Rayhan introduction to business communication

NORTHERN UNIVERSITY OF
BUSINESS & TECHNOLOGY,KHULNA
Course Title: Business Communication
Course Code : BBA 0109
Instructor
Rumana perveen ,Asst. Professor,
Department of Business Administration
NUBTK
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A presentation on
1. Introduction to Business Communication &
2. Perception & Reality
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Group Member’s
1) H.M. Rayhan (Group Leader) ID:01180110286
2) MD. Fahim Hossain ID:01180110267
3) Tirtha Sarkar ID:01180110298
4) MD. Mohiuddin ID:01180110294
5) Tanzim Tabassum Progga ID:01180110313
6) Titas Shaha ID:01180110269
7) MD Jakir hossain ID:01180110277
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 Define communication
 Describe the reason of studying communication
 Describe the nature of communication
 Describe the purpose of communication
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Introduction to Business
communication
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Introduction to Business communication
 Define Communication
The word communication comes from the Latin verb ”communicare” that means;
 To impart
 To participate
 To share
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 Scholar’s (Definition)
 American management association defines:
”Communication is any behaviour that result in an exchange of
meaning.”
 According to W.H. Newmen ” Communication is an exchange of facts ,ideas,
opinions or emotions by two or more person’s”
 To Quote Norman” Communication is the transmission and reception of
ideas ,feelings and attitudes both verbally and non-verbally”
Although these are simple definition’s of communication, when we think of how
we communicate it becomes a bit complex . There are many layers to process
and method of communication .
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A communication occurs when there
are aspects:
 Communicator or Sender
 Channel or Medium
 Communicatee or Receiver
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Why Study Communication?
 The only completely portable skill
 You will use it in every relationship
 You will need it regardless of your career path
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Why Study Communication?
 The ’’information age ’’
 The history of civilization is the history of information
 Language & written document facilitate the transfer of information & knowledge
through time & space
 Your quality of life Depends primarily on yours communication skills
 You cannot Be too Good at Communication
 People overestimate their own Communication skills
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Nature of communication
 Two or more people:
Communication is sending and receiving information
between two or more people.The person sending the message is
referred to as the sender,while the person receiving the information is
called the receiver.
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 Message:
The subject matter of communication .This may be opinion,
order,appeal,views, suggestion etc. .
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 Verbal :
• Interaction with people
• Face to face
• Key components are sound, words , speaking and language
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 Non-verbal:
 Physical ways of communication.
• Sign language.
• Body language
 Physical contact.
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Formal or informal communication:
Formal communication follows line of authority & is generally used in organization to
achieve organizational goals.
For example: Business communication
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 Informal communication:
Informal communication doesn’t follow line of authority
For example: Gossiping
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Upward, downward or horizontal:
 Upward:Information flowing from the lower levels of hierarchy to
the upper levels. From subordinate to superiors.
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 Downward:
Information flowing from the upper level to lower
level.From the superior to subordinate levels.
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Horizontal:
Information flows within the same level. In this level
communication occurs between workers at generally equal levels in an
organization .
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 Different Media.
Feedback:
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Purpose of communication
 Achievement of goals.
 Exchange of information.
 Enhancement of skills.
 Formulation and execution of plan.
 Direction to subordinates.
 Facilitating joint efforts.
 Motivating employees.
 Increasing job satisfaction.
 Creating consciousness
 Publicity
 Contacting other Stakeholders
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 Knowing customers & supplies
 Informing management of employee complaints
 Marinating Coordination & cooperation
 Persuasion & influence
 publicity
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 Achievement of Goals : Every organization has its own goal which acts as a stimulus .An
organization tries utmost to reach that goal , so the first and foremost objective of
communication is to establish link between management and employees so that
predetermined goals may be achieved through their combined efforts.
 Exchange of Information : Exchange of information is needed to achieve organizational
goals. These goals are accomplished through communication between and among the
employees of an organization as well as with the people outside the organization.
