Department of Management

Studies
Submitted in the partial fulfilment of Assessment
Work
Master of Business Administration 1st Sem
2024 – 2025

Subject: Managerial Skill Development

Topic: Business Communication
To: Prof. Harish Kumar

Submitted By: (Group-8)

1.Pragya Kumari : 24067129
2.Prashant Yadav : 24067151
3.Priyanshu Nagdoune : 24067130
4.Rahul Singh Rathore : 24067149
Business Communicati
on
Business Communication is the ability of a group of individuals to speak the
same language internally and externally towards business promotion.
Business Communication is one of the most important tools for an
organization to succeed in a professional manner. Communication that takes
place in an organization between its employees and management team is
crucial to business growth and must reflect a common goal towards which
every member of the organization is working. This common goal gets
permeated into every Employee’s role through set of communication
like vision, mission, business objectives, financial Goals etc. Thus, it is of
paramount importance to comprehend the real contribution of Business
Communication to organizational growth. This understanding will pave way
to groom oneself on the various aspects of communication making it an
effective one in the longer run.
According to Peter Little, “Communication is the process by which
information is transmitted between individuals and/or organizations, so that
it results in an understanding response.”
Business Communication has become an absolute requirement for all
organizations for various reasons, such as:
 It acts as the basis of organizational growth in terms of human and
public relations
 It widens the outlook of people making them understand the business
scenario from a broader perspective
 Business Communication enhances the overall relationship
maintenance capabilities of the organization
 It empowers the organization to handle public relations in an effective
manner
 It increases personal productivity and confidence of all in the
organization by multi-fold levels

Objectives of Business Communication

 To provide the right information to the right person at the right time so
business processes are on track at all points of time
  To seek as well as offer advice to the needy at the right time in the
right manner so business processes continue in a hassle-free manner
 To counsel people on issues that will enable smooth flow of activities
through positive relationships
 To issue the right kind of instructions to appropriate levels of
management
 To emphasize discipline and systematic approach across all levels in
the organization
 To foster upward communication which contributes in improving the
morale levels of Employees, across all levels in the organization.
 To keep all concerned parties well informed about the organizational
policies and principles. This will motivate every employee to
participate in the developmental activities aimed towards achieving
business objectives

