BUSINESS COMMUNICATION IMPORTANCE & TYPES.pptx

DEFINITION ABOUT BUSINESS COMMUNICATION IMPORTANCE & TYPES

1. BUSINESS COMMUNICATION IMPORTANCE & TYPES

2. Business communication process of sharing information between people within the workplace and outside a company . how employees and management interact to reach organizational goals. purpose is to improve organizational practices and reduce errors . to work on both communication skills and communication processes to achieve effective business communication.

3. Effective business communication how employees and management interact to reach organizational goals. purpose is to improve organizational practices and reduce errors. important to work on both communication skills and communication processes to achieve effective business communication.

4. I mportance O f Business C ommunication Presenting options/new business ideas Making plans and proposals (business writing) Executing decisions Reaching agreements Sending and fulfilling orders Successful selling Effective meetings Providing feedback to employees and customers

5. Democratization  in Business Boost motivation and morale employees in Business To build a better relationship among subordinates and with superiors ,between a business and client in Business Job satisfaction of employees in Business Higher productivity in Business For efficient functioning of the business Helps in decision making in Business Proper planning in Business Minimize conflicts among empolyee in Business

6. ETIQUETTE OF BUSINESS COMMUNICATION

7. Clarity and conciseness: Be clear and concise in your communication. Avoid unnecessary jargon or overly complex language. Clearly express ideas to ensure that message is easily understood. Professional tone: Maintain a professional and respectful tone in all written and verbal communication. Use formal language, and avoid slang or overly casual expressions, especially in written correspondence. Grammar and spelling: Pay attention to grammar, punctuation, and spelling. Mistakes can undermine the credibility of communication . Review and proofread messages before sending them.

8. Timeliness: Respond to messages in a timely manner. Acknowledge receipt of emails promptly, and if a more detailed response is needed, communicate a realistic timeline for providing it. Appropriate language: Use language that is appropriate for the context and audience. Avoid offensive or discriminatory language, and be mindful of cultural differences that may influence communication norms . Professional greetings and sign-offs: Use appropriate greetings and sign-offs in emails and other written communication. “Dear,” “Sincerely,” and “Best regards” are common examples. Tailor your choice based on the formality of the communication. Subject lines: Craft clear and relevant subject lines for emails. This helps recipients quickly understand the purpose of the message and prioritize their responses.

9. Respect for privacy: Respect the privacy of others. Avoid sharing sensitive or confidential information without proper authorization, and be mindful of data protection regulations. Active listening: Practice active listening in verbal communication. Give your full attention, avoid interrupting, and ask clarifying questions to demonstrate understanding. Professional formatting: Format written communication in a professional manner. Use standard fonts and formatting conventions, and ensure that the layout is visually appealing and easy to read.

10. Types of Business Communication

11. communication in a typical organization INTERNAL BUSINESS COMMUNICATION LATERAL BUSINESS COMMUNICATION EXTERNAL BUSINESS COMMUNICATION

12. EXTERNAL BUSINESS COMMUNICATION.

13. E xternal B usiness C ommunication. Any communication that deals with clients, potential clients, vendors, or partners is considered external communication . An organization communicates with Governmental agencies, Both organizations, customers, clients and Public is called external communication The media employed may be written media like letters, reports, proposals or visual media like posters, advertisements video tapes or electronic media like faxes, telegrams, e-mails, telexes. The communication might also be through teleconferences, face-to-face meetings, panel discussions or presentations, exhibitions and such events.

14. interactions with people outside of the organization. These people can be clients, stockholders, suppliers, partners, regulatory organizations, etc. Email, ads, brochures, newsletters, content marketing, and other forms of external communication are common. External communication aims to facilitate communication among various organizations or entities.

15. LATERAL BUSINESS COMMUNICATION

16. Lateral Business Communication Communication among co-workers in the workplace is referred to as lateral communication. This could be interdepartmental communication or even departmental business. The importance of business communication between co-workers, whether verbal or written, is referred to as lateral or horizontal communication. involve inter-departmental communication or communication across departments, as well as communication between persons of the same or similar status within a corporation. essential to accomplish intended objectives.  communication occurs among personnel with equivalent hierarchy levels. Horizontal or lateral communication is essential for seeking cooperation and mutual support to achieve the functional effectiveness of distinct organizational units.

17. INTERNAL BUSINESS COMMUNICATION.

18. I nternal B usiness C ommunication. Every organization has the necessity to maintain appropriate communication with its branches, staff and employees is called internal communication. Internal communication is an essential feature of an organization’s administrative structure. In modern times, the Human Resource Department plays an important role in maintaining internal communication.

