(Week-1) Business Communication Bases

Q.NO-1 Effective communication and its benefits.

Effective communication is important in problem solving conflict resolution, for positive
working and personal relationship, in reading the stresses association with inter personal
relation.
Purposes:
*Business goals communication can be achieved. *Providing feedback on employee’s
performance. *Giving job instructions *providing complete understanding of the employees
job .as well as to communicate them how their joke in related to other jobs in the
organization. *Communicating the organization mission and vision to the employees.
*Highlighting the areas of attention.
Q.NO-2 Effective communications
Communication needs to be effective and efficient for better and smooth functioning of an
organization. As communication between two or more persons in which the intended
message is => properly encoded. Received => delivered through a proper channel.
=> Properly decoded and understand.
AMA (American Management Association) defined as communication effect depends on
1-Clear idea 2-Determination of purpose 3- Understanding4-Planing 5-Content of message
6-Feedback from receiver 7-Reciver aware of the importance of message

Q.NO3 Message for affective communication

1-Construct and foster sustainable and productive relationship
2-Give space to innovation 3-Help build an effect team. 4-Effective management 5-
Contribute to the overall growth of the organization 6-Complteness of message 7-
Clearness and integrity of the message 8-Conciseness of message 9-Consideration of
physical setting and the recipient’s 10-Clarity of message 11-Courtesy to be maintained
12-Correctness of message
Q.NO-4 Method of E.C Channel
*Web-based communication *Video conferencing *Reports *Telephone meeting
*Forum boards *Face to face meeting
Q.NO-5 Barriers: Communication to E.C at workplace.
*Physical-barriers *Perceptual barriers *Interpersonal barriers *Physical structure barriers
*Emotional barriers *Withdraw barriers *Location barrier *Language barriers
*Construction barriers *Gender barriers
Noise

Person-1 Channel Person-2

Sender Message Receiver
Receiver Feedback Sender

Q.NO-6 Channel of communication

*Television *Websites *Radio *E-mail *Newspaper *Social media *Magazine *Apps cell
phone *Direct mail *Data collection *Outdoor *Even Promotion
Q.NO-7 Seven step of successful flow of communication
*Administrator need to clarify ideas *Need to examine true purpose of communication
*Total physical and human setting *consult others *Provide help to receiver *Be a good
listener *Ask question
Q.NO-8 Flow of communication
*Downward: Consists communication sent from management to worker, like E-mail and
performance reviews. *Upward communication: information flow from the lower level to
hierarchy to the upper levels. *Literal/Horizontal: communication takes place at same level
purchase manager => product manager => quality manger => sales manager.
*Diagonal communication: Takes place between a manager and employer of other work
group’s oral flow. *External communication: between a manager and external groups
such as supplies, vendors banks.
*The grapevine: is the informal communication network within organization.
*Channel: Traditionally, mouth to mouth, e-mail, fax, chat, cell-phone, face book.
Q.NO-9 Effective Business Communication
*Listen closely to understand communication *Conciseness is important *Simplicity large,
complicated words. *Be wary of jargon abbreviation *leave communication lines open for
feedback.

(Week 2-3) Speaking and listening

*Important of communication skill *Oral communication *speaking skills *Listening Skills