Importance of Business Communication

 Business Communication is an indispensable component of all
management functions. Motivating, supervising, directing
and planning all require effective communication.
 It links superiors to subordinates and fosters mutual understanding
among them
 It is a two-way communication system that stimulates initiative and
creativity among subordinates
 Effective business communication eliminates the possibility of
misunderstanding, thereby leading to job satisfaction and increased
morale of employees and results in sound human relations within an
organization
 Effective communication is necessary to build meaningful
relationships between management and workers that aids in growth of
manpower and trade unions
 Business Communication helps in maintaining public relations by
creating and projecting a positive image of the organization to the
customers, government, suppliers etc.
 It aids in motivating the employees and boosting their morale by
fostering a positive attitude and inspiring people in an organization
 Business Communication is imperative for effective decision making.
Principles & Pillars of Business
Communication
When it comes to business communication, clarity is key. In order to ensure
clarity, we need to pay attention to these seven pillars:
1. Accuracy: Communicating accurately means delivering messages that
are factual, precise, and free from ambiguity. This helps to prevent any
misunderstandings or misinterpretations.
2. Conciseness: Brevity is the soul of effective communication. Being
concise means conveying information in a clear and concise manner,
avoiding unnecessary jargon or excessive details that may lead to
confusion.
3. Consistency: Consistency is crucial in business communication.
Messages should be aligned with the organisation's values, mission,
and branding guidelines. This helps to establish credibility and trust.
4. Empathy: Empathy plays a pivotal role in communication.
Understanding the needs, emotions, and perspectives of others allows
us to tailor our messages accordingly, promoting understanding and
building stronger relationships.
5. Openness: In an ever-evolving business landscape, it is important to
foster an environment that encourages open communication. This
means being receptive to feedback, ideas, and suggestions from team
members and stakeholders.
6. Respect: Respect is the foundation of any healthy communication.
Treating others with respect and professionalism creates a positive and
inclusive work environment, fostering stronger connections.
7. Clarity: Clarity is the ultimate goal of effective communication.
Messages should be clear, concise, and easily understood. This
includes using language that is appropriate for the audience and
avoiding complex or vague terms.
By incorporating these pillars into our communication practices, we can
create a solid foundation for efficient and impactful interactions.
Accuracy is crucial in business communication. When we communicate
accurately, we ensure that the information we convey is factual, precise, and
free from any ambiguity. By delivering messages that are clear and reliable,
we prevent any misunderstandings or misinterpretations that may arise. This
is particularly important when dealing with important business matters, such
as contracts, agreements, or financial information. Accuracy in
communication helps to build trust and credibility, as it demonstrates our
commitment to delivering reliable information.
Conciseness is another pillar of effective business communication. Being
concise means conveying information in a clear and concise manner,
avoiding unnecessary jargon or excessive details that may lead to confusion.
In today's fast-paced business environment, time is of the essence, and
people appreciate receiving information that is to the point and easy to
understand. By practising conciseness in our communication, we save time
for both ourselves and our recipients, allowing for more efficient and
effective interactions.
Consistency is crucial in business communication. Messages should be
aligned with the organisation's values, mission, and branding guidelines. This
helps to establish credibility and trust. When our messages are consistent
with our organisation's identity and values, we create a cohesive and unified
image. Consistency in communication also helps to avoid confusion and
mixed messages, as it ensures that everyone within the organisation is on
the same page. By maintaining consistency in our communication, we build a
strong foundation for effective collaboration and teamwork.
Empathy plays a pivotal role in communication. Understanding the needs,
emotions, and perspectives of others allows us to tailor our messages
accordingly, promoting understanding and building stronger relationships.
When we approach communication with empathy, we consider the feelings
and experiences of our recipients, allowing us to deliver messages in a way
that resonates with them. This leads to better engagement, increased trust,
and improved overall communication effectiveness. Empathy also helps us to
navigate difficult conversations or conflicts with sensitivity and
understanding, fostering a positive and collaborative work environment.
Openness is an essential aspect of effective business communication. In an
ever-evolving business landscape, it is important to foster an environment
that encourages open communication. This means being receptive to
feedback, ideas, and suggestions from team members and stakeholders.
Openness in communication allows for the free flow of information and
promotes transparency within the organisation. When we embrace openness,
we create a culture that values diverse perspectives and encourages
innovation. This leads to more creative problem-solving, increased employee
engagement, and a stronger sense of ownership and commitment among
team members.
Respect is the foundation of any healthy communication. Treating others
with respect and professionalism creates a positive and inclusive work
environment, fostering stronger connections. When we communicate with
respect, we show appreciation for the ideas, opinions, and contributions of
others. This creates a sense of trust and psychological safety, allowing for
open and honest communication. Respectful communication also helps to
prevent conflicts and misunderstandings, as it promotes active listening and
understanding. By prioritising respect in our communication, we build strong
relationships and enhance collaboration within our organisation.
Clarity is the ultimate goal of effective communication. Messages should be
clear, concise, and easily understood. This includes using language that is
appropriate for the audience and avoiding complex or vague terms. When we
communicate with clarity, we ensure that our messages are received and
understood as intended. Clear communication eliminates any room for
misinterpretation or confusion, allowing for smoother interactions and better
outcomes. By striving for clarity in our communication, we enhance our
ability to convey information, ideas, and instructions effectively, leading to
improved productivity and overall success.

Types of Business

Communication

1. External communication: External communication is an

essential part of any business. It involves communicating with any
organization or audience outside the company, including customers,
 investors, sales leads, shareholders and clients. External communication
forms a crucial part of any company's business plan or marketing strategy
and it's important to understand what makes communication effective. In
this article, we explain what external communication is, provide examples
of different external communication and identify how they fit into the
marketing mix.
 Customer: Customer may be the first thing that comes to mind
when looking for an example of business communication. This often
involves solving customer problems with the product or service,
troubleshooting, managing customer relationships, and more.
 Stakeholder: Communication is similar to upward communication
but takes place outside the company. It can involve sharing
company updates with investors, suppliers, or the wider
community.
 Public Relations: It involves sharing information
from a company to the public. This process usually
involves shaping and maintaining a particular
narrative or image to build a relationship with the
audience.
2. Internal Communication: Internal
communication entails the methods an organization uses to
communicate among staff. Internal communication covers
a broad range of communication styles, such as written and
oral, across different organizational tiers and levels of
formality. Effective internal communication uses a mix of
communication styles in different situations to let everyone in an
organization interact more effectively.
 Formal Communication: Formal communication
is structured, official, and follows predefined rules and policies. It
adheres to the formal hierarchies, protocols, and procedures
established in an organization. Formal communication is often
written, documented, and recorded. Examples include memos,
reports, letters, and presentations.
1. Downward: Downward communication is a form of employee
communication that takes place when an upper-level
employee communicates with someone who is under their
authority, or otherwise below them in the company hierarchy.

