business communication lessons guide in professional and personal development. .pdf

business communication lessons guide in professional and personal development.

1. Business & Professional
Communication -II
Dr. Rekha Verma (Associate Professor-UIM)

2. Communication
•Communicationisanactorprocessbywhichweconveymeaning,inan
attempttocreatesharedunderstanding.Itisatwo-wayprocess,whichis
incompletewithoutthefeedbackofthereceiver.
•ThewordcommunicationisderivedfromtheLatinword
“communicare” whichmeans“sharing”andFrenchword
“communis”whichmeans“togive”.Thereforeitissharingor
exchangeofIdeas,Views,KnowledgeandEmotionsbetweentwoor
morepersonsi.e.SenderandReceiver,whichhelpstheorganizationto
achieveitsdesiredgoals.
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3. Definition of Communication
•Peterlittledefinescommunicationas“theprocessbywhichinformation
istransmittedbetweenindividualsororganizationsothatan
understandingresponseresults.”
•AccordingtoKeithDavis,“Communicationisthetransferofinformation
andunderstandingfromonepersontoanotherperson.Itisawayof
reachingotherswithfacts,ideas,thoughtsandvalues.”
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4. Process of Communication
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5. Process of Communication
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6. Process of Communication
1.ForminganIdea(Ideation)
•Theprocessofgenerationofanideainthemindofthesenderisknown
asIdeation.
2.Encoding
•Itistheprocessofconvertingideas,feelingandfactsintowordsor
action.
3.ChannelorMediumofTransmission
4.Decoding
•Decodingistheprocessofconvertingtheencodedmessageintoaform
understoodbythereceiver.
5.Feedback
•Feedbackisthemostimportantstepintheprocessofcommunication,as
communicationisincompletewithoutfeedback.Feedbackisthe
responsegivenbythereceivertothesender.
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8. Business Communication
•Itisdefinedastheprocessbywhichmeaningsareexchangedbetween
peoplethroughtheuseofacommonsetofsymbolsthattakeplacefor
theconductofbusinesswithinandoutsideanorganization.
•Itincludesoralbusinesscommunication(presentations,meetingsand
interviewsetc.)andwrittenbusinesscommunication(alltypesofletters,
memos,noticeetc.)sentwithinanorganizationaswellasoutsidethe
organization.
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9. Importance & Significance of Communication
•Managementproblemsinanorganizationariseduetolackof
effectivecommunication.
•Businesscommunicationisnotjustanactofconveying
information.Itinvolvessystematicandcontinuousprocessof
listeningandunderstanding.Whenagapoccursinlisteningand
understandingprocess,problemarises.Thus,effective
communicationplaysavitalroleinsolvingalltheseproblemsand
smoothfunctioningoftheorganization.
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10. Importance & Significance of Communication
(cont.…)
The importance of business communication has grown due to the following
reasons:-
❖Presence of MNCs and big business conglomerates
❖Increasing importance of Technology
❖Emergence of emphasis on employee benefits
❖Importance of labor union
❖Emergence of the importance of public images
❖Emergence of modern methods of Management
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11. —Judith Glaser
“Togettothenextlevelofgreatnessdependson
thequalityofourrelationships,whichdependson
thequalityofourconversations.Everything
happensthroughconversation.”
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12. Business correspondence
Formalwrittenbusinesscommunicationistermedasbusiness
correspondence,whichispurposelydoneforachievingthepre-
determinedpurpose.
➢Characteristics or features:
➢ABC (Accuracy, brevity and clarity )
➢Simplicity
➢Persuasion
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13. Purpose of Business correspondence
•Ithelpsintheestablishmentofgoals/policiesoftheorganizationand
propagatesinformationaboutittoalltheconcernpeople.
•Businesscorrespondenceisamediumthroughwhichthestrategyforthe
achievementforthesegoals/policieswithoptimumutilizationof
infrastructureandhumanresourcesisformalized.
•Ithelpstocarryoutroutineactivitiesoftheorganizationlikerecruitment,
assessment,appraisal,promotion,increment,purchase,disseminationof
information,controlling,directing,motivating,leadingemployeesand
creatingoptimumworkcultureandclimate.
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14. Purpose of Business correspondence (cont.…)
•It helps to conduct business transactions, inform clients,
customers about services, products offered, create a need for its
services, and maintain channels for communication with other
organization (government agency or public).
•It is the mode which helps in creating goodwill and rapport and
mutual benefits is established for continued business dealings.
•It also serves as the method through which problems are stated
/solved and queries are handled.
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15. Reading Skills
•Definition:Readingskillsrefertotheabilitytounderstandand
interpretwrittenlanguage.Itinvolvesdecodingwrittensymbols,
comprehendingthemeaningofwordsandsentences,and
extractinginformationfromtexts.
•Purpose:Theprimarypurposeofreadingskillsistoacquire
information,gainknowledge,anddevelopadeeper
understandingofvarioussubjects.Effectivereadingskillsare
crucialforacademicsuccess,professionaldevelopment,and
lifelonglearning.
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16. Reading Skills
Process:
1.Pre-Reading:
•Preview the text to get an overview.
•Activate prior knowledge related to the topic.
2.During Reading:
•Read actively, engaging with the text.
•Identify main ideas and supporting details.
•Make connections between new information and existing knowledge.
3.Post-Reading:
•Summarize key points.
•Reflect on the content and its implications.
•Review and reinforce understanding.
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17. Reading Methodologies
1.SQ3R Method:
•Survey: Quickly preview the material.
•Question: Formulate questions about the content.
•Read: Actively read, seeking answers to questions.
•Recite: Recall information from memory.
•Review: Go over the material to reinforce learning.
2.KWL Method:
•What I Know: List what you already know.
•What I Want to know: Formulate questions.
•What I Learned: Summarize key points after reading.
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18. 3. Skimming and Scanning:
A. Skimming:
•Quickly read to get the main idea.
•Focus on headings, subheadings, and keywords.
B. Scanning:
•Rapidly search for specific information.
•Look for keywords and phrases.
4. Reading Comprehension:
A. Active Reading:
•Engage with the text through annotation.
•Ask questions and make predictions.
B. Inferencing:
•Draw conclusions based on evidence.
•Connect information to understand implicit meanings.
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19. 5. Academic Reading Tips:
A.Preview the Material:
•Look at headings, subheadings, and visuals.
B.Take Breaks:
•Break longer reading sessions into shorter segments.
C.Review Regularly:
•Periodically review material to reinforce learning.
D.Practice Critical Thinking:
•Analyze and evaluate information critically.
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20. 6. Note-Taking Strategies:
1.Cornell Method:
•Divide notes into sections (main ideas, details,
summary).
•Add cues for review in the left column.
2.Mind Mapping:
•Use visual diagrams to connect ideas.
3.Outline Method:
•Organize information hierarchically.
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21. Effectivereadingskillsareessentialforsuccess
ineducationandprofessionallife.Employing
variousmethodologiesandstrategiescan
enhancecomprehensionandretentionof
information.
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