Communication Process:
1-Sending the Message: There are the signal and symbols that we use to convey. What
we want to transmit within – speech - auditory - touch etc.
2-The Channel: Message through face to face written radio video communication choose
the most appropriate channel.
3-Reciveiving the Message: Message must be accurately decoded and reconstructed. The
way of message is interpreted may vary from person to person.
4-Feedback: The type of feedback communication alter or adapt the response from others.
The behavior of the others persons communication be analyzed by the shilled person.
5-Context: Communication never occurs in vacuum it is inextricably linked to the particular
content in which occurs.
6-Noise: It communication describe anything that communication interfere with or distort the
meaning of a message.
Listening Skills
Communication heavily depends on effective listening as we listen to others we interpret
and evaluate the meaning from the verbal or non-verbal information that we receive involves
specific steps.
1-To develop the ability to recognize and deal with barriers that prevents you listening with
full attention.
2-To develop and use behavior which help you to listen such behavior communication also
serve to let the other person know that you are giving them your full attention.
Barriers to Listening: Forming a judgment or evaluation or jumping to conclusions.
*Hearing what we want to hear *Turning out a point of view. That differs from our owes.
*Formulating and rehearsing our response.*Being inattentive thinking about something also.
*Subjective biases based on prejudice *Excessive talking active
Listening skills
*Stop Taking *Ask for detail *Remove destruction *Ask question to broaden you views.
*Be receptive *Take note *Delay receptive *Try to be defensive *Maintain attention
Speaking Skills:
Verbal communication is the spoken conveyance message language tend to share certain
properties. It focuses heavily on the power of words and how they are said it takes into
consideration tone, volume and choice of words. Nothing on life is more important than the
ability to communicate effectively.
Personal Benefits:
*Increase self-confidence *improved communication skills *increased organizational skills
*Greater social influence *Enhanced ability to listen *Greater possibility of meeting new
people *lesser anxiety and fear when speaking in front of others *Improved memory
*Enhanced persuasion ability *Greater control over emotions and body language
There Parts of persuasion by Aristotle.
*Logos (Logic behind and conclusion drawn by sender *Ethos (credibility or the speaker)
*Pathos (Emotional appeal or ability to create connection between the speaker and
audience)
Cicero’s canons of rhetoric (public speaking)
*Invention=> Development and refine meet of arguments. *Arrangement=> Creation of
structure of a coherent argue *Style=> The process of determining how to present using
rhetorical. Techniques and choosing the words that have greatest impact on the audience.
Oral Business Communication:
That mostly involves listening and speaking besides body language, tone of voice
choice of wards phrases message clarification and communication style also play a
role and impact of translation.
Techniques:
*Speaker should to articulate their message to the listener. *The speech of
spoken words should be properly worded and concise. *The speech should be
contextual like serious issues. *Knowing the listener and how they react. *Quiet
location count much. *Involvement of the all concerned. *Active listening is
essential for participants. *Active listening involves eye contact nods gestures and
brief comments to show understanding. *The listener may ask question
*Question are powerful instruments to make communication effective.
Speaks
*Memory: The process of learning and memorizing the speech while making it
sound natural. *Delivery: The process of making effective use of voice and body
language.
Five elements of public speaking:
Who? What? Whom? Medium? Effect?
Three style of speaking:
*Impromptu speaking unplanned. *Manuscript written word for word
*Extemporaneous emotional connection to audience changes according to
audience interest.
Successful components of a speech. Besides power of spoken word you need.
*Storytelling *Body language *Tone of voice *Pauses *Visual eves.
Speaking Communication Power Tools
*Flip chart *Handout *Over projector *Props => an element of surprise recall the point *Slide shows.
Do not during speaking
*Do not turn your back to audience *Do not read from visual *Do not place more the one message on
one side *Do not over use colors or mix different fronts *Do not assume that your images are reef-
explanatory *Do not wave the laser point overall the screen *Do not just list the information make a
point with each slide?
The three p’s of successful speaking
*Preparation *Relax before you talk *Practice *Greet with smile *Performance *Do not rush to
presentation *Be your best self *Answer quickly *Make yourself heard *Face audiences all the time
*Talk to people not at them *Claim attention *Do not stick your hands in pockets *Do not introduce
topic in small words *Do not underestimate your audience *Wrap up your talk on time *Never apologies
*Be flexible *Have fun *Connect people after prewar.

(Week-4) Non-verbal communication (NVC)

*Introduction *Body movement vocalization *Space and time
Non-verbal commutation: is a process of generating meaning using behavior
other than words.

Verbal Com. Non-Verbal com.

