Communication

1. What is Communication? 

  

    Communication come  from Latin "communis", meaning to share . Communication is the activity of conveying information through the exchange of thoughts, messages, or information, as by speech, visuals, signals, writing, or behavior.

  Communication is a process where verbal and non-verbal messages are used to create and share.

 Verbal, non-verbal (signs) visual, non-visual, written and with the help of technological support to conveying message from one person to another is called communication.

Given below Pictures of communication:

   

Types of communication are input below:

1. Human Communication

* Non-verbal communication

* Oral communication

* Business communication

* written communication

* Effective communication

* Barriers to effective human communication

2 Non-human communications

* Animals communication

* Plants and Fungi communication

3 Communication cycle

4 Communication noise

* Environment noise

* Cultural noise

* Psychological noise

5 Communication as academic discipline etc.

      Actually, communication is a system of sending and receiving messages or information which has feedback system controlling by person and organization.

2. What is Business Communication?

 Business communication is communication that promotes a product, service, or organization; relays information within a business; or functions as an official statement from a company.

    Business communication encompasses such topics as marketing, brand management, customer relations, consumer behaviour, advertising, public relations, corporate communication, community engagement, reputation management, interpersonal communication, employee engagement, and event management. It is closely related to the fields of professional communication and technical communication.

     Media channels for business communication include the Internet, print media, radio, television, ambient media, and word of mouth

   Finally , Business communication is somewhat different and unique from other types of communication since the purpose of business is to make money. Type of Business Communication are given below :

           1 Verbal communication

              * Oral communication

               * Written communication

           2 Non-verbal communications

           3 Body language 

We use    all of these for a good communication in business side.

 3. What is scope of business communication?

Communication as a subject of study has a very vast canvas. To different people, communication implies various areas of study, research and application:

         (1) It is a means of transportation from one place to another viz., moving men, machines, materials etc by surface transport like railways, roadways or by air or by sea. It is not uncommon to describe a region or a country backward in terms of means of communication because it is not serviced or well connected by railways, roadways, airways or seaways.

        (2) It also relates to means of sending / receiving messages, packets or parcels through post, telephone, telegram, radio, wireless or Internet. These means of communications have undergone rapid changes during the last few decades. Postal services have been revolutionized by courier services – same-day delivery, next-day delivery etc. Telephone services have become commonplace – one can talk to a person anywhere even one orbiting in a satellite without shouting. The mobile telephony and use of Internet has changed the way people talk and communicate with one another. They are changing the way business is done.

        (3) Communication is a major focus of attention for artists – singers, dancers, actors, painters, sculptors etc are all trying to communicate with their audiences. They endeavour to win their attention and appreciation so as to secure attractive returns for their efforts.

In managerial or business context, it is the science and art of communicating. Etymologically, communication as a word is derived from the word „common‟ in English or „Communis‟ from Latin. It means „shared by‟ or „concerning all‟. Thus communication is a process of „influencing others‟ to achieve common, shared objectives. These goals could be that of individuals, families, teams, departments / functions and companies.

Communication has emerged as a very powerful personal skill that individuals must acquire to be able to perform their duties and become efficient managers and effective leaders.

(1) Communication and Power

Communication is also the most powerful input resource in an enterprise. The various resources, just to recount, are as below:

1 Men

2 Money

3 Materials

4 Machines

5 Methods

6 Management

7 Measurement

8 Message covering both information and communication flows

9 Motive Power

10 Motivational Leadership

Messaging has emerged as the most important resource for, without it, nothing can be transacted anywhere. It is the lifeline of any society. It is the glue that holds companies, communities and countries together. There is another process that is also used to influence others – it is the use of authority or power. They say if person has power it shows because it quickly shows his influence or hold on others‟ opinion. However, it must be understood in its proper perspective. Power has been described as „a process of influencing others to do some

thing that, left to themselves, they will not do‟. This process is, then, quite different from that of communication where we influence others as equals - members of the family, members of the inter-departmental teams or customers or fellow members of an association. The process of communication is greatly dependent on the skill of individuals who, as equal members, are in a position to influence others so as to compel,  propel or impel them to work together to achieve common goals!

