Introduction to

Business Communication

Md. Awal Al Kabir

Assistant Professor
Jahangirnagar University

What is communication

Transmission of a message from a sender to

a receiver in an understandable manner.
The communication is a guide toward realizing effective
communication.
Effective communication leads to understanding.

WHAT IS COMMUNICATION
???

Communication is the process by

which two or more people exchange
ideas ,facts, feelings, information
to reach to a mutual understanding
about a topic or problem of mutual
importance.
The term communication is
derived form the Latin word
COMMUNIS which means common
or community for good reason.

Communication

is the transfer of information and

understanding from one person to another.It is the
way of reaching others with facts ,ideas, thoughts
and values .
Keith
Davis
Communication is any behaviour that results in
an exchange of meaning .
American Management
Association.
The process by which information is passed
between people by means of previously agreed
symbols in order to produce a desired response.
Peter Little

The Importance of Communication

Skills as Expressed by Business
Authorities

Top executives from Fortune 500 companies

rate communications skills as the most
important quality for business leaders.
--Business Section
New York Times

There may be no single thing more important

in our efforts to achieve meaningful work and
fulfilling relationships than to learn and
practice the art of communication.
--Max De Pree, Author
The Art of Leadership

Evidence of Communication
Weakness in Business
Im surprised how so many people
struggle with communication.
--Michael Rook, Production Manager
Hewlett Packard, San Diego, CA

The first thing the Human Resources

Department did was give me a writing
book.
--Sam Reeves, IT Consultant
AMS, Denver, CO

Surveillance(Information) ,transmission of
cultural heritage , correlation of different parts of
society
(Herald Lasswell)
Entertainment (Wright,1960)
Interpret ,Connect and provide direction to an
interaction
Provide reward, relaxation and reduction of
tension.
Mobilize the opinion of people
Advance National Interests and promote certain
key values and behavioral patterns.
Help in reaching decisions
Safeguarding of civil liberties .

Uses of effective
communication
Effective communication
helps to understand a person or
situation in a better way.
It enables us to solve the differences, build trust and
respect in the organization.
Sometimes our message is misunderstood or we
misunderstand the received message, effective
communication helps us to resolve problems with boths
point of view.
Effective communication helps us to connect well with kids,
spouse, boss, colleagues, etc.
It helps us in decision making.

Origin of Communication can be traced back to the origin of

civilization

Non verbal communication signs,symbols, grunts

Verbal form of communication-Spoken form

Written communication Symbols, drawings

Print communication (1820)

Electronic form of communication Radio(1930)

Television (1959)

Digitalization of Communication Tools(1995)

7 Cs of Communication

a. Completeness
The information conveyed in the message should be complete
for` the communication to be effective.
The sender must take into consideration the receivers mind
set and convey the message accordingly.
Complete communication enhances the reputation of the
organization.
Complete information always gives additional information
wherever required, it leaves no question in the minds of the
receiver.
Complete information helps in better decision making as it
serves all the desired and crucial information.
Complete information persuades the audience.

b. Conciseness
Conciseness means communicating what you
want to convey in least possible words.
Conciseness is a necessity for effective
communication.
Concise communication provides short and
essential message in limited words.
Concise message is more appealing and
comprehensive to the audience.
Concise messages are non repetitive in nature.

c. Consideration
Effective communication must take audience
into consideration by knowing the viewpoints,
back ground, mindset, educational level, etc.
Consideration implies stepping into the shoes
of others.
Consideration ensures that the self respect of
the audience is maintained and their emotions
are not harmed.
Consider the needs and requirements of the
audience to achieve effective communication.

d. Clarity
Clarity implies emphasizing on a specific goal or
objective at a time, rather than trying to move
away from track.
Clarity helps to understand the message easily.
Complete clarity of thoughts and ideas enhances
the meaning of message.
Clarity comes with the use of exact, appropriate
and concrete words.

e. Concreteness
Concrete communication implies being particular
and clear rather being fuzzy and general.
Concrete communication shows good level of
confidence.
Concrete information helps to strengthen the
reputation of the organization.
Concrete information cannot be misinterpreted.

f. Courtesy
Courtesy means being polite, kind, judicious,
enthusiastic and convincing.
Courtesy is an important element of effective
communication.
Courtesy reflects the nature and character of the
sender of the message.
It is the same as give respect and then expect the
same.
Courtesy is not at all bias in nature.

g. Correctness
Correctness in the communication implies that
the correct information is conveyed through
message.
Correct communication boosts up the confidence
level of the sender.
Correct information has greater impact on the
audience.
Free from grammatical errors and use of
appropriate and correct language.
Correct information includes the precision and
accurateness of facts and figures used in the
message.

The communication
process

Communication is the process

of passing information from a
source to a receiver

Communication
Models

Communication is classified into two

groups:

Linear
Interactive

Linear Model

Here information is transmitted

from sender to receiver via a
channel without the sender
receiving any feedback (See fig
1)

Linear Model

Example: Talking to a person

and that person is ignoring you

Linear Model
Send
er
Messa
ge
Receiv
er

Interactive Model

Here there is feedback; it

allows the sender to know that
the message was received.

Interactive Model

Example:
Having
a
conversation with someone

Interactive Model
Noise

Messag
e

Encoder
Sender
Decoder

Decoder
Receiver
Encoder
Feedba
ck

Encoding

Encoding is putting thought or

information into words, signs or
symbols.

Encoding

This allows the message to be

conveyed to the receiver.

Message

Message is the information

being transmitted from the
sender to the receiver

Channel

Is the medium used to

transmit the message

Decoding

Is when the sender interprets the

message and gives it meaning
from his/ her perspective

Feedback

Is the response given to the

sender from the receiver.

Feedback

Allows the sender to determine if

the message was received and
how accurately it was received

Noise

Anything that disrupts the

communication process for
example language.

1.Sender
2.Encoding
3.Message
4.Media
5.Decoding
6.Receiver
7.Response
8.Feedback
9.Noise

Barriers in Communication
Communicating is straightforward. What
makes it complex, difficult, and
frustrating are the barriers we put in the
way.
Top Barriers :

EXPECTATIONS
AVOIDANCE
FIXING
SCAPEGOATING
PROBING
SPEAKING IN CODE
CONTROL
BLAMING

CONFLICT AVOIDANCE
(CHAOS)
EXCLUSION
BOUNDARY OR BARRIER
Information overload
Trust and credibility
Time
Emotions
Message congruency

Objective : thoughts and goals

Subjective : feelings

Over coming the barriers of

effective communication
Connecting with
The audience
Simple
Words

Summarizing
what has been said

Effective Questions

Seeking
Participation

Effective
Communication skills

Checking
for understanding

Body language
(Smile, Eye contact,
Gestures, tone)

Cultural
Sensitivity

Path for good communication