BS TECH BUSINESS COM

Business Communication – I

Definition: Exchange of facts, ideas, experiences and emotions between two or more persons for a definite objective is called communication.

Objectives of Communication

1. Information Sharing

It is essential to share your ideas and emotions to other party. By sharing we mean sending message to the receiver for good and positive exchange. We share our experiences and get benefits in form of information. If information stops we have no response to follow and take any action. In business world, administration shares information with subordinates about any project. In this way, meetings are held to discuss and solve problems.

2. Future Planning

Information is provided containing all past progress and records for setting up any institute or bureau for future planning. Contacts are made to develop the new situation and planning in near future. Minutes meetings prove beneficial in this context. Facts and figures are kept to analyze the feasibility of the project planning.

3. Effective Control

It is very necessary to control people in communication. Daily basis communication is performed between employees and management. Liabilities are assigned to employees to give productive results. Thus, staff informs management about the activities in a consolidated communicative system. Best results can be obtained if better and effective message is conveyed to desired party.

4. Feedback

Management conveys different orders effectively to their employees for getting specific business objectives. Employees also perform better and do for activities in accordance with effective communication. If any issue arises during the project they may contact management for its solution. Management keeps on having results from the employees. These results satisfy and encourage management to take steps in future.

5. Influence

Communication is the best component for management. Due to it , there is influence on employees. The superiors can make their work go easily by their subordinates. Through effective communication, objectives of institutes become easy. Better attitude supports any department or factory for effective communication in future.

6. Problems Solving

It is necessary for the success of commercial and non- commercial organizations that there should be mental harmony between employees and management if they want to solve problems. Many types of problems come in different organizations for solutions on daily base. Best abilities are taken into action to solve problems by the help of technocrats.

7. Decision Making

Many decisions have to be made on behalf of communicated material. Communication helps us in conveying these decisions to the responsible people for action. Results on the decisions are achieved and then conveyed to the management. Decision making is also considered a component that suits the whole staff. Some important meetings are arranged for deciding what to and how to react according to employees, and resources.

8. Developing Relations

With the increase in world population effective resources of communication are needed most. Every organization wants more relations with manpower and public clients. Now departments are not limited but in the form of globalization want enhancement. The basic objective of communication is to develop consolidated relations with people and organizations.

9. Internal and External Link

Management gets connected with organizational internally and externally with communication. In this way, employees; ideas, thoughts and emotions are conveyed in a better way.

10. Role of Ethics in Communication

It is moral and ethical duty of any organization to protect his audience from any damage. Thus, the information conveyed to the audience should be handled carefully. Through this detail they should not spoil the money that people invest on projects with any organization.

Importance of Communication

When we say importance we mean the benefits of communication. This is significant that planning, coordination, managerial efficiency, cooperation and industrial peace, decision making, motivation, and job satisfaction are parts of communication. These important tasks are done with the help of communication.

1. Action of planning has become necessary for the organized or non organized economic activities. Different projects are prepared on large and small scale for future by the institutes. All of these activities are performed in writing any document. If the details of project convince the reader the objective of communication meets well.

2. Big commercial organizations are made to get better results. Many employees and departments struggle to display their abilities. An effective coordination is built between persons and departments. Writing documents gathers all in a touch and react to one another.

3. Management plays an important role in running the system effectively. Its reason is their power of communication with their staff. Their method of writing conveys the orders to staff upon which the members react and good work is on the display.

4. The promotion of industrial peace and cooperation is possible only with good piece of writing. There is possible chance of relation, cooperation and understanding of matters. Employees and management find it easy to understand each other in future.

5. Important and complex cases are taken into consideration In meetings. Better decisions can be made with the help of these meetings. Role of communication can not be denied here when significant and result- oriented plans are put into practice. This is possible with sending and receiving messages.

6. An industrial employee is a man basically. He has all emotions and other sentiments with some realizations, thus, he has manifold needs. Management knows all sentiments of the employees and in spite of all matters it keeps his individuals working with help of speaking and writing messages.

7. Through communication efficiency of its employees is conveyed to management. In the return of it, they get warning and rewards. Everyone is satisfied and gets aware of his job condition. Employee can know intention of management if he tells/ writes about his condition in the firm to management.

Barriers of Communication

Barriers are actually hindrances and troubles that stop anyone to speak, write, listen and read properly.

For example, if I know the material but I cannot express into proper words and meanings. Speaking is the same.

Conciseness and completeness are essential for good writing. There should be right words for right place and right person.

1. Level – Designation / Authority

Low graded officer fears to communicate with the superiors. The down ward communication is not conveyed to the upward level and gap exists there for unknown period of time.

2. Representative Words

Often, it happens that most of people do not have proper words for correspondence. They need it badly and in consequently write the available words. When the matter is on officer’s table, the piece of writing is marked with mistakes. This is big hindrance in way of communication.

3. Un- attentive Attitude

If the receiver does not pay any attention to message the process stops. It may be two way that sender has not written a proper message. Four of the skills are involved in it, writing, speaking, reading and listening. It depends on health, mood, time, object, level and rank of sender and receiver.

4. Mind-set or Prejudice

If the sender or writer has a fixed mind set he will understand the message in his experience and learning. If writer’s favorite group writes his response is positive. But on the contrary, he flares up and reacts in no good sense.

5. Pre-mature Judgment

If the receiver reads the half message and poses that he got full meaning, he is at fault. It is incomplete communication to react after non- serious behavior.

6. Cultural and Territorial Tradition

Cultural differences create a gulf among people of different cultures. Two different persons speak different languages. They have different rites, habits, creeds, and ethics. Especially, language is not matched and it is great hindrance.

7. Geo Distance

Long distances keep people away for meeting and exchanging their ideas and planning. They cannot understand each other that hold importance in communication.

8. Level of Confidence

If writer or speaker is ill at confidence and he does not the art of writing or speaking he may fail. Knowledge is necessary to produce something as good response.

9. Introvert

Introvert person does not express his opinions and remains silent mostly. If on receiving any document he does not respond it means there cannot be any communication.

10. Accent and Pronunciation

If the accent and pronunciation of the speaker cannot convince the listener he may lose his grip on communication. In this way, no message and further action is encouraged.

Components of Communication

Medium