What is Communication Environment?,The essential factors of communication environment

The essential factors of communication environment,communication environment

What do you mean by communication environment?

In real world situation communication takes place among persons in family, in workplace or in the social gatherings. Infect communication is not an isolated things > it is within us and we are within it. Thus communication is influenced by the surrounding elements, which constitute the communication environment.

In the words of Prof. Lesikar and Pettit, “This is the sensory environment, in which we find ourseves throughout every walking movement.”

Finally it can be stated that, the communication environment includes all the elements by which the communication process is influenced.

The essential factors of communication environment

Or, the factors of communication environment

Essential factors of communication environment are as follows:

Two or more persons:
It is the first element of communication environment. To make a communication there must be at least two persons.

Willingness to communicate:
The second most important factor of the communication environment is the willingness of the both parties or all the parties to communicate.

Objectives of communication:
The communication environment also influenced by the objectives or purposes of communication of the all concerned parties.

Media of communication:
selection of media of communication has a strong influence on the communication system.

Response of the receiver (Feedback):
Another indispensable factor of communication is the response of the receiver. Infect without feedback the communication process is not completed.

Barriers:
Where there is communication there must be some barriers. It may be physical, semantic or organizational. Whatever it is, barriers influence the communication environment considerably.

Background of the parties:
Last but not the least, the educational, social and religious backgrounds of the sender and receiver are considered as one of the active factors of communication environment.

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Posted in: Business Communication Articles,Environment of Business Communication,Factors of communication,Introduction

What is feedback?

Define feedback,Principle of feedback

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What is feedback? Briefly discuss the features of feedback.

Or, Define feedback. What are the principles of effective feedback?

Feedback is the final step of communication process. Infect communication loop/cycle completes with the feedback.

In words of S.P. Robbins, “Feedback determine whether of not understanding has been achieved”- that is through feedback we can realize whether the message is understood by the receiver or not.

In short feedback is the response of the receiver.

Principles/Features of feedback:
Feedback is essential for the completion of successful communication. Features of effective communication are as follows:

1. Specific:
Feedback should be specific. Ambiguity or double meaning should be avoided.

2. Clear:

Another important feature of feedback is clearness. That is the response of the receiver must be clear.

3. Immediate:
In case of face to face or oral communication feedback should be given immediately. In case of written communication it should be provided as early as possible.

4. Detail:
feedback should be provided in detail. Short or brief feedback may be misleading, thus it should be detail enough to express the actual view.

5. Complete:
Feedback should be not only detail but also complete. Incomplete feedback is confusing and meaningless.

6. Spontaneous:
Feedback should not be provided just as a part of formality – it should be given spontaneously.

7. Understandable:
an indispensable principle of feedback is it must be easily understandable. For successful completion of communication, feedback needs to be understandable by the sender.

These are the principles of effective feedback which should be followed by a receiver to make the communication successful.

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Posted in: Business Communication,Business Communication Articles,Business Communication Books,Define feedback,Feedback,Introduction,Principle of feedback,Spontaneous Feedback,What is Feedback

How to overcome communication barriers?

How barriers to communication can be overcome?

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How the influence of barriers can be minimized?

Or, how barriers to communication can be overcome?

Or, how barriers to communication can be removed?

To make effective communication, barriers need to be removed. Following measures can be taken to minimize the adverse effect to barriers.

1. You-view approach:
To minimize the perception problem the sender should collect information regarding the attitude, level of knowledge and background of the receiver.

2. Observing the receiver:
To overcome listening barriers in a face to face situation the sender should try to realize the understanding level of the receiver through his or her (receiver’s ) eye movement and facial expression. By observing the receivers, his/her reaction can be explained and corrective action can be taken.

3. Noise Minimization:
To eliminate physical barriers noise should be minimized.

4. Choice of proper media:
Another way of minimizing physical barriers is choosing right media for right person.

5. Avoid wrong words:
Wrong word should be avoided to minimize semantic or language barriers.

6. Explanation of jargon:
If technical words or jargons used then explanation of technical words also should be provided.

7. Avoid unnecessary information:
To overcome information overload unnecessary information should be avoided. Priorities should be given for the necessary information.

8. Guideline for complex messages:
To overcome the barriers of complex messages one should try to keep messages as simple as possible. Moreover guidelines can be provided with the complex messages.

