Business Communications

SEMINAR ON EXECUTIVE COMMUNICATION (MB-106)

Max. Marks: 100 Internal Assessment: 40 External Assessment: 40 Unit I

Introduction Importance of

to

Communication: in

Meaning, Business,

Process, Types of

Communication

Information, Formal and Informal Communication, Internal and

External Communication, Communication Channels, Choosing the Means of Communication, Audience Analysis, Ethical Considerations for Business Communication, Media of

Communication, Barriers of Communication, Approaches to Effective Communication, Essentials of Effective Business

SEMINAR ON EXECUTIVE COMMUNICATION (MB-106)

Unit II Strategies to Improve Individuals Reading and Listening

Skills- Developing Reading Skills: Identify The Purpose of

Reading, Factors Effecting Reading, learning how to think and read, developing effective reading habits, reading tactics and

strategies: training eye and training mind (SQ3R), Recognizing

a broad range of thought patterns in reading selections, reading and interpreting visuals, making inferences, recognizing facts and opinions. Developing Listening Skills: importance, purpose of listening, art of listening, factors affecting listening,

components of effective listening, process of listening, principles

Unit- III Types of Communication: Oral Communication: Advantages and Disadvantages, Conversation as Communication, Art of Public Speaking, Telephonic Conversations and Voice Mails, Group Communication through Committees, Preparing and Holding Meetings, other formal communication with public at large, seminar, symposia and conferences, Overcoming Stage fright, Ambiguity Avoidance. Written Communication: Advantages and Disadvantages, Covering letter, Need, Functions and Kinds, Layout of Letter Writing, Types of Letter Writing: Persuasive Letters, Request Letters, Sales Letters, Complaints and Adjustments; Departmental Communication: Meaning, Need and Types: Interview Letters, Promotion Letters, Resignation Letters, Newsletters, Circulars, Agenda, Notice, Office Memorandums, Office Orders, Press Release Report Writing: Structure, Types, Formats, Drafting of Various Types of Report. Nonverbal Features, Understanding of Body Language, Posture, Gestures. Influences on Communication:

Unit- IV Developing Effective Public Relations: Drafting Speech, Press Release, Brochures, Handouts, Leaflets, e-newsletters. Group Discussion- Nature, Uses and Importance, Guidelines for GD Presentations: How to make effective Presentations, Four Ps of Presentation, Structuring, Rehearsing, and Delivery Methods. Resume Writing: Planning, Organizing Contents, Layout, Guidelines for Good Resume. Interviews: Preparation Techniques, Frequently Asked Questions about How to face an interview board, Proper body posture, Projecting a positive image, Steps to succeed in interviews, Practice Mock Interview in classrooms,. The Case Method of learning: Dimensions of a case, Case Discussion, Usefulness of the case method, Training of Managers, Use the Case Method. Report

What is Communication?
Communication is the art of transmitting information, ideas and attitudes from one person to another. Communication is the process of meaningful interaction among human beings.

ITS ESSENCES :
PERSONAL PROCESS

OCCURS BETWEEN PEOPLE

INVOLVES CHANGE IN BEHAVIOUR MEANS TO INFLUENCE OTHERS EXPRESSION OF THOUGHTS AND EMOTIONS THROUGH WORDS &

ACTIONS.
TOOLS FOR CONTROLLING AND MOTIVATING PEOPLE. IT IS A SOCIAL AND EMOTIONAL PROCESS.

What are the most common ways we communicate?

Written Word

What is Business Communications ?

Business Communication: Communication used to Promote

a product, service, or organization; relay information within the business; or deal with legal and similar issues. It is also a means of relaying between a supply chain, for example the consumer and manufacturer.
Business

Communication is known simply as "Communications." It encompasses a variety of topics, including Marketing, Branding, Customer relations, Consumer behavior, Advertising, Public relations, Corporate communication, Community engagement, Research & Measurement, Reputation management, Interpersonal communication, Employee engagement, Online communication, and Event management. It is closely related to the fields of professional communication and technical communication.

