the effective work related flow
of information.
• Strong Business Relationships & Enhanced Professional Image: You can shape the
impressions you and your company make on colleagues , employees ,supervisors ,
investors ,and customers in addition to perceiving and responding to the needs of these
stakeholders(the various group you interact with ) without effective communication ,
people misunderstand each other and misinterpret information. Ideas misfire or fail to
gain attention and people and companies flourish.

• Clearer Promotional Materials: Your organizations need for effective reach of company name
and public promotions are based on effective promotional material such as advertisements , bill
boards , online add , posters etc are all communicated for effective message delivery and
meaning.
• Provide Advice: Giving advice is based on individual-oriented and work-oriented ,advice
should not be given to the person for pinpointing his mistakes rather it should be helpful for his
improvement. Effective advice promotes understanding and it can be a two way process if the
subordinate staff given freedom.
• Provide Order: Order is an authoritative communication pattern and it is directive to somebody
always a subordinate to do something. Orders will be written and oral orders , general and
specific orde ,procedural and operational orders , mandatory and discretionary order. Order
should be clear and complete ,execution should be possible and given in a friendly way.
• Suggestion: Suggestion is supposed to be very mild and subtle form of communication.
Suggestions are welcomed for it is not obligatory to accept them , it can be voluntary and
anonymous and submitted through suggestion.

• Persuasion: Persuasion may be defined as an effort ‘ to influence the attitudes , feelings ,or
beliefs of others , or to influence actions based on those attitudes , feelings , or beliefs.
Persuasion can be done to others if you are convinced , you do not impose , you are not rigid
are prepared to meet half-way and you can look at the situation from the other person’s angle
also.
• Education: Education is a very conscious process of communication ,it involves both
teaching and learning by which organizations provide to their employees in the form of
training. Education is given for management employees and outside public.
• Warning: If the employees do not abide by the norms of the organization warning is a
power communication tool and it can be general and specific. Specific warning should be
administered in private and after thorough investigation. The aim of the warning should be
the organization betterment.

Raising Morale and Motivation: Morale stands for mental health and it is a sum of several
qualities like courage , resolution , confidence .High morale and effective performance go hand
to hand. Motivation is a process that account for an individual intensity, direction , and persistence
of effort towards attaining a goal.
To Give and Receive Information: Communication’s main idea is to give and receive
information because managers need complete , accurate and precise information to plan and
organize employee need it to translate planning in to reality. Information will cover all aspects of
the business.
To Provide Counselling: Counseling is given to solve employees mental stress and improve the
employees productivity.
To Improve Discipline: Finally discipline is the foremost part of any business communication.
The various disciplinary codes are effectively communicated to employees through disciplinary
codes.

IMPORTANCE OF COMMUNICATION
Communication is a source of information to the organizational members for decision-making
process as it helps identifying and assessing alternative course of actions
Communication also plays a crucial role in altering individual’s attitudes, i.e., a well informed
individual will have better attitude than a less-informed individual. Organizational magazines,
journals, meetings and various other forms of oral and written communication help in moulding
employee’s attitudes
Communication also helps in socializing. In todays life the only presence of another individual fosters
communication. It is also said that one cannot survive without communication.
Communication assists in controlling process. It helps controlling organizational member’s behaviour
in various ways. There are various levels of hierarchy an certain principles and guidelines that
employees must follow in an organization. They must comply with organizational policies, perform
their job role efficiently and communicate any work problem and grievance to their superiors. Thus,
communication helps in controlling function of management.

COMMUNICATION AT WORKPLACE
Exchanging information and ideas, both verbal and non-
verbal between one person/group and another
person/group within an organization is called workplace
communication. It includes e-mails, text messages, notes,
calls, etc. Effective communication is critical in getting the
job done, as well as building a sen
se of trust and increasing the productivity of employees

ADVANTGES OF WORKPLACE COMMUNICATION
Teamwork: Isn’t it a well-known fact that good teamwork is proportional to good
productivity, responsibility and integrity? And what do you think is the key factor for a good
team? That’s right, it is good communication. Effective workplace communication helps
employees to form efficient teams.
•Employee job satisfaction: Employees feel more valued when they can have upward
communication. This type of communication is when information flows upward where
bosses or managers listen to their employees and respond with a feedback. Examples
include annual reports, research reports, budgetary reports, or when employees submit their
suggestions. Employees also feel important when there is downward communication which
is information flowing from superiors to employees. An example is when an organization’s
mission and strategies are explained to the employees.

•Communication mitigates conflict.
•It improves public relations.
•Communication fuels innovation.
•Communication builds existing skills.
•It increases job satisfaction and loyalty.
•Communication powers productivity.
•It builds a culture of teamwork and trust.
•Regular face-to-face meetings.

Some common ways of communicating in the workplace include:
•In-person meetings
•Video conferencing
•Voicemails
•Emails
•Social media posts
•Online messaging
•Fax
•What's app etc.,

THANKYOU

Introduction to business communication

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Introduction to business communication