JAGANNATH

UNIVERSITY
COURSE NO.5102: GLOBAL BUSINESS & COMMUNICATION
PREPARED BY

SL NAME ROLL MOBILE TOPIC OF

NO. NO. NO. ASSIGNMENT
1 ELIUS AHMED 08452 01912505325
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2 NEHAL IRFAN ZAMAN 08452 01817007707
8 INTRODUCTION
3 MD. ABU SUFIAN 08452 01913559742 TO
9 COMMUNICATION
4 TOUHIDUR RAHMAN 08453 01916240080
0
5 MD. BAREK MIAH 08453 01913577720
1
6 NUSRAT MAHZABIN BARSHA 08453 01914304456
2
7 FAYEZUR RAHMAN 08453 01912413313
3
8 MD. MASHUD PARVAGE 08453 01912946399
4
9 MD. ARIF ANOWAR 08453 01915832200
5

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SUBMITTED TO
SAYED SADIAL FERDOUS

Department of Accounting and information systems

JAGANNATH UNIVERSITY, DHAKA

Date of submission: 16.8.2010

Contents

1. Definition of communication

2. Types of communication

3. Nature of communication

4. Scope of communication

5. Purposes of communication

6. Principles of communication

7. Functions of communication

8. Barriers to effective communication and its removal

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Definition of communication:

Communication is derived from Latin word “communis” which

means common. So, communication means commonness with
other persons. Many scholars and researchers also argue that the
present shape of the word communication has been emerged from
the French word “Communing” which refers to the act of
communication. This communication is the “bridge” to exchange our ideas, thoughts,
values, facts, opinion, emotion and information between two or more people for the
purpose of creation mutual understanding and confidence. It acts as a life blood, life
line and life support to the modern business world and without it, the “Age of
information” cannot be thought of.

A communication occurs when there are three aspects:

1. Communicator or sender
2. Channel
3. Communicatee or receiver

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Communication is simple to understand but difficult to define. Generally, it is a link or
way to connect people in our daily life. Many writers have given different definitions
regarding communications. They are given below:

“A systematic and continuous process of telling, listening and understanding is known

as communication”
Louis A. Allen

“Communication is a two way process of exchanging ideas or information between

human beings.”
Murphy & Peck

“Communication is the process of conveying message and behavior that results in an

exchange of ideas is regarded as communication”
Naffees Baigh

So from the above discussion, communication is the way or task to exchange or

transmit any data, information, message, opinion, and idea, facts to create a meaningful
picture among the persons involved in any situation, activities or environment.

Types of communication:

Communication of information, messages, opinions, speech and thoughts can be done via
different forms of modern communication media, like, e-mail, telephone and mobile.
Some of the basic ways of communication are by speaking, singing, sign language, body
language, touch and eye contact. These basic ways of communication are used to transfer
information from one entity to other. There are many different types of communication
but they can be classified into four basic types of communication. These four types of
communication are as follows:

Verbal Communication
Verbal communication includes sounds, words, language and speaking. Language is said
to have originated from sounds and gestures. There are many languages spoken in the
world. The bases of language formation are: gender, class, profession, geographical area,
age group and other social elements. Speaking is an effective way of communicating and
is again classified into two types viz. interpersonal communication and public speaking.

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Good verbal communication is an inseparable part of business communication. In a
business, you come across people from various ages, cultures and races. Fluent verbal
communication is essential to deal with people in business meetings. Also, in business
communication self-confidence plays a vital role which when clubbed with fluent
communication skills can lead to success.

Public speaking is another verbal communication in which you have to address a group of
people. Preparing for an effective speech before you start is important. In public
speaking, the speech must be prepared according to the type of audience you are going to
face. The content of your speech should be authentic and you must have enough
information on the topic you have chosen for public speaking. All the main points in your
speech must be highlighted and these points should be delivered in the correct order.
There are many public speaking techniques and these techniques must be practiced for an
effective speech.

