Introduction to Business Communication : Assignment

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
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
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Introduction to Business Communication
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 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
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Introduction to Business Communication
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
called NOISE refers to any signals that may
interfere with the message being carried. This
again would depend on the method of
communication. Following is a simple
illustration of this model.
Berlo's Model: Another famous
communication model is Berlo's model. In
this model, he stresses on the relationship
between the person sending the message and
the receiver. According to this model, for the
message to be properly encoded and decoded,
the communication skills of both the source
and the receiver should be at best. The
communication will be at its best only if the
two points are skilled. Following is the
illustration of this model.
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