Some examples of downward communication are:

 A supervisor sending an assignment to an agent
 A CEO calling a video meeting with their team leaders
  A manager messaging a worker to ask for a project
status update
 An entry level sales rep reaching out the head of sales
regarding company expenses

Downward communication is essential to avoiding confusion

between employees, and helps make management’s
expectations of employees clear. A sufficient amount of
downward communication ensures all team members have a
thorough understanding of company and team goals–and how
best to achieve them.
2. Upward: Upward communication is a type of internal
business communication where a company employee reaches
out to a higher-up to exchange information, solicit feedback,
share ideas, or communicate with their
superior in any other way.
Some examples of upward communication
include:
 A sales rep asking their supervisor a
question
 A manager seeking approval from a
CEO
 A call centre agent sending a report
to their superior
Upward communication usually occurs
within a department, but can be
interdepartmental in some circumstances.
It is through upward communication that supervisors learn
about issues before they become larger problems. Upward
communication also helps employees avoid mistakes when
they ask clarifying questions. Encouraging upward
communication builds trust and confidence amongst workers,
and contributes to the health of the business overall.
3. Horizontal/Lateral: Lateral communication is a verbal or
non-verbal exchange of information that
occurs between co-workers who are at the
same or on similar levels within the corporate
hierarchy.
Lateral communication can occur within a
department or across departments, and is
often collaborative in nature.
Examples of lateral communication include:
  Brainstorming sessions between colleagues
 One employee asking for help from another
 A Department heads meeting
Lateral communication builds trust amongst employees,
allowing them to compensate for each other's blind spots and
weaknesses. It also highlights the different strengths and
skillsets of each employee, encourages teamwork, and boosts
creativity and problem-solving.
4. Diagonal: Diagonal or crosswise communication is a type of
communication that crosses all organizational units and
hierarchical levels. Such communication involves staff
members of different departments interacting with each
other, regardless of their reporting relationship. This type of
communication is not affected by any lines of authority.
Examples of diagonal communication in business are:
 The Sales team asking one of the managers of the
developing team when the upcoming feature will be
available.
 The HR team and the VP of Customer Support
making a list of requirements and qualifications for a
new position opening in the Customer Support team.
 Content writers asking heads of different
departments for up-to-date information or their
opinion or experience on certain topics, so they can
include them in the article they’re writing.

Organisational
Communication Barriers
Effective communication is a critical component of any organization. It
impacts nearly every factor that affects a company's productivity and
performance. You can become a more productive employee by
comprehending communication barriers and learning
how to address them. In this article, we examine what
organizational communication barriers are, discuss
different types of barriers and explore ways to address
them effectively. Non-verbal communication is one of
many tools that can help you make a good impression in
interviews and in your professional life. However,
candidate assessments should be based on skills and
qualifications, and workplaces should strive to be inclusive and
understanding of individual differences in communication styles.
Organizational communication barriers refer to obstacles in the flow of
information within an organization that might adversely affect the
organization’s performance. Understanding how to overcome communication
barriers is essential to preventing misunderstandings and misinterpretations
in the workplace. By removing barriers to effective communication, you may
improve your interactions with individuals on an interpersonal, social and
professional level. Decreased communication barriers enable efficient
information exchange, better customer and employee services and the
formation of relationships that are helpful to all involved parties.