Non-VerbalCommunication
Non-verbal communication involves physical ways of communication, like, tone of the
voice, touch, smell and body motion. Creative and aesthetic non-verbal communication
includes singing, music, dancing and sculpturing. Symbols and sign language are also
included in non-verbal communication. Body language is a non-verbal way of
communication. Body posture and physical contact convey a lot of information. Body
posture matters a lot when you are communicating verbally to someone. Folded arms and
crossed legs are some of the signals conveyed by a body posture. Physical contact, like,
shaking hands, pushing, patting and touching expresses the feeling of intimacy. Facial
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expressions, gestures and eye contact are all different ways of communication. Reading
facial expressions can help you know a person better.

Written Communication
written communication is writing the words which you want to communicate. Good
written communication is essential for business purposes. Written communication is
practiced in many different languages. E-mails, reports, articles and memos are some of
the ways of using written communication in business. The written communication can be
edited and amended many times before it is communicated to the second party to whom
the communication is intended. This is one of the main advantages of using writing as the
major means of communication in business activity. Written communication is used not
only in business but also for informal communication purposes. Mobile SMS is an
example of informal written communication.

Visual communication
The last type of communication out of the four types of communication, is the visual
communication. Visual communication is visual display of information, like, topography,
photography, signs, symbols and designs. Television and video clips are the electronic
form of visual communication.

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These are the four types of communication. The different types of communication media
are increasing day by day to ensure clarity and eliminate the ambiguity in communication

THE COMMUNICATION PROCESS:

The communication process consists of a message being sent and received. The
message may be verbal or non-verbal. The same basic principles apply whether
humans, animals, other forms of life, or combinations of these are involved. Your
challenge, as an instructor, is to not merely communicate with your students--but
to communicate effectively. Effective communication involves a message
being sent and received. Added to this however, is the element of feedback
to ensure that the message sent was received exactly as intended. This concept
may be illustrated using the three-step communications model (fig. 5-1).

Figure -1.—Three-step communication process.

Sending The Message There are four elements involved in sending a message. First, as
the instructor (sender), you formulate the message you intend to communicate.
Next, you consider possible barriers that may affect the message. This includes
your experience, the terms you will use, and even you’re feeling toward the
subject or the students. External barriers such as noise must also be
considered. Third, you encode the message; that is, you put the message into the
words you want to use. Last, you clearly communicate (send) the message. Receiving
The Message There are also four elements involved in receiving a message.
The students (receivers) will first hear and/or see the message you sent. Second, the
message is affected by external barriers, if any, and the students’ own internal
barriers. Possible internal barriers may include the students experience level,
their understanding of the terms used, their attitude toward the material, or
the way they feel about you. Third, your students decode the message through the
use of mental images. For instance, when you say the word circus, the receiver does
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not “see” the letters that form the word. Instead, a mental image of some
sort appears. How many different mental images might arise among your
students for this one word alone? A clown, a

Nature of communication:

General communication differs from business communication. General communication

has some special characteristics or nature. The natures of communication are as follows:

1. Two or more persons: Communication involves at least two persons i.e.: i.

sender: Who has a message to communicate. ii. Receiver: Who gets the message and
converts the message into thoughts.

2. Message: Messages are facts, ideas, opinions, information or emotions that are
transmitted to the receiver. Communication occurs for transmission of message only. If
there is no message then there will be no communication.

3. Verbal or non verbal: Verbal communication means written or spoken language

or words. Where as non verbal communication means facial expression, gestural
expression etc. These two can occur jointly or separately depending on the situation or
environment.

4. Two way process: Communication is a two way process. At least two persons
are needed for successful communication. Sender sends message and receiver receives
the message and there after makes feedback.

5. Formal or informal: Communication can be formal or informal. Example of

formal communication is: meeting, seminar, news bulletin etc. Example of informal
communication is: conversation with friends and peers, gossiping, grapevincce etc.

6. Upward, Downward or Horizontal: Communication may flow up and down

and also from side to side. Upward communication starts from lower level and
transmitted to upper level of an organization. And Downward communication is just
opposite to upward communication. Where as horizontal communication occurs with
the same level.

7. Process of exchange: message or information is exchanged through some

sequent ion steps, i.e. sender sends message using a media to the receiver and receiver
receives the message and makes feedbacks to the sender.

