Business-Communication-Replace.pdf

COMMUNICATION

LESSON 1

Why study business communication?

You may say that communication is important and that you’ll be spending a lot of time doing it. But you’re

pretty good at communicating. After all you talk to people , write notes, read books, get along with

other people, and make myself understood already. Why should you study communication?”

The apparent simplicity of communication is deceptive . Just because we all communicate every day

does not make us good communicators . Just because some aspects of effective communication are

based on common sense does not mean common sense alone is enoug h. Skilled communicators

draw on an extensive and complex body of knowledge, including semantics (the study of word

choice), linguistics (the study of language), rhetoric (the study of writing and speaking effectively),

psychology, sociology, graphic design, and even computer science . You will explore and apply the

scholarship and research from all of these fields in your study of communication.

“Why then ,” you may well ask finally, “ study business communication specifically? Communication

is communication : I’ve taken plenty of English courses and communicated in every one of my

other courses.”

Good communication does, in fact, cross disciplines: correct grammar and audible speaking , for

example, are as necessary in a geography class as they are in a business communication class. There are,

however, at least five ways in which what you will learn in this class differs from what you have

learned, or will learn, in your other classes. First, the subject matter is different: here you will get a

chance to practice communicating with concepts and techniques form areas such as accounting,

finance, and marketing. Secondly the forms are also different: you will, for example, practice writing

memos, letters and business reports – not just term papers, exams and essays. Third, in this class you

will have a chance to practice your oral presentation skills, which – according to various studies –

you will probably be using extensively in the business world. Fourth, you may learn a slightly

different style: in general, business communication is more objective, systematic, and concise than

creative or personal communication . Finally, perhaps the most important difference is that . You will

learn to persuade people to accomplish your desired results.

What is communication ?

I have been discussing how important communication will be for your success in business. What you might

ask, does the term communication mean? It is certainly hard to define because it has come to mean

practically anything.

Definition of Communication

The word communication means the act or process of giving or exchanging of information, signals, or

messages as by talk, gestures, or writing. Technically speaking, in the act of communication, we make

opinions, feelings, information, etc known or understood by others through speech, writing or bodily

movement.

Why do we communicate?

The purpose of any given communication may be:

a) to initiate some action;

b) to impart information, ideals attitudes, beliefs or feelings; and /or

c) to establish, acknowledge or maintain links or relations with other people.

Initiating Action

Initiating action may be achieved by two basic categories of communication.

1.3 Expressing needs and requirements. This can range from a baby’s cry – or even the bleep of an alarm clock –

to an adult’s more precious expression of needs and wants. In a business organization, it would include

briefings, instructions and procedures manuals. This will only be effective where the other person is willing

to satisfy the needs.

1.4 Persuading and motivating others to carry out the desired course of action” in other words, giving them a

reason (other than one’s own want or need) to perform that action. Persuasion of this kind is likely to be a

major element in marketing and sales: a sales up cannot simply ask a customer to buy the product because

she, the sale rep, needs a success. She must show that there are benefits to the consumer, which will make

the purchase worthwhile.

Imparting Information

1.5 Imparting information, ideas, attitudes, beliefs and feelings may have any number of specific

purposes.

a) Creating awareness

b) Creating understanding

c) Persuading others

d) Influencing others

1.6 Information gathering is a constant activity of human beings. We receive a great deal of data and

information in our daily lives, only some of which we seek or consciously absorb. Think about it: news

bulletins, books, bank statements, business information, gossip, thing people tell you, things you ask them.

This list is endless.

1.7 Remember that other people may be seeking information in the messages you ‘send’ (and in the tone of

your voice and other indications of what is ‘between the lines’). This information may or may not be

something you wish to communicate: you will need to be aware of it before your listener/reader is.

Establishing relations

1.8 Establishing, acknowledging and maintaining relations with other people is a vital function of

communication.

Importance

Communicating effectively in speaking and writing is useful in all areas of business, such as

management, technical, clerical, and social positions.

The ability to communicate well has always given advantages to those who possess it.

Communication has a rich history. The ancient world, both the East and the West, depended on oral

communication. In ancient Greece and Rome, it was necessary to communicate when dealing with matters

in assemblies and the courts. During the Medieval and Renaissance Periods, the oral tradition progressed.

As writing became more important as a permanent record of communication, authors and books on written

communication principles appeared.

So we can say that some of today’s principles of writing are a mixture of ancient oral and written

traditions.

Advantages of Communication in your Career

Your success in your career is based on your ability to do well in written and oral communication.

This ability to communicate effectively is a valuable asset for you.

If your career requires mainly mental rather than manual labour, your progress will depend on how

effectively you communicate your ideas to others who need or should receive them.

