Business Communication

ASSIGNMENT

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 ASSIGNMENT # 2(a)

EFFECTIVE BUSINESS COMMUNICATION

Effective Business Communication is the “LIFE BLOOD” of every organization and a

key to success in our business career and our personal life. So, without communication
any organization can not be functional. Since an organization is a group of people
associated for business, political, professional, religious and other purpose. Its activities
require human beings to enter and react, to exchange information, ideas, plans, proposals,
to coordinate, to make decision.

ROLE OF EFFECTIVE COMMUNICATIONS:

“The deep pillars”

In fact Successful Communication is to bed rock of good and pleasant relationship

between the - workers and management - consumers and sellers.

Good and efficient System of Communication helps the better co-ordination and efficient
controls. It results in clear understanding, good production, favorable and healthy climate
with in the organization willing co-operation among various levels of management and
general good will.

Poor and ineffective Communication system may result in mall-management, bad

business and sure shut – downs.

“Communication can build or destroy trust”

Effective Communication means Well-planned and well-meant Communication, which

helps the better Services, removes misunderstanding and doubts, build up goodwill,
Promotes business and earns favorable references.

“The key to success in business and trade”

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Communication, indeed is a tool of management because it plays key role in decision
making.

“Take care of communication and success shall take care of it”

the greater of is the size of organization means the greater is the need of communication
flow for production, distribution, marketing and services. All the managers are willing to
communicate well for better prospects, it is like a tool which build up reputation; up to
date information and dealing within or outside an organization.

It saves times, minimizes mistakes and promotes the objects. It regulates the quality and
quantity both.

“Effective communication pays off” and efforts never die”

It pays off at individual and collective level. It also results personal gain, market value,
marketing of service, good name and joy of accomplishment for an employee who know
how to communicate frequently, and purposefully. It gives Ladder to promotion,
applause, ears, reputation and self recommendation.

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 ASSIGNMENT # 2(b)

SIGNIFICANCE

Effective Business Communication has a very important significance in a human life. It

may have impacts which is required to change human entity.

It is divided into below factors:-

1- Short term.
2- Long term.
3- Spiritual.

1. SHORT TERM:-
Communication is the only way to solve any hazard or difficulty in the day to day
life. It is the only bridge between people which can be easily short out the matters.

By dialogues and discussion thing which are hard to absorb can be made much better
to understand the need.

2. LONG TERM:-
Knowledge perhaps is the only which cannot be preserve or limited. It travels by its
own way. It is not restricted to anyone or for anyone. There is an origin of knowledge
but it does not have any end or limit. The way or the path may be different but it will
reach to you.

3. SPIRITUAL:-
Allah is the most beneficial and merciful upon us. The time we got birth the
communication and accountability starts. We all are messengers who are here in this
world by the grace of Almighty Allah. The knowledge provided to us by Allah not known
to any other creations. Power to think, listen and decision is the main weapon of human
being provided by Allah. Our single breath is by him. He is the one who supervises us,

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 ASSIGNMENT # 3

EFFECTIVE BUSINESS COMMUNICATION

IS THE LIFEBLOOD OF AN
ORGANIZATION

ORGANIZATION: -
People having common goals in a pre-determined frame work to maximize profit and
minimize expense with an intention to act expertly on described work is said to be
organization. Business organization can range in size for one person to tens of thousand.

The work done between people with mutual collaboration and co-operation in a
organization.

ORGANIZATION

PEOPLE COMMON GOALS ACTION

In any organization communication is the most important factor because it is just like the
veins in the body because from top to bottom communication is the only channel which
keeps join the people in a frame of organization.

CHANNEL’S OF EFFECTIVE BUSINESS COMMUNICATION: -

There are approaches between people, it may be top down approach or may be bottom
approach but communication is the only bridge between all the members.
There are four channel of Effective Business Communication which are as follows:

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 1- Vertical
2- Horizontal
3- Diagonal
4- Grapevine

Description of the above channel are stated below: -

1- VERTICAL: -
It is the type of communication in which designation and position is different but the
department is same and the work is to follow the policies and gives the feedback to the
higher hierarchy.

GRAPHICAL ILLUSTRATION

BOSS

SENIOR SALES EXECUTIVE

VERTICAL
SALES MANAGER POLICY

FEEDBACK
SALES PERSON

SUBORDINATES

Vertical Channel

Department = Same
Status = Different
Function = Policy  (Boss)
and
Feed back  (Sub-ordinates)

2- HORIZONTAL:-

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It is Communication flows between personnel in one department and personnel of equal,
lower or superior (one cadre) status in other department. It facilitate subordinates to keep
their superior informed of their inter department activities. It improves the quality of
coordination.

