SUBJECT: BUSINESS COMMUNICATION
Prepared by : SUKHWANT SINGH TEGA INDUSTRIES LIMITED KOLKATA Registration No. B11310213
WHAT IS COMMUNICATION
Communication (from Latin "communis", meaning to share) is the activity of conveying information through the exchange of thoughts, messages, or information, as by speech, visuals, signals, writing, or behavior. One definition of communication is “any act by which one person gives to or receives from another person information about that person's needs, desires, perceptions, knowledge, or affective states. Communication may be intentional or unintentional, may involve conventional or unconventional signals, may take linguistic or nonlinguistic forms, and may occur through spoken or other modes. Communication is neither transmission of message nor message itself. It is the mutual exchange of understanding, originating with the reciever. Communication needs to be effective in business. Communication is essence of management. The basic functions of management (Planning, Organizing, Staffing, Directing and Controlling) cannot be performed well without effective communication. Business communication involves constant flow of information. Feedback is an integral part of business communication. Business Communication is goal oriented. The rules, regulations and policies of a company have to be communicated to people within and outside the organization. Business Communication is regulated by certain rules and norms. In early times, business communication was limited to paper-work, telephone calls etc. But now with advent of technology, we have cell phones, video conferencing, emails, satellite communication to support business communication. Effective business communication helps in building goodwill of an organization. SEVEN C’s OF EFFECTIVE COMMUNICATION Communication can be effective only if Receiver receives the Message on the same form and context as is sent by the Sender. When there is no mistake in interpretation and the Sender gets the correct Feedback, the communication can be termed as Effective. Communication is not an end in itself, rather it is a means to attain other ends or goals. Hence, it has to be effective to be able to attain these goals or Objectives. So, it can be examined in relation to the following Criteria : • Fidelity of Communication : The distortion free quality of a message is called fidelity. An effective person gets the message across to others with minimal possibilities of misunderstanding.
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Economy : In an effective communication a minimum of energy time, symbols and cues are used to encode message without losing its fidelity & impact. Congruence : An effective communication integrates both verbal & non-verbal cues. Influence : The most important criterion of effectiveness is the influence that the communicator is able to exercise over the receiver of the communication. Influence means the communicator achieve the results he intended. Relationship Building : An effective communication contributes to the building of trust & better relationship between the source & the target.
There are Seven C’s of Effective Communication
1 2 3 4 5 6 7 Courtesy & Consideration Clarity Credibility Correctness Completeness & Consistency Concreteness Conciseness
Improves Relationship Makes comprehension better Builds Trust Builds Confidence Introduces stability Reinforces Confidence Saves Time
1. Courtesy & Consideration Courtesy involves being aware not only of the perspective of others, but also their feelings. Courtesy stems from a sincere you – attitude. It is politeness that grows out of respect & concern for others. Courteous communication is friendly, open, and honest. There are no hidden insults or passiveaggressive tones. You keep your reader's viewpoint in mind, and you're empathetic to their needs. Consideration means preparing every message, after...