(2) Communication as a two-way process

Communication is a complete process - it starts with communicators sending messages to receivers, the „communicatees‟. An experienced sender of message, whether oral or written, would think of the audience as his customer. He would try to gauge or guess the kind of level of communication the receiver is comfortable with. Thereafter, he would craft his message in a manner and in the language, words, phrases and idioms that the receiver is familiar with. Each receiver of message is really a customer whose needs and wants should be as well known to the sender as it happens in a market place. Obviously, like the sender who chooses words, phrases and idioms from his vocabulary depending on own learning, experience and exposure, receiver also has his own mental filter that is the product of his learning, experience and exposure. To absorb the message in his mind, he does the abstraction of the message in to words, phrases and idioms that he is familiar with or has command over. This leads to his formulating his response to the message received. Once again, it goes through the mind filter and ultimately comes out of the communicatee and starts its return journey to the sender of the message. It conveys back what is understood by the receiver.

A sensitive speaker is able to judge the reaction of his audience from the gestures, sounds and expressions of the audience – the way they sit, the way they yawn or the way they twitter their fingers etc. It is thus a complete cycle because it is a two way process. Until

the full process has been gone through the process of communication is considered to be incomplete.

(3) Information as a one-way process

Information flow is another related process. Information is knowledge; it comes from the processing of raw data which records the events as they take place in every miniscule of an organization or an institution. Knowledge is power. The flow of information is considered to be an extremely powerful tool at the disposal of men at all levels of a business enterprise.

However, difference between communication and information flows must be understood clearly. Whereas communication is a two way process, information is a one-way process. It is, therefore, half of the process. Yet it is used very extensively in organizations. As businesses grow in size, complexity and dynamics, it is very difficult to ensure two way process all the time. Much of the time, information flows one way – downwards, upwards or horizontal along formal lines of command. These lines of command become the channels of information flows and serve as the cornerstones of communication, coordination and control.

4. What are the factors influences the meaning of business communication?

    Communication is the exchange of facts, ideas, wishes, and attitudes between or among persons. Communication in business is same in nature. Business communication is the expression, channeling, receiving and interchanging of ideas in commerce-and industry. This exchange becomes fruitful when the receiver understands the meaning of message in the way sender encoded. However, several factors distort the meaning of a message in business.

These are some factors that influence the meaning of business 'communication.

Cultural Diversity

When people from different cultural background communicate the chance of misunderstanding and wrong interpretation of message is higher. Large corporations and MNC’s usually have a culturally diverse workforce. Also they deal with many nationalities. Misunderstanding of messages can lead to a very troubling situation for a company. Companies can take some measures to avoid this problem.

Misunderstanding of Message

Communication in business also fails when people assign different meanings to same word. Such misunderstanding happens when technical words or jargons are used. Moreover, people may intentionally misinterpret the inner meaning of words. Misunderstanding of message is a common thing in a communication but it could create a problem for company. So, messages must be prepared properly and there should be feedback system.

Emotional Difference

Emotions and feelings of the parties involved in communication significantly affect the meaning of communication. For example, physicians are usually less emotional to patient than those of the relatives of the patients.

Past Experiences

Experience of previous communication strongly determines the effectiveness of further communication between the same sender and receiver. If either of the party has bitter experience, further communication between them is likely to be ineffective.

Educational and Intellectual Difference

Difference in formal educational and intellectual level of sender and receiver also influence the meaning of communication. If they have similar educational qualifications, communication will be effective. Because they are likely to hold similar perception, understanding, feeling, thinking, view etc.

Group Affiliations

Differences in group-affiliation also affect communication in business. If sender and receiver belong to different formal or informal groups, communication between. They may become less effective. For example, communication between trade union leaders and managers may fail simply because of their hostile attitude to each other. Similarly, informal group relationship based on religion, gender, and region, age, etc. can affect business communication.

Positional Differences among the Personnel

If sender and receiver hold different positrons in the hierarchy, communication between them may fail. Sometimes we see that for the purpose of maintaining the formality it the organization, some people goes too far. For example, superiors usually pay less attention to any message of their subordinates.  Also subordinates tries to avoid any instruction from the superiors to avoid the workload and responsibilities.

Functional Relationship between Sender and Receiver

Functional relationship between sender and receiver significantly affects the meaning of communication in business. If sender and receiver belong to different functional departments or areas, the receiver may not understand the sender's message. For example, the finance manager may not clearly understand the message of product design manager; quality control manager may not understand the message of accountants.