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8. Regular activity: The process of communication is continuously to create
mutual understanding, trust, credibility and implementation of decisions quickly. So
communication is an unending process.

9. Different media: There are different channels of communication such as:

i. Electronic media: Telephone, Telex, Fax, Internet etc.

ii. Print media: Newspaper, Books, Journals etc.
iii. Audio visual media: Television, Cinema or movie
iv. Audio media: Radio, wireless and cell phone.

10. Feedback: The sender of message wants feedback or response from the
receiver.

Fig: nature of communication

Scope of communication:

We are born with communication; we live with communications and die with
communication. Any kind of religious, social, economical, political, financial and
cultural activities come under the umbrella of communication to form an idea.
Regarding the scope of communication, its brief discussion is given below:

1. In personal life: From cradle to grave, communication is involved with human

activities closely. When a person wakes up and when he goes to sleep, between this
times a person is involved with various types of communication with various persons.

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2. In social life: Man is a social being. He lives in a group in a society and
maintains social relationship with others. The social chain is maintained and
empowered through communication.

3. In case of state: A state is a structure with is formed through the participation of

general public. The elected Govt. governs the country through the effective
communication among legislative body, judicial body, administrative body and the
general people as whole.

4. In case of industry: Five Ms, i.e. Man Material, Money, Machine and Method
are required in an industry. The coordination and integration of these five aspects
required effective communication.

5. In case of business: Business functions through communication. The demand of

the society is fulfilled through the supply from business enterprise and this is possible
through communication.

6. In case of management: Management means getting things done by others. To do

this, managers need to communicate with workers or employees at various levels of the
organization.

7. In case of politics: The policy of the govt., the manifesto of political parties and
the slogans of political leaders are the various forms of communication.

8. In case of religion: Religion creates belief among the followers. In each religion
there is a forerunner who spread the principles and activities of the respective
religion. For example, Islam is circulated throughout the world through the untiring
effort of our dearest Prophet Hazrat (M.S.)

9. In case of organizational behavior: It means the relationship between

employer, employee and the organization itself. Such relationship is created and
maintained through formal and informal communication.

10. In case of international relationship: In the age of globalization one country

shares cultural activities, economical affairs, technologies and other thousands of
aspects with other countries. SAARC, European Union, NAFTA and ASEAN are
the various regional cooperative bodies that maintain international communication.

11. In case of industrial relations: Labors are the soul of an organization. Their
cooperation is essential for the success of business. They should be motivated and
controlled properly. For this reason HRM department maintain a balance

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relationship between labors and authority. In order to build this relationship
communication plays the vital role.

12. Increase of publicity: Organizations require advertising about their products or

services. Through communication organizations complete their publicity.

In conclusion, it can be said that the scope of communication is so wide and extensive
that it touches individual, society, nation and the world at large. Basically the scope of
communication is broad and it cannot be expressed shortly.

Purpose of communication:

The purpose of communication is wide and large. Information, order, persuasion,

warning, motivation, advice, and raising morale are activated through the means of
communication. The purposes of communication are stated below:

1. To exchange information: The prime purpose of communication is to exchange

information internally and externally i.e. to deal within the organization and outside the
organization.
• External information: It may be:
i. Information about product and service of the organization;
ii. Information about credit facilities;
iii. Information about Govt. rules and regulations;
iv. Information about the advertising media;
v. Information about new innovation;

• Internal information: It may be:

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i. Information on job assignments and procedures,
ii. Information about decision making powers,
iii. Information regarding policies and activities of the organization,

2. To achieve goal: The goal of organization can be obtained through effective

organization communication. Every person tries to obtain such goal and therefore it
requires effective organizational communication.

3. To maintain co-ordination and co-operation: Co-ordination and cooperation

among three levels i.e. corporate level, divisional level and functional level of an
organization are maintained through communication.

4. To plan: Planning decides what is to be done in future. All the information and data
which are required to make a plan for business can be obtained or gathered through
communication.

