BUSINESS COMMUNICATION

WHAT IS COMMUNICATION

 The word communication has a rich history

 Comes from the Latin word “communicare” that entered the
English language in the fourteenth and fifteenth century
 Difficult to define communication
 However communication means

1. Process by which information and feelings are shared by

people
through an exchange of verbal and non verbal messages
2. The successful transmission of information through a common
system of symbols, signs, behaviour, speech, writing or signals
3. The creation of shared understanding through interaction
among two or more agents

 Communication depends on the interpretation of a message by

the listener
BUSINESS COMMUNICATION
BUSINESS COMMUNICATION

 An organization is a group of persons constituted to achieve certain

specific objectives
 Achievement of these objectives largely depends upon proper co-
ordination and integration of human efforts in an organization
 This is only possible if there is an effective system of communication
 There has to be an exchange of information and sharing of various ideas
 The more effective the system of communication, the better is the
relationship between workers and the management
 Communication is the flow of information and understanding from one
person to another at he same level or at different levels
 It is the process which enables management to allocate and supervise
the work of the employees
 It integrates the various sub-units of an organization
 It serves as an elaborate set of interconnected channels designed to sift
and analyze information imported from the environment
BUSINESS COMMUNICATION
BUSINESS COMMUNICATION

 There are two types of business activities-internal and external

 Internal activities include
7. Maintaining and improving the morale of employees
8. Giving orders to workers
9. Prescribing methods and procedures
10. Announcing policies and organizational changes
11. And keeping the management informed

 External activities relate to

15. Sale and purchase of goods and services
16. Reporting to the government and the shareholders on financial condition
and business operation
17. And creating a favourable business climate

 Every activity, internal or external, leads to some result

 Therefore the main purpose of business communication is to obtain some
result ie. to secure an action by the receiver
BUSINESS COMMUNICATION
BUSINESS COMMUNICATION

 The sender expects the receiver to do something on

receiving the message

6. Write a cheque
7. Place an order
8. Approve an action
9. Send some information etc.

 To achieve the purpose the language should be direct,

plain, precise and concise

 The style should be to draw the attention, arouse interest,

create desire, develop conviction and to induce action
BUSINESS COMMUNICATION
BUSINESS COMMUNICATION

 The main features that lend business communication a

distinct identity of its own are as follows :

6. It deals with various commercial and industrial subjects

8. It is characterized by certain formal elements, such as

commercial and technical vocabulary, the use of graphic
and audio-visual aids, and conventional formats

10. It is impartial and objective as extreme care is taken to

convey information accurately and concisely

12. It entails complex writing techniques and procedures

BUSINESS COMMUNICATION

EFFECTIVE BUSINESS COMMUNICATION

 Business communication becomes

effective only

6. If the language used is effective

7. The message conveyed is clear
8. And the predetermined objective is
achieved

 Hence effective business communication

can be defined as the use of effective
language to convey a clear business
BUSINESS COMMUNICATION
CHARACTERISTICS OF BUSINESS COMMUNICATION

A two-way traffic
 As communication is an exchange of views, opinions,
directions etc. it is a two way traffic
 Messages, directives, opinions etc. are communicated
upward as well as downwards
 Simply talking and writing without regard to the recipient’s
response, is conducive to misunderstanding

Continuous process
 As more often than not it is repeated to achieve the desired
results

A short lived process

 The process is complete as soon as the communication is
received and understood by the receiver in the right
perspective
BUSINESS COMMUNICATION
CHARACTERISTICS OF BUSINESS COMMUNICATION

Needs proper understanding

 Basic objective of conveying a message is a proper understanding

of the message by the other party
 Hence it should be simple, clearly worded, precise and concise

Leads to achievement of organizational objective

 Effective communication does this by creating a sense of object

orientation in the organization

Dispels misunderstanding

 Leads to clear understanding between people and thus builds

camaraderie among people