2. Meaning and Definition-
According to W. H. Newman and C. F. Summer,
“Communication is an exchange of facts,
ideas, opinions or emotions by two or more
persons.”
Business communication is information
sharing between people within and outside an
organization that is performed for the
commercial benefit of the organization. It can
also be defined as relaying of information
within a business by its people.
4. Elements of Communication-
Business communication involves six basic elements.
They are as follows:
1. Message:
This is the subject-matter which is transmitted or passed by
the sender to the other party or group of persons. This might
be opinion, order, suggestion, attitude, feeling, view, etc.
2. Sender:
He/she is the person who intends to make contact for
passing information and understanding to other person.
3. Receiver:The person to whom the message is meant for is
known as receiver or communicate.
5. 4. Channels:
Information is transmitted through certain channels (e.g.,
radio, television, telephone, letter, e-mail, etc.). The media is
selected by the sender considering various factors.
5. Symbols:
These are the words, actions and signs which are passed on
by the sender while communicating with the receiver.
6. Feedback:
When the receiver acknowledges the message of the sender
and responds back to him/her, feedback takes place. Without
feedback communication is incomplete
6.
7. Verbal communication can also be called as Oral
communication. In very simple terms, any communication
that happens orally between people is known as verbal
communication. The objective of such communications is
to ensure that people understand whatever you want to
convey.
Non-verbal communication includes facial expressions,
the tone and pitch of the voice, gestures displayed
through body language (kinesics) and the physical
distance between the communicators (proxemics).
Nonverbal communication is the process of sending and
receiving messages without using words, either spoken or
written. Also called manual language.
8. The Written Communication refers to the process of
conveying a message through the written symbols. In
other words, any message exchanged between two or
more persons that make use of written words is called
as written communication. The written communication
is the most common and effective mode of business
communication. In any organization, the electronic
mails, memos, reports, documents, letters, journals, job
descriptions, employee manuals, etc. are some of the
commonly used forms of written communication.
9. Features of Business
Communication:
i) Conciseness
In business communication whatever one has to say
should be very brief, to the point, concise.
(ii)Clarity
To ensure clarity the message should be presented
in a very simple manner. One should use accurate,
simple and familiar words and short sentences.
10. (iii)Simplicity
To attain simplicity in writing; simple words and short sentences
should be used. Complex sentences should be avoided.
(v)Consideration
Consideration refers to the receiver. What we are going to convey
should be understandable from the receiver’s point of view.
(vi)Concreteness
It is the essential requirement of effective business communication.
To bring concreteness in communication, the following guidelines
should be followed:
Use visual aids like graph, charts, tables and diagrams
Use specific facts and figures
Use active voice
11. (vii)Accuracy
It is very important to maintain accuracy in
business communication. Inaccurate
expressions may hamper the effect of business
communication. Accuracy in terms of
information, facts, figures, grammar, usage of
words, spellings, punctuation marks needs to be
maintained by an efficient communicator..
13. Exchanging information: Communication is
mainly the exchange of information between two
or more parties.
Preparing plans and policies: Communication
helps in preparing organizational plans and
policies.
Execution of plans and policies: For timely
implementation of plans and policies, managers
must disseminate those in the whole organization
14. 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.
Solving problems: Through various communication
channels, the managers can be informed of various
routine and non-time problems of the organization and
accordingly they take the necessary actions of steps to
solve the problems.
Increasing employee’s efficiency: Communication
also helps in increasing the efficiency of employees
15. Making decisions: Making timely decisions
requires updated information. Through effective
communication, managers can collect information
from different corners and can make the right
decisions.
Improving industrial relation: Industrial relation
is the relation between workers and management
in the workplace. Good industrial relation is
always desired for business success.
Communication plays a vital role in creating and
maintaining good industrial relation
16. Objectives of Business
Communication:
Giving Information:
The primary object of communication is to make the members of an
organisation aware of its goal and acquaint them with all the relevant
information.
Conveying Suggestion:
Communication helps in conveying suggestions, opinions and ideas.
The workers who are actually engaged in the work know better the
loopholes in it and can suggest to the managers the ways to plug the
loopholes.
Advice:
One of the objectives of business communication is to advise an
individual or a group of people. The manager advises the
subordinates about the ways and means of better performance.
17. Motivation:
Communication is made to inspire, to motivate, and to create
a sense of loyalty among the employees. Through
communication their morale is boosted up and it leads to
better performance. Regular communication is necessary for
motivating the employees and infusing in them a positive
attitude towards work and a healthy relationship with the
managers. This, ultimately, increases managerial efficiency.
Training:
Communication is the key to all these kinds of training. Such
communication can be made through classroom teaching,
lectures, seminars, short courses, conferences, educational
tours, film shows, etc.
18. Instruction, Guidance and Counselling:
One of the objectives of business communication is
to manage the employees by means of imparting
instruction, providing guidance and arranging for
counseling.
Giving Warning and Appreciating Good Work:
It is very much necessary to appreciate a good
worker. It will encourage him/her to strive for better
performance and greater involvement. It makes the
employee conscious about his/her responsibilities
19. Resource Utilisation:
Communication checks wastage of the
resources of the organisation and helps their
better utilisation.
Management Efficiency:
One of the objectives of business
communication is to increase efficiency of the
management.