9. Secure attention:
A particular individual or receiver should not be asked to answer different message at the sometime. In this way barriers of message competition can be overcome.

10. Willingness to give and receive bad news:
The status barriers which creates communication gap can be resolved by increasing the willingness of upper level and lower level employees to receive and give negative news.

11. Employees’ participation in decision making:
To overcome trust barriers top management should share information with employees. Moreover employees’ participation in decision making will also minimize trust problems.

12. Ensure ethical communication:
to avoid unethical problems message should be completely truthful and not deceptive.

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Posted in: Business Communication,Business Communication Articles,Guideline Messages,Introduction,Language Barriers,Overcome communication barriers,Secure Attention,Way to overcome barriers to communication

What are the barriers to effective communication?

Business communication Process,communication process,Barriers of communication

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What are the barriers to effective communication?

What are the barriers to effective communication?

Or, the barriers of communication process

“Different man- different minds”, it is more than true in case of communication. Without any physical barriers, simply due to psychological differences a message can be misunderstood by the receiver.

Physical barriers like noise, listening problem, geographical distance etc. are also common barriers in case of communication.

Barriers to effective communication can be classified as follows:

a.       Personal barriers b.      Physical barriers c.       Semantic barriers d.      Organizational barriers

A. Personal Barriers:
Personal barriers have a strong effect on communication. Personal barriers are as follows:

1.       Emotions 2.       Differences in perception 3.       Listening 4.       Psychological distance

1. Emotion:
it can affect the development of an idea, method of transmission and decoding process. Emotional biases restrict people to understand the real meaning.

2. Difference in perception:
Different people’s perceptions are different. Thus the sender may encode the message in his/her own way but the receiver can explain it differently due to difference in perception.

3. Listening:
Another personal barrier is problem in listening skill. That is only due to listening problem message can be misinterpreted.

4. Psychological distance:
Like perception attitude and overall psychological frame of mind varies from man to man. As a result same message can be viewed differently in different people.

B. Physical Barriers:
Physical barriers are the external forces that create adverse effect on communication process. Physical barriers are:

1.       Noise 2.       Geographical distance 3.       Incorrect choice of medium.

1. Noise:
It is very common type of physical barrier. Due to noise the receiver may failed to receive the actual meaning.

2. Geographical distance:
Sometimes geographical distance makes it difficult to have immediate feedback. As a result communication process is not completed.

3. Incorrect choice of medium:
Choice of medium depends on the nature of the message. The message can be distorted due to incorrect choice of medium.


C. Semantic barriers:
Semantic barriers are also known as language barriers. Two people both speak in same language, but still
there may be language barriers between them.
Semantic barriers are as follows:

1.       Use of wrong words 2.       Use of colloquial language 3.       Use of jargon 4.       Symbols

1. Use of wrong words:
Depending on the education and knowledge level of the receiver proper words should be used. Language of a farmer and language of an economist are not same. Thus use of improper or wrong words is barriers to effective communication.

2. Use of colloquial language:
Use of colloquial language not only changes the original meaning, it may lead to serious misunderstanding.

3. Use of jargon:
Use of jargon or technical words with the people of different profession can create confusion.

4. Symbols:
People of different geographical region or from different culture use different kinds of symbols. In real world it is also observed that same symbol has different meanings in different countries.

D. Organizational barriers:
Business communication is also influenced by organizational barriers. Major organizational barriers are:

1.       Information overloads                     4. Status

2.       Message complexity                         5. Lack of trust

3.       Message competition                       6. Unethical communication

1. Information overload:
Individuals capacity is limited, thus when too much messages need to be answered in the same time then it creates overload and communication failed.

2. Message complexity:
Sometimes due to the very nature of the subject matter messages become complex and complicated.

3. Message competition:
In a big organization often messages compete each other for attention. A manager can face problem if he asked something over telephone while he/she is writing a report.

4. Status:
In an organization employees of lower status sometimes face problem to communicate negative news to the top management. As a result communication gap is created.

5. Lack of trust:
it is another organizational barrier to effective communication. For successful communication there should be a trusting environment within the organization.

6. Unethical communication:
unethical communication seriously damage the goodwill of the organization. Thus messages should be ethical and credible.

