Meaning of Business Communication
Meaning of Business Communication
Meaning of Business Communication
Introduction
What is Communication
As a social being we are to communicate with each other for
various purposes. Even before the development of language system
the ancient men used ‘signs’ and ‘symbols’ for exchanging
information. From psychological point of view communication is a
‘conscious act’ which requires motivation; that is a person
communicates with another person having a particular ‘Motive’.
Some Definitions
According to Gary Dessler, “Communication is the exchange of information and
the transmission of meanings.”
According to Murphy and Peck, “Communication is a two-way process of
exchanging ideas or information between human beings.”
According to Prof. B. R. Ricks, “Communication is the exchange of information
that is mutually understood.”
According to Elliot Jaquer, “Communication is the sum total of directly and
indirectly, consciously and unconsciously transmitted feelings, attitudes and
wishes.”
Features of Communication
6 Main Characteristics of Communications
(1) Two or More Persons:
The first important characteristic of communication is that there must be a
minimum number of two persons because no single individual can have an
exchange of ideas with himself. A listener is necessary to receive one’s
ideas. Therefore, there must be at least two persons-the sender of
information and the receiver.
(2) Exchange of Ideas: Communication cannot be thought of in the
absence of exchange of ideas. In order to complete the process of
communication there must be an exchange of ideas, orders, feelings, etc.,
among two or more than two persons.
(3) Mutual Understanding:
Mutual understanding means that the receiver should receive the
information in the same spirit with which it is being given. In the process of
communication, it is more important to understand the information rather
than carry it out.
Features of communication
(4) Direct and Indirect Communication:
It is not necessary in communication that the receiver and giver of
information should be face-to-face with each other. Communication
can be both direct and indirect. Direct communication means face-
to-face conversation, while indirect communication is through other
means.
(5) Continuous Process:
Communication is an endless process, as is the case with business
where the manager continuously assigns work to his subordinates,
tries to know the progress of the work and gives directions.
(6) Use of Words as well as Symbols:
There can be many means of communication, like the written, the
oral and symbolic. The examples of symbolic communication are
the ringing of bell for closing a school or a college, saying
something by the movement of the neck, showing anger or
disapproval through eyes, giving some decision by the raising of a
finger in cricket, etc.
Objectives of Communication
Your ability to communicate effectively increases productivity, both yours and your
organization.
2. INCREASED PRODUCTIVITY
With good communication skills, you can anticipate problems, make decisions, co-
ordinate work flow, supervise others, develop relationships and promote products and
services.
7. PROVIDE ORDER
Order is an authoritative communication pattern and it is directive to somebody always a
subordinate to do something. Orders will be written and oral orders , general and specific
orders ,procedural and operational orders , mandatory and discretionary order. Order
should be clear and complete, execution should be possible and given in a friendly way.
8. SUGGESTION
Suggestion is supposed to be very mild and subtle form of communication. Suggestions
are welcomed for it is not obligatory to accept them , it can be voluntary and anonymous
and submitted through suggestion boxes.
9. PERSUASION
Persuasion may be defined as an effort ‘to influence the attitudes, feelings, or beliefs of
others, or to influence actions based on those attitudes , feelings , or beliefs. Persuasion
can be done to others if you are convinced, you do not impose, you are not rigid are
prepared to meet half-way and you can look at the situation from the other person’s angle
also.
Objectives of communication
10. EDUCATION
Education is a very conscious process of communication, it involves both teaching
and learning by which organizations provide to their employees in the form of
training. Education is given for management, employees and outside public.
12. WARNING
If the employees do not abide by the norms of the organization warning is a power
communication tool and it can be general and specific. Specific warning should be
administered in private and after thorough investigation. The aim of the warning
should be the organization betterment.
Developing idea by the sender: In the first step, the communicator develops or
conceptualizes an idea to be sent. It is also known as the planning stage since in this
stage the communicator plans the subject matter of communication.
Encoding: Encoding means converting or translation the idea into a perceivable form
that can be communicated to others.
Developing the message: After encoding the sender gets a message that can be
transmitted to the receiver. The message can be oral, written, symbolic or nonverbal. For
example, when people talk, speech is the message; when people write a letter, the words
and sentences are the message; when people cries, the crying is the message.
Selecting the medium: Medium is the channel or means of transmitting the message
to the receiver. Once the sender has encoded his into a message, the next step is to
select a suitable medium for transmitting it to the receiver. The medium of
communication can be speaking, writing, signalling, gesturing etc.
Steps/Elements of communication
process
Transmission of message: In this step, the sender actually
transmits the message through chosen medium. In the
communication cycle, the tasks of the sender end with the
transmission of the message.
Receiving the message by receiver: This stage simply involves
the reception of sender’s message by the receiver. The message can
be received in the form of hearing, seeing, feeling and so on.
Decoding: Decoding is the receiver’s interpretation of the
sender’s message. Here the receiver converts the message into
thoughts and tries to analyze and understand it. Effective
communication can occur only when both the sender and the
receiver assign the same or similar meanings to the message.
Feedback: The final step of communication process is feedback.
Feedback means receiver’s response to sender’s message. It
increases the effectiveness of communication. It ensures that the
receiver has correctly understood the message. Feedback is the
essence of two-way communication.
Definition of Business
Communication
Business can not exist without communication. Communication in the
business and for the business can be termed as business communication.
Managers make decisions by collecting data from lower level employees. In
other words, employee provides information to the management for
decision making. Whatever it is the fact is organizations can not move or run
without communication.
To develop plans: Plan is the blueprint of future courses of actions. The plan must be
formulated for attaining organizational goals. In order to develop a plan, management
requires information. In this regard, the objective of communication is to supply
required information to the concerned managers.
Objectives of Business
Communication
To implement the plan: Once a plan is prepared, it is to
be implemented. Implementation of a plan requires timely
communication with the concerned parties. Thus,
communication aims at transmitting a plan throughout the
organization for its successful implementation.