Introduction: Communication is a process of transferring information from one entity to another.

Communication is commonly defined as "the interchange of thoughts, opinions, or information by speech, writing, or signs" Communication can be perceived as a two-way process in which there is an exchange and progression of thoughts, feelings or ideas towards a mutually accepted goal or direction. Listening, observing, speaking, questioning, analyzing, and evaluating. WHY COMMUNICATE Our work depends on the support from outside groups People will only support what they know and understand

PROCESS Sender has an idea Sender encodes the idea Sender transmits the message Receiver gets the message Receiver decodes the message Receiver sends feedback Dimensions: Content (what type of things are communicated) Source (by whom) Form (in which form) Channel (through which medium) Destination/Receiver (to whom) Purpose/Pragmatic aspect (with what kind of results) There are also many common barriers to successful communication, two of which are message overload (when a person receives too many messages at the same time), and message complexity. 3 MAJOR PARTS There are three major parts in human face to face communication which are body language, voice tonality, and words. According to the research:

55% of impact is determined by body languagepostures, gestures, and eye contact, 38% by the tone of voice, and 7% by the content or the words used in the communication process.

Organizational Communication Communication is important because it is about how information is sent and received within firms The way information is communicated is often governed by how firms are structured After planning steps in communicating the message have been complete we have to consider specific writing principles to help us choose right words syntax and sentences for our letter report memorandums etc.

1. 2. 3. 4. 5. 6. 7.

Correctness Conciseness Clarity Completeness Concreteness

Consideration

Courtesy

Correctness:To be correct in communication the following principles should be borne in mind.

1. 2. 3. 4. 5.

Use the correct level of language Include only facts words and figures Maintain acceptable writing mechanics Apply the following qualities There should be proper grammar punctuation spelling and paragraphing

Conciseness:Business executives are dead-busy. They dont have time to go through unnecessarily lengthy messages. The writer is also a loser if he writes wordy messages because it involves more time and money to type and read. Conciseness makes the message more understandable and comprehensible

1. Eliminate wordy Expressions. 2. Include only relevant material.

3. Avoided unnecessary Repetition.

Clarity:Clarity demands that the business message should be correct concise complete concrete and with consideration

1. Use the right level of language 2. Proper punctuation make the writing clear 3. Check Accrue of fact figure & Words

Completeness:The message should be complete to bring desirable results. It should include everything the reader needs for the reaction you desire. You must know what information our reader wants or needs You should be able to know the readers background viewpoint needs attitudes and emotions.

1. Provide all necessary information. 2. Answer all questions asked. 3. Give something Extra, when Desirable.

Concreteness:The business writing should be specific definite unambiguous and vivid rather than vague and general The following guidelines lead to concreteness.

1. Use specific facts and figures 2. Put action in your verb 3. Choose vivid image building words.

Consideration:Consideration refers to you attitude sympathy the human touch and understanding of human nature. Consideration means the message with the receiver in mind. You should

try to visualize your readers their desires problems emotions circumstances and possible reaction to your request.

1. Focus on you instead I & We 2. Show reader benefit or interest in reader 3. Emphasize

Courtesy:Courtesy is more important and advantageous in business writing than it is in face to face communication or conversation. Courteous message strengthen present relations and make new friends. It is a goodwill building.

1. Answer your mail promptly 2. Be sincerely tactful thoughtful and appreciative 3. Use expressions that show respect