Lesson 1 : Nature of Communications.pptx

Business Communication handouts

1. Introduction of Business Communication

2. What is Communication? Communication - is a process of sharing and conveying messages or information from one person to another within and across channels, contexts, media and cultures (McCornack, 2014). - the act or process of using words, sounds, signs, or behaviors to express or exchange information. - the exchange of information and expression of feeling that can result in understanding.

3. The whole idea of communication is very complex and focuses on various aspects, many of which include: 1. ensuring the message has reached the target audience 2. ensuring the receiver of the message understands and responds to it, if necessary 3. ensuring, as the message sender, that you communicate with manners and with appropriate precision and clarity

4. What is Business Communication? Business communication refers to the exchange of information between people within and outside a company to achieve organizational goals. It involves sharing messages, ideas, and information through various channels like emails, meetings, reports, and presentations to ensure everyone is on the same page and working towards the same objectives.

5. Prof. J. Haste stated that when the communication occurs between either two or more than two business people for the purpose of effective organization and administration of business then it is considered as Business Communication. Effective business communication is the way employees and management communicate to achieve organizational goals. The objective is to improve organizational efficiency by reducing mistakes.

6. Importance of Communication Facilitates Understanding: Communication ensures that information is shared and understood clearly, reducing misunderstandings and errors. Builds Relationships: It forms the foundation of personal and professional relationships, helping to build trust, respect, and collaboration. Enables Collaboration: Effective communication allows people to work together efficiently, coordinating tasks and sharing ideas to achieve common goals. Supports Decision-Making: Clear communication provides the necessary information for making informed decisions, leading to better outcomes. Enhances Problem-Solving: Open communication allows for the quick identification and resolution of issues, preventing problems from escalating.

7. Promotes Innovation: By sharing ideas and perspectives, communication fosters creativity and drives innovation. Strengthens Leadership: Effective leaders rely on strong communication to guide, motivate, and inspire their teams. Improves Customer Relations: Good communication with customers ensures their needs are met, building trust and loyalty. Crisis Management: In times of crisis, clear and timely communication is crucial for managing the situation and maintaining trust.

8. Functions of Communication 1. Control- Communication functions to control behavior. In control, they use language, gestures, actions, emotions, facial expressions, body language to express that they want you to do a certain task. Example: A mother is telling his son to do the dishes. When the doctor tells you, “Take your medicines 3 times a day.”

9. 2. Social Interaction- communication allows individuals to interact with others. Communication is used to establish connections, formulate relationships with other people, create friends and form intimate relationships. Examples: Talking with friends. Talking with family members. Talking with classmates.

10. 3. Motivation- communicationmotivates or encourages people to live better. 4. Emotional expression- communication facilitates people’s expression of their feelings and emotions. 5. Information dissemination- communication functions to convey information.

11. Other Functions of Communication Comment Ask questions Express wants and needs To persuade To give order

12. Communication Process

13. Elements of Communication? 1. Speaker - the source of the information or message. 2. Message- the information, ideas, or thoughts conveyed by the speaker in words or in actions. 3. Encoding- the process of converting the message into words, actions, or other forms that the speaker understands. 4. Channel- the medium or the means, such as personal or non-personal, verbal or non-verbal, in which the encoded message is conveyed.

14. 5. Decoding- the process of interpreting the encoded message of the speaker by the receiver. 6. Receiver- the recipient of the message, or someone who decodes the message. 7. Feedback- the reactions, responses or information provided by the receiver. 8. Context- the environment where the communication takes place. 9. Barrier- the factors that affect the flow of communication.

15. Common Barriers of Communication 1. Language Barriers- occurs when people speak different languages or use technical jargon that others do not understand. Example: A French-speaking person trying to communicate with an English-speaking person without a translator. Another example is using industry-specific terms like "SEO" or "ROI" in a conversation with someone unfamiliar with marketing. 2. Cultural Barriers- differences in cultural backgrounds, norms, and values can lead to misunderstandings in communication. Example: In some cultures, direct eye contact is seen as a sign of confidence, while in others it might be considered rude or confrontational. Another example is a handshake greeting that might be common in one culture but considered inappropriate in another. 3. Physical Barriers- environmental factors that physically obstruct communication. Example: Trying to have a conversation in a noisy room or across a long distance without the aid of technology. Another example is poor internet connectivity during a video conference, causing interruptions.

16. 4. Perceptual Barriers- when the way a person perceives or interprets information affects communication. Example: A manager may interpret a worker's request for feedback as criticism of their leadership, leading to defensive behavior. Another example is assuming someone is not interested in a conversation because they are not making eye contact, when in fact they might be shy. 5. Emotional Barriers- when emotions like anger, sadness, or anxiety interfere with the ability to communicate effectively. Example: During a heated argument, a person might say something they don’t mean, leading to hurt feelings and further conflict. Another example is someone who is grieving and unable to communicate their needs clearly. 6. Psychological Barriers- mental state or attitudes that negatively impact communication. Example: If someone is highly stressed, they may not be able to focus on the conversation and might miss key information. Another example is selective listening, where a person only hears what they want to hear, ignoring the rest.

17. Nature of Communication 1. Communication is a dynamic process. 2. Communication occurs between two or more people (the speaker and the receiver). 3. Communication can be expressed through written or spoken words, action (non-verbal) or both spoken words and non-verbal actions at the same time. 4. Communication is a systematic process. 5. Communication is irreversible. 6. Communication is productive. 7. Communication is a symbolic interaction.

18. Features of an Effective Communication 1. Completeness - Complete communication is essential to the quality of of the communication process in general. Hence, communications should include everything that the receiver needs to hear for him/her to respond, react or evaluate properly. 2. Conciseness - Conciseness does not mean keeping the message short, but making it direct or straight to the point. Insignificant or redundant information should be eliminated from the message that will be sent to the recipient.

19. Features of an Effective Communication 3. Consideration - to be effective, the speaker should always consider relevant information about his/her receiver such as mood, background, race, education, status and needs, By doing so, he/she can build rapport with the audience. 4. Concreteness - Effective communication happens when the message is concrete and supported by facts, figures, and real-life examples and situations. In this case, the receiver is more connected to the message conveyed.

20. Features of an Effective Communication 5. Courtesy - the speaker shows courtesy in communication by respecting the culture, values, and beliefs of his/her receivers. Being courteous at all times creates a positive impact on the audience. 6. Clearness - Clearness in communication implies the use of simple and specific words to express ideas. It is also achieved when the speaker focuses only on a single objective in his/her speech in order not to confuse the audience.

21. Features of an Effective Communication 7. Correctness - In language use, eliminates negative impact on the audience and increases the credibility and effectiveness of your message. - If you use grammar incorrectly or mispelled words, then it will change the meaning of the word/s and sentence/s.

22. Message Relay 1. Peter Piper picked a pale of peppers.

23. Message Relay 2. Fred fed Ted bread and Ted fed Fred bread.

24. Message Relay 3. Any noise annoys an oyster but a noisy noise annoys an oyster more.

25. Message Relay 3. Nine nice night nurses nursing nicely.

26. Message Relay She sells seashells on the seashore. The shells she sells are seashells, I’m sure. And if she sells seashells on the seashore, Then I’m sure she sells seashore shells.