Role of communication in business

Communication plays a vital role in the business organization, is essence without communication one can't think of the existence of organization in real world. Followings are the key roles of business communication: 1. Communication develops civilized society 2. Communication organizes works 3. Communication overcomes barriers 4. Communication helps functioning of the organization 5. Communication enables to carry out the management function 6. Communication coordinates work 7. Communication enables to make plan 8. Communication enables to reach the goal

What is a communication process ?

Communication is the process of sharing our ideas, thoughts, and feelings with other people and having those ideas, thoughts, and feelings understood by the people we are talking with. When we communicate we speak, listen, and observe.
Sender has an idea Sender encodes the idea Sender transmits the message

Receiver gets the message

Receiver decodes the message Receiver sends feedback

The ability to effectively communicate at work, home, and in life is probably one of the most important sets of skills a person needs.

Communication Process and the Key Elements

Sender The communicator or sender is the person who is sending the message. There are two factors that will determine how effective the communicator will be. The first factor is the communicators attitude. It must be positive. The second factor is the communicators selection of meaningful symbols, or selecting the right symbols depending on your audience and the right environment. Message A communication in writing, in speech, or by signals.

Receiver The receiver is simply the person receiving the message, making sense of it, or understanding and translating it into meaning. Now think about this for a moment: the receiver is also a communicator.
Feedback Feedback is that reaction I just mentioned. It can be a verbal or nonverbal reaction or response. Its the feedback that allows the communicator to adjust his message and be more effective. Without feedback, there would be no way of knowing if meaning had been shared or if understanding had taken place.

The Communication Phases

Communication consists of two phases: I. Transmission phase: information is shared by 2 or more people. II. Feedback phase: a common understanding is assured. Starts with the sender who wants to share information. Sender must decide on a message to share. Sender also puts the message into symbols or language, a process called encoding. III. Noise: Anything harming the communication process.

Transmission Phase
Message Encoding Medium Decoding Receiver (now sender)

Sender

NOISE

Decoding

Medium

Encoding

Message

Feedback Phase

Communication Models

Self-Action or One-Way communication is focused on getting the message to the receiver. Self- action treats communication as a manipulation of others. It is very message centered. There is no way to know if the meaning is shared between the sender and the receiver.

Interaction or Two-Way Communication. This approach recognizes the role of the receiver as a communicator through feedback. It is message centered and is a very simplistic view of the communication process. Feedback allows senders to see if their message got across.
Transaction. This approach focuses on meaning and sharing by accounting for all other factors in the communication process. It is concerned with the barriers that might affect the communication. Transaction is best described as effective communication. This is when the communication process is applied and carried out completely. The sender gives a message that is passed on to the receiver. In return, the receiver can give clear feedback that allows the sender to know whether or not the message was perceived as intended. Lets understand the concept with an exercise.

Shannon's Model of the Communication Process

Shannon's (1948) model of the communication process is, in important ways, the beginning of the modern field .

Shannon and Weaver argued that there were three levels of problems for communication within this theory. The technical problem: how accurately can the message be transmitted? The semantic problem: how precisely is the meaning 'conveyed'? The effectiveness problem: how effectively does the received meaning affect behavior? In 1960, David Berlo expanded on Shannon and Weavers (1949) linear model of communication and created the SMCR Model of Communication. The Sender- message-Channel-Receiver Model of communication separated the model into clear parts and has been expanded upon by other scholars. Communication can be seen as processes of information transmission governed by three levels of semiotic rules: Syntactic (formal properties of signs and symbols), Pragmatic (concerned with the relations between signs/expressions and their users) Semantic (study of relationships between signs and symbols and what they represent).

Berlo's Sender-Message-Channel-Receiver Model of Communication

Transactional Model
Similar to the linear model with added elements, but represents twoway communication Feedback is the seen and understood response of a receiver to a senders message Both parties involved are sending and receiving messages simultaneously Noise and environment are also elements involved with the transactional model

A Ecological Model of the Communication Process

Some important concepts of communication

Lets communicate effectively.

Types of communication
Intrapersonal : Communicating with oneself Interpersonal : Communication that takes place between two

people Small Group: Communication that takes place between more than two members Public : Communication that takes place in a large group Mass communication : Consists of messages that are transmitted in large quantities to several people at one time. Transmitted through several sources: such as electronic, print, television, radio, magazines, etc. No personal contact between sender and receiver.