ASSIGNMENT

ON

MANAGERIAL SKILL DEVELOPMENT

SUBMITTED ON :

SUBMITTED TO : MS. PUBALI BORTHAKUR LECTURER DEPTT. OF BUSINESS ADMINISTRATION NERIM.

SUBMITTED BY : i) K.BEIHMOTAOSA. Roll no 88 ii) KALYANJIT BORAH. Roll no 89 iii) SUBHO JYOTI BARUAH. Roll no 115 iv) JAHNABI DUTTA. Roll no 86 v) JOONTI SAIKIA. Roll no 87 SECTION-B. MBA 2nd SEMESTER NERIM.

Question: Why is Business Communication necessary? What are the different methods of Business Communication? What is the purpose of Business Communication?

Answer : The English word communication has been derived from the latin word communis, which means common, consequently it implies that the

communication is common understanding through communion of minds and hearts. This common understanding results not only through transfer of information and idea but also from transmission of the attitude. Communication is an exchange of facts, ideas, opinions or emotions by two or more persons W.H. Norman and Summer. Communication is the process of passing information and understanding from one person to another. It is essentially a bridge of meaning between the people. By using the bridge a person can safely cross the river of misunderstanding Keith Davis. Communication is necessary because of the following reasons: 1) Complexities of business organization: With phenomenal increase in size and scale of operations, business organizations have evolved from simple networks to complex structures. Present day business organization has to employ thousands of employees in factories and offices scattered over different parts of the country or world. To manage them effectively and to coordinate them, management has to ensure free and flawless

communication.

2) Information Technology revolution: The IT revolution, the world has witnessed in the last decade of the 20th century has transformed the business operations. We find widespread use of computers and internets, marked increase in the amount and availability of information, and exchange of ideas and information among different executives and employees that transcend geographical and hierarchical barriers. In this e-mileu, organizations have to install communication devices that transmit the message at greater speed and care with minimum time loss and cost. 3) Growing specializations: With the complexities of business operations, different organizational tasks are being handled by different specialists. These specialists are to be coordinated for ensuring that their efforts and energies are best channelized in accomplishment of organizational goals. Sound communication is essential to build atmosphere of trust, cooperation and understanding among these professionals 4) Global village: With sweeping waves of liberalization and globalization the world has reduced to a global village where enterprise has to work in different countries. For this, it has to interact and employ people of native countries. For this, they have to ensure that communication bridges the cultural gaps. 5) Growing competition: With liberalization and globalization, the competition among enterprise has increased and customer is served with better and cheaper products with quality and quick service. To create new customers and maintain old ones, enterprise has to use effective communication strategies in the form of advertisements, personal contacts and publicity campaigns. 6) Trade unions: Now we find that responsive and responsible trade unions are exerting pressures on management. Management has to maintain healthy and

harmonious relations with these trade unions and influence their leaders before initiating any change in organizations. This requires effective communication.

The purposes of communication are as follows: 1) Information: One of the purposes of communication is enquiring, supplying or receiving information through spoken or written language or through symbols, signs or signals. Information is a versatile commodity. It enhances analytical skill and decisiveness. It also provides most sustainable competitive advantage and guides the organization towards economy and efficiency. 2) Advice: Advice is the personal opinion about a particular course of action in a particular situation, with a view to change the behavior and opinion of the receiver. Since it involves the personal opinion of the advisor, it is subjective and usually flows horizontally or downwards. When the advice flows from the boss to the subordinate, it is called downward advice. When an expert of specialized field advises the management how to discharge their function better, it is said to flow horizontally. 3) Suggestion: It is the most important purpose of communication. It is different from counseling. Whereas counseling is with a professional touch by a man of greater knowledge and skill, suggestion is proposal made by a subordinate to higher authority indicating change required in the existing procedural and operational matters. Suggestion is also different from advice. Advice is given by experts and flows horizontally or downward; a

suggestion is given by a person of lower rank o one in higher authority and flows upwardly. 4) Order: An order is a directive issued by the management to a subordinate in an authoritative manner, specifying to do something or to refrain from a certain course of action. Irrespective of the size of the organization, issuing of orders is essential to have a task accomplished. Written order is issued when it is essential to pinpoint responsibility, and to keep a record of it. Whereas, oral order is given when face to face communication is possible and the task is to be done immediately. 5) Motivation: Motivation channelizes the inner urges of man to work and to excel for the organizational goals. Everyman in a worker as well as a shirker, divine as well as devil. The role of the business manager in motivating his employees is that of a guide by side, helping others to discover their inner urges to excel. 6) Education: Education is the most important purpose of communication. Organizations teach and train their executives and employees to learn new tools and techniques of performing various operations with greater economy, efficiency and effectiveness. Besides this, while marketing their products and services they also educate the public about the benefits of the product. The methods of communication can be broadly categorized into 1) Oral communication 2) Written communication 1) Oral communication : Oral communication may be through spoken words, speech, phone, etc. Oral communication is vital for any business, social or political organization. Whatever the form it may assume, it occurs through spoken words, through speech either face to face or through any electrical

device such as phone, teleconferencing, public address system, etc. some methods of oral communication are : i) Face to Face communication : It may be between two persons or among small group or gathering of persons. It may also assume the form of speech or address by one person to an audience. ii) Teleconferencing : It is the next substitute for face to face communication popularly used when two or more persons are thousands of kilometers away from one another. Through teleconferencing they can hear and see each other and talk with one another as if they were sitting together in one room. iii) Telephone : Telephone is one of the most frequently used means of oral communication in the present business world. Most of the urgent matters, are dealt with on phone. Not only one to one contact but group communication is also possible through audio conferencing, when more than two persons, sitting far away speak on telephone. 2) Written communication : Written communication includes written words, graphs charts, reports, diagrams, pictures, etc. It comes in variety of forms : letters, memos, bulletins, reports, etc. It may be ordinary manual based internal or external mail or may be based upon computer technology. Whatsoever the form or channel it may assume, every piece of written communication requires use of human memory, imaginative power, ability to observe and think, mastery over language and ability to write. Some methods of written communication are :

i)

Letters and memos : Business letters and memos are important and indispensable part of the business communication. Letters normally go to people outside the organizations whereas memos go to other people in the organization. Business letters are used for soliciting enquiries or requesting for quotations or catalogue, placing and executing orders or complaining about delay, damage or deflection of goods to the outside parties. Memos are internal communication flowing downward, upward or horizontally, meant to provide a summary of important information and suggest actions to be taken.

ii)

Facsimile(FAX) : A facsimile or fax machine is one of the most useful methods for transmission of written communication especially visual material such as diagrams, copies, etc. Fax machines are connected with telephone both at transmitting and receiving end.

iii)

Electronic mail(E-mail) : E-mail is another instantaneous method of communication. It transmits the written message via computers connected on network. For access to network area, a computer, a telephone, a modem with software are needed to function on e-mail.