Vocal Spoken words Paralanguage (pitch-value
speaking etc.
Non-verbal Writing, Sign Paralanguage (gestures, eye
language contact facial expresses etc.
Function of non-verbal communication: A primary function is to convey meaning
by reinforcing substituting to influence other and regulate conversational flow
you may use a gesture or signal to a friend that you are ready to leave a library.
Type of NVC
!-Proxemics physical space in communication movement and body position.
!!-Kinesics positive gesture !!!-Hap ties touching in communication.
*Facial expression *Paralanguage non-verbal clues of voice. *Eye contact
(!) Proxemics: study how people use and perceive the physical space around
them space between sender and receiver of a message influence how message is
interpreted. (!!) Kinesics: study of body movement and expression (also gesture,
posture, body language) provide attitude or cues of mind or person it may
indicate aggression, attentiveness, boredom, relaxed state, pleasure, amusement.
(!!!)Haptic: By which people and other animals communicate via touching sense
of lumens provides inform about surface, textures physical intimacy it varies from
culture to culture. (!!!!) Paralanguage: various acoustic properties of speech such
as tone, prosody. It may change the meaning of the words, reflect various
features of speaker. On the utterance emotional state of speaker show utterance
is question statement or comment ironic sarcastic emphasis contrast focus.
(!!!!!) Facial expression and eye contact.
Introduction or use of NVC
1-Complementing: can be used to elaborate on verbal message to reinforce the
information send when trying to achieve communication goal.
2-Substituting: NVC is sometimes used as the sole channel for communication of
message people learn to identify facial expression body movement body
positioning to show specific feeling and intentions.
3-Reguling: N.V behavior also regulates our conversation e.g. touching someone
arms can signal that you want to take next.
4-Acceting /Moderating: N.V signals used to alter interpretation of verbal
messages. Touch, voice pitch and gesture used to accent or amplify or tone down,
the message that is sent.
Body Movement and vocalization
Synovial joints allow the body a tremendous range of movement. Each movement
result from the contraction or relaxation of the muscles that are attached to the
bones. The word kinesics comes from kinesics means movement and refers to
the study of hand arm body and face movement use of gestures head movements
and posture, eye contact and facial expression as non-verbal communication.
Gestures: Three Type’s
1-Adaptors: are touching behaviors and movement that indicate internal states
typically related to arousal or anxiety. They are like scratching curling hair
fidgeting with fingers or hands cough or throat clearing sounds.
2-Emblems: specific agreed on meaning. Different from signs. A litchlickers raised
thumb the “ok”.
3-Illustration: you are the hand gestures to indicate size or shape of an object.
They are on context. We do it automatically. As you are making gestures during
phone even though the other person can’t see you.
Head movements: standing, sitting, squatting and lying down.
Eye contact through eye behavior called occlusion. Describe emotional state as
hungry eyes, evil eyes, bedroom eyes, during communication we signal with eye
also eye contact also used to monitor the interaction by taking in feedback. We
also try to interpret the movement of audience through eye contact we can see
other the listeners is engaged confused bored top adapt his message it is key past
of active listening.
Facial expression: faces are most expressive part our body we flash different
poses to show a particular feeling. It show happiness, sadness, fear, anger, disgust
based on culture. They are connected to an emotional or internal logical
stimulus=> touch.
Vocalization: vocalizes such as pitch volume rate vocal quality and verbal fillers
pitch help convey meaning regulate conversational flow and communicate the
intensity of a message.
Function: repletion completing accenting substituting regulating contradicting.
Space and time (N.V.C)
Data representation may be used by one and the some person to help remember
information e.g. we make written nets, voice recording photography video films
of things we want to communicate we may say that data may be used in space
between people and it time to be able to com correctly and efficiently in time and
space we need to compensate for these difference or incompatibilities. Time
space may also obstruct the smooth flow of information today because of
technological advancements we have faster means of com and it has made the
word a smaller place.
Limitations
1-Seating arrangement com: create an E.C to maintain eye contact with audience.
2-Wronge choice of medium: if in expert user chart or graphs or power point
presentation to orient the illiterate workers or volunteers to a new method of
working they remain worried during com. 3-Surrounding: adverse weather
condition not only effect on the means of communication but also have an impact
on the sender and the receiver of the message weather should not be too hortor
too cold but a moderate one. 4-physiological defects: as poor eyesight deafness
uncontrolled body movement or physical defects affect com.
5-The psychological time management 6-Determine your value 7-think about your
vision and mission 8-project forward look forward 9-make written plans 10-chart
your project 11-create your daily to do list 12-set clear priorities 13-stay on track
14-determine your key result 15-delegate to other 16-concentrate signal
mindedly 17-over procrastination 18-create blocks of time 19-control interruption
