Topic

Foundation of Communication Business Communication

Subject:

Presented to:
Miss Sana Fatima

Presented by: Sana javaid Maryam Bibi Saba iftikhar Tazeema Rafique Saira Gulzar

Semester 3rD(Accounting and Finance)

Marghzar college for women Gujarat

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Table of content Communication Definition 1. Verbal communication Barriers of Communication Components of Communication Process Business Communication Overview c) Horizontal/Literal communication

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Definition of Communication?
Communication is the activity of conveying information. Communication has been derived from the Latin word "communis", meaning to share. Communication requires a sender, a message, and an intended recipient, although the receiver need not be present or aware of the sender's intent to communicate at the time of communication; thus communication can occur across vast distances in time and space. Communication requires that the communicating parties share an area of communicative commonality.

Types of Communication
People communicate with each other in a number of ways that depend upon the message and its context in which it is being sent. Choice of communication channel and your style of communicating also affects communication. So, there are varieties of types of communication. Types of communication based on the communication channels used are: 1. Verbal Communication 2. Nonverbal Communication 3. Verbal Communication

1. Verbal communication refers to the the form of

communication in which message is transmitted verbally; communication is done by word of mouth and a piece of writing. When we talk to others, we assume that others understand what we are saying because we know what we are saying. But this is not the case. Usually people bring their own attitude, perception, emotions and thoughts about the topic and hence creates barrier in delivering the right meaning.

Verbal Communication is further divided into: 1. Oral Communication 2. Written Communication

(1)oral communication, Spoken words are used. It

includes face-to-face conversations, speech, telephonic conversation, video, radio, television, voice over internet. In oral communication, communication is influence by pitch, volume, speed and clarity of speaking.

(2)Written Communication

In written communication,

written signs or symbols are used to communicate. A written message may be printed or hand written. In written communication message can be transmitted via email, letter, report, memo etc. Message, in written communication, is influenced by the vocabulary & grammar used, writing style, precision and clarity of the language used. Written Communication is most common form of communication being used in business. So, it is considered core among business skills. Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the types of written communication used for internal communication. For communicating with external environment in writing, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are used.

(3)Nonverbal Communication
Nonverbal communication is the sending or receiving of wordless messages. We can say that communication other than oral and written, such as gesture, body language, posture, tone of voice or facial expressions, is called nonverbal communication. Nonverbal communication is all about the body language of speaker.

Nonverbal communication helps receiver in interpreting the message received. Often, nonverbal signals reflect the situation more accurately than verbal messages. Sometimes nonverbal response contradicts verbal communication and hence affects the effectiveness of message. Nonverbal communication has the following three elements:

Appearance
Speaker: clothing, hairstyle, neatness, use of cosmetics Surrounding: room size, lighting, decorations, furnishings

Body Language
facial expressions, gestures, postures

Sounds
Voice Tone, Volume, Speech rate

Types of Communication Based on Purpose and Style

Based on style and purpose, there are two main categories of communication and they both bears their own characteristics. Communication types based on style and purpose are: 1. Formal Communication 2. Informal Communication

Formal Communication
In formal communication, certain rules, conventions and principles are followed while communicating message. Formal communication occurs in formal and official style. Usually professional settings, corporate meetings, conferences undergoes in formal pattern. In formal communication, use of slang and foul language is avoided and correct pronunciation is required. Authority lines are needed to be followed in formal communication.

Informal Communication
Informal communication is done using channels that are in contrast with formal communication channels. Its just a casual talk. It is established for societal affiliations of members in an organization and face-to-face discussions. It happens among friends and family. In informal communication use of slang words, foul language is not restricted. Usually. informal communication is done orally and using gestures.

Barriers of Communication
Many people think that communicating is easy. It is after all something we've done all our lives. There is some truth in this simplistic view. Communicating is straightforward. What makes it complex, difficult, and frustrating are the barriers we put in the way

Here are the 7 top barriers.

