Assignment

Subject : business communication & report writing

Topic : The foundation of business communication

Class : M.B.A 1st smester (section A)

Submitted by : Zunaira khalid

Roll number : 1938

Submitted to : Ma'am Lubna Azam

Date of submission : 23rd-October-2019

Government commerce college Gujrat

Table of contents :

 Introduction
 Definitions of communication
 Foundation of business communication
 Importance of bussiness communication
 Processes of communication

Sender Transmission Noise Receiver Feedback

 Types of Communication
 According to area of operation

Internal communication External communication

 According to relationships

Formal communication Informal communication

 According to directions

Downward communication Upward communication Vertical communication

Horizontal communication Diagonal communication

 According to means

Verbal communication Non-verbal communication Written communication

 Barriers of communication

Language barrier No feedback Emotional Distraction Personal behavior

Much information Distraction Presentation Medium

 Conclusion
 References

Introduction
The word “Communication is derived from the Latin word 'Communis' which means to make
common, to transmit to impart or to share between two or more persons or groups.”
Communication is the natural aspect of man's life. Communication is as old as human, human
being himself starts communicating from birth. When a baby cries it is communicating its need
for attention or milk, when it gurgles (happy) it is expressing its sense of satisfaction.
Man has always tried to share his thoughts, experiences and feelings with others. We achieve
our goals according to our ability to communicate effectively. Communication is the basis of all
Socio-economic, Political and Cultural activities. There can be no society without
communication.

Definitions of Communication
According to W.H. Newman and C.F. Sumer Jr. the definition of communication are follow:

 “Communication is an exchange of facts, ideas, opinions or emotions by two or more

persons.”
 According to Keith Davis the definition of communication are follow:
 “Communication is the process of passing information and understanding - from one
person to another.”
 According to Peter Little the definition of communication are follow:
 “Communication is the process by which information is transmitted between individuals
or organizations so that an understanding response results.”

Foundation of business communication

Business communication is the process of communicating for the purpose of business
transactions for ensuring mutual understanding and business benefit. ... It involves a give
antional between the sender and the receiver(s) in order to establish a common understanding.

Importance of bussiness communication

Exchanging information: Communication is mainly the exchange of information between two or
more parties. Through communication, organizations exchange information with internal and
external parties. Communication also brings dynamism in organizational activities and helps in
attaining goals.Preparing plans and policies: Communication helps in preparing organizational
plans
and

policies. Realistic plans and policies require adequate and relevant information. The managers
collect required information from reliable sources through communication.

Execution of plans and plaices: For timely implementation of plans and policies, managers must
disseminate those in the whole organization. In order to disseminate the plans and policies to
the internal and external parties, managers rely on communication.Increasing employee’s
efficiency: Communication also helps in increasing the efficiency of employees. With the help of
communication, organizational objectives, plans, policies, rules, directives and other complex
matters explain to the employees that broaden their knowledge and thus help them to be
efficient.Achieving goals: Effective communication helps the employees at all levels to be
conscious and attentive. It ensures timely accomplishment of jobs and easy achievement of
goals.

Communication Process
The communication is a dynamic process that begins with the conceptualizing of ideas by the
sender who then transmits the message through a channel to the receiver, who in turn gives the
feedback in the form of some message or signal within the given time frame. Thus, there are
Seven major elements of communication process:
  Process Sender:
Communication starts with the sender, who is the initiator of the message. After generating an
idea, the sender encodes it in a way that can be comprehended by the receiver. Encoding refers
to the process by which the sender translates his thoughts into series of verbal and non-verbal
actions that he feels will communicate the message to the intended receiver. For example,
translating the thought into any language.

 Process Transmission:
The information that the sender wants to communicate is transmitted over a channel through
which the message travels to the receiver. A channel connects the sender to the receiver.
Channels for communication may include a memorandum, a computer, a telephone, a telegram,
or a television.The choice of a channel depends on the communication situation. For instance,
when dealing with confidential information, direct face-to-face interaction or a sealed letter are
more effective channels than a telephone conversation.

