Effective Business Communication Skill Enhancement.pptx

Effective business communication skill

1. Effective Business Communication Skill Enhancement Training May 23, 2020 Mizan-Aman

2. Contents Introduction to Communication Concept of Business Communication Importance of Business Communication Types of Communication Nature of Business Communication Principles of Effective Business Communication Objectives of Business Communication Effective Business Communication Skills Barriers of Business Communication Ten Commandments’ of Good Business Communication

3. Learning Objective of the Training To buildup active Communication skills that improves lines of business communication with others. Learn principles of Effective Business Communication To be aware of our own communication barriers. To learn different phrases/strategies that improve how we respond to others. To improve and learn the do’s and don’t’s of communicating with others

4. INTRODUCTION TO COMMUNICATION “ You cannot not communicate”

5. we cannot remain without communication even if we feel as we have not communicated anything but still we have commutated everything. Communication has enabled us to organize - to work in groups; and through organization, we have been able to overcome barriers to our existence that we could not have subjugated individually

6. The Concept of Communication The word communication has been derived from the Latin word ' communis ' that means ‘common ’ . However, communication incorporates, besides commonality, the concepts of transfer, meaning and information. The communication can be defined as the process through which two or more persons come to exchange ideas and understanding among them.

7. The definition involves two aspects in communication First, there is something, which is transmitted, such as, facts, feelings, ideas, etc. It implies that there must be a receiver if communication is to occur. The sender of message must consider the receiver while structuring his message from a technical standpoint as well as in delivering it. When the receiver is not considered, there is either no response or there is wrong response.

8. Second, the definition emphasizes the understanding element in the communication . Sharing of understanding would be possible only when the person, to whom the message is meant, understands it in the same sense in which the sender of the message wants him to understand.

9. Cont… Thus, communication involves something more than mere transmission of the message or transmission and physical receipt thereof. The correct interpretation of the message is important from the point of view of organizational efficiency. As such, the greater the degree of understanding present in the communication, the more the likelihood that human action will proceed in the direction of accomplishment of goals.

10. Cont… “ Communication is the process by which information is transmitted between individuals and / or organizations so that an understanding response results.”

11. four imperative points : 1 . The process of communication involves the communication of ideas. 2. The ideas should be accurately replicated (reproduced) in the receiver's mind, i.e., the receiver should get exactly the same ideas as were transmitted. 3. The transmitter is assured of the accurate replication of the ideas by feedback , 4. The purpose of all communication is to elicit action .

12. Importance of Business Communication success of business also depends on communication between employees and owner, Owner and manager, manager and employees, salesman and customers etc.

13. The importance of business communication as follows; Instructions Motive Integration Motive Information Motive Evaluation Motive For direction For teaching For influencing : For image building

14. Just as communication is vital to our existence In fact, we could go so far as to say that organizations exist through communication; without communication, there would be no organizations. As Herbert Simon expresses it, "Without communication there can be no organization , for there is no possibility then of the group influencing the behavior of the individual."

15. Types of Communication Business communication is somewhat different and unique from other types of communication since the purpose of business is to make money . Thus, to develop profitability, the communicator should develop good communication skills .

16. Broadly Classified As Internal Communication External Communication Interpersonal Communication

17. 1. Internal Communication Communication within an organization is called Internal Communication. It may be informal or a formal function of the firm. Upward Communication, Downward Communication Horizontal Communication

18. External Communication Communication with people outside the company is called E xternal C ommunication . Supervisors communicate with sources outside the organization, such as vendors and customers.

19. Channels of Business Communication Web-based communication Video conferencing E-mails Reports Presentations Telephoned meetings Social Medias (Face book, Whatsapp , Imo, Telegram, Linkdin etc Face-to-face meetings

20. Interpersonal Communication

21. Cont… Personal communication is all the incidental exchange of information and feelings in which human beings engage whenever they come together. Human beings are social animals.

22. II. Effective Communication Skills “ She's so cold and uncommunicative . She never shows any emotion. Why does he talk like that? I wish he would get straight to the point instead of beating around the bush that way. He's so direct and brash. Doesn't he know that it's rude to keep people waiting like this? He's an hour late! She talks so much. I get tired just listening to her talk…”

23. 7CS and 4Cs In any business environment, adherence to the 7 C's and the 4 S's helps the sender in transmitting his message with ease and accuracy .

24. 7Cs Credibility Courtesy Clarity Correctness Consistency Concreteness Conciseness

25. Credibility ---------------- Builds trust Courtesy ------------- Improves relationships Clarity ---------- Makes comprehension easier Correctness --------- Builds confidence Consistency --------- Introduces stability Concreteness ---------- Reinforces confidence Conciseness ------------- Saves time

26. 4S's of Business Communication Shortness Economizes Simplicity Impresses Strength Convinces Sincerity Appeals

27. III. Barriers of Communication

28. 1. External Barriers Semantic Barriers : Semantic barriers are obstructions causes in the process of receiving or understanding of the message during the process on encoding and decoding ideas and words. Badly Expressed Message : Lack of clarity and precision in a message makes it badly expressed. Poorly chosen and empty words and phrases, careless omission, lack of coherence, bad organization of ideas, awkward sentence structure, inadequate vocabulary, platitudes, numbering repetition jargon, failure to clarify implications are some common faults found in this case.

29. Specialist's Language: It is often found that technical personal and special groups tend to develop a special, peculiar and technical language of their own . Emotional or Psychological Barriers Insistence on Proper Channel Ignoring Communication

30. Ten Commandments of good communication Clarifying idea before communication, Purpose of communication, Understanding physical and human environment of communication, Consulting others in planning communication, Contents and overtones of communication, Value of communication to the receiver, Follow-up action; Importance of communication, Action congruent with communication, Good listening.

31. Thank You