BUSINESS COMMUNICATION

INDEX

Sr. No. Topic Pg. no.

1. Introduction 2

2. Business Communication 3

2. Definition 4

3. Importance of business communication 5

4. Characteristics of business communication 7

5. Framing Questionnaire 9

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INTRODUCTION

Communication is the mutual exchange of understanding, originating with the receiver.

Communication needs to be effective in business. Communication is the essence of
management. The basic functions of management (Planning, Organizing, Staffing, Directing
and Controlling) cannot be performed well without effective communication.

Business communication involves constant flow of information. Feedback is integral part of

business communication. Organizations these days are very large and involve large number of
people. There are various levels of hierarchy in an organization. Greater the number of levels,
the more difficult is the job of managing the organization. Communication here plays a very
important role in process of directing and controlling the people in the organization. Immediate
feedback can be obtained and misunderstandings if any can be avoided. There should be
effective communication between superiors and subordinated in an organization, between
organization and society at large (for example between management and trade unions). It is
essential for success and growth of an organization. Communication gaps should not occur in
any organization.

Business functions throughout effectual Communication and without it business can never be
run. Communication is personally related to production of goods and services, purchasing and
selling, warehousing, distribution and to other business activities. The nation within and
external the business organization might be communicated with proper in sequence so that day
can take steps accordingly. Furthermore, Business organization is to do a few social
responsibilities also. Therefore, now-a-days every large organization has a “Public Relation
Department” to communicate with its environment.

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BUSINESS COMMUNICATION

Business Communication is goal oriented. The rules, regulations and policies of a company
must be communicated to people within and outside the organization. Business
Communication is regulated by certain rules and norms. In early times, business
communication was limited to paper-work, telephone calls etc. But now with advent of
technology, we have cell phones, video conferencing, emails, satellite communication to
support business communication. Effective business communication helps in building goodwill
of an organization.

Business Communication can be of two types:

Oral Communication - An oral communication can be formal or informal. Generally business

communication is a formal means of communication, like meetings, interviews, group
discussion, speeches etc. An example of Informal business communication would be -
Grapevine.

Written Communication - Written means of business communication includes - agenda,

reports, manuals etc.

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DEFINATION

Some important definitions of business communication given by business experts:

Wilson defines the “Organizational communication is an evolutionary, culturally dependent

process of sharing information and creating relationships to cope with environmental
uncertainty.” This definition tells that organisation works in social environment. According to
Wilson, the concept of environmental uncertainty is central idea wherein process of
communication works with sharing information.

Holt observes, “Communication is the process of exchange of information in a way that

achieves mutual understanding between two or more people about work-related issues.
Communication plays a vital role in planning, organizing and controlling the activities of an
organisation by the managers. It also helps in moving people to obtain their willing
cooperation.”

According to R. Ludlow, “Business communication is a process of transfer of information and

understanding between different parts and people of a business organisation. It consists of
various modes and media involved in communication interchanges.”

Effective communication is needed for growth and development of any organisation. H.G.
Hicks has rightly pointed out- “Communication is basic to an organisation’s existence from
birth of the organization; when communication stops, organized activity ceases to exist.”

Improving communication skills improves the chances for success of a business. Effective
communication brings progress and prosperity to it.

Above definitions of business communication highlights communication importance of

effective business communication. To deal with all business activities the communication
techniques is essential skills for every manager today.

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IMPORTANCE OF BUSINESS COMMUNICATION

Effective business communication is the art of sharing information in a positive and helpful
fashion. Whether this information is being conveyed to employees or customers, it is important
that the best method and atmosphere is created when sharing the information. Possessing or
developing excellent communication skills will help business leaders and their teams in every
facet of business operation.

1. Managerial efficiency
Communication helps in smooth operation of management. Managerial task can only
be performed when communication system is effective.

2. Enhance morale and relations

Effective communication emphasizes the employee’s participation in management. It
helps to build the employees morale and cordial industrial relations between
management and employees

3. Effective leadership
Effective leadership depends upon effective communication. Two-way
communication helps in effective communication. Managerial leader must handle the
subordinates. For ordering qualitative leadership is essential. And that can be obtained
from proper system of communication.

4. Mutual trust and confidence

Mutual trust and confidence between labour and management is necessary for effective
movement of organization. When there is effective communication, it helps to reduce
misunderstanding and develop mutual trust.

5. Better decision
The success of organization can be measured in better decision. When the information,
data and other fact are not effectively communicated, it hampers the decision making.
So, when the facts are communicates to concerned department, organization and
person. It is easy to make decisions promptly.

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6. Staffing
When the information are correctly communicates in time, it helps in the function of
selection, placement, socialization, promotion and transfer.

7. Better managerial concern

All managerial functions such as planning, organizing, directing, controlling etc can’t
be conducted without communication.

8. Achievement of Targets
Every Business Organization accumulates its efforts to carry out certain goals or
targets. Proper Communication system encourages the employees of every level by
providing relevant information, instructions and directions. It helps the Management
to make the employees committed towards the attainment of organizational objectives.

9. Co-ordination
In this age of specialization, there are various departments in an organization like
planning, production, marketing, administration etc. If these departments do not
communicate with one another as well as with the Management, there will be no co-
ordination among them. For example, when production is fully geared up, the storage
department may report shortage of raw materials due to lack of co-ordination. So,
Business Communication is inevitable in the organization for brining co-ordination
among the various departments.

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CHARATERICITICS OF BUSINESS COMMUNICATION

 Specialized Branch of Communication

Business communication is a specialized branch of general communication that deals
with various commercial and industrial subjects.

 Formal Elements
Business communication is characterized by certain formal elements, such as,
commercial and technical vocabulary, use of graphic and audio-visual aids and
conventional formats.

 Practical Information
Business communication deals with practical information, not factious information. It
describes how to do something, explains why a procedure was changed, highlights the
cause of a problem, discusses the status of a project or explains why a new equipment
should be purchased.

 Clear and Condensed Information

Business Massages frequently use tables, charts, graphs, photos or diagrams to clarify
or condense information to explain a process, or to emphasize important information.

 Formality
Business Massages are more formal and organized compared to general
communication.

 The Use of Language and Style

The language used here is direct, plain, concise, and to the point. The style concentrates
on drawing attention, arousing interest or creating desire, developing conviction and
inducing action.

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 Goals of Business Communication
It is done in order to carry out business goals rather than simply establishing rapport
with different parties.

 Importance of Feedback
The success of business communication largely depends on feedback gained from the
target audience.

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FRAMING QUESTIONNAIRE

Objective:

A questionnaire for prelaunch of a new range of medicine that shall cure heart diseases in
western India.

1. What disease does this medicine cure?

2. Is this medicine to any particular heart disorder?
3. At what stage of heart disease will this medicine be more effective at?
4. What is the general range of this medicine?
5. What are the chemical components?
6. What is the effect of the medical components on human body?
7. For what age group is this medicine prescribed?
8. What should be the dosage of the medicine?
9. what pattern/method should this medicine be taken in?
10. What are the side effects of the medicine?