 Enhancement of employee skill: Skilled & efficient employees are considered assets to the
organization. But unfortunately , every employees may not have the needed skill all the time .
In that case ,they acquire these qualities required to perform job efficiently .
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 Formulation & Execution of plan : In this day of cut throat competition not a
single organization even can dream of reaching its targets without any plan
 Direction to the Subordinates: For better job performance , subordinates require
specific instruction and order from their respective boss.
 Facilitating Joint Efforts: Management alone is helpless to achieve its goals .It
requires cooperation of employees for the purpose .It is the joint efforts of both
management and employees which very essential for the purpose .
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MD FAHIM HOSSAIN
ID:01180110267
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 Describe the role of communication in Management
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The role of communication in management
The managerial roles observed by Henry Mintzberg (In his book
‘‘Nature of Managerial work’’) involve a great deal of
communication . Mintzberg observed closely the day to day
activities of a group of C.E.Os & concluded That managers played
ten different Roles .He classified these role into 3 part
Interpersonal role
Informational role
Decisional role
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 Interpersonal role :That involve interacting with other people within & outside the organization
Interpersonal Role is divided in 3parts
I. Figure Head : The manager is often asked to serve as a figurehead –taking visitors to dinner
,attending ribbon –cutting ceremonial & the like
II. Leader : The manager is to serve as a leader I . E . ,he is perform the job of hiring ,firing
,training & motivating employees . Communication through exchange of view & opinions plays
a vital role in this regard.
III. Liaison :This role involve serving as a coordinator or link between persons ,between groups &
/or between organization .This liaison role a manager is impossible to performed without some
from of communication
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 Informational Roles : (That involve processing information )
Informational Role is divided in 3parts
 Monitor : The process of interpersonal roles bring a manager at a point that makes him
collect relevant information for decision making.
 Disseminator :Like gathering information disseminating is also an important function of
managers . They disseminate relevant information to other in the work place .The manager
send memos outline new organizational initiatives.
 Spokesperson : Sometime a manager acts as a spokesperson by relaying information to
people outside the unit or outside the organization.
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 Decisional Roles :(That relate to decision making)
Decisional Role is divided in 4parts
 Entrepreneur: Sometimes a manager plays the role of an entrepreneur . He Voluntarily initiates a
change of organization .To this end He develop new ideas for innovation .But to sell ideas he has to
exchange views with other particularly skeptical managers inside the company .Communication
emerges as a vital link between the entrepreneur & others.
 Disturbance Handler : The second decisional role is initiated not by the manager but by some other
person or group .The manager in such a case appears as a disturbance handler – handling problem
such as strike ,electricity failure , etc. To handle these problems also is to involve communication.
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 Resource Allocator : As resource are limited ,so for the sake of well calculated resource
allocation, a manager is to take decision after reviewing intensively the needs of different
department & all other related issues. This type of decision cannot be taken properly without
communication.
 Negotiator: As a negotiator , a manager enters into negotiations with other groups or & tries
to reach an agreement . Communication is a must for the manager to discharge these roles.
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TIRTHA SARKAR
ID:0118010298
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 Define the communication . Explain the
element of Business Communication.
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What is business communication?
In a broad sense ,Business communication can be define as –”The a process of expressing
any types of notice, instructions
,request,recommendation,perception and liking to a person or number of a persons within
the organization or outside the organization ,with a view to inform them of any business
data,descions,instrutions,objectives etc. and expecting feedback from the receiver to secure
action by the receiver.”
Bethy and Gow define business communication as-”Business communication is a link that
allows organization to function as system.”
Therefore business communication is the process of transmitting
data,information,ideas,thoughts or opinions from one person to another person for attaining
goals.
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Elements of business communication
 Two or more parties:
Business communication must involve at least two parties. One party
acts as the sender of message and another party receiver of that message.
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 Media:
Media is a pre requisite of a communication .It is the means of
transmitting message from sender to receiver .
