Main Topic 1-The Importance Of Effective Communication In Business PDF

Main Topic 1: The Importance of Effective Communication in Business Objectives: At the end of the lesson, you are expected to achieve the following: 1. Discuss the importance of communication in business 2. Illustrate the communic...

Main Topic 1: The Importance of Effective Communication in Business Objectives: At the end of the lesson, you are expected to achieve the following: 1. Discuss the importance of communication in business 2. Illustrate the communication process and written communication 3. Explain the four main forms of communication Subtopics:  Foundation of Communication  Communication Process and Communication Models  Types and Forms of Communication  Importance of Communication in Business Business communication is the process of sharing information between employees within and outside a company. Effective business communication is how employees and management interact among each other to reach organizational goals and be more aligned with the core company values. Its main purpose is to improve organizational practices, keep employees informed and reduce errors. Effective business communication is essential for success and growth of every organization. Unlike everyday communications, business communication is always goal oriented. The new global and diverse workplace requires excellent spoken and written communication skills. ELEMENTS OR COMPONENTS OF COMMUNICATION PROCESS 1. Sender-The person or party who sends the message or idea to the receiver is known as the sender. Any communication originates with the sender, and all communication is based on him. 2. Encoding- Encoding is the process of converting a concept into a symbolic form that may be comprehended by the person to whom the message is being sent. Encoding, in other words, is the process of transforming a concept into a message that can be understood. 3.Message- A message is a collection of symbols that the sender sends to the receiver over a medium or channel. Oral, written, and symbolic messages are used in business. 4. Channel-The precise communication route through which the message travels from sender to receiver is referred to as media. It acts as a link between the sender and the recipient. Businesses employ a variety of mediums to communicate messages, including letters,newspapers, radio, television, telephone, fax, and e-mail. 5. Receiver- The person or party who receives the communication sent by the other party is known as the receiver (sender). 6.Decoding-The process by which the receiver assigns meaning to the symbols encoded by the sender is known as decoding. Decoding is the process of analyzing a communication to determine the meaning intended by the sender. If decoding and encoding are clearly matched, communication will be more successful. 7. Feedback- Feedback is the observation of the receiver's response. In other terms, feedback refers to the portion of the receiver's reaction that is sent back to the sender. The amount of answer received by the receiver is what reaches the senders. Page 1 of 9 8. Noise- Noise is unintentional static or distortion in the communication process that causes the receiver to receive a message that differs from the one sent by the sender. It is the disruption that occurs during the data transfer process. Noise might happen at any point during the communication process. 9.Context- It is the situation from which the communication is done. It includes settings or environment;social relations; scenes which include place,time,occasion and culture. THE COMMUNICATION MODELS Communication models are theoretical or conceptual frameworks that explain how people communicate. Communication models also help to generate a variety of different theories and models. a. LASSWELL’S MODEL Harold D. Lasswell, an American political scientist and communication theorist, created thiscommunication model in 1948. It is known as a linear model of communication, unidirectional process or activity model, and it represents a one-way communication process. Page 2 of 9 b. SHANNON AND WEAVER’S MODEL The Shannon and Weaver model of communication is a linear model that can be used to analyze how messages are conveyed and received. This paradigm was created in 1949 to ensure that the communication route was as efficient as possible. Component in Shannonand Weaver Model are: c. BERLO’S MODEL The SMCR model, or Berlo's Model of Communication, includes the elements of SourceMessage-Channel- Receiver. In 1960, David Berlo created the Source-Message-ChannelReceiver. Berlo created this model, which is based on the Shannon-Weaver communication model (1949) Page 3 of 9 Page 4 of 9 d. DANCE HELICAL’S MODEL Frank Dance introduced the Dance's Helix communication model, a transactional communication paradigm, in 1967. Helix was utilized by Frank Dance to create a model that illustrates the complicated process of communication. The word helical comes from the Greek word helix, which means spiral staircase. When it grows up like a helix, communication becomes more stretched. Communication is a feedback–driven, evolving, and dynamic process. Any communication