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Business Communication

Session 1 & 2 Communication & its Process

Functions of Organizational Communication

by

Irfan Sheikh

7/17/2019 BC (S1&2)


Communication and its role?Communication and its role?Communication is a process of transferring

information from one entity to another.

Communication is commonly

defined as "the imparting or

interchange of thoughts,

opinions, or information

by speech, writing, or signs".

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Process of CommunicationProcess of Communication

The communication process consists of a message being sent

and receied. There are fie different steps of communication!

. #ender has an idea$. #ender encodes idea in a message

%. essage traels oer channel

'. (eceier decodes message

). Feed bac* traels to sender

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The Communication ProcessThe Communication Process

Basic ModelBasic Model

2.

Sender

encodes

idea inmessage

3.

Message

travels

overchannel

1.

Sender

has idea

4.

Receiver

decodes

message

5.

Feedback travelsto sender

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Process of CommunicationProcess of Communication

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Functions of r!ani"ationalFunctions of r!ani"ationalCommunicationCommunication

There are two types of organizational communication!

+nternal and eternal.

-oth hae three basic functions!

To inform

To persuade

To promote goodwill

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Functions of Organizational CommunicationFunctions of Organizational CommunicationContinuedContinued//

Internal FunctionsInternal Functions

+ssue and clarify procedures and

+nform management of progress

Persuade employees or management to ma*e

changes policies or improement

Coordinate actiities and proide assistance

0aluate, compliments, reward and discipline

employees

1et to *now indiidual2s personality

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Functions of Organizational CommunicationFunctions of Organizational CommunicationContinuedContinued//

#$ternal Functions#$ternal Functions3nswer in4uiries about products and serices

Persuade customers to buy products or serices

Clarify suppliers specifications and 4uality

re4uirements

+ssue credit and collect bills

(espond to regulatory agencies

Promote a positie image of the organization

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Formality%Formality%

Formal Communication 5 established and

agreed procedures

Informal Communication 5 channels not

formally recognised 5 6the grapeine2

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Forms of r!ani"ationalForms of r!ani"ational

CommunicationCommunication

r!ani"ational communication may be

ral

ritten

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ral %ral % ad'anta!es ( )uestions can be asked and

ans*ered

7 feedback is immediate and direct

7 recei'er can sense the sender+s sincerity

7 more ,ersuasi'e

disad'anta!es

7 can lead to s,ontaneous- ill(considered statements7 there is no ,ermanent record of the communication

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ritten %ritten % 3dantages ( messa!e can be re'ised

,ro'ides a ,ermanent record

messa!e stays the same *hen sent to se'eral

recei'ers

recei'er has more time to analy"e the

messa!e

8isadantages ( sender has no control o'er

*here- *hen- or if the messa!e is read

sender does not recei'e immediatefeedback

recei'er may not understand ,arts of

the messa!e

messa!e must be lon!er to ans*er

antici,ated )uestions

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#lectronic media#lectronic media com,uters .talk+ *ith others electronically

teleconferencin! ( !rou,s of ,eo,le in different

locations interact

/udio(conferencin! ( usin! tele,hone lines

0ideo(conferencin! ( see one another on

tele'ision monitors

3dantages ( sharin! of more information

s,eed and efficiency in deli'erin! routine

messa!es

ine$,ensi'e

8isadantages ( difficulty in sol'in! com,le$

,roblems

e(mail most a,,ro,riate for routine messa!es

unsuitable for confidential information

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Barriers toBarriers to

Inter,ersonal CommunicationInter,ersonal Communication

There are different barriers to inter,ersonal

communication%

1 ack of an!ua!e Skill

2 ack of listenin! Skill

3 Physical 4istraction

5 #motional Interference

6 Frame of 7eference

8 By,assin!

9 #n'ironmental #ffect

: /ttitudinal #ffect

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'ercomin! to'ercomin! to

Inter,ersonal Communication BarriersInter,ersonal Communication Barriers

There are different *ays to o'ercome the

inter,ersonal communication barriers%

1 #ncodin!- Transmittin! and

4ecodin! Carefully

1 Im,ro'in! an!ua!e Skills

2 Im,ro'in! istenin! Skill

3 ;uestionin! <our Preconce,tions5 Plannin! for Feedback

6 Selection of Suitable Time

8 / =ood Presentation

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=uess the Barriers%=uess the Barriers%

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