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Posted in: Barriers of Business Communication,Barriers of communication,Business Communication Articles,Communication Process,Introduction,Lack of Trust,Message Competition,Personal Barriers,Physical Barriers

Business Communication Process,elements/steps of the Business Communication Process

The Business Communication Cycle,steps of the Business Communication Process

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The Business Communication Process,the Business Communication Cycle,the system of Business Communication,elements/steps of the Business Communication Process

Communication is the process of exchanging information and understanding from one person to another person. It provides a bridge of meaning by which people can share their feelings. The communication process has eight sequential steps which are shown in the following figure.

Fig-4: the communication Process

[Source: J. W. Newstrom & Davis: 2002]

Step-1: Develop idea:
In any kind of communication at first the sender develops an idea which he/she wants to transmit.

Step-2: Encode:
In this step sender convert the idea into a message by using suitable words, charts, or any other symbol. Here the sender uses his/her own ‘filter of concept’ to develop the message.

Step-3: Transmit:
After encoding the message sender takes initiative to transfer the message to receiver. Sender also selects proper media for the transmission of message.

Step-4: Receive:
Here receiver receives the message which is transferred by the sender. If the receiver does not receive the message then the communication failed.

Step-5: Decode:
To understand the received message the receiver need to decode the message. Decoding is the process of ‘explanation of the message’ which produce the meaning of the message. This step is very important for the success of communication because understanding of the message completely depend on it.

Step-6: Accept:
After decoding, it depends on the receiver whether he/she will accept or reject the message. Acceptance mainly depends on the credibility of the sender and attitude of the receiver.

Step-7: Use:
This step also controlled by the receiver. The receiver can use the message immediately or in future considering his/her interest.

Step-8: Feedback:
It is the last but perhaps the most important step for successful communication. In this step the receiver responds to the sender. The loop of communication infect completes with the response of the receiver, which is known as feedback.

Whether the message is accepted or not can be realized by the feedback of the receiver.

These are the steps of the communication process. It should be mentioned that there are some barriers in the communication process which can disturb whole process.

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Posted in: Business Communication,Business Communication Articles,Business Communication Cycle,Introduction,Process of Business Communication,Steps of Business Communication

The essential factors for effective Business communication

The characteristics of effective Business communication

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The characteristics of effective Business communication Or, the essential factors for effective Business communication

Effective communication is essential for the success of the organization but to ensure effective communication one should consider the following factors:

Correctness:
Correctness is the first quality of effective communication. Wrong messages failed to serve the purpose of communication, thus the sender should aware of the correctness.

Open communication climate:
The communication climate of the organization affects the quality of information. There should be a open communication climate for exchanging views, that is employees should get opportunity to participate in the decision making process.

Meaningful information:
The information or message should be expressed in such a way that the receiver can easily understand.

Making goodwill:
effective communication should enhance the goodwill of the organization.

Using audience centered approach:
Using an audience centered means keeping your audience in mind at all times when communicating. (Thill and Bovee 1996).

Natural tone:
To ensure erective communication the tone of the message must be natural and sincere. Any kind of artificial tone should be avoided.

Inter cultural differences:
Another major factor for effective communication understands the intercultural difference between the sender and the reader.

Clear and completeness:
Messages should be written or presented clearly and completely.

Assuring ethical communication:
ethics are very important in communication. All relevant information must be true in every sense. Honesty should be maintained throughout the communication process.

Tactfulness:
To create effective communication the sender should transfer messages tactfully.

Interest of the receiver:
Keeping the ‘You-view’ point in mind techniques should be applied to convince the receiver. That is interest of the receiver should be given priority.

Orderly presentation:
In case of verbal or written communication message should be presented orderly. If messages presented unsystematically the purpose of the communication cannot be fulfilled.

Neat and clean:
Last of all but not the least, communication must be neat and clean. It is not only necessary for the understanding of message but also acts as an indicator of the goodwill of the firm.

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Posted in: Business Communication,Business Communication Articles,Characteristics of Business Communication,Effective Business Communication,Essential factors of Business Communication,Introduction

The scope of business communication

The subject matter of business communication

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The scope of business communication,Or, the subject matter of business communication

We are social being, to live or to exist in the society we have to communicate each other, we spend more time in communicating than doing anything else. (Lesilak and Pettit 1996). Thus different kinds of activities, like personal, social, national, global, political, religious, cultural, financial etc. all are within the scope of communication. Scopes of communication are as follows:

From personal context:
An individual can do nothing without communication. He or she can achieve his or her goal of life and maintain proper relation with relatives and other by effective communication.

