MEANING OF COMMUNICATION The word communication is derived from the Latin word communis, which means common.

However, communication incorporates, besides commonality, the concepts of transfer, meaning, and information. Communication could be defined as the process through which two or more persons come to exchange ideas and understanding among them. It is in fact a process od sharing information or ideas or the knowledge with others. This simple definition of communication involves two main aspects: Process of transmission: First, something is transmitted, such as facts, feelings, and ideas. There must be a receiver id communication is to occur. The sender of the message must consider the receiver. When the receiver is not considered, there is either no response or there is wrong response. Elements of understanding: Sharing of understanding would be possible only when the person, to whom the message is meant, understands it in the same sense in which the sender of the message wants him to understand. Correct interpretation of the message is important. According to William Scott, Managerial Communication is a process which involves the transmission and accurate replication of ideas ensured by feedback for the purpose of eliciting actions which will accomplish organizational goals. He highlights four imperative points: 1) The process of communication involves the communication of ideas. 2) The ideas should be accurately reproduced in the receivers mind. 3) The transmitter (sender) is assured if the accurate replication of ideas by feedback. 4) The purpose of all communication is to elicit action. CLASSIFICATION OF COMMUNICATION Classification on the Basis of Number of Receivers 1) Intrapersonal Communication - simply when a person is talking to oneself in ones own mind. 2) Interpersonal Communication - when the exchange of message takes place between two persons.
Hand-Outs in Business Communication and Reporting [English 15b]: Number ONE Prepared By: Donali Gem Goya M. Pableo

3) Group Communication - when the interaction takes place among small or large groups, like an organization, club, classroom. All individuals retain their identity. 4) Mass Communication - when the message is sent to large groups of people, for example, by newspaper, radio, or television. Each person becomes a faceless individual with almost no opportunity for personal response or feedback. Classification on the Basis on Medium Employed 1) Verbal Communication - communication with words, written or spoken. Consists of speaking, listening, writing, reading and thinking. 2) Non-verbal Communication - it includes using pictures, signs, gestures and facial expressions. It is done through sign language, action language, and object language. It flows through all acts of speaking and writing. THE ROLE OF COMMUNICATION IN BUSINESS Communication is the backbone of an organization. 1) Lifeblood of Business - no business can develop in the absence of effective communication. 2) Business Functions through Communication - the ingredient that makes organization possible. - vehicle through which the basic management functions are carried out. 3) Factors Determining Quantum of Communication a) The nature of the business - some businesses such as insurance companies have a much greater need to communicate than do others such as janitorial services. b) The volume of communication - generate much of the information flow
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c) The people who make up the organization - varying combinations of people produce varying needs for communication. Success of Communication is the Success of Business Business communication may make or break relations. MAXIMUM TIME SPENT IN COMMUNICATION

because a business organization depends on its ability to satisfy customers needs, the organization must communicate effectively with these customers. In todays complex business society, organizations depend on one another in manufacturing, distributing and services this interdependence creates needs for communication.

3) PERSONAL COMMUNICATION According to one generally accepted estimate, between 40 and 60 per cent of the work time spent in a typical manufacturing plant involves some form of communication. Some employees spend much more of their time communicating. In fact, the higher up the organization structure the employee is, the more communicating he or she is likely to do. Typically, sop executives spend from 75 to 95 per cent of their time communicating. Unskilled laborers, on the other hand, need to communicate less in order to do their work. MAIN FORMS OF COMMUNICATION IN BUSINESS 1) CONTEXT 1) INTER-OPERATIONAL COMMUNICATION all the communication that occurs in conducting work within a business. done to implement the businesss operating plan (procedure that the business has developed to do whatever it was formed to do). includes the orders and instruction that supervisors give to the workers, as well as oral exchanges among workers about work matters. e.g. reports workers prepare concerning sales, production, inventories, finance, maintenance; email messages much is performed on computer networks broad field that includes country, culture, organization, and external and internal stimuli. all the incidental exchange of information and feelings in which human beings engage whenever they come together. Human beings are social animals they have a need to communicate, and they would communicate even when they have little or nothing to say.

COMPONENTS OF COMMUNICATION Simply stated, communication is a two-way process of exchanging ideas or information.

External Stimulus - prompts you to send a message - stimulus outside of a person Internal Stimulus - has a complex influence on how you translate ideas into a message. - your own worldview affects the choices you make in language. Your attitude, opinions, emotions, past experiences, likes and dislikes, education, job status and confidence in your communication skills all influence the way you communicate your ideas. - especially important is your ability to analyze your receivers culture. 2) SENDER-ENCODER - you try to use symbols - usually words that expresses your message so that the receiver(s) will understand it react with the response you desire. After considering all the other factors, you
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2) EXTERNAL-OPERATIONAL COMMUNICATION part of an organizations structured communication which is concerned with achieving the organizations work goals that is conducted with people and groups outside the organization. e.g with publics-suppliers, service companies, customers, general public

Hand-Outs in Business Communication and Reporting [English 15b]: Number ONE Prepared By: Donali Gem Goya M. Pableo

decide which symbols best convey your message and which message channel will be the most effective among the oral and written media. 3) MESSAGE - core idea of that you wish to communicate - both verbal and non-verbal symbols 4) MEDIUM - channel used - can be printed word, electronic mail, or sound. - choice of medium is influenced by the relationship between the sender and receiver Written Channel often preferred when the message is long, technical, or formal in nature, and when the message must be documented. Oral Channel effective when the message is urgent or personal or when immediate feedback is important.

5) RECEIVER-DECODER - is influenced by context and by his or her mental filter. - reader or listener 6) FEEDBACK - can be oral or written - sometimes, silence is used as a feedback, though it is almost, always ineffective - senders need feedback in order to determine the success or failure of the communication

Reference: Kumar, Raj. Basic Business Communication, 2010. Excel Books.

Hand-Outs in Business Communication and Reporting [English 15b]: Number ONE Prepared By: Donali Gem Goya M. Pableo