5. To facilitate direction and motivation: The boss gives direction or order to his
subordinate. And managers need to motivate their employees to increase the
concentration and productivity. Hence, communication helps to facilitate direction and
motivation.

6. To achieve efficiency: Communication can provide information regarding past and

present. It also helps to anticipate about future. So, communication increases efficiency
of the workers by providing instant information.

7. To solve problem: Communication can remove the gap between employee and
employer. Fruitful communication ensures a network in an organization to solve
problems. Conflict arises and exists in an organization. Fruitful communication ensures
a network to solve conflict.

8. To create consciousness: Communication helps both employer and employee to be

conscious about their respective roles, duties and activities. As a result, responsibility
and accountability is located among the concerned persons.

9. To increase job satisfaction: Job satisfaction requires better job environment and
better job environment is possible if there exists communication chain. Strong chain
helps to overcome job related stress.

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10. To improve employer employee relationship: To achieve the organizational
objectives there must be good relationship between employee and employer. And to
improve such relationship there must be effective communication.

11. To manage human resources: To recruit, train up and motivate human resources
properly, there must be effective communication. Skilled manpower are professional
and work for achievement and development.

12. To attract customer: To knock the door of potential customers with new product
and service of an enterprise, there should exist an efficient communication. So better
communication will cause more customers and more customers will cause more profit.

A communication is adapted to the needs and interests of the receiver in order to causes
the receiver to react in a manager that accomplishes the purposes of the sender.

Principles of communication:

In order to make your letter, memoranda, reports, representations and other forms of
communication effective, you should follow certain scientific principles. The following
principles of communication are fundamental, importance and relevant to all media but
they are most important to writer communication.

• Clarity
• Completeness
• Conciseness
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• Consideration
• Courtesy
• Correctness

Principles of clarity:

1. Clarity of thought:
The communication cycle begins with the generation of an idea in the mind of the
transmitter. A great deal of clarity is needed at this stage, for if the beginning is
fuddled, it is likely to mar the entire communication process.

2. Clarity of expression:
The receiver learns about the idea in the transmitter’s mind through the coded
message. If encoding is faulty, the message may be misinterpreted. So it is
important to be careful while encoding the message.

Principles of completeness:

In business communication, completeness of facts is absolutely necessary. Incomplete

communication irritates the reader, for it leaves him baffled. If wrong actions follow an
incomplete message, they may also prove expensive. Let us suppose you are ordering
shirts by mail. Your communication must include all the relevant facts size, colour,
catalogue number, quality, mode of payment, mode of dispatch, the date by which you
need the shirts etc. In the absence of any of these details, your order may not be filled to
your satisfaction. You should organize your message in such a way that the receiver is
not in doubt about anything contained in it.

Principles of conciseness:

A reader’s time is invaluable. Don’t make him feel that he is wasting his time in going
through your unnecessarily lengthy letter. Be as brief as possible. Brevity in expression
effectively wins the attention of the reader. However, brevity should not be affected at
the cost of appropriateness, clarity, correctness, completeness or courtesy. In fact, there
is no hard and fast rule for the length of a letter. A letter should be as long as short as is
necessary to tell story effectively. The following four simple rules will help you to
achieve conciseness in your message:

a. Include only relevant facts

b. Avoid repetition
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c. Avoid trite and wordy expression
d. Organize your message well

Principle of consideration:

To be a good communicator one should consider the fact that his/her approach in no
way hurts the receiver of the message (A communicator can reveal consideration in the
message by using the “you- attitude” avoiding sexiest language, avoiding race and
ethnic group and emphasizing the pleasant approach).

Principle of courtesy:

In business we must create friendliness with all those to whom we write. Friendliness is
inseparable from courtesy. And courtesy demands a considerate and friendly behaviour
towards others. The following principles help to promote courtesy:

a. Answer the letter promptly

b. Omit irritation expressions
c. Apologize sincerely for an omission/thank generously for a favour

Principles of correctness:

Business communication often leads to expensive operations. So you should be sure

that you are using correct facts and expression them in correct language. In fact, you
should not transmit any message unless you are absolutely sure of its correctness. If you
aren’t you should immediately verify it from an encyclopedia, an office file, a
colleague, a dictionary, or even a grammar book.

