Presentation Transcript

1. Business Communication

   Lecture 4
2. Communication Bariers Communicationis a process beginningwith a senderwhoencodesthemessageandpasses it throughsomechannel to thereceiverwhodecodesthemessage. Communicationisfruitfulonly ifthemessagesentbythesenderisinterpretedwithsamemeaningbythereceiver.
3. Communication disturbance Ifanykindofdisturbanceblocksanystepofcommunication, themessagewillbedestroyed. Due to suchdisturbances, managersinanorganizationfacesevereproblems. Thusthemanagersmustlocatesuchbarriersandtake steps to getridofthem.
4. Communication barriers Perceptual and language difficulties Information overload Inattention Time pressure Distraction/Noise Emotions Complexity in organisational structure Poor retention
5. Effect of communication barriers in business communication Inorganizationsthebarriersincommunicationgo a longwayindistortionofthemessageandtheinformationdoesnotreachinitsdesiredform.
6. Noiseactsas a devilinbusinesscommunication. Anyinformationdownloadedat a noisyplaceisbound to getdistortedandresultin a completemess.
7. Unorganizedthoughtsalsolead to ineffectivecommunicationinorganizations. Ifanyindividualwantssomethingfromhisteammembers, he first mustbehimselfveryclearwhatactuallyheexpectsfromhisteam. The boss mustclearlymentionhisteammember’skeyresponsibilityareasinclearwords Notcrosscheckingamongthemselvesorwiththesuperiorsalsospoilsthebusinesscommunication to a largeextent.
8. Pitch and tone Duringanybusinessmeeting, presentationorseminar, thespeakerhas to beverycarefulabouthispitchandtone.
9. Assigning responsibilities Inanyorganization, beforeassigningresponsibilities to theemployees, it is a must to understandtheemployeeandhisareaofspecializationandinterest. Communicationwillbeforsureineffectiveif a personfromanaccountingbackgroundisasked to deliver a presentationonsalestechniques.
10. Thought process Differenceinthought process alsoresultsin a poorcommunicationinbusinessareas. A boss andtheemployeecan never thinkonthesamelevel. Everyindividualhas a differentmindset, differentlevelofunderstandingandthus it isimportant to shareeachandeverydetailwithothersandclarifythethingsfromtheverybeginning.
11. Listeners. Questions Listenersarealso a partoftheconversation. Thelistenersmustgivetheirfeedbackattheendoftheconversation. Ifyouarenotclearwhatyour boss isexpectingoutofyou, orwhatyouareactuallysupposed to do, please ASK. Don’thesitate, askquestions.
12. Transparency Forthesuccessfulrunningofanorganization, it isimportantthattransparencyismaintainedamongtheemployeesatalllevels. Communicationbarriersmustbeovercomeinorganizations to ensurethefreeflowofinformationbetweenthesenderandtherecipientandforaneffectivecommunicationamongtheemployees.
13. Effective communication Effectivecommunicationreducestheerrorrate, reducesconflictsandmisunderstandingsandinturnincreasestheprofitabilityoftheorganization.
14. Overcoming communication barriers Eliminating differences in perception Use of simple language Reduction and elimination of noise levels Active listening Emotional state Simple organisational structure Avoid information overload Give constructive feedback Proper media selection Flexibility in meeting the targets
15. Seven C’c of effective communication Completeness Conciseness Consideration Clarity Concreteness Courtesy Correctness
16. Completeness Complete communication shouldconveyallfactsrequiredbythe audience. Thesenderofthemessagemusttakeintoconsiderationthereceiver’smindsetandconveythemessageaccordingly.
17. Features of complete communication Completecommunicationdevelopsandenhancesreputationofanorganization. Moreover, it is costsavingas no crucialinformationismissingand no additionalcostisincurredinconveyingextramessageifthecommunicationiscomplete. A completecommunicationalwaysgivesadditionalinformationwhereverrequired. It leaves no questionsinthemindofreceiver. Completecommunicationhelpsinbetterdecision-makingbythe audience/ readers/ receiversofmessageastheygetalldesiredandcrucialinformation. It persuadesthe audience.
18. Conciseness Concisenessmeanscommunicatingwhatyouwant to conveyinleastpossiblewordswithoutforgoingtheotherC’sofcommunication.