1. Physical barriers
Physical barriers in the workplace include: 1. marked out territories, empires and fiefdoms into which strangers are not allowed 2. closed office doors, barrier screens, separate areas for people of different status 3. large working areas or working in one unit that is physically separate from others. Research shows that one of the most important factors in building cohesive teams is proximity. As long as people still have a personal space that they can call their own, nearness to others aids communication because it helps us get to know one another.

2. Perceptual barriers
The problem with communicating with others is that we all see the world differently. If we didn't, we would have no need to

communicate: something like extrasensory perception would take its place. The following anecdote is a reminder of how our thoughts, assumptions and perceptions shape our own realities: A traveller was walking down a road when he met a man from the next town. "Excuse me," he said. "I am hoping to stay in the next town tonight. Can you tell me what the townspeople are like?" "Well," said the townsman, "how did you find the people in the last town you visited?" "Oh, they were an irascible bunch. Kept to themselves. Took me for a fool. Over-charged me for what I got. Gave me very poor service." "Well, then," said the townsman, "you'll find them pretty much the same here."

3. Emotional barriers
One of the chief barriers to open and free communications is the emotional barrier. It is comprised mainly of fear, mistrust and suspicion. The roots of our emotional mistrust of others lie in our childhood and infancy when we were taught to be careful what we said to others. "Mind your P's and Q's"; "Don't speak until you're spoken to"; "Children should be seen and not heard". As a result many people hold back from communicating their thoughts and feelings to others. They feel vulnerable. While some caution may be wise in certain relationships, excessive fear of what others might think of us can stunt our development as effective communicators and our ability to form meaningful relationships.

4. Cultural barriers
When we join a group and wish to remain in it, sooner or later we need to adopt the behaviour patterns of the group. These are the behaviours that the group accept as signs of belonging.

The group rewards such behavior through acts of recognition, approval and inclusion. In groups which are happy to accept you, and where you are happy to conform, there is a mutuality of interest and a high level of win-win contact. Where, however, there are barriers to your membership of a group, a high level of game-playing replaces good communication.

5. Language barriers
Language that describes what we want to say in our terms may present barriers to others who are not familiar with our expressions, buzz-words and jargon. When we couch our communication in such language, it is a way of excluding others. In a global market place the greatest compliment we can pay another person is to talk in their language. One of the more chilling memories of the Cold War was the threat by the Soviet leader Nikita Khruschev saying to the Americans at the United Nations: "We will bury you!" This was taken to mean a threat of nuclear annihilation. However, a more accurate reading of Khruschev's words would have been: "We will overtake you!" meaning economic superiority. It was not just the language, but the fear and suspicion that the West had of the Soviet Union that led to the more alarmist and sinister interpretation.

6. Gender barriers
There are distinct differences between the speech patterns in a man and those in a woman. A woman speaks between 22,000 and 25,000 words a day whereas a man speaks between 7,000 and 10,000. In childhood, girls speak earlier than boys and at the age of three, have a vocabulary twice that of boys. The reason for this lies in the wiring of a man's and woman's brains. When a man talks, his speech is located in the left side of the brain but in no specific area. When a woman talks, the speech is located in both hemispheres and in two specific locations.

This means that a man talks in a linear, logical and compartmentalized way, features of left-brain thinking; whereas a woman talks more freely mixing logic and emotion, features of both sides of the brain. It also explains why women talk for much longer than men each day.

7 Interpersonal barriers
There are six levels at which people can distance themselves from one another: y Withdrawal is an absence of interpersonal contact. It is both refusals to be in touch and time alone. Rituals are meaningless, repetitive routines devoid of real contact. Pastimes fill up time with others in social but superficial activities. Working activities are those tasks which follow the rules and procedures of contact but no more. Games are subtle, manipulative interactions which are about winning and losing. They include "rackets" and "stamps". Closeness is the aim of interpersonal contact where there is a high level of honesty and acceptance of yourself and others.

