mpa assignment

Sp13mpa016
Muhammad Bilal Khalid

Business Communication
Question: A Pakistani company has been searching for the best raw material. It has found with the best specifications raw material on a supplier’s company website that is China based. Pakistani company has to contact with Chinese company on phone. You, as a Pakistani company employer, have to contact with the relevant person of Chinese company. Identify the encoder, medium, message, decoder, feedback; and give suggestions on how the communication process can be improved at each (given) level.
Answer:
Lu Chi is a company which having the best raw material according to our requirements. We contacted with company on phone and after contacting we convayed our message to their employer in which we briefed all details about our requirements regarding raw material. Any business can flourish when the all targets of organizations are achieved. For this purpose people must be able to convey their messages and their requirements as well as we able to understand their responses. It’s all known as business communication. The process of sharing through which messages produce responses, in this process of communication we take encoding, message, medium, decoder and feedback. If we have better communication skills then we have better working relationship. Communication effects on business and productivity of company. I’m the reprehensive of Pakistani company, first of all I will prefer face-to-face talking and I will try to use such language which easily understandable for both companies. In case of if face-to-face contact is not possible then I will contact through phone or any other reliable method. So the first step in the process of communication is called encoding. This is when the message is transformed from a thought in ours mind to a form that can be understood by others. The message “we want to purchase the raw material” can be written down, spoken, or it can even take a nonverbal, or wordless, form such as gestures or a picture. Once the message has been encoded, it should be in a form that is ready to be received and understood.
After the message has been prepared for transmission, it needs to be sent. This part of the process of communication is called the medium of transmission. In this step, the sender selects the best method for sending the message and transmits it. For example, a written message may take the form of e-mail or a business report that is printed out and hand delivered. A verbal message may be telephone conversation or a speech given before an audience, and a nonverbal message such as a picture may be transmitted by posting it on the Internet or hanging it in a museum.
Once the message has been transmitted, the next step in the process of communication requires decoding. This occurs once the recipient gets the message, examines, and interprets it using prior knowledge and experience. In this manner the recipient develops an understanding of the meaning of the message which is partially based his or her own background. Finally, feedback is the last part of the process where the recipient responds to the message, thereby indicating understanding. Feedback is the final link in the chain of the communication process. After receiving a message, the receiver responds in some way and signals that response to the sender. The signal may take the form of a spoken comment, a long sigh, a written message, a smile, or some other action. "Even a lack of response, is in a sense, a form of response". Without feedback, the sender cannot confirm that the receiver has interpreted the message correctly.
Feedback is a key component in the communication process because it allows the sender to evaluate the effectiveness of the message. Feedback ultimately provides an opportunity for the sender to take corrective action to clarify a misunderstood message. "Feedback plays an important role by indicating significant communication barriers: differences in background, different interpretations of words, and differing emotional reactions"
The communication process is the perfect guide toward achieving effective communication. When followed properly, the process can usually assure that the sender's message will be understood by the receiver. Although the communication process seems simple, it in essence is not. Certain barriers present themselves throughout the process. Those barriers are factors that have a negative impact on the communication process. Some common barriers include the use of an inappropriate medium (channel), incorrect grammar, inflammatory words, words that conflict with body language, and technical jargon. Noise is also another common barrier. Noise can occur during any stage of the process. Noise essentially is anything that distorts a message by interfering with the communication process. Noise can take many forms, including a radio playing in the background, another person trying to enter your conversation, and any other distractions that prevent the receiver from paying attention.
Successful and effective communication within an organization stems from the implementation of the communication process. All members within an organization will improve their communication skills if they follow the communication process, and stay away from the different barriers. It has been proven that individuals that understand the communication process will blossom into more effective communicators, and effective communicators have a greater opportunity for becoming a success.
I have a suggestion related communication that is we have to make secure communication so no one can cheat or collect or change our information without our permission and same method of security used by other company by which we are dealing so that its become easy to understand and reliable for both. it should be encrypting or hopping used and at other end decrypting and dehopping.