Finally principles of correctness means-

a. Give correct facts

b. Answer at an appropriate time
c. Answer in a correct and suitable way

Function of Communication:

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Business is communication. Each and every activity of business involves
communication. Communication helps to perform internal and external activities of a
business. It acts as a life line for a business. Business communication is nothing new
but deals with business activities. Various experts have given various opinions
regarding function of communication some of the notable functions are highlighted
below:
1. Information function:
Business has internal and external activities or functions. All external activities are
supported and coordinated by internal activities. So, a bridge is required to integrate
and adjust and such is provided by communication.

2. Command and instruction function:

Plans and policy are formulated at the top level management and forwarded to
various division, unit or department in terms of various instructions or notifications.
Moreover command is given to the workers to work in accordance with guidelines
of the company. Business communication is the means to provide command and
instructions.

3. Motivational function:
Motivation is the key to work more and such motivation can be a letter which
praises the individual with words of excellence or appreciation. Such action is the
output of business communication

4. Integration and coordination function:

Integration and coordination of activities are required to attain organizational goal.
Communication helps to maintain the following:
i. Ensure supply chain management
ii. Build network among employees to share information
iii. Provide basis for cross checking to activities done.

5. Understanding and insight function:

Communication opens the door to understand each other. There are continuous
communication between top level and lower level management. There are
requirements of close relationship with external parties as business develops, grows
and sustains with the help of various stake holders. Both internal and external
relationship provides us opportunity to discover ourselves.

6. Relation function:
Communication is the key to build relations among the individual, group, society
and nations. We need care to develop, we need opportunity to grow and we need
love and affection to survive. So relation with other is the vital issue and therefore

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we see the presence of employee relation, customer, relation, public relations and
others. Business communication is the theme to maintain such relation.

Barrier to communication:

Communication is a way of exchanging message, information or emotions between

sender and receiver in the process of communication, there may be noise which is called
the barrier to communication. So any problem, interference on hindrance to the process
of communication is defined as the barrier to communication.

C.B. Mamoria said:

“Communication, when is interfered and does not reach to the receiver, is often
somewhat ineffective and the interference is known as barrier”

Barriers may happen at three levels:

1. At the level of sender

2. At the level of medium
3. At the level of receiver

Any type of barrier is a threat and can cause miscommunication, misconception and
confusion. All these work against unity, teamwork and coordination.

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Different barriers to communication:

Different barriers to communication are described below:

A. Organizational Barriers:

It arises for the following reasons:

1. Complex organizational structure

2. Excessive layering of administration
3. Lack of policies
4. Conservativeness of supervisors
5. Improper delegation of authority and responsibility

B. Individual Barriers:

1. Personality
2. Wrong explanation
3. Individual conflict
4. Fear
5. Pre-idea
6. Insincerity and lack of confidence

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C. Language/Semantic Barrier:

1. Vague word
2. Use of local dialect
3. Use of different languages
4. Use of technical words

D. Barriers due to status:

It occurs due to following reasons:

1. Status or position
2. Mental state

E. Barriers due to resistance to change:

1. Following the old one

2. Lack of attention
3. Own interpretation or assumption

F. Other barriers:

1. Geographical Barrier
2. Lack of harmony
3. Faulty expression
4. Cultural difference
5. Absence of feed back

Overcoming barriers to communication:

The following activities can help to over come the barriers to communication:

1. Feedback
2. Idea about the receiver
3. Attentive listening
4. Use of simple and meaningful words
5. Informal relations
6. Employee conference
7. Efficient management
8. Selection of right media
9. Communication training
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10. Re organization
11. Consistency between word and work
12. Reducing unnecessary information
13. More publications
14. Communication audit
15. Orientation

In conclusion to this assignment, we can say that introduction to communication is the

initial stage of communication. Primary subjects and items of communication have been
discussed here and for the globalize business world communication is the life blood, life
line and life support for the modern business world. And a fruitful communication will
extend all the opportunity for this world.

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