GRAPHICAL ILLUSTRATION

HORIZONTAL

MANAGERS

Coordination and Cooperation

Research Marketing Sales Accounts Administration

Horizontal Channel

Department = Different
Status = Same
Function = Cooperation & Coordination (all managers)

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3- DIAGONAL:-
Communication among very low cadre to top most cadre or vice versa is called Diagonal
Communication. It may be an emergency dial.

GRAPHICAL ILLUSTRATION

DIAGONAL
HR HEAD
Different
Dangerous Channel
Department
Best Channel

Internal Auditor

Diagonal Channel

Department = Different
Status = Different
Function = Cooperation & Coordination

4- GRAPEVINE: -

It is the type of communication in which department and designation does not matter. It is
the informal communication between sub-ordinates and staff. This communication may
have an aspect of goodness damage.

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It is the most dangerous channel among all.

GRAPHICAL ILLUSTRATION

GRAPEVINE

Manager

Clerk

Relative Goodness
{Maximize Goodness / Maximize Damage}

Diagonal Channel

Department = Different
Status = Different
Function = Common welfare / Common damage

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SIGNIFICANCE: -

Significance of communication can be measure ion two ways.

1- Cost
2- Effectiveness

1- COST
If we measure the value in cost so we come to know that any mean of communication
worth’s what for us? A communication can be useful in terms of cash means profit or a
communication cal also cost us loss. It all depends upon your communication.
As a person you own some respect and position so its up to you that how you maintain
your audibility in front of others.

2- EFFECTIVENESS
Now if we measure the value in effectiveness so it is the most important factor because
our words of communication are the codes which we are conducting on behalf of others
because we are the one who work on behalf of the company so people will look us on our
commitment and promises. We will be responsible for all profit & loss made because our
communication is effective to the others.

CONCLUSION: -

Our Communication is the “LIFE BLOOD” of an organization and a key to success in

our business career and our personal life. So, without communication any organization
can not be functional. Its activities require human beings to enter and react, to exchange
information, ideas, plans, proposals, to coordinate, to make decision.

ASSIGNMENT # 4(a)

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 COMPONENTS OF COMMUNICATION

Q. List the major components of Business Communication. Discuss them briefly.

Communication is a process of transmitting and receiving verbal and nonverbal

messages. Communication is considered effective when it achieves the desired reaction
or response from the receiver. Simply stated, communication is a two way process of
exchange idea or information.

Following are the components of communication:

1- Context
2- Sender- Encoder
3- Message
4- Medium
5- Receiver- Decoder
6- Feedback
7- Noise
8- Empathy

1- Context

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2- Sender – Encoder: -
When you send a message, you are the “encoder”, the writer or speaker, depending on
whether your message is written or oral. You try to choose symbols usually words (and
sometimes also graphics of pictures) that express your message so that the receivers will
understand it and react with the response you desire after considering all the factors
mentioned above, you decide which symbols best convey your message and which
message channel will be most effective among the oral and written media.

3- Message: -
The message is the core idea you wish to communicate: it consists of both verbal (written
or spoken) symbols and nonverbal (unspoken) symbols

4- Medium: -
Your message channel depends on all the contextual factors discussed above and the
nature of the message itself. Your choices include electronic mail, the printed word, or
sound. Briefly should you write or speak?
Like message content, the choice of medium is influenced by the relationship between the
sender and the receiver. Some research suggest that the urgency of a message is a primary
factor in whether to use the written or spoken medium. You may also consider factors
such as importance, number of receivers, cost, and amount of information. If the message
goes to an international audience, you must also consider which medium is preferred in
the receiver’s culture.

5- Receiver- Decoder: -

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The message receiver is your reader or listener, also known as the decoder many of
message may have more than on decoder. All factors of a message are filtered through
the receivers view of and experiences in the world.
But one problem is that we do not all undergo identical experiences with the subject or
the symbols that the sender has chose. Therefore, miscommunication can occur when
personal biases and individual values cause the receiver to misinterpret the sender’s
intended message.

6- Feed Back:-
Ultimately the receiver react with either we desired response based on a clear
understanding of the symbols or with an undesired response because of
miscommunication. Feedback can be oral or written. I can also be an action

7- Noise: -

9- Empathy: -

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