Working on improving your communications is a broad-brush activity. You have to change your thoughts, your feelings, and your physical connections. That way, you can break down the barriers that get in your way and start building relationships that really work.

Components of Communication Process

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Communication is a process of exchanging verbal and non verbal messages. It is a continuous process. Pre-requisite of communication is a message. This message must be conveyed through some medium to the recipient. It is essential that this message must be understood by the recipient in same terms as intended by the sender. He must respond within a time frame. Thus, communication is a two way process and is incomplete without a feedback from the recipient to the sender on how well the message is understood by him. Communication consists of six components or elements. Components of Communication y y y y y y Context Sender/Encoder Message Medium Receiver/Decoder Feedback

The main components of communication process are as follows:

Context

- Communication is affected by the context in which it

takes place. This context may be physical, social, chronological or cultural. Every communication proceeds with context. The sender chooses the message to communicate within a context.

Sender / Encoder - Sender / Encoder

is a person

who sends the message. A sender makes use of symbols (words or graphic or visual aids) to convey the message and produce the

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required response. For instance - a training manager conducting training for new batch of employees. Sender may be an individual or a group or an organization. The views, background, approach, skills, competencies, and knowledge of the sender have a great impact on the message. The verbal and non verbal symbols chosen are essential in ascertaining interpretation of the message by the recipient in the same terms as intended by the sender.

Message

- Message is a key idea that the sender wants to

communicate. It is a sign that elicits the response of recipient. Communication process begins with deciding about the message to be conveyed. It must be ensured that the main objective of the message is clear.

Medium

- Medium is a means used to exchange / transmit the

message. The sender must choose an appropriate medium for transmitting the message else the message might not be conveyed to the desired recipients. The choice of appropriate medium of communication is essential for making the message effective and correctly interpreted by the recipient. This choice of communication medium varies depending upon the features of communication. For instance - Written medium is chosen when a message has to be conveyed to a small group of people, while an oral medium is chosen when spontaneous feedback is required from the recipient as misunderstandings are cleared then and there.

Recipient / Decoder - Recipient / Decoder

is a

person for whom the message is intended / aimed / targeted. The degree to which the decoder understands the message is dependent upon various factors such as knowledge of recipient, their responsiveness to the message, and the reliance of encoder on decoder. Feedback - Feedback is the main component of communication process as it permits the sender to analyze the efficacy of the message. It helps the sender in confirming the correct interpretation of message by the decoder. Feedback may be verbal (through

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words) or non-verbal (in form of smiles, sighs, etc.). It may take written form also in form of memos, reports, etc.

Feedback

Response or reaction of the receiver, to a message, is

called feedback. Feedback may be written or oral message, an action or simply, silence may also be a feedback to a message. Feedback is the most important component of communication in business. Communication is said to be effective only when it receives some feedback. Feedback, actually, completes the loop of communication

Business Communication
Business Communication is any communication used to promote a product, service, or organization with the objective of making sale.

Importance & Benefits of Effective Communication

Filed in Business Communication1 comments The ability to communicate well has always provided advantages to those who posses it. Communication has a rich history and its traditions can still be seen in modern way communication concepts. The ancient world both the east and the west depended heavily on oral communication. As writing became more important as a permanent record of communication, author and books on written communication principles appeared. A vital mean of attending the company concerns is through effective internal communication downward, upward and horizontal. It helps increase job satisfaction, safety, productivity and profits and decreases absenteeism, grievances and turnover. When employees receive appropriate downward communication from management, they can be better motivated and more efficient. Likewise upward