Form social context:
Men of societies communicate each other in various meeting, function etc. and contribute for social development.

From organizational context:
Communication involves proper planning, decision making, controlling, directing, coordinating etc. and plays role to achieve organizational goal.

From political context:
Political parties depend on various media of communication to face their opposition and get power. Such as: Radio, television, newspaper, meeting, public gathering, press conference etc.

Form religious context:
Without proper communication it is not possible to give perfect concept about each religion to their followers. Religious group depend on interpersonal, intergroup and mass communication to preach their religion.

From global context:
Every nation of present world depends on each other in different affairs. For this reason UN, EU, NAFTA, SAARC, are formed to maintain international communication.

From national context:
Effective communication system helps general public to participate various government activities through their elected representatives and coordinate among the various government authorities and departments to develop socio-economic condition of the country.

From the context of business:
Effective communication aid management or owner to maintain good relation between internal (I,e employees) and external parties (i.e. Bank, tax authorities etc.) to maximize production, sales, and profit of the business or industry.

From financial context:
All financial matters of various organizations and parties are settled under effective communication system.

Form cultural context:
Cultural activities are controlled and increased by various media and way of communication such as: Radio, television etc.

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Posted in: Business Communication,Business Communication Articles,Business Communication Tips,Introduction,Scope of Business,subject matter of communication,Top Ten Business Communication site

Different types of communication network

Different types of communication network,Communication Network

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Different types of communication network

There are different types of network of communication. Communication Network means the channels by which information flows. Networks can be of two types:

(A) Formal Network and
(B) Informal Network.

(A) Formal Networks:
Formal network are used for task-related communication. These are generally vertical type and follow the authority chain. Widely used formal networks are as follows:

1. Chain network
2. Wheel network
3. All channel network.

1. Chain Network:
The formal chain of command strictly followed in this type of network. Chain network can be depicted as follows:

Fig-6: Chain Network
(Source: S.P. Robbins)

2. Wheel Network:
Here leader plays the key role. Other members depend on the leader for group communication. It is as follows:

Fig-7: Wheel Network
(Source: S.P. Robbins)

All Channel Network:
This network allows all group members to communicate with each other freely. It can be shown by the following configuration:

Fig-8: All Channel Network
(Source: S.P. Robbins)

(B) Informal Network:
Informal Networks do not follow authority chain. Here information can move to any direction freely. There are four informal networks:

1. Single strand chain.
2. Gossip chain.
3. Probability chain and
4. Cluster chain.

1. Single strand chain:
It indicates the passing of information by a long time. Here the 1st person tells to 2nd person who tells the message to 3rd person and so on. This process continues to the last receiver.

Fig-9: Single Strand Chain
(Source: R. Pal et al)

2. Gossip chain:
Here the leader is the pivotal person. All flows of information have to pass through the leader. This is also known as restricted network.

Fig-10: Gossip Chain Network
(Source: R. Pal et al)

3. Probability Chains:
This is also known as random chain. Here no specific rules are followed for transmitting information. At first a person transmits the information to any other person randomly, then in the similar way message is circulated randomly.

Fig-11: Probability Chain
(Source: R. Pal. Et al)

4. Cluster Chain:
Unlike random chain here at first a person passes the information to other selected persons. These persons again pass the information similarly to other selected persons.

Fig-12: Cluster Chain
(Source: R. Pal et)

These are the most popular information Networks.

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Posted in: Business Communication,Communication Network,Different Communication Network,Introduction,Introduction of Business Communication,Types of Communication Network

The limitations of communication model

What are the limitations of communication model?

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What are the limitations of communication model?

What are the limitations of communication model?

Through communication model plays a vital role in understanding the communication process, but it has some drawbacks or limitations. Limitations of the communication model are as follows:

1. Brief explanation:
The communication model is just a framework having brief explanation. Detail information cannot be achieved from it.

2. Lack of flexibility:
The basic communication models are not flexible in nature. But communication is a dynamic and changing thing. So sometimes it is difficult to cope-up with models.