20-organize your work place.
Week-5 Use of language
*Introduction *Grammatical rules *Modern business language *Sule+verb
agreement *Punctuation
Professional Language: is aimed at achieving efficient professional
communication among specialists language means used in a particular sphere
shape a system in which professional com is required most scholars of language
to be professional as a system where the core is terminology. Professional
language is characterized by a limited sphere of specific com. This language has a
peculiar grammar. But its distinctive feature is lexical and phraseological
structure.
Function: cmosiogical cognitive epistemic informative logical intellectual and
communicative functions.
Linguistic terms: professional language sub-language professional style specialist
language.
Modern Prof Language: today we can see vocabulary in professional discourse
with emotional semantic component expressing addresses attitude to address ant
English word and morphemes are actively used in professional lexical system of
other language.
Function styles: M.P brands gives five major functional styles of business
language.
1-Formal business 2-Scientific technology 3-Newspwper 4-everyday informal 5-
Verbal belletristic.
Function style are implemented in two forms oral and written and characterized
by specific choice at the levels of vocabulary, phraseology, word formation,
morphology, phone ties and in their specific used of emotive and figurative
means. Professional language secure the communication effectiveness of
specialists in the same sphere. Language means used in professional sphere as
presented as a system with developed logical ties among its separate elements.
Professional culture is reflected in professional language in the nominative
system.
Agreement of verb with subject:
A verb must agree with its subject in number person “error of proximity’’ e.g. the
quality of mangoes was not good. => Two or more singular nouns, pronouns
joined verbs an e.g. gold and silver are precious metals. But if the meaning given
is same them singular => honor glory his record => the words joined with a
singular subject by with as well as should be put in the singular e.g.
The house, with its contents was insured.
=>Two or more singular subject connected by or nor require a singular verb as if
subject are plural then verb will be plural.
=> Either the cat or dog has been here.
=>Either the cats or dogs have been here.
=>Subject joined are different persons by or, nor, verb agrees with the nearer as
either he or I am mistaken.
=>either, neither, each, everyone, many a, be followed by singular verb as
=> each of their students is working hard.
=>Two nouns qualified by each, every, by, and, require a singular verb as. Every
boy and every girls was given a packet of sweets.
=>some nouns plural in forms are singular in meaning take a singular verb as the
news is true. => Pains means take singular or plural verb. But the construction
must be consistent as great pain have been taken much pains have been taken.
=>Nouns singular in forms but plural in meaning take a plural verb e.g. according
to the present market rate twelve dozen cost one hundred rupees. =>none
through properly singular, commonly takes a plural verb as none are as deaf as
those who will not hear. =>a collective noun takes a singular verb. E.g. the
committee has assured its report but plural as individuals they are divided on
one point. =>A proper noun, or collective unit must have singular e.g. the United
States has a big navy. => If plural noun denotes a specific amount or quality as a
whole has singular verb as ten kilometer is a long walk.
Grammatical terms / rules
Use of grammatical terms provide a discourse a way of talking about grammar,
that help in conceptualization of grammar. Use of terms also serves as a
referential function, providing means to identify these concepts when referring to
them. Finally by learning the metalinguistic terms of English grammar we will have
better access to resources of grammar.
1-subsentential terminology: =>semantic-noun. =>structural position in sentence.
=>functional function is different in sentence.
Part of speech: May or noun, pronoun, verb-adjs,advs, Minor common noun
proper noun, abstract material collective numerical noun.
Determiners: article (a, an, the) demonstratives (this, that, these, those)
possessive (my, your, his, our).
2-Sentence terminology: simple sentence (!)s+v (!!) s+v+o (!!!) s+v+s predicate
(!!!!) s+v+o+object predicate.
Compound: Main clause + subordinate clause.
Complex: many clause, many subjects + objects.
3-Suprasententical terminology: !-background related information to actions.
!!-foreground main story line. !!!-cohesion: relationships between sentences.
!!!!-Register: level of formality of language simplification.
!!!!!-Genre: linguistic variation.
Week-6 Introducing the Business Letter
*presentation *business letter and its categories * Punctuation and Structure
*presenting business letters.
Introducing Letter: is an essential part of business in spite of telephone, telex and
telegraphic communication of letter continues. It is conformation of all writing. It
is an evidence of arrangement or a contact, must be written carefully, after
writing read it carefully. It is to secure the interests of the writer. It should also
have a suitable ending.
Parts of Letter:
-> The heading -> The reference -> The date ->The inside address salutation
->The signature.
Types of Letters
*your Letter should be functional, understandable, easy to read, and pleasant in
tone. Your letter say something important about you as a professional and as a
prospective employee.
There are eight basic categories of letters in business