Business communication is the expression, channeling, receiving and interchanging of ideas in commerce-and industry. In many ways the meaning of business communication can be influence. This influence can be positive or negative.

5. What are functions of business communication?

   

          Communication caters to 'change'. It is through the involvement with and the development of communication that, along the periods of ages, human beings evolved from the caves of the stone age to the present world of sophistication and glamour. The changes brought about by communication to the human society can be explained with reference to the functions of communication propounded by Seal MacBride.

INFORMATION: The accessibility to the information brought about by communication helps in changing the society. When people are informed about the on-going problems of the world, the society can change to make themselves stronger to fight those menaces.

SOCIALIZATION: Communication can help people socialize and come together in a common platform understanding and helping one another in times of need realizing the common ground of similarity we share being humans. Socialization can be possible only through communication.

MOTIVATION: Societies can change for the better, if the change is brought about by the motivation that we get through communication. The motivation for betterment, for achievement and harmony.

DISCUSSION AND DEBATE: The fact that communication allows us to discuss and debate an issue holds extremely important, for, by doing so we can resolve any politician or social issue for the betterment of the society.

EDUCTION: Education is the backbone of the society. The development and the social and economic status is very much determined by the level of education that the citizens of the country have been able to acquire. This can pave the way to the social advancement and economic self-sufficiency.

CULTURAL PROMOTION: Communication also helps people to be informed about the different cultural varieties that countries and the world enjoys. Knowing and understanding them can help us understand one another in the common frame of reference as humans and live with peace and prosperity.

Communication, thus, is and exclusive ladder to reach the ultimate destination, the destination being, the societal harmony and peace.

6. What are the types of business communication?

     Business is communication .That is why we use some type of business communication for good business.

    Types of business communication:

    Verbal communication:

Verbal communication is a type of communication that involves use of words for communicating. Verbal communication ,in turn ,can be further divided into two groups 

(I)               Oral communication :

                                      Oral communications are the  that  come through words ,phrase ,and idioms from the mouth of the speaker .His appearance ,mannerism ,body language and the way he throws his voice can make significant difference in impacting the audience ,their attitude and performance .

It is very convenient  form of expression and presentation .

(II)  Written communication:

Written communication is a type that only includes written forms for communicating. It takes time and is expensive .However ,it is more accurate and is the norm for technical ,legal ,and most diplomatic communications

• Non-verbal communication:

[Non-verbal communication] is a mode of communication which only majorly uses body language and various other physical gestures as a means for communicating.

• Employment communication:

Employment communication is a mode of communication that is particularly used for accepting the applicants for a job.

• Electronic communication:

Electronic communication is the modern way of communication that includes electronics and latest technology for communicating such as teleconferencing e-mail, etc.

• Team B Communication:

Team B Communication is a form of communication that exists in the cyber classroom where solid teamwork and collaboration results in excellent grades in academia.

7. What is communication process?

             

Communication is a process of exchanging verbal and non verbal messages. It is a continuous process. Pre-requisite of communication is a message. This message must be conveyed through some medium to the recipient. It is essential that this message must be understood by the recipient in same terms as intended by the sender. He must respond within a time frame. Thus, communication is a two way process and is incomplete without a feedback from the recipient to the sender on how well the message is understood by him. Communication Process

The main components of communication process are as follows:

1.     Context - Communication is affected by the context in which it takes place. This context may be physical, social, chronological or cultural. Every communication proceeds with context. The sender chooses the message to communicate within a context.

2.     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. For instance - a training manager conducting training for new batch of employees. Sender may be an individual or a group or an organization. The views, background, approach, skills, competencies, and knowledge of the sender have a great impact on the message. The verbal and non verbal symbols chosen are essential in ascertaining interpretation of the message by the recipient in the same terms as intended by the sender.

3       .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.

4         Medium - Medium is a means used to exchange / transmit the message. The sender        must choose an appropriate medium for transmitting the message else the message might not be conveyed to the desired recipients. The choice of appropriate medium of communication is essential for making the message effective and correctly interpreted by the recipient. This choice of communication medium varies depending upon the features of communication. For instance - Written medium is chosen when a message has to be conveyed to a small group of people, while an oral medium is chosen when spontaneous feedback is required from the recipient as misunderstandings are cleared then and there.

5       Recipient / Decoder - Recipient / Decoder is a person for whom the message is intended / aimed / targeted. 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.