19. Anything that is sent from a subordinate to a manager or someone higher up the organizational hierarchy is considered to be this form of business communication Internal business communication refers to communication between members of an organization. Both formal and informal communication are included in this conversation. Internal communication also includes many departments that communicate with employees through various channels. Internal communication should be effective since it is an important means of viewing and representing organizational concerns.  Effective internal business communication can boost employee job satisfaction, productivity, and efficiency while minimizing grievances and boosting revenues.

20. Example in the context of globalization, business has become highly competitive. Business houses have the need to maintain good channels of internal communication. The central organization or corporate office should keep its branches well informed of new policies and policy changes. The growth in business, the future projections for business, increased specializations make a great demand on the central office to maintain an uninterrupted flow of internal communication. Employees need to be motivated and exposed to the business objectives and ethical ideas of a company so that they get an involvement in the work they do. Employees on production line should be aware of the targets so that they overcome obstacles. Even the shifting of the canteen and a re-adjustment of the lunch-breaks and tea-breaks have to be informed well in advance to the employees. In turn, employees should be able to tell people at higher levels their grievances, expectations and difficulties. Effective internal communication forges a strong bond between the employees and management, promotes co-operation among different sections in an establishment. It remove’s misunderstanding and aids the growth of the organization at a desirable and optimum level. Internal communication in short, ensures involvement of all the people without alienating any section.

21. I nternal business communication two types Formal Communication Informal Communication.

22. Formal Communication

23. Formal Communication Communications which are associated with a formal organisation structure and which are to be sent through the formal or officially recognised channels are called formal communications. Generally, orders, instructions, decisions, of the superior officer, etc. are communicated through this channel. Official communication taking place in an organisation is known as formal communication . Official communication is related to the status or position of the sender and receiver. Official communication generally takes place either between employees of different levels, as in the case of superior-subordinate or at the same levels, as in the case of two managers from different departments.

24. Official communication is Orderly flow of information is ensured and responsibilities can be fixed easily. Official communication has some drawbacks, like Official communication is time-consuming and flow of information is interrupted.  Official communication is used to communicate official information, such as orders, instructions, and other organisational information. Official communication can be oral or written, but it is generally recorded and filed for future reference. 

25. Informal Communication

26. Informal Communication Unofficial communication that arises from social interaction of people is known as informal communication. Informal communications are also known as 'grapevine' communications. informal communication, the formal channels of communication are not used. a person can obtain information which would take a few days for him to receive through the officially recognised organisational channel. Informal communication may be conveyed by a gesture, nod, smile etc. Unofficial communication takes place without following formal lines of communication.

27. Unofficial communication is also known as grapevine communication, as it often leads to the spread of rumours. Since formal channels cannot fulfil the need of people to exchange their views, ideas, etc., the need to communicate through Informal communication arises. informal communication does not have to follow any hierarchal order.  informal communication provides social satisfaction and fills the gaps of formal communication. informal communication is used by managers to spread information rapidly, which is not possible through formal communication, but the information transmitted is not authentic and often leads to rumours.

28. Unofficial communication that arises from social interaction of people is known as Informal Communication. Informal communication takes without following the formal lines of communication. Informal communication is also known as grapevine communication as it does not follow any hierarchical order and spreads throughout the organisation. Informal communication generates rumours, which affect people’s behaviour and hampers the work and organisational environment.  As grapevine communication transmits information rapidly, it is often used by managers to spread information. A manager should positively use informal communication and should minimize its negative aspect.

29. Examples of informal communication Employees want to exchange their ideas, viewers, etc., apart from work, which cannot be done through formal channels, this can be done through informal communication. Workers discussing about new teammates, policies, etc., with each other, discussing about a movie, etc. are a few examples of informal communication.

30. Grapevine

31. Grapevine Large organizations, where there are a large number of people working closely, generate certain informal or unofficial channels of communication. These channels exist with or without official patronage. Even if they are officially and secretly patronised, they are not authentic. This type of communication is generally called “Grapevine” communication. Grapevine communication is an informal, unofficial, horizontal channel of communication because generally peer groups participate in it.

32. types of Informal communication

33. 1. Single Strand : information passes from one person to another in sequential order.

34. 2. Gossip:  information is passed by one person to everyone on a non-selective basis.

35. 3. Probability: an individual communicates randomly with others. Information is passed randomly by one person to anyone who comes in contact with him.

36. 4. Cluster:  an individual communicates with only those people whom he trusts. Some of them keep the information to themselves and some pass it to others whom they trust. It is the most common pattern of grapevine communication.

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