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 Feedback:
It is the response of reaction of the receiver regarding the senders
message.
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 Practical information :
practical refers to a person ,idea ,project ,etc., as being
more concerned with or relevant to practical than theory : he is a very
practical person ; the idea had no practical information .
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 Language & style: language is a system of conventional spoken, manual
,or written symbol by means of which human beings , as members of a
social group & participant in its culture , express themselves.
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Mohiuddin Rayhan
ID:01180110293
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 Define the perception ? Describe the natures of perception
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Perception
 What is perception ?
Perception is a process by which individuals organize and interpret their
sensory impressions in order to give meaning to their environment.
Scholar said that –
“Perception is an important mediating cognitive process through which persons
make interpretation of the stimulus or situation they are face with.”- Fred Luthans
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Nature of perception
 Knowledge about human behavior.
 Future prediction .
 Better understanding of needs.
 Employee interviews.
 Reducing errors.
 Assessment of performance.
 Impression of an employee.
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 Knowledge about human behavior:
A basic fact that in human behavior is a effect caused by the perception
.When one perceives would result into effect in the form of behavior.
 Future prediction :
The management may predict the future probable behavior best on their
perceptions about the people.
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 Better understanding of needs:
 It is established fact that ,perceptions are supported by the needs. If the
need is very urgent the perception is different on the other hand if the can be differed , the
perception differs.
 Employee interviews:
 Job seekers need to remember that your perception is your reality when it
comes to the interview process.
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 Reducing errors:
A proper perception assist in reducing the possibility of committing and errors.
 Assessment of performance:
This study postulates that performance appraisal will be effective to the
extent that managers and subordinates have a shared perception of its purpose and function
and the degree to which it meets the needs of both group.
 Impression of a employee:
when evaluating an employees loyalty a manager is involved with persons
perception .this is an important judgement that manager make about employees.
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TANZIM TABASSUM PROGGA
ID:01180110313
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 Needs and desire: An individual says “I need home”. It means he is presently
discomfort with existing rented house or he is feeling inconveniency , with the present.
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 Personality: Personality of an individual refers to the act of influencing others through their external
appearances of actions. To be precise, it deals with the study of characteristics and traits of an individual
,relationship between these traits and the way in which a personal adjust to the other people and situation.
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 Culture: The cultural factors such as values morality, ethics beliefs, holy practices etc.
Influencing the perceptions. The culture you are born into will shape your eating behavior, such
as what you eat, when you eat, and even how you eat. It will influence the clothes you choose
to wear and the sports you play. Social norms set forth by your culture will determine how you
interact with family members, friends, and strangers. Do you shake their hand when you great
someone or kiss them on the cheek? It is clear that your environment shapes much of your
outward behavior; but did you know that culture also influences brain function, altering the way
you think about and perceive the world around you?
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 Physiological state : We often here people saying ‘he is a moody person ?’ The subordinates
before meeting the authorities consult with colleagues about ‘mood of the boss'. The statement
proves that, an individual may not be always in the same physiological status. The change in
physiological leads to change in perception.
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 Experience: Experience and knowledge have a constant bearing on perception. Successful
experiences enhance and boost the perceptive abilities and lead to accuracy in perception of a
person.
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 Expectation: The perception depends upon the expectations. If a person always expecting
high, he accepts difficulty as challenges and faces them. He perceives them as a positive
factors or opportunities.
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exogenous factor:
1.contrast .
2.size.
3.intensity.
4.frequency.
5.status.
6.movement.
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 Size: The bigger the size of the perceived stimulus , the higher is probability that it will
be noticed .Dominance is established by size and it overrides other things and thereby
enhance perceptual selection.
for example, a full page advertisement may induce more attention than a small
advertisement in some corner of the newspaper.
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Intensity: While reading a passage a person comes across a few lines printed in bold letters. He
automatically pays more attention to these lines . Underlining sentence and so the ones in italics are
generally more attentively read. According to the intensity principles of attention , the intensity of an
external stimulus determines its probability of being perceived.