3. Limited scope:
Most of the communication models are suitable for face to face or written communication. But models cannot describe the framework of telecommunication or modern means of communication.

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Posted in: Business Communication Articles,Business communication model,Business Communication Tips,Communication Model,Introduction,Limitations,Limitations of Communication Model

What is communication model?

The functions,importance,advantages of communication

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What is communication model?,The functions,importance,advantages of communication
A model is a theoretical or symbolic presentation of a process or sequential activates. The very process of transmission of information from sender to receiver is represented by the communication model.

In other word’s a communication model describes now communication works. Accounting to Prof. Lesikar and Pettit, “in this presentation of the model, we strive to look with scientific diligence into the phenomenon of human communication.”

Thus it can be revealed that communication model is the theoretical view of the communication process which describes how one person communicates with another person.

Functions or Importance, Advantages of communication Model:
The communication model provides a clear picture regarding the communication process. It serves the following purposes:

1. Basic idea of human communication:
Through the communication model we can get the basic idea about human communication process.

2. Identify steps:
The communication model also helps us to indentify the sequential steps of communication.

3. Evolution of effectiveness:
Through the model, effectiveness of any communication can be evaluated. Thus necessary measures can be taken to increase the effectiveness of communication.

4. Minimizing barriers:
An analysis of the communication model also helps to detect the barriers and accordingly initiatives can be taken to minimize the barriers.

5. Analysis of communication environment:
The study of communication model also provides guidelines for analyzing the communication environment which is also essential to ensure effective communication.

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Posted in: Business Communication,Business Communication Articles,Business Communication Classes,Business communication model,Communication Model,Introduction,Model of communication,The communication model

What is two-way communication?

What is two-way communication?,importance of tow-way communication

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What is two-way communication?,importance of tow-way communication
The communication that takes place between two parties (sender and receiver)- is known as two-way communication. But the main feature of two-way communication is the flow of information from both ways.

In two-way communication first sender a message and the receiver provides response to the sender.

Form the above discussion the major features of two-way communication can be listed as follows:

Two-parties (sender and receiver) Flow of information from both ways. Feedback.

Importance of two-way communication:


Importance of two-way communication can be discussed in the following manner:

1. Effective communication:
Communication experts advocated that two-way communication is the real communication, where ‘exchange’ of ideas is possible.

2. Implementation of decisions:
In an organization decision are made by the top management, but those are implemented by the lower level employees. If there is no two-way communication then proper implementation of decision will not be possible.

3. Better understanding:
Where there is no counter flow of information or feedback, there the level of understanding between the sender and receiver also very poor. Only two-way communication ensures better understanding.

4. Employee motivation:
It has been proved that the organization where the scope for two-way communication exist, the management can collect more information about the attitudes of the employees. As a result it becomes easier on the part of management to take proper motivational measures.

5. Reduce employee turnover:
Two-way communication between management and employees minimizes misunderstanding and as a result employee turnover rate reduces considerably.

6. Increase productivity:
As two-way communication helps employee motivation, the job satisfaction of employee’s increases. In turn, the productivities of the firm increased.
Therefore it can be safely that, two-way communication has immense importance in the achievement of organizational goal.

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Posted in: Business Communication,Business Communication Articles,Business Communication trends,Introduction,Top Ten Business Communication site,Tow way communication definition,Tow-way communication

The importance/Usefulness/Advantages/function of Business Communication.

Importance/Usefulness/Advantages/function of Business Communication

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The importance/Usefulness/Advantages/function of Business Communication.

Discuss the importance/Usefulness/Advantages of Business Communication.

Discuss the function of business communication

There is strong relationship between successful communication and employee satisfaction. Thus effective communication is a precondition for job satisfaction as well as for the better productivity of an organization.

Prof. Keith Davis rightly said that, “communication is necessary to perpetuate (Preserve) the health of the organization.”

When communication is effective it tends to encourage better performance and job satisfaction. (David Pircus -1986).

The important function of business communication is as follows:

1. In decision making:
Managerial decisions affect the very existence of the organization. Thus managers need timely and useful information to make proper decision. Without a sound communication system useful information cannot be provided timely.

2. In making plan:
Effective plans are indispensable for the achievement of the organizational goal and an effective communication network is essential for making effective plans.

