Introduction to Business Communication.pptx

Introduction to Business Communication 7Cs of communication

1. Business Communication

2. Business Communication Business communication refers to the exchange of information , ideas, and messages within and outside an organization in a structured, efficient, and effective manner. It encompasses all written, verbal, and non-verbal interactions aimed at achieving business goals such as decision-making, problem-solving, relationship building, and information sharing.

3. Benefits of Effective Business Communication Problem Solving Decision making Productivity Work flow Business relationships Promotional messages Professional Image and Brand Audience response

4. Communicating as a Professional Professionalism

5. Communication Process/Components

6. Barriers in Communication 1. Miscommunication 2. Language Barriers 3. Cultural Differences 4. Emotional Interference 5. Lack of Feedback 6. Physical Barriers 7. Noise and Distraction 8. Competing Messages 9. Filters 10. Channels & Breakdown

7. 7 Cs of Effective Communication

8. Effective Communication Skills Committing to Ethical Communication Key aspects of ethical communication: Honesty: Always provide truthful information without distortion or manipulation. Integrity: Communicate with consistency between what you say and what you do. Responsibility: Acknowledge the consequences of your communication on others. Respect: Treat all individuals fairly and avoid discriminatory or harmful language

9. 2. Adopting an Audience-Centered Approach How to apply an audience-centered approach: Analyze your audience: Consider their demographics (age, profession, cultural background) and psychographics (interests, values). Tailor your message: Use language, tone, and examples that your audience can relate to and understand. Empathy: Put yourself in the shoes of the audience. Anticipate their questions or concerns and address them proactively.

10. 3. Improving Your Intercultural Sensitivity How to improve intercultural sensitivity: Educate yourself: Learn about cultural norms, traditions, and communication styles of the cultures you engage with. Be open-minded: Avoid making assumptions based on stereotypes and be willing to adapt your communication. Listen actively: Give others the space to express themselves and be attentive to non-verbal cues, which may have different meanings in various cultures

11. 4. Giving—and Responding to—Constructive Feedback Tips for giving constructive feedback: Be specific: Focus on the actions or behaviors that need improvement rather than making general or personal remarks. Offer solutions: Along with identifying a problem, suggest ways to resolve it or improve. Use positive reinforcement: Balance criticism with positive comments to encourage progress. Tips for receiving feedback: Listen without interrupting: Allow the person to express their feedback fully before responding. Seek clarification: If something is unclear, ask for specific examples. Reflect and act: Use the feedback to identify areas for improvement and take constructive action.

12. 5. Being Sensitive to Business Etiquette Business etiquette includes: Politeness: Use respectful language and acknowledge other people’s time and contributions. Professionalism: Maintain a professional demeanor in both verbal and non-verbal communication, including attire, punctuality, and body language. Email and meeting etiquette: Be concise and formal in written communication, and adhere to proper conduct in meetings (e.g., being punctual, prepared, and actively listening).

13. 6. Using Communication Technology Effectively Tips for using communication technology effectively: Choose the right tool: Use the appropriate platform for the situation (e.g., email for formal communication, instant messaging for quick questions, video calls for complex discussions). Be concise and clear: Whether you’re sending an email or participating in a video call, always aim for clarity and avoid overloading with unnecessary information. Maintain professionalism: Even though digital communication can feel more casual, professionalism should still be maintained in all forms (e.g., avoid informal language in business emails).

14. Non-Verbal Communication in Business Importance of Non-Verbal Communication Enhances Verbal Communication : Non-verbal cues can emphasize or clarify the spoken message. Expresses Emotions : Emotions like enthusiasm, frustration, or concern are often conveyed more effectively through non-verbal signals. Builds Relationships : Positive non-verbal communication fosters trust and rapport, making interactions smoother and more productive. Conveys Professionalism : Good posture, eye contact, and appropriate gestures convey confidence, respect, and attentiveness. Facilitates Understanding : In some cases, non-verbal cues help the receiver understand the speaker's true intent or meaning

15. Types of Non-Verbal Communication Body Language (Kinesics) : Includes facial expressions, gestures, posture, and movement. Facial Expressions : Smile, frown, raised eyebrows, etc. can express emotions and reactions. Gestures : Hand movements or signals (e.g., nodding, waving) can indicate approval, attention, or disagreement. Posture : An upright posture indicates confidence, while slouching may suggest disinterest or discomfort. Eye Contact : Eye contact shows attentiveness, interest, and engagement. Too little eye contact can seem evasive, while too much may be perceived as intimidating. Paralanguage : The tone, pitch, volume, and speed of speech are aspects of paralanguage that can change the meaning of a verbal message. For instance: Tone : A friendly or harsh tone can alter how the message is received. Pitch and Volume : Lower or higher pitch and volume can reflect seriousness, excitement, or tension. Pacing : Speaking too fast may indicate nervousness, while speaking slowly can suggest thoughtfulness or uncertainty.