6       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. Feedback may be verbal (through words) or non-verbal (in form of smiles, sighs, etc.). It may take written form also in form of memos, reports, etc.

Communication can best be summarized as the transmission of a message from a sender to a receiver in an understandable manner. The importance of effective communication is immeasurable in the world of business and in personal life. From a business perspective, effective communication is an absolute must, because it commonly accounts for the difference between success and failure or profit and loss. It has become clear that effective business communication is critical to the successful operation of modern enterprise. Every business person needs to understand the fundamentals of effective communication.

8. What are the roles of communication?

      Communication plays a key role in the success of any workplace program or policy and serves as the foundation for all five types of psychologically healthy workplace practices. Communication about workplace practices helps achieve the desired outcomes for the employee and the organization in a variety of ways:

• Bottom-up communication (from employees to management) provides information about employee needs, values, perceptions and opinions. This helps organizations select and tailor their programs and policies to meet the specific needs of their employees.

• Top-down communication (from management to employees) can increase utilization of specific workplace programs by making employees aware of their availability, clearly explaining how to access and use the services, and demonstrating that management supports and values the programs.

Examples of communication strategies that can help make your workplace programs successful include:

• Providing regular, on-going opportunities for employees to provide feedback to management. Communication vehicles may include employee surveys, suggestion boxes, town hall meetings, individual or small group meeting with managers, and an organizational culture that supports open, two-way communication.

• Making the goals and actions of the organization and senior leadership clear to workers by communicating key activities, issues and developments to employees and developing policies that facilitate transparency and openness.

• Assessing the needs of employees and involving them in the development and implementation of psychologically healthy workplace practices.

• Using multiple channels (for example, print and electronic communications, orientation and trainings, staff meetings and public addresses) to communicate the importance of a psychologically healthy workplace to employees.

• Leading by example, by encouraging key organizational leaders to regularly participate in psychologically healthy workplace activities in ways that are visible to employees.

• Communicating information about the outcomes and success of specific psychologically healthy workplace practices to all members of the organization.

9. What is inter-organization system?

       An interorganizational system (IOS) is one which allows the flow of information to be automated between organizations in order to reach a desired supply-chain management system, which enables the development of competitive organizations. This supports forecasting client needs and the delivery of products and services. IOS helps to better manage buyer-supplier relationships by encompassing the full depths of tasks associated with business processes company-wide. In doing these activities, an organization is able to increase the productivity automatically; therefore, optimizing communication within all levels of an organization as well as between the organization and the supplier. For example, each t-shirt that is sold in a retail store is automatically communicated to the supplier who will, in turn, ship more t-shirts to the retailer.

Organizations might pursue an IOS for the following reasons:

1.     Reduce the risk in the organization

2.     Pursue economies of scale

3.     Benefit from the exchange of technologies

4.     Increase competitiveness

5.     Overcome investment barriers

6.     Encourage global communication

Fig. 1. Proposed model of inter-organizational communication (Model 1).

The most common form of IOS is electronic data interchange, which permits instantaneous computer-to-computer transfer of information.

10. What is communication network?

Communications networks differ in geographical size. Networks may be constructed within a building or across several buildings. Networks may also be citywide and even international, using both cable and air connections. There are three major network types:

• Local Area Networks

• Metropolitan Area Networks (MANs)

• Wide Area Networks (WANs).

Local Area Networks (LANs)

A computer communications network contained in a small area such as a commercial building is known as a local area network (LAN). A local area network's linkages usually are accomplished with either telephone, coaxial, or fiber-optic cables. Often, LANs use a bus configuration. The major benefit of a local area network is that it can help to reduce costs by allowing people and microcomputers to share expensive resources. Also, local area networks enable end users to participate in office automation technology. In addition, LANs may be connected to other networks by means of a network gateway. Network designers can choose the method in which messages are controlled in a local area network. Two basic methodologies are the token-passing approach and the contention-based approach. The token- passing approach allows the designers of a network to achieve a degree of centralized control. A group of data bits, or "token," is passed from one network node to another. A node can only send a message when it is in possession of the token.

LAN Components

There are five basic components to an LAN.