Types Of Communication Barriers

1. Physical barriers
The physical layout of a workplace, such as distinct workstations and
separate offices and the perceived boundaries inside an office space can act
as a communication barrier. These barriers are mostly evident because they
are tangible and you can remove or minimise them by making physical
modifications. Any disruption in communication because of such barriers can
impact how a workplace operates. For instance, if all supervisors gather in
one area of a workplace routinely, other employees might avoid that area
whenever a gathering occurs. Companies can switch to an open office layout
to avoid such physical communication barriers. Employees can prioritise
communicating face-to-face as it enables them to hear each other properly
and notice non-verbal communication, minimising the likelihood of
misunderstandings. If personal communication is not possible, professionals
can resort to video conferences and calls. A video call, as opposed to a
phone call, enables both parties to read facial expressions and hand
gestures, enhancing communication.
2. Emotional barriers
An emotional barrier is a psychological impediment that affects how you
interpret other people's behaviour and may inhibit you from expressing your
emotions verbally. Emotional barriers may cause an inappropriate or
ineffective emotional response. Communication barriers that are emotional
in nature are those brought on by feelings like fear and mistrust. For
instance, an individual who fears that their manager is unapproachable may
be significantly more likely to perceive discussions with management
negatively. Emotional triggers become active when certain
counterproductive emotions are prevalent in a workplace. You can overcome
emotional barriers by becoming conscious of your emotional triggers. For
instance, you might find it disturbing when someone talks loudly. You can
note your triggers and analyse them thoroughly to gain a clear
understanding of your comfort levels for different interactions. It is
challenging to assess a situation when you are actively involved in it, but it is
imperative that you try evaluating your responses and attitudes afterwards.
3. Language barriers
Language is crucial in any form of communication. The usage of unfamiliar
terms or phrases might cause ambiguity and misunderstanding if you are
proficient in one language, but the other person is not. Whether an individual
understands you may also depend on how quickly you speak. Repeated
questioning or a lack of concentration can result from speaking excessively
loudly or quickly. Some talented people may be unable to utilise their skills
to the fullest extent due to these issues. To overcome this barrier, you can
speak steadily, at a slow pace so that listeners can clearly understand what
you are trying to say. Divide complicated topics into sections that they are
easier to understand. You can also use examples or demonstrations to
provide context to any piece of information. Check in with your intended
audience afterwards to see if they fully understood the message.
4. Cultural barriers
Cultural barriers result from an individual's inability to adjust to or
comprehend a group's behavioural habits. When people from different
cultures interact with one another, barriers between them may develop
because each culture may have a unique perspective on a situation.
Different perceptions might result in misunderstandings or cultural conflicts.
It can also be challenging for employees from certain cultures to share their
views publicly. Some team members may hesitate to contribute during a
brainstorming session if they are working in a multicultural setting. Others
may be pleased to participate and offer their opinions. An institution can
accommodate cultural difference by learning about various religious customs
or supporting ethnic holidays. An individual can do so by showing sensitivity
to other cultures. While communicating, you can do so clearly by using
visuals to express thoughts, refraining from using slang and learning more
about various cultures. By politely asking people about their cultures and
showing an interest in learning more about other cultural backgrounds, you
can foster healthy relationships in the workplace. You can make workplaces
more inclusive by demonstrating sensitivity to cultural differences and
understanding changing cultural norms.
5. Decision-making barriers
Executives may face unique challenges during the decision-making process.
Lack of time to decide may cause unfavourable outcomes. An executive may
be in a dilemma if there are too many options to choose from when trying to
come up with a suitable solution. It can be challenging to choose the right
course of action, particularly when a decision favours one department over
another. Regardless of how effective they may be, an executive may not be
able to function effectively without proper support from their colleagues.
They may be in a risky position if there is insufficient support from both top-
level and lower-level employees. To overcome barriers in decision making, it
is vital that you do not lose focus on organisational objectives and make
decisions for the best interests of the institution. Think about the situation
you are facing and consult colleagues, friends or family members to come up
with a solution. Consider how the decision you are making can affect the
company. After you decide on something, follow through with confidence.
After deciding on a course of action and carrying it through, check the results
to be sure your option was the appropriate one.
Remote work barriers
Despite all its benefits, working remotely can be challenging and lonely.
Remote working provides an employee with flexible hours, but it can be
challenging for them to disconnect from their work after hours. Professionals
who work from home may struggle with creating boundaries and stepping
away from their desk when the day is done. Employees may also lose
motivation to get their tasks done. To overcome barriers in remote working,
employees can use software to track the number of hours they work and
only work for their contracted number of hours per week. You can maintain a
separate space you associate with work, like a home office, so you can step
out after you finish working. You can also stick to the 1-3-5 rule and finish
one challenging task, 3 moderately challenging ones and five easy tasks per
day. Managers and employees can regularly check in to keep lines of
communication open, exchange feedback and monitor progress.

Tips For Overcoming Communication

Barriers
Here are some tips you can keep in mind to overcome organisational
communication barriers:
1. Carefully consider the message you wish to convey
Create a strategy for what you wish to say and make notes on the key
aspects. To support your points, it may be important to carry out research
and obtain more data. You may also attempt to foresee potential enquiries
and prepare your answers in advance.
2. Select the appropriate channel for communication
Choose the mode of communication you intend to employ for communicating
with the other party. Decide whether you can speak with each other in
person, over the phone, through video call, over email or through text
messaging. Make sure that you both agree on using a communication
channel and that it is open and available to both of you. It may also be
necessary to plan the day, time and place of your meeting if you intend to
meet in person.
3. Maintain a confident and assertive demeanour
If you meet in person or over video chat, be mindful of your non-verbal
communication and the tone of your voice. To show respect and attention,
sit up straight. To ensure that others understand you well, and try to speak
with assurance and articulate each word clearly. Encourage the other
individual to share their opinions by nodding and making quick remarks.
Allow them to speak uninterruptedly and pay close attention to what they
are saying. If you disagree, be sure to calmly explain why. To show them that
you value their feedback, ask them for it.