Understanding Business Understanding Business communicationcommunication

Chapter 1Chapter 1

Bushra FarzanaBushra Farzana

The Communication ProcessThe Communication Process

Flow of message from Flow of message from sendersender to a to a receiverreceiver using a channel.using a channel.

Receiver may not respond with the Receiver may not respond with the message. E.g (noise – limit of message. E.g (noise – limit of communication effectiveness).communication effectiveness).

Goal of communicationGoal of communication

The communication is to produce mutual The communication is to produce mutual understanding between communicators so understanding between communicators so that maximum amount of meaning can be that maximum amount of meaning can be shared.shared.

The communication Process fig is in the The communication Process fig is in the book.book.

StimulusStimulus

Anything that causes communication Anything that causes communication process.process.

ExampleExample Memo, newspaper articles, any creative Memo, newspaper articles, any creative

advertisement.advertisement. It leads to ides.It leads to ides.

Analysis:Analysis:

Analysis is the process of breaking a Analysis is the process of breaking a complex topic or substance into smaller complex topic or substance into smaller parts to gain a better understanding of it. parts to gain a better understanding of it.

It is necessary to transform ideas into It is necessary to transform ideas into messages.messages.

Step 1:Step 1: Information management Information management

Many of your ideas will spring from Many of your ideas will spring from information you hear or read.information you hear or read.

Analyze the source, validity, credibility, Analyze the source, validity, credibility, and value of an information.and value of an information.

Some cases you have to add information Some cases you have to add information and in some cases you need to reduce and in some cases you need to reduce and synthesize to highlight the valuable and synthesize to highlight the valuable part.part.

Step 2:Step 2: Critical thinking Critical thinking

(It is process which involves)(It is process which involves) It would be a creative process to promote It would be a creative process to promote new and innovative ways of looking a new and innovative ways of looking a problem.problem.

Creative solution to complex problems are Creative solution to complex problems are important skills of business professionals.important skills of business professionals.

The ability to clarify information, ideas, The ability to clarify information, ideas, concepts and issues are important to the concepts and issues are important to the communication process.communication process.

Critical thinking Critical thinking

Business people pass information / data Business people pass information / data that is not fully understood and creates that is not fully understood and creates mismanagement.mismanagement.

Ability to clarify and interpret information Ability to clarify and interpret information gives confidence.gives confidence.

the material is supported the message the material is supported the message accurate, defensible and significant. accurate, defensible and significant.

Ability to generate different approaches or Ability to generate different approaches or alternatives to prioritize them.alternatives to prioritize them.

Critical thinking Critical thinking

Comparing and contrasting each Comparing and contrasting each alternatives allows to recognize the alternatives allows to recognize the relative strengths and weaknesses of each relative strengths and weaknesses of each alternatives.alternatives.

Step 3:Step 3: Goal Goal

It is indispensable (necessary) for It is indispensable (necessary) for communication.communication.

It tells what the communicator is It tells what the communicator is attempting to accomplish.attempting to accomplish.

It allows to understand monitor and gauge It allows to understand monitor and gauge the specific requirement of the specific requirement of communication.communication.

Sometimes vague goals help than specific Sometimes vague goals help than specific ones.ones.

GoalGoal

They leads you to improve performance, They leads you to improve performance, direct your attention to the task and direct your attention to the task and mobilize your energy, effort, and time.mobilize your energy, effort, and time.

Developing MessagesDeveloping Messages

Decision MakingDecision Making ContextContext AnalysisAnalysis Message DesignMessage Design Media selectionMedia selection Evaluation Evaluation ( final step before produce or sending a ( final step before produce or sending a

message to other communicators.)message to other communicators.)

Steps Steps

Step 1 determine purposeStep 1 determine purpose Step 2 situation analysisStep 2 situation analysis Step 3 message designStep 3 message design Step 4 media selectionStep 4 media selection

Encoding Encoding

The process of sending a message The process of sending a message through a medium destined for a receiver.through a medium destined for a receiver.

Produce message.Produce message. Encode (send message) through a Encode (send message) through a

channel.channel.

DecodingDecoding

Both for sender and Both for sender and receiver.receiver. As a receiver when you decode a As a receiver when you decode a

message + try to make sense out of it.message + try to make sense out of it. before decoding a message you must before decoding a message you must

receive it.receive it. Anything that adversely affects the quality Anything that adversely affects the quality

of a message is consider as noise.of a message is consider as noise.

decodingdecoding

After receiving a message you decode it After receiving a message you decode it with your senses (hearing, touch and with your senses (hearing, touch and receptors message.)receptors message.)

Sometimes Messages escape from your Sometimes Messages escape from your life.life.

Perception is a part of decoding, meaning Perception is a part of decoding, meaning to a stimulus and problems in business to a stimulus and problems in business communication can be due to perception.communication can be due to perception.

decodingdecoding

Anxiety and apprehension can also affect Anxiety and apprehension can also affect perception.perception.

The attitude you hold towards the sender The attitude you hold towards the sender of a message can affect your perception.of a message can affect your perception.

a message can be perceived differently a message can be perceived differently depending on your likes and dislikes.depending on your likes and dislikes.

Analysis:Analysis:

It has two interrelated process:It has two interrelated process: Interpretation andInterpretation and EvaluationEvaluation

Step 1 InterpretationStep 1 Interpretation

When you interpret a message after taking When you interpret a message after taking the information you decode and make the information you decode and make sense out of it.sense out of it.

Environmental and cultural forces can Environmental and cultural forces can influence your thinking of interpreting a influence your thinking of interpreting a certain message.certain message.

Communication media affects the Communication media affects the message as well.message as well.

Step 2: Evaluation the next stepStep 2: Evaluation the next step

As a receiver you make an evaluation with the As a receiver you make an evaluation with the following:following:

Reception of the message Reception of the message ComprehensionComprehension ValueValue TimelinessTimeliness Appropriateness Appropriateness Credibility trust the message and the personCredibility trust the message and the person Influence Influence

Mutual understandingMutual understanding

The first level of mutual understanding The first level of mutual understanding occurs when you as a receiver feels you occurs when you as a receiver feels you understand the meaning conveyed as by understand the meaning conveyed as by the sender.the sender.

Second level of message depends upon Second level of message depends upon several factors:several factors:

1.1. the feedback interpreted and analyzed the feedback interpreted and analyzed properly by the original sender.properly by the original sender.

2.2. How informative is the feedback?How informative is the feedback?

3. How much information is shared by 3. How much information is shared by both?both?

4. the feedback by the original sender to 4. the feedback by the original sender to know the message was understood by know the message was understood by you.you.

When communication stops it depends When communication stops it depends upon time, effort, motivation and upon time, effort, motivation and importance.importance.

It is not a difficult process but it needs It is not a difficult process but it needs effort to ensure that the meaning of a effort to ensure that the meaning of a message is conveyed.message is conveyed.

Developing a feedback Developing a feedback messagemessage

Mutual understanding is difficult without Mutual understanding is difficult without feedback.feedback.

Nonverbal communication indicates your Nonverbal communication indicates your level of understanding.level of understanding.

Noise:Noise:

Anything that interferes with, adversely Anything that interferes with, adversely affects the message.affects the message.

Two ways it effect:Two ways it effect: Internal interference ( psychological, Internal interference ( psychological,

mental, emotional and physical condition).mental, emotional and physical condition). External distortions ( any type of noise, External distortions ( any type of noise,

loud talking, poorly lightened.loud talking, poorly lightened.