19. Features of concise communication It isbothtime-savingandcost-saving. It underlinesandhighlightsthemainmessageas it avoidsusingexcessiveandneedlesswords. Concisecommunicationprovidesshortandessentialmessageinlimitedwords to the audience. Concisemessageismoreappealingandcomprehensible to the audience. Concisemessageisnon-repetitiveinnature.
20. Consideration Effectivecommunicationmusttakethe audience intoconsideration, i.e, theaudience’sviewpoints, background, mind-set,educationlevel, etc. Makean attempt to envisageyour audience, theirrequirements, emotionsaswellasproblems.
21. Features of considerate communication Emphasizeon “you” approach. Empathizewiththe audience andexhibitinterestinthe audience. Thiswillstimulate a positivereactionfromthe audience. Showoptimismtowardsyour audience. Emphasizeon “whatispossible” ratherthan “whatisimpossible”. Lay stress onpositivewordssuchasjovial, committed, thanks, warm, healthy, help, etc.
22. Clarity Clarityimpliesemphasizingon a specificmessageorgoalat a time, ratherthantrying to achievetoomuchatonce.
23. Clarity in communication - features It makesunderstandingeasier. Completeclarityofthoughtsandideasenhancesthemeaningofmessage. Clearmessagemakesuseofexact, appropriateandconcretewords.
24. Concreteness Concretecommunicationimpliesbeingparticularandclearratherthanfuzzyandgeneral. Concretenessstrengthenstheconfidence.
25. Features of concrete communication It issupportedwithspecificfactsandfigures. It makesuseofwordsthatareclearandthatbuildthereputation. Concretemessagesarenotmisinterpreted.
26. Courtesy Thesenderofthemessageshouldbesincerelypolite, reflectiveandenthusiastic.
27. Courtesy message has the following features Courtesyimpliestakingintoconsiderationbothviewpointsaswellasfeelingsofthereceiverofthemessage. Courteousmessageispositiveandfocusedatthe audience. It makesuseof terms showingrespectforthereceiverofmessage.
28. Correctness Correctnessincommunicationimpliesthatthereare no grammaticalerrorsincommunication.
29. Features of correct communication Themessageisexact, correctandwell-timed. Ifthecommunicationiscorrect, it boostsuptheconfidencelevel. Correctmessagehasgreaterimpactonthe audience/ readers. It checksfortheprecisionoffactsandfiguresusedinthemessage. It makesuseofappropriateandcorrectlanguageinthemessage.
30. Supplementary information
31. 7 C’c of effective business communication Concise Complete Conversational Clear Considerate Confidence Check
32. Concise Inbusiness it pays to get to thepointquickly. Effectivebusinesscommunicationusesconciseandstraightforwardlanguagethatgetsthepointacrosscompletelyandin a mannerthatencouragesefficientaction.
33. Complete Planyourbusinesscommunicationcarefullysoyougetalloftheinformation to yourrecipientthe first time. Ifyouleaveoutimportantinformationinyourinitialcorrespondence, thatwillcause a seriesofproblemsthatwilltaketime to repair.
34. Conversational It isimportant to presentyourinformationin a conversationaltonethatinvitesinteraction, ratherthan a confrontationaltonethatcancauseanargument. Effectivecommunicationpresentstheinformationin a mannerthatisnotemotionalbutinsteadprofessional.
35. Clear With a businesscommunication, yousometimesgetonlyonechance to makeyourpoint. Ifyourinformationismisunderstood, youmaynothavetheopportunity to correct it before it escalatesinto a problem. Whenyoupresentyourinformation, besure to dosoin a clearvoicethatallowseveryword to beunderstood.
36. Considerate Whenspeaking to businessassociatesorcustomers, alwaysopentheconversation to questionsandclarifications. Whenyoufinish a statement, allow a momentfortheotherperson to ask a questionbeforeyougoon to yournextpart. Whenyouanswer a question, besuretheanswerisunderstoodbeforemovingonintheconversation.
37. Confidence Anairofconfidenceinyourconversationhelpsaddcredibility to yourinformation. Presentyourdatawith a clearandcommandingtonethatindicatesthatyouknowthesubjectyouarespeakingaboutandthattheinformationbeingpresentedisvaluable.
38. Check Alwayscheckyourdataandfactsbeforegiving a businesspresentationofanykind. Youmayhaveusefulideas, butiftheyareaccompaniedbyincorrectinformation, thepowerofyourideasislost.