3. Implementation of plan:
A very good plan may go in vain if the plan is not properly implemented. Top management make the plan but employees and subordinates implement it. Thus a proper communication system can ensure proper implementation of a plan.

4. In policy formulation:
Management collect essential information from various sources through communication channels and formulates policies.

5. In controlling:
Superior established command and control on their subordinates through downward communication.

6. In motivation:
Superiors use various tools of communication to motivate their subordinates and then subordinates are encouraged to work in proper way.

7. In direction:
Superior often directs their subordinates through communication channels, and chain of command is established on the whole organization.

8. In cooperation :
Co-operative environment is created by proper communication system.

9. In co-ordination:
Communication co-ordinates between management and employees.

10. In sharing ideas:
Interested parties can share their ideas in proper way through sound communication system.

11. In solving problem:
Communication plays vital role to solve various problems and complicities of business.

12. In minimizing cost and time:
Communication channels provide latest information and aid to management to minimize cost and save time.

13. In product development:
Management collects latest information about customers’ choice, demand, ability etc and develop their product to attract prospective customers.

14. In creating awareness:
Proper communication helps to create awareness among employees about their duties and responsibilities.

15. In public relation:
Communication helps to establish proper relation with customers, creditors, shareholders, government, tax authorities etc.

16. In ensuring teamwork:
Communication makes whole organization as a team. Teamwork ensures organization development.

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Posted in: Advantages of Business Communication,David Pircus,Function of Business Communication,Importance of Business communication,Introduction,Pfof. Keith Davis,Usefulness of Business Communication

Importance of Communication in Management, Functions of management influenced by communication

Importance of Communication in Management, Functions of management influenced by               communication.

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Importance of Communication in Management Or Functions of management influenced by communication

There is saying, “Human minds are like parachutes, they don’t work until they are opened” – management try to open the minds of the employees and guide them to achieve the desired goal. But this job of management will not be possible if there is no communication.

infact communication helps to accomplish all the basic management functions – planning, organizing, leading and controlling. As a result, organizations can achieve their goals and meet their challenges. (Newstrom & Davis, 2002)

Now let us see how communication helps the function of management.

M                  Exchange of ideas                    E

A                Continuous Communication             M

N                                                                            P

A                                                                            L

G                                                                           O            Job            Better          Fulfillment   

E                                                                            Y     Satisfaction   Performance  of Target

M                                                                           E

E                         Provide Motivation                      E

N                         ]

T                        Direction & Control                        S

Fig. 3 : Influence of Communication on Management.
[Source : S. M. Rakib hasan, Lecture Notes]
The importance of communication in management can be evaluated in the following manner :
Ensure Co-ordination:
If there is no communication, employees will not be able to know what their colleagues are doing. Management will not be able to receive information and can not give directions, as a result the organization will collapse. Thus for the existence of the organization communication is essential.


Helps in Controlling:
Managers exercise controlling function when any deviation takes place. But without the help of communication deviation can not be indentified.


Assist direction:
proper direction is essential to fulfill the organizational goal. If managers can not receive required information about the proceedings then they will not be able to provide proper directions. Thus there must be a sound communication system fo receiving required information.


Supports motivation:
To motivate employees, management at first try to understand the motives and attitudes of the employees. Without communication skill others, attitude cant not be evaluated and thus proper incentives cant not be provided to motivate them.


Human resource development :
The future of the organization largely depends on the development of the human resource of the organization. It has been proved that managers having excellent communication skill can guide the human resource in proper directions.


Leadership : 
Leadership is the process of influencing and supporting others to work enthusiastically toward achieving objectives. (K. Davis : 2002). That is managers achieve goal by directing the activates of others. Thus they need to communicate with others to provide proper direction.


Decision making : 
Decision making-perhaps the most important managerial activity also depends on communication. Top management need useful information to make effective decision. Adequate and authentic information can be obtained through sound communication system.

Finally it can be said that managers can play vital role to ensure the achievement of organizational goal – but without effective communication that will turn into a nightmare.

Tip

For keep mind of Importance of Communication in Management Or Functions of management influenced by communication.

1st Part : There is a saying, “Human------------------------------------------------“
2nd Part : Picture
3rd Part : 7 Pont of Importance of Communication in Management Or Functions of management influenced           -                by communication.

