Business Communication

Communication Foundations And Processes

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Communication
Communication is the transmission of information and meaning Communication is complete when feedback is received, message is understood, the receiver assigned the same meaning to the message as you intended, and action taken.

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Barnlunds Three Approaches

Message Centered Approach
Concerned with the development of an effective message

Transmission Concerned with the flow of Centered information Approach Meaning Centered Approach
Concerned with the meaning

Created by: Mahedi Ali Haider; BBA, IBA (DU)

The Communication Process

Outside experience

Encoding

Decoding

Information Source

Transmitter

Channel

Receiver

Destination

Feedback

Created by: Mahedi Ali Haider; BBA, IBA (DU)

 Information
The property of a signal or message enabling it to convey something the recipient finds both unpredictable and meaningful

Message
Transmissible combination of bits of information

Encoding
The process of selecting and organizing bits of information into transmissible message language

Decoding
The process of interpreting of a message

Created by: Mahedi Ali Haider; BBA, IBA (DU)

 Feedback
A message or part of a message that the recipient returns to the sender

Input
The sum of the experience that build up the supply of bits of information in an information source

Output
The total information released from the information source for transmission

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Behavioral factors in communication

Prejudice

Ego involvement
Subjectivity Varying reactions to the environment

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Theory of human communication

Difficulties in communication lies not so much with what we say or write but with what goes in our minds and in the minds of those with whom we are communicating It emphasizes the importance of five factors
Social situation Role Status Rules Instructions

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Human communication factors

Social situation
When people enter into the communication exchange

Roles
Based on their parts in the situation

Status
Closely related to role, determined by officially prescribed duties and rights Job titles, office furnishings, uniforms, status symbols

Rules Instructions
Facial expressions, gesture, other bodily actions

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Maslows Need Hierarchy

Self actualization needs

Ego Needs
Social Needs
Safety & Security Needs

Physiological Needs
Created by: Mahedi Ali Haider; BBA, IBA (DU)

McGregors Theories

Theory X :
Negative Assumptions about employees

Theory Y :
Positive assumptions about employees
Created by: Mahedi Ali Haider; BBA, IBA (DU)

Transactional Analysis

Parent Adult Child

Behaviors learned externally, usually from our parents

Rational, objective intelligence

Impulsive, exciting, funloving behavior

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Transaction Schematic

Parent
Adult Child

Parent
Adult Child

When lines do not cross, transaction is complementary; When lines cross, it isnt.

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Everyday Stroking
Good Morning Same to you A pat on the back A congratulatory phone call Taking the time to listen to anothers problem

Attention to strokes can greatly improve communication

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Communicating Interpersonally

Green

Smith

Hello, I am John Green || Oh! I am Jane Smith

Green

Smith

Care for a cup of cofee?..........|| Oh! I Hate cofee, but Id love tea
Created by: Mahedi Ali Haider; BBA, IBA (DU)

Johari Window
Known to self Not known to self

Known to others

Open Area

Blind area

Not known to others

Hidden Area

Unknown Area

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Word and nonword messages

Verbal
Either spoken or written

Oral / Spoken
Speech communication

Written
Writing tasks

Non-verbal
Gestures, body motions, clothing, grooming, uniforms, aromas, facial expressions

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Messages without words

Metacommunication
Although not expressed in words, accompanies a message that is expressed in words Dont be late for work (communication) You are frequently late and I am warning you (Metacommunication)

Kinesic Communication
An idea expressed through nonverbal behavior Action: The boss starts to dial a number while a subordinate is talking Possible kinesic message: We are finished with our conversation. Go to hell.

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Characteristics of unworded ideas

Can not be avoided

May have different meanings for different people

2
3 4 5

May be intentional or unintentional May get more attention

Influenced by the surroundings

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Characteristics of unworded ideas

Provide clues about senders background May even contradict the accompanying message May be beneficial or harmful

7
8

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Hierarchy of communicational levels

Two-way, face-to-face situation Level 1 Interviews, discussion, group meetings
Two-way but not face-to-face Level 2 Telephone call One-way Level 3 Letter, written reports

Created by: Mahedi Ali Haider; BBA, IBA (DU)

What Else?!?

Created by: Mahedi Ali Haider; BBA, IBA (DU)

Created by: Mahedi Ali Haider; BBA, IBA (DU)