Business Communication

What is Communication ?

Communication is a process where people share information, ideas, thoughts, and feelings. It involves sending a message from one person (sender) to another (receiver) with the goal of understanding.

The word "Communication" comes from the Latin word “Communis” meaning “common” or “to share”.

Simple definition:

Communication is the transfer of information from one person to another so that it is understood.

Elements of Communication Process

Sender :-     The person who starts the communication
Message :-  What is being communicated (idea, information, feeling)
Encoding :- Turning the message into words, symbols, or gestures
Channel :-   The medium used (email, speech, letter, phone, etc.)
Receiver :-   The person who receives and interprets the message
Decoding :-  Understanding the message
Feedback :-  The receiver's response
Noise :-        Any interference or barrier during communication

Types of Communication

(A) Based on Channel:

1. Verbal Communication:

Spoken (face-to-face, telephone, video call)

Written (letters, emails, reports)

2. Non-verbal Communication:

Body language (posture, gestures)

Facial expressions

Eye contact

Tone of voice

3. Visual Communication:

Charts, diagrams, graphs, posters, infographics

(B) Based on Direction:

1. Upward :-      From subordinates to managers (e.g. reporting)
2. Downward :- From managers to subordinates (e.g. instructions)
3. Horizontal :-  Between colleagues of the same level
4. Diagonal :-    Across different levels and departments

(C) Based on Formality:

1. Formal Communication :- Official, structured (e.g. memos, reports)
2. Informal Communication:-  Casual, friendly (e.g. chit-chat, grapevine)

Barriers to Effective Communication

Type of Barrier Examples

Language barriers :- Different languages, unclear words

Physical barriers :- Distance, noise, faulty equipment

Psychological barriers :- Stress, anger, mood, low confidence

Cultural barriers :-   Different customs, traditions

Listening barriers :- Not paying attention

Semantic barriers :- Misunderstanding due to different meanings

 The 7 Cs of Effective Communication

"C" Meaning

Clear :- Message should be easy to understand

Concise :- Keep it short and to the point

Concrete :- Use specific facts and figures

Correct :- Free from errors

Coherent :- Logical and well-organized

Complete :- Include all necessary information

Courteous :- Be polite and respectful

Advantages of Effective Communication

• Builds trust and relationships
• Reduces errors and mistakes
• Ensures smooth operations
• Encourages innovation and creativity
• Increases motivation and job satisfaction
• Helps in conflict resolution

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