• Server
• Client Computer
• NIC (Network Interface Card)
• Network Cables/Hubs
• NOS (Network Operating System)

Metropolitan Area Networks (MANs)

MANs

The next larger network than LAN may be the Metropolitan Area Networks (MANs). MAN usually spans a geographical area that usually encompasses a city or county area. It interconnects various buildings or other facilities within this citywide area. For example, linkages can be established between two commercial buildings. A more recent use of MAN technology has been the rapid development of cellular phone systems.

 Wide Area Networks (WANs)

WANs

A wide area network (WAN) is one that operates over a vast distance (e.g., nationwide). Its nodes may span cities, states, or national boundaries. This network interconnects computers, LANS, BNs, MANS, and other data transmission facilities. Typically, WAN will employ communications circuits such as long- distance telephone wires, microwaves and satellites. FOR example, nationwide automated teller machines used in banking represent a common application of a wide area network.

10. What is oral And Written communication?

Speaking to Communicate

Spoken communication occurs in many different settings during the course of successful innovation and change.  These may be divided into three main types:

• The formal and informal networks in which peers exchange information, such as professional associations, work units, work teams, etc.
• The activities of change agents, opinion leaders, etc.
• The contacts established at team meetings, conferences, training courses, etc.

Whether to use oral communication is a decision we all make frequently in the course of a workday.  The change agent must be able to identify those situations in which oral communication is the most appropriate one to use.  Don Kirkpatrick suggests the -following guidelines for making such decisions.

Use Oral Communication When:

• The receiver is not particularly interested in receiving the message.  Oral communication provides more opportunity for getting and keeping interest and attention.
• It is important to get feedback.  It's easier to get feedback by observing facial expressions (and other nonverbal behavior) and asking questions.
• Emotions are high. Oral communication provides more opportunity for both the sender and the receiver to let off steam, cool down, and create a suitable climate for understanding.
• The receiver is too busy or preoccupied to read. Oral communication provides more opportunity to get attention.
• The sender wants to persuade or convince.  Oral communication provides more flexibility, opportunity for emphasis, chance to listen, and opportunity to remove resistance and change attitudes.
• When discussion is needed.  A complicated subject frequently requires discussion to be sure of understanding.
• When criticism of the receiver is involved.  Oral communication provides more opportunity to accomplish this without arousing resentment.  Also, oral communication is less threatening because it isn't formalized in writing.
• When the receiver prefers one-to-one contact.

WRITTEN COMMUNICATION

Written materials often bear the greatest burden for the communication of new ideas and procedures.  Effective writing is the product of long hours of preparation, revision and organization.  One book that follows its own rules is Strunk and White's Elements of Style, a short book which argues persuasively for clarity, accuracy, and brevity in the use of English.  Its entire philosophy is contained in one paragraph:

Vigorous writing is concise.  A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reasons that a drawing should have no unnecessary lines and a machine no unnecessary parts.  This requires not that the writer make all his sentences short, or that he avoid all detail and treat his subjects only in outline, but that EVERY WORD TELL.

Clear, vigorous writing is a product of clear, vigorous thinking.  Clarity is born of discipline and imagination. Kirkpatrick gives the following guidelines for using written communication:

Use Written Communication When:

• The sender wants a record for future references.
• The receiver will be referring to it later.
• The message is complex and requires study by the receiver.
• The message includes a step by step procedure.
• Oral communication is not possible because people are not in the same place at
• the same time.
• There are many receivers.  Caution:  the receivers must be interested in the subject and will put forth the time and effort to read and understand.
• It is cheaper.  Caution:  the same as above.
• A copy of the message should go to another person.
• The receiver prefers written.

Advantages of Written Materials

• Highly technical topics can be presented using words and diagrams.
• Written material provides a permanent record that can be referred to from time to time or passed on to others.
• Written material can be duplicated in large quantities or distributed on the Internet relatively inexpensively.
• It is fairly easy to distribute written material to many people, but this practice is getting increasingly expensive and its effectiveness questionable.
• Written material is preferred when it is desirable to get the same information to a group of people.
• Written records and reports are sometimes useful in legal matters.
• Written material may be useful for documenting the success or progress of some project or activity.

Disadvantages of Written Material

• People seldom take the time and effort to read technical materials.
• The preparation of written documents is time-consuming.
• Once prepared in large quantities, printed documents are difficult to change.
• Written material provides little feedback for the sender.
• Technical documents are often too long and complex for the majority of readers.
• A portion of the population may not be able to read written material.