AMITY UNIVERSITY AMITY GLOBAL BUSINESS SCHOOL NOIDA

BUSINESS COMMUNICATION

TOPIC: BUSINESS/ORGANIZATIONAL COMMUNICATION WITH RESPECT TO CURRENT MARKET SCENARIO

SUBMITTED BY: Rohit Sharma A30101911131 SECTION-A

BUSINESS COMMUNICATION:The sharing of information between people within an enterprise that is performed for the commercial benefit of the organization. In addition, business communication can also refer to how a company shares information to promote its product or services to potential consumers.

ORGANISATIONAL COMMUNICATION:A process by which activities of a society are collected and coordinated to reach the goals of both individuals and the collective group. It is a subfield of general communications studies and is often a component to effective management in a workplace environment.

Organization structure determines who works together o It is the way managers design their firms to achieve their organizations mission and goals Organizational communication flows through its structure, which affects: o behavior o human relations o performance

Two types of Organizational Communication:-

Formal Organization Structure:

President

Vertical downward communication

Vicepresident Production

Vicepresident Finance

Vicepresident Marketing Vertical upward communication

Manager

Manager B

Manager C

Manager D

Manager E

Manager G

Manager H

Manager I

Manager J

There are three types of formal communications in an organization:

Downward Communication: Any communication which originates from a higher level of hierarchy and is diverted toward the lower levels is called downward communication. This essentially consists of policies, orders, directives,etc. Downward communications are needed: i) to instruct the employees about the work methods and jobs; ii) to provide information about the rules, procedures and practices to the employees iii) to provide the subordinates with feedback on their performance. An important requirement of effective downward communication is that it needs to be translated into more operational and practical terms as it passes.down the levels of hierarchy. Unless this translation makes the message.

Relevant for the receiver, it defeats its intended purpose. For example, if the Corporate objectives which are phrased in very generic terms, are presented to the worker without specifying his targets, they would convey no message to him to act upon. 2) Upward Communication: Both management and employees often neglect the role of upward communication in an organization. However, many of the decisions regarding the policies and targets, made at the upper levels of hierarchy, depend heavily on the information received through the upward channels of communication. The upward communication is useful. i) to provide feedback to the management about the implemented programmes and policies ii) to provide information about output, quality of products iii) to collect the job relevant feelings and reactions of the employees iv) to receive the complaints and grievances of the employees. For smooth and unhindered upward communication some of the salient pre-requisites are: i) the management must ensure an open and uninhibited organizational climate which creates a feeling among the employees that the management is interested in their views and problems The employees from whom such communications originate, must feel responsible enough to send only those messages which are relevant and meaningful, both in terms of content and format, within the organizational framework effectiveness. 3) Horizontal Communication: Messages exchanged among employees who are at the same level in the organizational hierarchy is called horizontal communication. Such communication is important for effective organizational functioning in two ways: i) It facilitates coordination of work at the inter-departmental level, ii) It permits exchange of jobs, related experiences and knowledge.

It must, however, be noted that the horizontal communication to be useful, requires going beyond the petty feelings of one-upmanship, jealousies, favouritism etc.

Informal Organization Structure

Organizational Communication: Organizational communication the compounded interpersonal communication process across an organization Communication flows in an organization are: Vertical Horizontal Grapevine (multidirectional)

Vertical and Horizontal Communication: Vertical Communication: The flow of information both up and down the chain of command Formal communication Recognized as official Status and power are not equal among participants in vertical communication Horizontal Communication: The flow of information between colleagues and peers Informal communication Does not follow the chain of command Not recognized as official

Grapevine Communication: Grapevine the informal vehicle through which messages flow throughout the organization When the grapevine allows employees to know about a management decision almost before it is made, management must be doing something right. Communication Networks:

 Communication networks sets of employees who have stable contact through which information is generated and transmitted Two major types of communication networks: 1. within organizations 2. within departments and small groups Message Transmission Channels: Oral communication Written Communication Non Verbal Communication

Oral Communication Media: Presentations Meetings Telephone Face to Face

Written Communication: With increased use of e-mail, managers substitute face-to-face communication with e-mail Communication Objective Guidelines o Memos o Letters o Reports o Bulletin board notices

o Posters o Computers/e-mail o Fax Writing skills o Grammar rules for use of the eight parts of speech o To simplify grammar, we use subjects, predicates, modifiers, and connectives. Nonverbal Communication: Emotions: Emotional labor requires the expression of desired emotions during interpersonal relations. Universal emotions: o happiness o surprise o fear o sadness o anger o disgust Understanding Feelings o Feelings are subjective they tell you peoples attitudes and needs o Feelings are usually disguised as factual statements o Feelings are neither right nor wrong but behavior is

 Gender Differences Global Differences

Guidelines for Giving Effective Criticism: Give more praise than criticism Criticize immediately Criticism should be performance oriented Give specific and accurate criticism Open on a positive note and close by repeating what action is needed