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internal communication has become increasingly more significant. Effective horizontal communication between peers is also essential in organizations in order to solve problems, perform job duties, prepare for meetings and cooperate on important projects. Effective communication to people outside the organization can help create a good reputation and have a positive impact on its ultimate success. The right letter, proposal, report, telephone call or personal conversation can win back a disgruntled customer, create a desire for a firms product or service, and help negotiate a profitable sale, encourage collections, motivate performance and in general create good will. Effective communication also benefit for individual career. Your job, promotion and professional reputation often depend on doing well in written and oral communication. Also, your ability to communicate effectively is a valuable asset for many activities in your personal life. Communication is some time a primary responsibility in many careers, such as customer relations, labor relations, marketing, personnel, public relations, sales and teaching. Also, technical and scientific fields need editors, producers, researchers and writers. The prime requisite of promotable executive is ability to communicate. Too often those who cannot communicate effectively in either oral or written communications remained buried in lower, dead end jobs. Member of management spend 60 to 90 percent of their working days communicating, speaking, writing and listening.

Business Communication Overview

There are many ways in which business communication is different to communicating in a casual environment, and it is important to develop the skills needed to achieve effective business communication. In a casual environment it is common for people to make jokes with each other, speak loudly and use colloquial language. In business

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communication, however, this is generally not appropriate. Speaking loudly distracts the other employees who are busy working or trying to concentrate on whatever they are busy with, and this may give you a reputation as being rude and unprofessional. While you may not care what other people think of you, it is important to realize that your reputation among your peers may be realized by your seniors, and this may have a negative effect on your career. People often speak to each other in an ambiguous and obscure way during casual communication, but in business communication this can be a major problem. It is thus important that you speak and communicate in a clear, concise and efficient way that is easily understood, unambiguous and cannot be interpreted in any way other than was intended. Ambiguity in business communication is a problem that could have anything from very minor to very drastic consequences, and nobody wants to be the employee who cost their company millions of dollars due to ambiguity in their communication.

Types of Business Communication

There are two types of business communication in an organization:

Internal Communication Communication within an

organization is called Internal Communication. It includes all communication within an organization. It may be informal or a formal function or department providing communication in various forms to employees. Effective internal communication is a vital mean of addressing organizational concerns. Good communication may help to increase job satisfaction, safety, productivity, and profits and decrease grievances and turnover. Under Internal Business Communication types there come;

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a) Upward Communication b) Downward Communication c) Horizontal/Literal communication

a) Upward Communication
Upward communication is the flow of information from subordinates to superiors, or from employees to management. Without upward communication, management works in a vacuum, not knowing if messages have been received properly, or if other problems exist in the organization. By definition, communication is a two-way affair. Yet for effective two-way organizational communication to occur, it must begin from the bottom. Upward Communication is a mean for staff to: y y y y y Exchange information Offer ideas Express enthusiasm Achieve job satisfaction Provide feedback

b) Downward Communication
Information flowing from the top of the organizational management hierarchy and telling people in the organization what is important (mission) and what is valued (policies).

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Downward communication generally provides enabling information which allows a subordinate to do something. e.g.: Instructions on how to do a task. Downward communication comes after upward communications have been successfully established. This type of communication is needed in an organization to: y y y y y y y y Transmit vital information Give instructions Announce decisions Seek cooperation Provide motivation Boost morale Increase efficiency Obtain feedback

Both Downward & Upward Communications are collectively called Vertical Communication

c) Horizontal/Literal communication
Horizontal communication normally involves coordinating information, and allows people with the same or similar rank in an organization to cooperate or collaborate. Communication among employees at the same level is crucial for the accomplishment of work.Horizontal Communication is essential for: y Solving problems

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y y y y

Accomplishing tasks Improving teamwork Building goodwill Boosting efficiency

External Communication Communication with people outside the company is called external communication. Supervisors communicate with sources outside the organization, such as vendors and customers. It leads to better; y y y y y y y Sales volume Public credibility Operational efficiency Company profits It should improve Overall performance Public goodwill

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Reference:
1. 2. 3.

www.wikipedia.org/wiki/Capital_formation www.informationbible.com www.blogspot.com

4,www.speechclub.com/.../businesscommunication/business-communi... 5.www.communication.gov.pk/ 6.www.rizwanashraf.com/2008/.../businesscommunication-and-its-typ.

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