Bus-com-ppt-final

OUR PRESENTAION ON…..
BUSINESS COMMUNICATION

CHAPTER COVERED
 Communication in the workplace.
 Adaption and the selection of words.
 The writing process and an introduction to
business message.
 Directness in good news and neutral message.

Communication
in the
Workplace.
CHAPTER - 1

Communication:
 Communication is a process
 Sending and receiving information among people
 Humans communicates in various ways
 Face-to-face, through Internet, books and newspapers etc.
 Communication helps to facilitates knowledge &
 Forms relationships between people
What is communication and
Business Communication?
Business communication:
Related to business organization
Sharing of information between people
Within and outside the organization
Performed for the commercial benefits

Importance of communication to you
and business.
Importance in Business:
The daily operation of the company
Also affect sales and profitability
A bad business communication can lead a business to diminish.
Importance to Us:
It helps to spared knowledge
Build relationship between peoples
Exchange Information
Communication makes it easier and faster to contact with people around the World
Example: An authors write books to impart knowledge to the World, and teachers share their
experience with their students.
The basic purpose of communication is to inform, educate and entertain people.

Main forms of communication in
the Business Organization.
Effective Communication in the Workplace
INTERNAL-OPERATIONAL
all that occur are conducting
work within business.
EXTERNAL-OPERATION
work related communication of
people outside of business.
PERSONAL-COMMUNICATION
non business related exchange of
information and feeling among people.

Formal and informal communication
networks of the business organization

Describe factors that affect the types and amount of
communicating that a business does.
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
 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
Emotional Difference
Emotions and feelings of the parties involved in communication significantly affect
the meaning of communication.
Past Experiences
Experience of previous communication strongly determines the effectiveness of
further communication between the same sender and receiver

 Educational and Intellectual Difference
Difference in formal educational and intellectual level of sender and receiver also
influence the meaning of communication
 Group Affiliations
Differences in group-affiliation also affect communication in business. If sender and
receiver belong to different formal or informal groups, communication between.
 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
 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
Describe factors that affect the types and
amount of communicating that a business does.

The Contexts for Communication
 The larger context.
Business-economic
Sociocultural
Historical
 The relationship of the communicators.
 The communicators’ particular contexts.
Organizational
Professional
Personal

The Business Communication Process
Sender Receiver

Business Communication
as Problem Solving
 Problems are simply a gap between where you are and
where you want to be.
 Problems range from the well defined to the ill defined.
 Well defined problems can be solved by formulas
 Most business-communication problems are ill-defined problems
requiring -analyzing a unique configuration of factors to arrive at a
somewhat unique solution.

Communication Styles……..
Passive : Communication happens when you simply give in
without expressing your feeling or rights.
Aggressive : Communication is the opposite of passive.
You communicate your feelings in a forceful manner without
regard to the rights or feelings of others.
Assertive : Communication is the most positive and
effective communication style. You stand up for your rights
but do not impinge on the rights of others.

The Bottom Line.
“The goal of business communication is to
create a shared understanding of
business situations that will enable people
to work successfully together.”

CHAPTER- 2
WORD ADAPTATION
AND SELECTION

THE ROLE OF ADAPTATION IN
SELECTING WORD
• TO COMMUNICATE CLEARLY YOU SHOULD
ADAPT TO THE READER
• ADAPTING MEANS USING THE WORDS THAT
READER CAN UNDERSTAND

SELECTING FAMILIAR AND SHORT
WORDS
• SELECT THOSE WORDS THAT READER CAN
UNDERSTAND
For Example: We should write “fall” instead of
“plunged”

USE TECHNICAL WORDS
• WRITER SHOULD USE TECHNICAL WORDS
AND ACRONYMS WITH CAUTION
• SPELL OUT AND DEFINE ACRONYMS AS
NEEDED

USE ACTIVE VERBS
• WRITTER SHOULD USE ACTIVE VERBS IN A
SENTENCE
• WRITTER SHOULD AVOID THE PASSIVE
FORM OF SENTENCES
For Example, We should write “I have done this”
instead of “This has done by me”.

USE WORDS THAT DO
NOT DISCRIMINATE
• AVOID THE DISCRIMINATORY WORDS
For Example, Using Him & His to refer both
genders and words such as Fireman, Postman
and Lady lawyer etc.

Chapter-5
The Writing Process and
an Introduction to
Business Messages

1. Describe the writing process of writing
and successful writing strategies.
• Planning:
— Gathering and collecting information
— Analyzing and organizing the information
• Drafting:
— Avoid perfectionism when drafting
— Keep going—don't stop for excessive tinkering
• Revising:
— Revising for content, organization, and format
— Editing sentences and words
.

2. Explain the importance of readable
formatting.
• Good formatting makes your messages inviting
• Good formatting makes your information easier
to find and follow

3. Describe the development and
current usage of the business letter.
• The early civilizations (Chinese, Greek, Roman,
Egyptian) used them
• Letter formats are standardized
• Early business letters used a stilted language

4. Describe the purpose and form of
memorandums.
• Hard-copy memorandums usually are processed
on special stationery
• Large organizations often include more
information

5. Follow conventional procedures and
organize and write clear email messages.
• Use standardized prefatory parts
• Begin with recipient's name or a greeting
• Make the message short
• Write correctly
• Close with your name or a closing statement

6. Understand the nature and business uses
of text messaging.
• It is widely used today
• It enables one to send and receive short
messages by wireless phones and personal
computers
• It is finding a place in business communication

7. Understand how instant messaging works.
• Instant messaging is like a telephone
conversation, but it uses type rather than voice.
• Write your instant messages as though you were
talking to the other person.

Chapter-6
Directness in Good-
News and Neutral
Messages

1. Properly assess the reader’s reaction
to your message
• If the reaction is negative, indirect order is your
likely choice
• If it is positive or neutral, you probably will want
directness

2. Describe the general plan for direct-
order messages
• Begin with the objective
• Cover any necessary explanation
• Systematically present any remaining parts of
the objective
• End with adapted goodwill

3. Write clear, well-structured routine
requests for information
• Consider numbering the questions
• And word them as questions
• End with an appropriate friendly comment

4.Write direct, orderly, and friendly
answers to inquiries
• If the response contains only one answer, begin
with it
• Arrange your answers logically
• And make them stand out
• End with appropriate cordiality

5. Compose adjustment grants that regain
any lost confidence
• In the opening and throughout, emphasize the
positive
• Avoid the negative—words like trouble, damage,
and broken
• End with a goodwill comment

6. Write order acknowledgments that
cover problems and build goodwill
• Handle most by form messages or notes
• But in special cases use individual messages
• Include an expression of appreciation
somewhere in the message
• End with an appropriate, friendly comment

7. Write claims that objectively and
courteously explain the facts
• Somewhere early in the message identify the
transaction
• You may want to suggest a remedy
• End with cordial words

8. Write clear and effective operational
communications
• Organize most of them in direct order
• Write the casual ones like good conversation
• But make them clear
• Organize them logically

Thanks Everyone…..
Thanks!!!

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