Business

Communication

Zaheer Qazi Consultant English and Academic Quality

zaheer.qazi@gmail.com/ 0300-9475281

Communication Process

“If all my possessions were taken from me with one exception, I would hope to keep my power of communication --- for by it I would regain all the rest.”

Daniel Webster, American Journalist

Communication is

the act of conveying meanings from one entity or group to another through the use of mutually understood signs and semiotic rules.

OR

Communication is the art of transmitting information, ideas and attitudes from one person to another. Communication is the process of meaningful interaction among human beings.

Communication:

1. is a personal process

2. may occur between people

3. involves change in

behaviour

4. means to influence others

5. is a tool for controlling and

motivating people.

Features of Communication

Two-way Process

Information Sharing and Understanding

Verbal and Non-Verbal.

Circular Flow.

Goal Oriented.

Continuous Process

Pervasive Activity.

Communication Process Model

communications time?

COMPONENTS OF COMMUNICATION PROCESS Message: Message is a key idea that the sender wants to communicate. It is a sign

that elicits the response of recipient. Communication process begins with deciding about the message to be conveyed. It must be ensured that the main objective of the message is clear.

Sender / Encoder: Sender / Encoder is a person who sends the message. A sender

makes use of symbols (words or graphic or visual aids) to convey the message and produce the required response.

Encoding: Encoding is the process where the information you would like to communicate gets transferred into a form to be sent and decoded by the receiver.

Channel: Channels are the way you convey your message. These channels include verbal such as telephone, and face-to-face conversations as well as non-verbal such as e-mail and text messaging.

Decoding: Decoding is on the receiving end of communication. Communication can go downhill at this stage if the receiver is not practicing active listening skills or if they do not possess enough information to accurately decode the message.

Receiver: Receiver is a person for whom the message is intended or aimed. The degree to which the decoder understands the message is dependent upon various factors such as knowledge of recipient, their responsiveness to the message, and the reliance of encoder on decoder.

Feedback: Feedback is the main component of communication process as it

permits the sender to analyze the efficacy of the message. It helps the sender in confirming the correct interpretation of message by the decoder.

TYPES OF COMMUNICATION

1. Verbal communication:

oral, written, electronic, video

1. Nonverbal communication:

eye movements, gestures, facial expressions

1. It is a mental process of assigning meaning to sounds.

2. It is to give one's attention

to hear what someone has said and

understand that it is serious, important, or true

Active Listening

Responsibility receiving a message

Accuracy of facts in message

Asking questions for clarification

Rephrasing speaker’s message

Listening

Communication Networks

Structured communication system in organizations. 1. Small group communication: Three or more people interacting Occurs within departments, work units, teams, informal groups 2. Centralized communication: Single person is a key figure in sending and receiving messages Only one or a few parts of the network get information Faster and fewer errors occur

3. Decentralized communication: Freely flowing communication Spread potential to get information throughout the network No person in network depends exclusively on anyone else

Message

A message is a verbal, written, or recorded communication sent to or left for a recipient who cannot be contacted directly.

Message Contents: A message may include verbal content (i.e., written or spoken

words, e-mail, text messages, phone calls, etc.) A message may include nonverbal content (meaningful behavior

beyond words: e.g., body movement and gestures, eye contact, touch, timing, etc.).

A well-defined message has two key components. First, it is simple, direct, and concise. Second, it defines the issues on your own terms and in your own words

Communication Channel

A medium through which a message is transmitted to its intended audience, such as print media or broadcast (electronic) media.

Communication Channel

1. Formal Communication Channels A formal communication channel transmits information such as the goals, policies and

procedures of an organization. Messages in this type of communication channel follow a chain of command.

An example of a formal communication channel is a company's newsletter, which gives employees as well as the clients a clear idea of a company's goals and vision.

2. Informal Communication Channels While this type of communication channel may disrupt the chain of command, a good

manager needs to find the fine balance between the formal and informal communication channel.

An example of an informal communication channel is team work, different training programs are outside of the chain of command and so, fall under the category of informal communication channels.

3. Unofficial Communication Channels The unofficial communication channel in an organization is the organization's 'grapevine.'

It is through the grapevine that rumors circulate. An example of an unofficial communication channel is social gatherings among

employees.

Barriers to Business Communication

1. Emotional barriers and taboos: Some people may find it difficult to express their emotions and some topics may be completely 'off-limits' or taboo.

2. Lack of attention, interest, distractions, or irrelevance to the receiver. (See our page Barriers to Effective Listening for more information).

3. Differences in perception and viewpoint.

4. Physical disabilities such as hearing problems or speech difficulties.

5. Language differences and the difficulty in understanding unfamiliar points.

6. Cultural differences. For example, the concept of personal space varies between cultures and between different social settings.

All the best for your future..

Allah bless you…