Unit1businesscommunication 171004041349

Unit 1 Business Communication

What is Communication
• Communication is simply the act of transferring information from
one place to another.

Spoken or Verbal Communication: face-to-face, telephone, radio

or television and other media.
• Non-Verbal Communication: body language, gestures, how we
dress or act - even our scent
• .Written Communication: letters, e-mails, books, magazines, the
Internet or via other media.
• Visualizations: graphs and charts, maps, logos and other
visualizations can communicate messages.
• The Communication Process
• A message or communication is sent by the sender through a communication channel to a

receiver, or to multiple receivers.
• The sender must encode the message (the information being conveyed) into a form that is
appropriate to the communication channel, and the receiver(s) then decodes the message to
understand its meaning and significance.
• Misunderstanding can occur at any stage of the communication process.
• Effective communication involves minimising potential misunderstanding and overcoming any
barriers to communication at each stage in the communication process.
• An effective communicator understands their audience, chooses an appropriate
communication channel, hones their message to this channel and encodes the message to
reduce misunderstanding by the receiver(s).
• They will also seek out feedback from the receiver(s) as to how the message is understood
and attempt to correct any misunderstanding or confusion as soon as possible.
• Receivers can use techniques such as Clarification and Reflection as effective ways to ensure
that the message sent has been understood correctly.
Types of Communication
Characteristics of Successful
Communication
• Today we're exploring the 7 characteristics of
effective communication, as outlined
by University of Wisconsin professor Scott M.
Cutlip in his book Effective Public
Relations (1953). Over time, his listing of
features of effective communication has
become one of the key concepts in advertising
and PR theories, and is now known as the 7
C's of communication
• #1 COMPLETENESS
To be effective, communication should be complete, i.e. it should
include all the information the recipient needs to evaluate its content,
solve a problem or make a decision. Complete communication reduces
the need for follow-up questions and answers, and improves the
quality of the overall communication process.
#2 CONCISENESS
Conciseness is not about keeping the message short, but rather about
keeping it to a point. Conciseness in communication happens when the
message does not include any redundant or irrelevant information.
Concise communication prompts a better understanding of the
message, because the recipient can focus on the key points and does
not get distracted by a wealth of minor details.
• #3 CONSIDERATION
When engaging in communication, a sender should always consider and
value the recipient's needs, moods and points of view. Tailoring the contents
and style of your messages based on their target audience strengthens the
key points delivered within, as the sender can use argumentations and
examples relevant to the recipient's experience, thus catering for a more
thorough understanding of the message.
• #4 CONCRETENESS
Effective communication happens when the message is supported by facts
and figures. Concreteness in communication is also about answering to
questions timely and consistently, and developing your argumentations
based on real-life examples and situations rather than on general scenarios
or theories. Concreteness fosters effectiveness in communication, as the
recipient gets a more comprehensive overview of the message and its
implications.
• #5 COURTESY
Courtesy in communication implies being respectful of the recipient's culture, values and
beliefs. Also, it involves the need to adopt a register your audience can easily relate to and
understand. Courteous communication has a positive impact on the overall communication,
as it prompts a more positive and constructive approach to the conversation.
#6 CLEARNESS
To be effective, communication has also to be clear and specific. To achieve clearness, the
message should focus on a single objective, thus emphasising its importance and catering for
a prompt understanding of its contents. Clear communication also requires the adoption of
the relevant terminology, thus reducing ambiguities and confusion in the communication
process.
#7 CORRECTNESS
Using grammar and syntax correctly vouches for increased effectiveness and credibility of the
message. In fact, grammar and syntax mistakes make it harder for the recipient to decode the
message and understand its contents. Also, they have a negative impact on the overall
communication, as they show that the sender hasn't taken his time to craft his messages
more carefully.
Importance of Communication in
Management
• Communication promotes motivation by informing and clarifying the employees about the
task to be done, the manner they are performing the task, and how to improve their
performance if it is not up to the mark.
• Communication is a source of information to the organizational members for decision-
making process as it helps identifying and assessing alternative course of actions.
• Communication also plays a crucial role in altering individual’s attitudes, i.e., a well
informed individual will have better attitude than a less-informed individual. Organizational
magazines, journals, meetings and various other forms of oral and written communication
help in moulding employee’s attitudes.
• Communication also helps in socializing. In todays life the only presence of another
individual fosters communication. It is also said that one cannot survive without
communication.
• As discussed earlier, communication also assists in controlling process. It helps controlling
organizational member’s behaviour in various ways. There are various levels of hierarchy
and certain principles and guidelines that employees must follow in an organization. They
must comply with organizational policies, perform their job role efficiently and communicate
any work problem and grievance to their superiors. Thus, communication helps in
controlling function of management.
Barriers of Communication

Unit1businesscommunication 171004041349

Uploaded by

Copyright:

Available Formats

Unit1businesscommunication 171004041349

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Unit1businesscommunication 171004041349

Uploaded by

Copyright:

Available Formats

Unit 1 Business Communication

Spoken or Verbal Communication: face-to-face, telephone, radio

• A message or communication is sent by the sender through a communication channel to a

You might also like