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BUSINESS COMMUNICATION

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Miss Nisha

Introduction
Communication Foundations:
A Framework for Business Communication

OBJECTIVES
After studying this unit you should be able to:

Explain what effective communication is

State the benefits of effective communication

Discuss the developments taking place in todays workplace


that increase the need for effective communication

Describe the various methods of communication in todays


workplace

Discuss the factors to be considered in choosing the method


of communication

Explain the key stages in the communication cycle

Discuss examples of barriers to communication

Discuss the different ways communication flows in a


business organization

Explain what culture is and discuss some ways in which you


can improve cross-cultural communications

Explain the seven step formula to achieve effective


communication

Communication may be defined as:


giving, receiving or exchanging information,
opinions or ideas by writing, speech or visual
means, so that the message communicated is
completely understood by the recipient(s).

The key to effective communication is ensuring


that your message is understood, stimulating
the recipient to take appropriate action, or
affecting the way the recipient thinks in some
way.

Benefits of Effective
Communication

Stronger decision-making and problem solving

Upturn in productivity

Convincing and compelling corporate materials

Clearer, more streamlined workflow

Enhanced professional image

Sound business relationships

Successful response ensured

Communication in a
Changing Workplace

Advancing technology

Global communication

Information age

Team based business environments

Methods of
Communication

Choosing the Channel of


Communication

Cost

Confidentiality

Safety and Security

Influence

Urgency

Distance

Time of the Day

Resources

Written record

Recipient

Use oral channels when:

your message is fairly simple

you need an immediate response

you dont need a permanent record

you want to encourage interaction in


problem-solving or decision-making

you need to read the recipients body


language

you need to hear the tone of your recipients


response

your message has an emotional factor.

Use written channels when:

your message is fairly detailed or


requires careful planning

you dont need an immediate response

you need a permanent, written record

you have a big, widespread audience

you want to minimise the distortion that


often occurs when messages are
passed orally from person to person

you dont need immediate interaction


with your audience

your message has no emotional factor.

Use electronic channels when:

speed is important

time zones differ

you are physically separated from your


audience.

Key Stages in Communication


Skill

Barriers to
Communication
Emotions

Non-verbal
signals

Language

Relationship
s

Listening

Prejudgement

Flow of Communication
Vertical Communication

Horizontal
Communication

Diagonal Communication

Grapevine?

When the correct lines of


communication are not used, the
grapevine often results.

This term describes an unofficial


communication system which is
constantly changing.

The grapevine is a vehicle for


distortions of the truth, rumour and
gossip.

An active grapevine can cause much


damage to an organisation by
spreading incomplete, false or
exaggerated information. It results in
low morale, cynicism, fear and an

Seven Steps to Effective


Communication

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