1) Cover/application letter: Enclosed resume to respond to specific job and

advertisement of vacancy. You try to show the fitness of your qualification.
2) Prospecting letter: for long distance searches, focus on broader
occupational and organizational dimensions to show how your qualification
match the work.
3) Networking letter: to generate informational interviews which allow to you
meet individual to your career.
4) Thank you letter: important is job search, to establish good will, to express
appreciation or to strength your candidacy. It should be send within 24
hours to the person who interviewed you.
5) Acceptance letter: to accept a job, to conform the terms of you
employment (salary, starting date others)
6) Withdrawal letter: once you accept a position but letter you withdraw your
decision. It should express the appreciation for the employer’s
consideration and courtesy.
7) Offer decline letter: candidate may have to decline employment offer that
do not fit their career, objective and interests. Thoughtfully, decided not to
accept it.
8) Resignation letter: leaving a position. It is important to resign
diplomatically and tactfully. It help to maintain a positive relationship with
you current employer.
Presenting Business Letter Essentials
*consider you reader *be responsive *is a letter or e-mail the best option
*be personal *be concise and to the point *be friendly, build the
relationship *emphases the positive *be prompt. ->response from you
*check spelling grammar, facts *use the correct format.
Week-7 *Modern business communication *Six rules of good writing *Jargons
*Business Writing *Modern
B.C: is either of transmission of message nor message itself.it is a natural
understanding, originating with the receiver. The basic function of management
(planning, organizing, staffing, directing and controlling). An this modern or
communication is more focused and good oriented. The rules, regulation and
polices of a company have to be communicated to people with in an outside of
organization. An early times business communication was limited to paper-work
telephone calls etc. but now with advent of technology, we have cell-phone,
video configuration, e-mails satellite communication to support communication.
Purpose of modern Business communication:
*for instruction *for integration *for influencing *for information *for image
building *for evaluation *for employees orientation *for direction *for teaching.
Good writing
writing a part of communication. You might be called to write a report, plan or
strategy to work.
Types:
1) Expository writing subject oriented.
2) Descriptive writing event, characters describe.
3) Persuasive writing contain opinions, biasness.
4) Narrative writing himself as a characters.
Rules: there are many characteristics of good writing. Style parallel structure
conciseness sentence variety correct spelling grammar. Effective paragraphing.
Style:
According to the purpose of writing style of writing matter a lot.
Parallel structure: use consistent structure e.g. avoid maxing forms of verb in the
same sentences if you use the ing form of a verb in a list use ing form all verb in
the list. Avoid switching from active voice to passive voice.
Example Mrs.jones is trustworthy, dependable and she pay close attention to
details.
Improved-> Mrs.jones and details oriented.
Conciseness: sentence should be written concisely since needless words and
fillers distract readers from your message.
Due to the fact that ---------------- because. Concise
In regard to ----------- about. In the near ----------- soon.
Sentence variety: use all four types of all four types of sentence simple compound
complex and compound complex.
Correct spelling and grammar:
Strong grammatical skills lend credibility to your writing. Since misspelled word
are grammar Tikal error distract readers from your message.
Effective paragraph: cover one subject per paragraph link ideas together by
repeating word in sentences.
Specialist language: jargons French charter of birds. Jargon is the specialized
vocabulary of any profession, trade, science, or hobby. Jargon differs from fatty
language or unnecessarily complicated word and phrase. Thus jargon serves the
purpose of allowing the author to communicate both concisely and effectively
with in a disciplinary audience. It is sometimes understood as a form of technical
slang and then distinguished from the official terminology used in particular field
of activity.
Advantages: 1) credibility of backup arguments. 2) Conveys meaningful
information. 3) Help to give contextual information.
Examples: *Architectural terminology *ballet terminology *business terminology
*cricket terminology *language mate metical *legal terms *musical terminology.
Business writing: a writer should ask a question.
*what am I trying to say? *what word will express it? *what image or idiom will
make it clearer? *is this image fresh enough to have an effect? *could I put it
more shortly. *have I said anything that is avoidably ugly.
Rules: *never use a long words *if is word cut out *never use passive you com use
active. *never use a foreign phrase a scientific word or a jargon *use English
equivalent.