 Process Noise:
Noise is anything that has a disturbing influence on the message. Since noise hinders
communication, the sender should choose a channel that is free from noise. Noise may occur at
the sender’s end, during transmission, or at the receiver’s end.Examples of noise include:

 Ambiguous symbols that lead to faulty encoding

 A poor telephone connection
  An inattentive receiver
 Faulty decoding (attaching the wrong meaning to the message)
 Prejudices obstructing the poor understanding of a message
 Gestures and postures that may distort the message

Process Receiver:
The receiver is the person to whom the message is transmitted. In order to decode the
message, the receiver has to be ready to receive the message. That is. the receiver should not
be preoccupied with other thoughts that might cause him to pay insufficient attention to the
message. Decoding refers to the process of translation of symbols encoded by the sender into
ideas that can be understood.Communication can be considered effective only when both the
sender and the receiver attach similar meanings to the symbols that compose the message. For
example, a message in technical jargon requires a recipient who understands such terms.
Communication is not complete unless it is understood by both the sender and the receiver.

Process Feedback
A message generated by the receiver in response to the sender’s original message is known as
feedback. Feedback is necessary to ensure that the message has been effectively encoded,
transmitted, decoded and understood.It helps a sender evaluate the effectiveness of his
message, so that he can modify his subsequent messages. Feedback also confirms whether
there has been any change in the behavior of the individual.

Types of Communication
 According to Area of Operation:

 Internal Communication:
‘Internal Communication’ is a process of communication made within the organisation between
the superiors and subordinates or between peer persons or between two or more groups. It
may be formal or informal, oral or written. It may flow upward, downward or horizontal as per
requirement. The oral means of internal communication are face-to-face discussion, verbal
instruction, message, telephone, intercom, meeting, conference or seminar, speech, etc. The
written methods include notice, circular, memo, report, chart or graph, bulletin, e-mail, fax, etc.

 External Communication:
A business organisation needs to communicate with the external agencies like customers,
suppliers, investors, other business houses, banks, insurance companies, government offices,
etc. Such communication may be called ‘External Communication’ as its area of operation is
with the people outside the organisation.International business organisations need to
communicate with foreign individuals, government agencies/organisations, etc. Oral external
communication is made through face-to-face discussion, meeting, conference, seminar,
telephone, speech, etc. The written process includes notice, letter, telegram, report, e-mail,
advertisement, fax, press release, etc.

According to Relationship:

 Formal Communication:
‘Formal Communication’ is the transmission of information or direction in formal organisation
structure. Formal communication maintains superior-subordinate relationship. When a manager
directs his deputy manager to carry out some task, it is an instance of formal communication.
Formal communication directs the employees in a definite manner to know what the managers
intend them to do and is generally codified and expressed in writing in manuals, handbooks,
bulletins, annual reports, etc. So, it is rigid and thus lacks the quality of flexibility.

 Informal Communication:
‘Informal Communication’ is the communication between the members of a group or more than
one group—not on the basis of formal relationships in the organisational structure but on the
basis of informal relations and understanding among the people at the same or different levels.
It is referred to as the ‘grapevine’ which indicates informal means of circulating information or
gossip. It does not follow any structural route or process. It moves towards any direction. It is
direct, spontaneous, flexible, unplanned, and fast-flowing.

According to Direction

 Vertical Communication:
Upward and d4ownward flows of communication constitute ‘Vertical Communication’. In such
type of communication message or information is transmitted from the higher authority to the
subordinates, and vice versa.

 Downward Communication:
Downward communication means the flow of information or understanding from the persons
occupying higher positions to those at lower levels. It usually passes through written orders,
reports and manuals and is the most common feature of all business organisations. In the
organisation, people at lower levels have a high degree of fear and respect towards such
communication which leads to high degree of its acceptance.

 Upward Communication:
Communication is said to be upward when it moves from the subordinates to the superior
managers. Submission of reports and suggestions, opinions and attitudes, complaints and grie-
vances belong to this category. ‘Upward Communication’ is less common because it is less
favoured by the top managers due to its troublesome and perplexing nature.

 Horizontal Communication:
‘Horizontal or Sideways Communication’ takes place between two subordinates or managers at
the same level and under the same superior. It is specially important in large or decentralized
organisations. Staff people help to transmit information among the positions and units at the
same level.

 Diagonal Communication:
Communication among the executives or employees of different departments is called ‘Diagonal
Communication.’ No definite direction is followed—upward, downward and horizontal
communication takes place in it. Both oral and written means of communication are used. It is
mainly informal. A good relation between the subordinates and superiors is built up. It is very
useful in solving the problems and avoiding conflict, but the chances of spreading rumors are
high.
 According to Means

 Verbal Communication:
‘Verbal or Oral Communication’ implies the transmission of orders, messages or suggestions
through spoken words. It may be face-to-face or through a speaking instrument like
telephone.Verbal communication may pass directly between one person and another or group
or indirectly through meetings and conferences. Whatever tool is used, it saves much time and
permits personal contact. This fosters a friendly and co-operative spirit, ensures quick
understanding and proper explanation, encourages questions and answers, and stimulates
interest.

