System Approach to Business Communication

System Approach and Behavioural Science Approach to Business Communication

• A system approach to management emphasizes the interdependence of various parts of an organization, and the study of these parts in isolation is less realistic and less profitable at advanced levels of decision making.
• The system approach considers accounting, marketing, and other specializations as information processes that need to be integrated to achieve management's purpose of unifying goals and resources.
• The work of behavioural scientists has encouraged modern managers to focus on people and their interactions with systems that produce and distribute things.
• Business communication is a process that has interdependent, interacting parts, and it is increasing its use of insights derived from the behavioural sciences, such as physiology, psychology, sociology, and anthropology.

Importance of Effective Communication

• In today's business environment, there is a need for faster flow of information to enable quick decision making and action.
• Relevant information should be treated promptly, and unnecessary information should be eliminated to avoid information overload.
• Effective communication is crucial for an organization to achieve its goals and objectives.

Skills in Writing Business Letters, Memos, Reports, Proposals, Applications, and Resume

The Importance of a Business Letter

• A business letter is a powerful tool used in corporate organizations to transact business and gain a competitive edge.
• Good correspondence is essential for a successful business career, and it can help an organization to project itself to the outside world.
• A well-written letter should be clear, concise, and free of grammatical errors, and it should convey the intended message without wasting words.

Planning and Writing a Business Letter

• The power plan for writing a business letter involves planning, organizing, writing, editing, and re-examining.
• The planning stage involves analyzing the message, considering the reader's reaction, and collecting necessary data.
• The organizing stage involves deciding on the strategy, making a brief outline, and following the principles of good writing.
• The writing stage involves setting aside a quiet time for writing, preparing a rough draft, and applying the principles of good writing.
• The editing stage involves reading the rough draft critically, revising, and polishing the content and structure.
• The re-examining stage involves proofreading the final copy for meaning, expression, and mechanical faults.

Layout of Business Letters

• There are three major layouts of business letters commonly used in commercial organizations.
• The layout of a business letter should be accurate, interesting, and related to the objectives of the company.

Writing a Resume

• A resume should be written in a clear and concise language, highlighting the candidate's traits, achievements, and skills.
• The qualities of a good resume include consistency, accuracy, and relevance to the job requirements.
• A resume should be goal-oriented and job-specific, and it should help the candidate to "sell" their traits to the employer.

Business Speaking Skills

Purposes of Communication

• Communication is essential for the survival of an organization, and it links people together to achieve a common purpose.
• The main purpose of communication is to effect change, to shift from a position that is injurious to the health of an organization to another one that will help it grow.
• Communication serves various purposes, including informing, instructing, job interviewing, selling, persuading, and motivating.

Informing

• Communication is used to share information with others and to gain important information about people, places, events, issues, and personal feelings.
• Sharing information is an important purpose in business communication.

Instructing

• Instructions are communicated in organizations from the manager to the supervisor, and from the supervisor to the subordinate.
• This is a vital process that can be done orally or in writing.

Job Interviewing

• An interview is a planned communication between two parties during which questions are asked and answered.
• It is a vital process in business communication that helps organizations to select the right candidate for a job.