Communication Models and Systems in Businesses

This presentation explores the various communication models and systems used in businesses. It discusses the linear, interactive, and transactional communication models. It also covers different communication systems such as optical and radio communication. The presentation further explores methods of communication including written, verbal, non-verbal, visual, and electronic communication. It highlights the benefits of formal and informal communication and provides principles for effective communication. Additionally, it discusses barriers to effective communication and provides strategies to overcome them. Recommended for students studying business communication.

Communication Skills
for Business
TASK 1

1. Communication models and systems in businesses
The conceptual models used to explain the communication process are called as
communication model. The basic communication flow consists of the sender who sends the
message to the receiver and then they share the feedback of the process. There are several
models of communication which can be used by organizations they are:
• Linear Communication Model
• Interactive or Convergence Model
• Transactional Communication Model

Cont.…
• Linear Communication Model: In this model the sender encodes a message through a
channel and it is decoded by the receiver. The receiver has to decode the information with
help of transmitter and understands the information then interprets it.
• Interactive or Convergence Model: This deals with the exchange of messages and
information which takes place both ways from sender and receiver or vice versa. This uses
the human behavior in the process which is a two way circular communication between the
sender and receiver.

Cont.…
• Transactional Communication Model: It is the
exchange of messages or ideas between sender
and receiver where both the processes of
sending and receiving takes place at the same
time. It was proposed by Barnlund in 1970 and
is a two way model of communication.

Cont.….
Communication systems in business are the process by which information is exchanged between
managers, employees and stakeholders within the business. There are several types of systems for
smooth information flow between individuals they are as follows:
• Optical communication system depends on the light as a medium for communications where the
transmitter converts the information into optical signals and reaches the destination.
• Radio communication system works with the help of transmitter and antenna produces signals
which are carried through radio carrier waves. Unwanted information is discarded by the electronic
filters.

Cont.
• Duplex communication systems two equipment or
devices can communicate with each other at the
same time.
• Half duplex communication systems do not
provide the simultaneous communications where
the sender needs to stop sending signals to
receiver so that the recipient can respond.

2. Methods of communication and technology in businesses
The essential part of every business is communication and there are several ways that can
be used for communicating at workplace. Following are the different methods of
communication used by businesses:
• Written communication is the most effective mode of business communication and
involves messages that uses written word. It helps the receiver understand the
information fully and respond with proper feedback.

Cont.
• Verbal communication is the information sharing between
people using speech or spoken words. In this method the
immediate feedback is involved and there are simultaneous
transmission and receipt of message by sender or receiver.
• Non verbal communication is the method of communicating
without the use of words and through facial expressions,
gestures, tone, pitch, voice, hand movements and body
languages..

Cont.
• Visual communication is the information or idea exchange through visual
media that can be seen using symbols and imagery.
• Electronic communication is the information transmission using latest
advanced techniques like email, social media, chat rooms, newsgroups,
video conferencing, instant messaging etc.

Cont.
Benefits of Formal communication:
• Increases efficiency as this method uses predetermined rules.
• Maintenance of discipline is followed in this communication where the workers are
bound to be careful of their duty.
• Quick accomplishment off task or work due to rapid communication system.

Cont.
Benefits of Informal communication:
• Improves relationships between workers and
managers
• Flexible than formal communication as there is no
formalities.
• It facilitates rapid communication and can present
grievances.

3. Making communication effective
In order to make communication effective and achieve the objectives of the business several principles are
to observed and followed which are as follows:
• Principles of simplicity- The message prepared for communication must be easy, short and simple to
understand. It should use uncomplicated sentences and words so that the audience can easily interpret the
information.
• Principle of brevity- Message that is to be transmitted must be concise in nature which should not make
the receiver or audience disturbed. Including only the necessary information can avoid this confusion.

Cont.
• Principle of adequacy- Communication process must ensure that the message to be
communicated is sufficient, complete or adequate to avoid misunderstanding of the
receiver. It should promote optimum flow of information.
• Principle of feedback- Proper follow up enables to understand whether the receiver
has understood the message correctly and actions are taken accordingly

Cont.
Barriers of effective communication:
• Clarity- The information or message must be
clear as possible to avoid ambiguity. There should be
well-defined objective of the communication.
• Understanding the receiver- Understanding
is the main aim of any communication. It helps the
process of communication successful by creating a
proper understanding of the receiver

Cont.
• Planning- The communicator should plan for the message which should include the
purpose, selecting media and process of sending message
• Considering time- Communications must be made in time for the effectiveness which a
communicator must consider When a telephonic communication is followed by the
communicator this factor must be considered to know whether receiver is able to be in a
in a conversation or not.

REFERENCES
• Guffey, M.E. and Loewy, D., 2010. Business communication: Process and product.
Cengage Learning.
• Kassim, H. and Ali, F., 2010. English communicative events and skills needed at the
workplace: Feedback from the industry. English for Specific Purposes, 29(3), pp.168-
182.
• Martin, J.N. and Nakayama, T.K., 2013. Intercultural communication in contexts.
New York: NY: McGraw-Hill.
• Robles, M.M., 2012. Executive perceptions of the top 10 soft skills needed in today’s
workplace. Business Communication Quarterly, 75(4), pp.453-465.