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Posted in: Businesscommunicationnew,Function of management,Functions of management influenced by communication,Important of Communication in Management,Introduction

Principles of Business Communication

Principles of Business Communication

Businesscommunicationnew

Principles of Business Communication

7c’s of Business Communication

What are the principles, those must be followed in business communication.

Like other discipline business communication has certain scientific principles. These principles are important and relevant to all media but they are most important to written communication. The principles of business communication are as follows:

1. Clarity
2. Completeness
3. Conciseness
4. Consideration
5. Courtesy
6. Correctness
7. Concreteness
Fig-2 : Principles of business communication (7 c’ s of Business Communication )
[Source : (Data) : Herta A. Murphy et al]
Clarity:
a. Clarity of thought :
The sender must have clear idea about following three points in his mind –
i. What is the objective of communication
ii. What is to be communicated?
iii. Which media will be the most suitable for this purpose?
b. Clarity of expression : 
The sender should be careful about the following points, otherwise message may be misinterpreted in receiver’s mind.
i. Use simple words instead of heavy words-
Do not use                                                               Use
Visualise See                                                            Utilise Use
ii. Use single words instead of long phrases-
Do not use                                                                Use
At all times                                                                  Always
At the present time                                                       Now

iii. Use verbs in place of nouns-
Do not use                                                                  Use
Come to a conclusion                                                    Conclude
Make a decision                                                             Decide

iv. Avoid double entry-
Do not use                                                                    Use
Actual fact                                                                       fact
11 a.m. in the morning                                                      11 a. m

v. Use concrete expressions instead of vague and general statement-
Do not use                                                                              Use
Goods are soon being dispatched                                           Goods will be dispatched on 2nd july

vi. Prefer active constructions instead of passive constructions-
Do not use                                                                               Use
Your report will be discussed by                                              A committee will discuss your
A committee                                                                            Report

vii. Avoid use of the infinitive (to-verb-to give, to learn etc.)
Do not use                                                                                 Use
It is my fob to supervise                                                            I Supervise

viii. Avoid Jargon (i. e, special language of trade, profession or field of study)
Do not use                                                                                 Use
Ultimo (the previous month )                                                     Write the month
Proximo (next month)                                                               Write the name of the month

ix. Avoid ambiguity (i. e, the message contains more than one meaning)

x. Use short sentences instead of long sentences.

Completeness: 
Completeness of facts is essential in business communication. Message should organize in such a way that the receiver has no doubts about anything contained in it. Sender should keep following points in his mind to make a message complete:
a. He should answered all the questions while answering a letter, and
b. Check for ‘5 W’ questions- who, what, where, when and why. (K. pal & Korlahalli, 2002) for example, while announcing a meeting, specify

i. When the meetin is to be held?
ii. Where it is to be held?
iii. Why it is to be held?
iv. What is to be discussed in the meeting?
v. Who is to attend the meeting?


Conciseness: 
To win reader’s attention, length of message should be reasonable. Length of message may be short or long on the basis of describing necessary fact. The following rules help to achieve conciseness:

i. In clued only relevant fact.
ii. Avoid reparation.
iii. Avoid wordy expressions.
iv. Organize the message well. (R. Pal etal, 2002)
Consideration: In a message consideration must show to the reader in the following ways:

a. Adopt you view instead of I and we view.
b. Avoid gender bias in the followings ways:

I. Use gender bias free words-
Do not use                                                                             Use
Chairman                                                                                Chairperson,
Policemen Police

ii. Use a slash (/) to include both alternatives:
                                                                                              Use
                                                                                              Dear sir/ Madam,
                                                                                              Gentlemen / Ladies
c. Use positive words instead of negative words for approaching.
Courtesy: 
Courtesy demands a considerate and friendly behavior towards others. The following principles help to promote courtesy:

i. Answer the letters promptly.
ii. Omit irritating expressions.
iii. Apologise sincerely for an omission.
iv. Thank generously for any favor


Correctness:
 The following rules help to achieve correctness in the message.
i. Transmit correct facts in correct language.
ii. Message must be transmitted and responded at appropriate time.
iii. Message shoud be sent in correct style after considering readers:
Educational background, vocabulary, specialized knowledge, psychological make-up, relationship with the organization etc.