 Frequency: Repeated external stimulus is more attention gaining than a
single one ,so states the frequency principle . Repetition is one of the most
frequently used techniques is advertising and is the most common way of
attracting the peoples attention. Frequency results in making people aware of
the stimulus. For example, some studies suggest that we should be able to
detect a difference in F0 of 2 Hz at 1000 Hz, but not smaller differences. Some
studies have examined just noticeable differences in formant frequency and
found that changes of about 3-5% in formant frequency can just be detected.
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Status: The status of the perceived person has also got influence on the perception. High status
people can exert influence on the perception of an employee than low status people .When
introduced to two people of different ranks, we tend to remember the person holding the higher
rank than the other one.
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Contrast: stimuli that contrast with the surrounding environment are more likely to be selected
for getting attention .a contrasting effect can be caused by color or any unusual factor. Contrast
enhancement ;thus what we see is even better than the physical reality.
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Perception & Reality
Perception & Reality is all that actually exists whether our senses can perceive it or not & not
what exists only in our mind perception is that process of using the senses to acquire information
‘about the surrounding environment or situation
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Perception Vs Reality
 The way people view you and the work that you do is the legacy you will leave behind.
 As we interact with others both personally and professionally , we leave an impression.
 As you go about the business of conducting your life , people make judgements about your
characterr,your appearance and your abilities.
 What do these things say about you?
 Resume/credentials
 Employee Evaluations
 Credit report
 Social networking sites/FB & Twitter pages
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 Three characteristics of Reality

The Infinity of Reality
 The Infinity Of Reality
Microscope view it is humanly impossible to know all the facts encompassing any one object
Normal view
• The infinity of Reality & Event :
The infinity of Reality & event 9/11 –How we saw it on tv:
Did you catch the flash as the plane hits the tower ? Now watch it in supper slow motion sensory
organs can detect only a small part of infinity Reality & Events
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 I see what you mean the infinity of reality any object or event can be perceived in many
different ways I saw a house that I want to buy
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Uniqueness in Everything
• Every particle of sand is unique
• Without question uniqueness is a quality of every object in reality
• No two have ever been found to be exactly the same nor are they likely to be found
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All in Process
• We forget that all objects in reality continuously change we cannot step into the same river
twice
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MD JAKIR HOSSAIN
ID:01180110277
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 What is Aspect if Reality ?
 Describe three characteristics of Reality ?
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 Four Aspects of Reality are-
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Reality with Substance
 Substance is which has physical and composition shape. Included all this
things around us what you can see and feel like as : the chair , the table ,
the book ,your body etc . In a general term we can say what we can see
and the sense of touch is called Reality with substance .
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Reality with Substance
 Reality without substance means which have no shape
or form . Like as- air .Air is invisible elements which has
no physical shape and composition .
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Reality of events
 Reality are all the events that take place in the real world . We mean any changes in the
relationships among the parts of reality . Ex. A car is moving over a road changes its
relationship with the parts of reality
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Position relationship
 Everything must have a spatial relationship with other things in
reality . For example a box may be stacked on another box , it may
have objects stored inside it .All such objects are a part of the
reality .
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Characteristics of Reality
 There are three characteristics of reality . These are –
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 The infinity of reality means – any object or event can be perceived in
many different ways I saw that I want to buy .
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Uniqueness in Everything
 Every particle of sand is unique .
 Uniqueness is quality of every object in reality .
 No two have found ever been found to be exactly the same nor they likely to be found .
 example . over the years baseball players have hit baseballs millions of times , and each
hit has been unique .
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All in process
 We forget that all objects in reality continuously change . We cannot into the same river twice .
 Reality is the changing nature .
 For example : the worth of realities change I was a rich man . I earned 1000 TK. That is less
than my pocket money .
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Rayhan introduction to business communication

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