 Non-verbal communication :
Nonverbal communication is the transfer of information through the use of body language
including eye contact, facial expressions, gestures and more. Verbal communication is the use of
language to transfer information through written text, speaking or sign language.Nonverbal
communication is important because it gives us valuable information about a situation including
how a person might be feeling, how someone receives information and how to approach a
person or group of people.Paying attention to and developing the ability to read nonverbal
communications is an invaluable skill you can leverage at every stage of your career.

 Gesture
 Posture
 Eye contact
 Sign language etc.
 Written communication
communication is the act of writing, typing or printing symbols like letters and numbers to
convey information. It is helpful because it provides a record of information for reference.
Writing is commonly used to share information through books, pamphlets, blogs, letters,
memos and more. Emails and chats are a common form of written communication in the
workplace

Barriers of communication
Communication is not always successful. Several things can prevent the message from reaching
the intended recipient or from having the desired effect on the recipient. There may be some
fault in the communication system which may prevent the message from reaching. Some of
these defects are in the mechanical devices used for transmitting – medium, some are in tools
we use for communication – language, and some are in nature of persons who are engaged in
communication – the sender and recipient / receiver. It can be divided into three broad groups:
Listening, Speaking and Environmental.

 Language Barriers
Just like diversified culture, you end up working with people speaking different languages. An
Arab (speaking Arabic) might visit India (language: Hindi) for his company’s Raw Materials
supply. Here, there will be a lot of distortion and misinterpretation even in direct contact
between the two people.

 Limited Or No Feedback
Sometimes people send messages and information that do not require feedback or do not allow
it. Here if the information is misrepresented or misinterpreted, then there is no way to clear the
doubt the receiver has about the message and hence, unable to properly comply.

 Emotional Distractions
Emotions play a big role in effective communication. People can be shy, confident or just plain
blunt and may not allow full or honest feedback to the receiver. Sometimes people are good
listeners but because of the emotion in the tone the manager or a higher authority exerted, the
employee feels he does not have the authority or confidence to reply back.

 Distractions
Imagine yourself in a meeting, you are discussing important strategies for the company and
there are people arguing outside the room, or maybe there is a game on and people are all
gathered together. Such noise and distractions create distortions in effectively conveying
messages to the receiver while the sender gets distracted.

 Personal Behavior
People have their own attitudes, quirks and perceptions of things. Some people just don’t
bother spending too much time in conveying messages and expect people to just understand.
Such behavior can be a serious barrier in communication.

 Too much information

Sometimes going into too much detail can also be a distortion. You should try to keep the
messages simple, plain and to the point with hard facts. That is the best form of effective
communication.

 Presentation
The way a message is represented is crucial. If a “Stop” sign on the middle of a road were not on
laminated material or was too small or didn’t have the word STOP, people would have to spend
too much time figuring out what the sign meant and that time is simply wasted. It could also
mislead.

 The Medium
Finally, the medium of communication must be as short as possible. Like in the previous
example of the CEO, if the medium of communication is too long and takes too much time, then
the message is likely to be late and loose significance. Use direct e-mails, memos or direct
contact instead.

Conclusion:
Effective communication matters to organizations. Communication may break down as a result
of many communication barriers that may be attributed to the sender or receiver. Therefore,
effective communication requires familiarity with the barriers. Choosing the right channel for
communication is also important, because choosing the wrong medium undermines the
message. When communication occurs in the cross-cultural context, extra caution is needed,
given that different cultures have different norms regarding nonverbal communication, and
different words will be interpreted differently across cultures. By being sensitive to the errors
outlined in this chapter and adopting active listening skills, you may increase your
communication effectiveness.

References :
 http://articles-junction.blogspot.com/2013/07/meaning-of-communication-definition-
of.html?m=1
 https://wikieducator.org/INTRODUCTION_TO_COMMUNICATION
 https://www.google.com/amp/s/thebusinesscommunication.com/importance-or-role-
of-business-communication/%3famp
 https://www.businessmanagementideas.com/communication/processes/5-main-
processes-of-communication-with-diagram/3084
 http://www.yourarticlelibrary.com/management/communication/types-of-
communication-with-diagram/70191