Strong communication skills are found in every job description listed by companies’ advertising

positions. Communication is a primary responsibility in many careers, such as customer relations, labour

relations, marketing personnel, public relations, sales, and teaching.

It is also required in government and non profit organizations. There skills play a major role at

every level.

Even if your work is mainly with figures, as in the accounting profession, the ability to

communicate to those who read your financial reports is necessary.

A quality for Promotion

An executive must have the ability to communicate if he wants promotion. Those who cannot

communicate effectively in either oral or written communication remain in the same positions.

Many surveys have born out the idea that effective communication is essential for success and

promotion in every field.

Communication & Global Market

The way you communicate both within and outside your own country affect everything you do.

Moreover your ability to speak and write effectively will also make a difference to your organization.

These qualities will help you to be successful in dealing with international business people.

Always remember that “To the customer, you are the company”. Your dealing with customers,

clients and the public reflects the company you represent. Important communications can make difference

to your company because each message communicates the essential quality and culture of your company

and can either build goodwill or destroy it.

Messages written to international customers and other business contacts are sensitive to the

readers. Your goodwill as well as your organization’s is at stake. So be very careful while communicating

with international people.

The ability to communicate effectively with others is repeatedly named as a top quality of a successful

businessman you as a businessman may be a very intelligent person; but if you can’t get your

message across to the other, you will be thought of as less intelligent than you are because ideas are

common, but the ability to clearly communicate ideas to others is rare.

If you are a better communicator, customers and business associates form better impression of you and

your organization. This impression is based solely upon your ability to communicate both oral and

written. Effective business message builds or retains goodwill which is a priceless commodity. Because

the exchange of written communication is vital to a businessman for promoting goodwill, the art of

producing effective correspondence will help ensure your success in business.

So, your ability to communicate is, in fact, your trademark. The memos, letters and reports you

write, demonstrate your ability, or lack of ability to communicate. Presenting yourself through your

communication will project a favourable image as well as promote successful business operators both

internally and externally.

Besides, as a businessman you are required to run the working of your organization smoothly

because you are to clearly transfer your objectives, policies, method of working etc. to the people working

with you at different levels, so this ability to communicate is very crucial for you as a businessman for basic

managerial functions.

As a businessman you will regularly plan design and control affairs to maximize your production

and minimize your cost. Your ability to communicate effectively is going to help you from the

brainstorming step to implementing the objectives that you chalk out for the promotion of your business.

Another factor that is important for a businessman to achieve the desired objectives is decision

making. Here again ability to communicate both orally and in writing helps you make the most of yourself

and your organization.

Above all else, your ability to communicate helps you in understanding human relationships. Being an

effective communicator you can interact effectively and positively with others. This situation results in an

open climate of communication within organization as well as outside it. So communication is of

paramount importance for a businessman to be successful in his business.

Developing the right attitude

“To the customer, you are the company.” Your attitude when dealing with customers, clients, and the

public reflect on the company you represent. Our attitude will reflect your country and your culture.

Each message communicates the essential quality and culture of your company and can either build

goodwill of destroy it.

Doing an honest job enthusiastically and competently helps both the doer and the receiver. Answering even

routine inquiries should and can be a inter easting challenge.

Message written to international clients, customers suppliers.

Preparing Adequately

Most people can learn to communicate effectively for business if they are willing to devote whatever effort

is necessary to prepare themselves adequately. In addition to the proper goodwill-building attitude, the

following qualities are desirable:

• Careful, sound judgment when choosing ideas and facts for each message.

• Patience and understanding, even with unjustly insulting persons.

• Integrity, backed up by a valid code of ethics.

• Reasonable facility with the English language.

• Applied knowledge of the communication process and principles and of successful methods for

sending and receiving message.

• Knowledge of the cultural conventions of your audience.

Cultural Diversity at work

Today’s workplace is increasingly divers in age, gender, and national origin. Diversity has brought problems

to organizations, but it has also brought strengths. Changing demographics have contributed to change in

management styles, making effective communication central to success in carrying out the organization’s

business.

Components of communication

Communication is a process of transmitting and receiving verbal and nonverbal message. Communication is

considered effective when it achieves the desired reaction or response from the receiver. Simply stated,

communication is a two-way process of exchanging ideas or information.

Factors interact in the communication processes, affected by various contextual conditions and decisions.

Every country, every culture, and every company or organization has its own conventions for procession

and communicating information. This aspect of context is the playing field on which you must plan.

Your own view of the world affects, attitudes, opinions, emotions, past experiences, likes and dislikes,

education, job status, and confidence in your communication skills all influence the way ability to analyze

your receiver’s culture, viewpoint, needs, skills, status, mental ability, experience, and expectation. You must

consider all these aspects of context in order to communicate a message effectively.