Concreteness: 
 The following guidelines help to ensure concreteness in the message:

i. Use specific facts and figures.
ii. Put action in the verbs.
iii. Use vivid and image building words. [H. A. Murphy, et al : 2000]

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Posted in: 7 c's of Business Communication,Businesscommunicatinnew,Introduction,Principles of Business Communication,What is the Principles

Purposes of business Communication

Objectives of business Communication

Businesscommunicationnew

Purposes of business Communication & Objectives of business Communication
Management of every business organization want to achieve organizational goal. The main purpose of communication is to aid management to achieve organizational goal. The other important purposes are stated below:
To make plan :
plan means to take decision what will be done in future. Sound communication system provide essential information and data to plan effectively.


To implement plan:
 Plan can be implemented on the basis of effective direction, motivation and control of the management through sound communication system.


To formulate policy:
Essential information collected from various sources to formulate proper policy. Management depends on communication channels for this purpose.

To help controlling:
 Employees are bound to perform their duties and responsibilities in time and proper way under effective control of management. Effective communication system helps management to establish control on employees.


To motivate employees: 
The communication system helps every business organization to apply effective methods of motivation, such as, declare bonus for extra production, commission for extra sales, free medical facilities etc.


To direct:
 Management often provide necessary direction to subordinates through communication channels and thus subordinates can perform their duties smoothly.


To train employees: 
 Essential professional trainings are given under sound communication system to develop the efficiency of employees.


To co-operate:
 Efficient communication system ensures mutual cooperation among management, employees, stockholders etc.


To create awareness:
 Sound communication system creates awareness among employees about their duties and responsibilities.


To improve relationship:
 Effective communication system creates good relationship between management employees and among the employees.


To exchange information:
 Internal and external parties exchange information among each other through the communication system.


To increase productivity :
 Sound communication system helps the management to increase productivity.


To increase sales: 
 Management can increase sales through various media and channel of communication.


To solve problem: 
 Proper communication helps to solve various problems, such as recruitment, promotion, transfer, etc.


To manage conflict: 
 Another objective of communication is to manage internal conflicts. Conflicts can be solved by effective communication between the concerned parties.

Fig 1 : Objectives of Business Communication.
[Source : Bhuiyan, J. Hossan, Lec. sheet]


Tips of objectives of business communication away of keep mind :
1st part : Management of every business………………………………………………
2nd Part : Figure [picture]
3rd Part : Brief of 15 points

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Posted in: Businesscommunicationnew,Introduction,Object of Business Communication,Objectives of Business Communication,Purposes of Business Communication

Features of Communication,Characteristics of Communication

Characteristics of Communication

BusinessCommunicationnew

Features of Communication or Characteristics of Communication
Communication is a dynamic process. Information can be exchanged through communication. The basic characteristics or features of communication are as follows :
At a glance

1. Information/Messages

2. Transfer of message

3. Two or more persons

4. Media

5. Feedback

6. Specific objectives

7. Understanding

8. Barriers

9. Dynamic Process

10. Indispensable

Information/Messages :
 Information or message is the basic element of all types of communication. Communication takes place to transfer particular informational message.


Transfer of message:
 The main function of communication is to transfer particular message or information.


Two or more persons: 
Basically communication is a two way process. One person can not make successful communication. At least two persons are required to complete the communication process.


Media: 
 Without a media communication can not take place. Information can be transferred through written, verbal or non-verbal media.


Feedback:
Communication experts think that ‘no feedback-no communication’. Infect the communication cycle ends with feedback. For effective communication there must be a feedback from the receiver.


Specific objectives:
 Communication always made to satisfy a predetermined objective(s). That is in any type of communication there must be a specific purpose.


Understanding: 
 Communication must include both the transfer and understanding of messages. Only transfer of message can not complete the communication process. To be effective the transferred message must be understood by the receiver.


Barriers: 
 where there is communication there must be some kind of barriers. In real world we can not think of communication without barriers. Infact we are to make communication by overcoming the barriers.


Dynamic Process: 
 Communication is not a static process, rather it is a dynamic process which has different steps.
Indispensable: Perhaps the most important feature of communication is, if is an indispensable part of human life or social life. Without communication will be static.

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Posted in: Businesscommunicationnew,Characteristics of Communication,Features of Communication,Introduction