begins with a limited circle of communicators who give only a few details about themselves. When people share more personal information, communication expands borders. Finally, the relationship progresses to the highest level. TYPES OF COMMUNICATION  One-way, Two-way  Verbal (oral and written), Non-verbal  Formal, Informal (Grapevine  Upward, Downward, Lateral  Interpersonal, Intrapersonal, Organizational,Mass Communication 1 One-way Communication- involves the transfer of information in one direction only, from the sender to the receiver. Weather report on television, newspaper, recorded music on the CD, billboard messages 2 Two-way Communication- is a form of transmission in which both parties involved, transmit information. Chat rooms and instant messaging, telephone coversation, classroom lectures etc. 3 Verbal Communication- in this type of communication the professional uses language as a vehicle of communication. Oral communication- A face-to-face interaction between the sender and receiver. Ex: Making presentations and appearing for interviews Written communication-The sender uses the written mode to transmit his/her messages. Ex: Writing reports and emails. 4 Non Verbal Communication-a message is communicated without using a word, the process requires non- verbal cues to be transmitted and received. Page 5 of 9 Ex. facial expressions, posture, eye contact, walk, person’s voice, sign language, body language volume, pitch, voice modulation etc. 5 Formal Communication- takes place through the formal channels of the organization structure along the lines of authority established by the management. Such communications are generally in writing and may take any of the forms; policy; manuals: procedures and rule books; memoranda; official meetings; reports, etc. 6 Informal Communication- communication arising out of all those channels of communication that fall outside the formal channels is known as informal communication. Informal communication does not follow lines of authority as is the case of formal communication. Such communication is usually oral and may be covered even by simple glance, gesture or smile or silence. 7 Grapevine- It is an informal type of communication and is called so because it stretches throughout the organization in all directions irrespective of the authority levels. It exists more at lower levels of organization. Thus, grapevine spreads like fire and it is not easy to trace the cause of such communication at times. 8 Downward- communication in the first place, flows downwards.All information in this medium is usually in form of instructions, directions and orders. This direction of communication strengthens the authoritarian structure of the organization. 9 Upward- it is the process of information flowing from the lower levels of a hierarchy to the upper levels. The function of upward communication is to send information, suggestions, complaints and grievances of the lower level workers to the managers above. 10 Lateral/Horizontal- This type of communication takes place between persons at the same level or working under the same executive. The main use of this is to maintain coordination and review activities assigned to various subordinates. 11 Interpersonal- it is an exchange of information between two or more people. It is the process by which people exchange information, feelings, and meaning through verbal and non-verbal messages. 12 Intrapersonal- it is the communication which takes place within one’s own self. This implies individual reflection, contemplation and meditation. 13 Organizational- it is a process by which activities of a society are collected and coordinated to reach the goals of both individuals and the collective group. It is a subfield of general communications studies and is often a component to effective management in a workplace environment. 14 Mass Communication-it is a means of conveying messages to an entire populace. This is generally identified with tools of modern mass media, which include books, the press, cinema, television, radio, internet etc. It also includes speeches delivered by leaders to a large audience Four Forms of Communication 1.Verbal communication, which includes the use of language, sounds, and tone of voice 2.Non-verbal communication, which includes body language,facial expressions,sounds and appearance 3.Written communication, such as through journals, emails, blogs, and text messages 4.Visual communication, which involves signs, symbols, pictures, graphics, and emojis Page 6 of 9 THE IMPORTANCE OF COMMUNICATION a. Promotes motivation Employees are more motivated when they are informed and clarified about the task at hand, how they are executing the task, and how to improve their performance if it isn't up to par. b. Source of information Communication serves as a source of information for organizational members during the decision-making process, since it aids in the identification and evaluation of various courses of action. c. Altering individual’s attitudes A well-informed person will have a more positive attitude than someone who is less wellinformed. Employee attitudes are shaped via organizational