Professional Documents
Culture Documents
Business communication is an act by which one person can share the below things with
other person.
a. Needs
b. Desires
c. Perceptions
d. Knowledge
e. affective state
9. Barriers of communication –
a. Filtering – message gets change at each level by passes through (upwards or
downwards)
b. Perception- interpretation of message based on person’s own experience,attitude
,interest and background.
c. Emotions /Overload of information- it could result in negligence and passing over
/selective and processing of the information will be more
d. Defensiveness – verbally attacking other and judging others , being overly
e. Language – Age, education, cultural
f. Culture – how ppl communicate with their managers, teams and higherup and
clients.
Modes of Communications-
16. Face to Face Communication – (Common and important mode of communication for
managers) , could be formal discussion or causal chat
It helps build more meaningful connections
It also Boosts collaboration, creativity and efficiency.
Being prepared is crucial especially for managers.
18. Meetings-
Tool to sync-up, share new information, build networks and for unanimous decision
making.
Meeting must have specific and defined purpose.
Stick to the schedule and agenda.
Use voice modulation, listening and effective body language. (To keep attendee involved)
Document the responsibilities, task and deadlines for better clarity.
19. Emails-
Quick and easy mode of business communications which helps in track and convey
messages.
Emails need to written keeping in mind the recipients.
Be careful with the content of email and its tone.
Keep your email concise without eliminating necessary information.
The language needs to be grammatically sound and spend correctly.
20. 7C of communication
Complete – give clear idea about the end to end information.
Concise – Ensure time efficient communication.
Correct – the data and information is accurate.
Clear – it helps to understand the message accurately.
Concrete – Give clarity on parameters such as time ,date and expectation.
Considerate – Give the recipient a chance to respond and give feedback
Courteous –helps build goodwill and sound polite.
Imp points Should not be More reliable, Less reliable and difficult
offensive to confidential, time to maintain
anyone consuming and slow confidentiality
TEAM
Communication/Instruction Stay Grounded
Straight fwd and Clear what you want to accomplish
good words and they should elicit right reaction
be respectful, direct
summarize the task with their deadlines
check if everyone understands their parts
TEAM
Recognition right after the performance
significance of your words in getting right reaction
accomplishment direct proposal to recognise
don't manipulate
recognise specific not generalities
right after the performance
significance of your words in getting right reaction
accomplishment direct proposal to recognation
TEAM
Correcting Behaviours be clear what is wrong and what has to change
what words could convey the message best
focus on action /behaviour not the person
be polite in criticism
TEAM
Giving Information Make it a point to Share information as often as possible
Be open to employees asking you for additional information
avoid grapevine ( as a result of rumour and gossip)
be open to discuss - their concern and ideas
TEAM
Performance Be clear and kind with your words
Focus on the performance
don't offend with harsh words
Mention where an employee has excelled
Don't skip what they need to change/improve
PEERS
Commit to building relationship
Seek first to understand
make it social
Avoid Defensiveness
Welcome Diverse Viewpoints
Be honest and direct
HIGHER UPS
Sharing Reports understand the purpose of the report
report should answer specific query
give complete and clear and useful reports
have a discussion half way for accuracy
HIGHER UPS
Reporting Statuses Periodically, it helps to track if the task are in sync with
schedule
Document it
Don’t share verbally
Keep the update short
HIGHER UPS
HIGHER UPS
Suggestion &
idea/Solution how the solution will benefit the company
how to proposed solution is more cost effective
possibility of successful transition to the new option
Execution plan with least inconvenience and have a plan B
HIGHER UPS
CLIENTS
26.Types of communication-
Over expressiveness coveys lack of Tone is shown or heard in how One means something relams of personal teritiory
emotional control. something is being said more like to other and totally
an attitude -> How it is heard. (vital means to another. Public- 12ft to 25 ft away - exmpPresentation ,
for both verbal and written Public speaker
communication)
Personal - 1foot to 4 feet - Friends and family
indifferent - having no expression Tone of email must be polite and avoid over gesturing
(someone doesn't show interest in it) professional. social space - 4 to 12 feet away - collegue and
customer
Indifference is the trait of lacking Avoid –
interest or enthusiasm in things Keep your tone void of anger, Intimate - less than 1 foot and can touch each other
jealousy, frustration. like romantic partner'
Sound Warm while maintaining Bear in mind the cultural difference.
professionalism. Don’t be uncomfortably close.
Be Sincere and genuine in your Observe to understand and identity.
intonation and tone. Don’t be too distant either.
Arrangements
Study of space and how it makes us feel Touch - hand shake (in it is a communication skill and it is
more or less comfortable , and how we business context) often overlooked means (noticed)
arrange objects in relation to space
~ Edward hall
1. how many times you Silence is double edged sword
touch people?
2. avoid over touching
Silent - paying attention
Bear in mind cultural - distracted
differences -
Be cautious of gender Silence can be -sign of respect -
differences as well lack of knowledge
28. Sentences-
Active words Sentences-to give importance to the person who performed the action
- recognise the effort.
- they are short and concise
Example – Hitendra completed the report.
Example - This is not a complete report. Please share the complete report.
Mirror Expression - Doing so you will make other person feel understood and accepted
To Improve your speech, use your hands- while expressing if you use your hands than it will
power up our thinking.(gesturing as we talk)
To improve your memory - uncross your legs and arms and never persuade someone until
he opens up.
The definition of persuade is to convince someone to do or think something.
30. Words that needs to go –(The below mentioned words need to omit from the business
communication)
Pleased to inform
Your kind favor
Permit me to say
Wish to advise
Here by advise
Regret to advise
In regard to
Take the liberty of
Thanking you.