Business Communication - Individual Report

Introduction to Business Communication
Contents
Task 01 - Email Newsletter...................................................................................................................2
Task 2 - Email Newsletter.....................................................................................................................5
Task 3 - Memo......................................................................................................................................8
References...........................................................................................................................................10
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Introduction to Business Communication
Task 01 - Email Newsletter
In this issue
Aims of business communication...............1
The communication process with a legend describing the barriers to communication, being from the
sender......2
How communication barriers caused by the sender of a message in oral, written or non-verbal form
can be overcome...........3
How communication barriers caused by the receiver of a message can be overcome....................3
Simple communication models........................1
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Introduction to Business Communication
The purpose of communication and the medium to adopt depending on the situation
Communication is a vital management component to any organization. Whether the purpose is to
update employees on new policies, to prepare for a weather disaster, to ensure safety throughout the
organization or to listen to the attitudes of employees, effective communication is an integral issue in
effective management. To be successful, organizations should have comprehensive policies and
strategies for communicating with their constituencies, employees and stakeholders as well as with
the community at large.
Aims of business communication
Information related Communication: Information on a product, service or activity of an organization
to the people concerned and information about the product, service or activity from the people
concerned to the organization come under this category. They are outgoing information and incoming
information respectively.
Persuasion related communication: Persuasion is related to the promotional activity of a company. It
is employed to promote sales and service. Persuasion related communication calls for tact and an
understanding on the part of the communicator.
Motivation related communication: A company has to motivate its workforce to turnout better work,
its customers to buy its product and service. Motivation can be done only by understanding the
mindset of the receiver. Business organizations have to continuously resort to motivation to succeed
in their business aims.
The communication process with a legend describing the barriers to communication, being
from the sender
How communication barriers caused by the sender of a message in oral, written or non-verbal
form can be overcome
The communication barriers may prevent communication or carry incorrect meaning due to which
misunderstandings may be created. Therefore, it is essential for a manager to identify such barriers
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Introduction to Business Communication
and take appropriate measures to overcome them. The barriers to communication in organizations can
be broadly grouped as follows:
 Semantic Barriers
 Psychological Barriers
 Organizational Barriers
 Personal Barriers
Have clarity in thoughts: You should be very clear about your objective and what you want to
convey. Arrange your thoughts in a proper order and then communicate accordingly. Systematic
communication and clarity in thought get adequately received and appreciated. Aimless talks can be
misleading so you should always try to show that there is an aim or motive behind your talk.
Understand the needs of your audience: You should be emotional and sensitive towards the needs of
your receiver. Understand his behavior, nature, culture, and religion, however, it does not mean you
cannot express your feelings or thought, but it simply means that you are showing respect to his
religious beliefs or thoughts and then stating your point of view.
Seek the Advice of others before Communicating: If you are going for a high prolific meeting, seek
the advice from your seniors and colleagues on the level and kind of talk that should be given.
Take adequate care of your Tone, Language and way you are speaking: Messages should be framed
in a simple and polite tone which attracts the listeners. Care should be taken to keep the sentences
short and simple. Technical words should be used only where they are required the most. The most
important of all the interest of the receiver should be kept in mind and the things that conveyed should
attract the users.
Have a Feedback from the receiver: Avoid asking listener, “Have you understood,” ask them instead
their views about what you have said and the aspects they had grasped from your message.
How communication barriers caused by the receiver of a message can be overcome
The receiver can also have some barriers in the course of the interaction. Although his role in the
initial phase is passive, he becomes active when he starts assimilating and absorbing the information.
Poor Retention: Retention is extremely important during the interaction. If the receiver has poor
retention capability, he would probably get lost in the course of the proceedings. There would be no
connection between what was said initially and what is being said now. He might counter statements
instead of seeking clarifications that might lead to clamping on the part of the sender.
Inattentive Listening: The mind has its way of functioning. It is very difficult to exercise control over
one’s mind. Listening is more of an exercise in controlling the mind and exercising it to assimilate
messages.
Interests and Attitudes: “I am not interested in what you are saying” or “My interest lies in other
areas”. Starting any piece of communication with this kind of indifference can thwart any attempts at
communication. Fixed notions of this kind should be dispensed with.
Simple communication models
Shannon's Model: This laid the foundation for the different communication models that we have
today, and has greatly helped and enhanced the communication process in various fields. This model
can be considered as the granddaddy of many later communication models. The box at the bottom
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