magazines, journals, meetings, and other types of oral and written communication. d. Helps in socializing Communication facilitates socialization. In today's world, communication is facilitated by the mere presence of another person. It is also claimed that without communication, one cannot thrive. e. Controlling process Controlling the process is made easier with communication. It aids in the regulation of organizational members' behavior in a variety of ways. Employees in an organization must adhere to several levels of hierarchy as well as particular concepts and norms. They must follow organizational policies, perform their job duties effectively, and report any workrelated issues or grievances to their supervisors. THE IMPORTANCE OF COMMUNICATION IN BUSINESS a. Exchanging information Business communication relies heavily on the exchange of information between and among numerous stakeholders. Through successful communication, a corporate organization connects with its partners and other groups involved in society. Communication also makes it easier for management and staff to share information and opinions. b. Preparing and execution of plans Page 7 of 9 Plans are established to ensure that business activities are carried out efficiently, and planning necessitates the gathering of relevant data. Communication aids in the collection of important data from various sources. After the plan has been established, it must be implemented, and communication plays an important part in this process by disseminating it to employees and providing them with the appropriate instructions. c. Increasing employee’s efficiency Employees must communicate with one another more frequently in order to break the ice and feel at ease at work. Effective communication allows employees to freely exchange information while also reducing misconceptions and uncertainty. d. Achieving goals Every corporate organization pools its resources in order to achieve specific goals or objectives. By giving relevant information, instructions, and directions, a good communication system motivates employees at all levels. It aids management in motivating people to work toward the achievement of corporate goals. e. Solving problems Disagreements between parties might arise during the communication process. Good communication skills can assist the parties in finding a solution, as well as reduce conflicts among all parties concerned. f. Making decisions Businessmen must make decisions in a variety of sectors, and proper decision-making necessitates precise data. Business communication helps the business people to take proper decision by supplying right information to the right people at the right time. g. Improving industrial relation Effective communication between management and staff contributes to the development of a culture of mutual trust and confidence. Employees will perform better if they understand exactly what is expected of them, and management will be aware of the employees' potential and limitations. As a result, efficient corporate communication is essential for fostering a sense of cooperation and understanding. h. Publicity of goods and services Communication assists a company in marketing its products and services to current and prospective clients. Information about products and services can be conveyed through media such as newspapers, radio, television, and other platforms, attracting current and future customers. Page 8 of 9  REFERENCES Hasni binti Hashim & Norsyila binti Rashid (2022). Introduction to Business Communication First Edition Dr. Seema Zagade, Dr. Gauri Dhingra, R. Gomathy, Dr. S. Saravanan, & Dr. M. Abirami (2022). Business Communication First Edition Emile Woolf International Bracknell Enterprise & Innovation Hub Ocean House. (2015). Business Communication ICAP Second Edition Barbara Shwom & Lisa Gueldenzoph Snyder (2016). Business Communication: Polishing Your Professional Presence Third Edition Crafford, L. (2020). The 7 Rules of Virtual Meeting Etiquette Every Professional Should Know. Available at https://blog.gotomeeting.com/7-rules-virtual-meeting-etiquette every-professional-know/ How to Write an Endorsement Letter. Retrieved on August 1, 2020 from https://www.writeexpress.com/How- to-write-an-endorsement-letter.html#request endorsement Last, S. (2019). Correspondence: Text Messages, Emails, Memos, and Letters Netiquette. Available at https://pressbooks.bccampus.ca/technicalwriting/ chapter/correspondence/ Last, S. (2019). Correspondence: Text Messages, Emails, Memos, and Letters Netiquette. Available at https://pressbooks.bccampus.ca/technicalwriting/ chapter/correspondence/ Gamble, T.K., & Gamble, M. (2019). The communication playbook. Thousand Oaks, CA: Sage Publications. Mastering Soft Skills for Workplace Success. Available at https://www.dol.gov/odep/topics/youth/softskills/softskills.pdf https://dcomm.org/wp-content/uploads/2019/05/Business-Communication-PDFDrive.com-.pdf Effective Communication Skills. Available at http://promeng.eu/downloads/training materials/ebooks/soft- skills/effective-communication-skills.pdf https://kpu.pressbooks.pub/businesswriting/chapter/delivering-good-or-neutral-news/ Page 9 of 9