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BC week-1 notes

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19 views4 pages

BC week-1 notes

Uploaded by

arefin0019
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Introduction to Business Communication

Definition of Communication

Communication is derived from the Latin term "communicare", which means to share or make
common. It is a dynamic process that involves understanding and sharing meaning among
individuals. Various factors, including time, context, and the individuals involved influence this
process. Understanding refers to how we perceive and interpret messages while sharing implies
collaborative actions that stem from communication.

Definition of Business Communication

Business communication encompasses the exchange of information between individuals within


an organization and with external stakeholders. It can take various forms, such as written,
verbal, and nonverbal communication. Effective business communication is essential for
collaboration, decision-making, and relationship-building among employees, clients, suppliers,
and the public.

Importance of Communication

● Influences Self-Perception: The way we communicate shapes our self-concept and


influences how we perceive others.
● Facilitates Learning: Communication is crucial for acquiring new knowledge and skills,
enabling individuals to learn effectively.
● Represents Individuals and Organizations: Communication reflects personal and
organizational identities, impacting reputation and relationships.

Communication Process

Essential Components:

1. Sender/Source: The individual or group initiating the communication. The sender


encodes the message using words, symbols, or gestures to convey meaning.
2. Message: The core information, idea, or emotion that the sender intends to
communicate. Messages can be verbal (spoken or written), non-verbal (body language),
visual (images), or a combination.
3. Encoding: The process of converting the message into a transmittable form. This
involves selecting appropriate language, tone, and format based on the context.
4. Channel: The medium through which the message is transmitted. Common channels
include face-to-face conversations, emails, phone calls, video conferences, and social
media platforms.
5. Receiver: The intended recipient of the message who must decode it to understand its
meaning.
6. Decoding: The process by which the receiver interprets the encoded message. Effective
decoding requires familiarity with the sender's language and context.
7. Feedback: The response from the receiver back to the sender indicating whether the
message was understood as intended. Feedback can be verbal (comments) or
non-verbal (nodding).
8. Noise: Any interference that disrupts or distorts the message during transmission. Noise
can be physical (background sounds), psychological (preconceived notions), or semantic
(language barriers).

Importance of Business Communication

1. Facilitates Information Exchange: Effective communication ensures that relevant


information flows smoothly within an organization, enabling employees to perform their
tasks efficiently.
2. Enhances Decision-Making: Clear communication provides necessary data and
insights for informed decision-making regarding options and strategies.
3. Builds Relationships: Strong communication skills help establish and maintain positive
relationships among colleagues, clients, and partners, fostering collaboration and trust.
4. Promotes Teamwork: Good communication fosters a collaborative environment where
team members can share ideas, resolve conflicts, and work towards common goals.
5. Improves Customer Relations: Effective communication with clients addresses their
needs promptly, leading to better customer satisfaction and loyalty.
6. Enhances Organizational Culture: Open and honest communication contributes to a
positive workplace culture where employees feel valued and engaged, resulting in higher
morale and productivity.

Desired Skills in Business Communication

Employers seek various personal qualities or skills in potential candidates:

1. Communication Skills: Proficiency in both verbal and written forms.


2. Strong Work Ethic: Demonstrating reliability and commitment to tasks.
3. Teamwork Skills: Ability to collaborate effectively with others.
4. Initiative: Willingness to take proactive steps without being prompted.
5. Analytical Skills: Capability to assess situations critically and make informed decisions.

Models of Communication

1. Transactional Model: This model emphasizes that communication is a simultaneous


process where senders and receivers interact dynamically rather than sequentially.
2. Constructivist Model: This model focuses on how shared meanings are created
through communication processes among individuals.
Types of Communication

1. Intra-communication: Self-talk that occurs within an individual.


2. Inter-communication: Conversations between two people.
3. Group Communication: Interactions within small groups.
4. Public Communication: Addressing larger audiences through various media platforms.
5. Mass Communication: Dissemination of information to broad audiences through
traditional media outlets.

Types of Communication

1. External Communication
● Can be categorized as inward (internal messages) or outward (messages
directed outside).
● Forms include formal (structured) or informal (casual), oral (spoken) or written
(documents), manual (physical) or mechanical (digital).

2. Internal Communication
● Includes downward communication (from management), upward communication
(from employees), and horizontal communication (peer-to-peer).
● Can be formal (emails, reports) or informal (casual conversations).
● Involves oral (spoken), written (documents), and non-verbal cues (body
language), as well as manual or mechanical methods.

Barriers to Communication

Barriers Between People:

1. Differences in Perception: Individual interpretations can vary widely based on personal


experiences.
2. Incorrect Filtering: Misunderstanding messages due to selective attention where some
information is ignored.
3. Language Problems: Language barriers can hinder effective communication between
individuals who speak different languages.
4. Poor Listening Skills: Inattentiveness during conversations can lead to
miscommunication.

Barriers Within Organizations:

1. Differing Emotional States: Emotions can significantly affect how messages are
received and interpreted.
2. Differing Backgrounds: Cultural differences may lead to misunderstandings in
communication styles.
3. Information Overload: Excessive information can overwhelm recipients and hinder
effective understanding.
4. Message Complexity: Complicated messages can confuse receivers if not
communicated clearly.
5. Inadequate Communication Structure: Poorly defined channels can disrupt the flow of
information within an organization.
6. Lack of Trust: Distrust among team members can impede open communication.
7. Closed Communication Climate: A non-supportive environment discourages sharing
ideas openly.

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