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Business Communications

Business Communications. Lecture 6. Business Communications. Guidelines for effective communication. Communication.

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Business Communications

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  1. Business Communications Lecture 6

  2. Business Communications Guidelines for effective communication

  3. Communication A communicationshouldbefreefrombarrierssoas to beeffective. Communicationis a twoway process wherethemessagesentbythesendershouldbeinterpretedinthesame terms bytherecipient.

  4. Thecharacteristicsofeffectivecommunication Clarity of purpose Completeness Conciseness Feedback Empathy Modify the message according to the audience Multiple channels of communication Make effective use of grapevine

  5. Clarity of purpose • Themessage to bedeliveredmustbeclearinthemindofsender. Theperson to whom it istargetedandtheaimofthemessageshouldbeclearinthemindofthesender.

  6. Completeness • Themessagedeliveredshouldnotbeincomplete. It shouldbesupportedbyfactsandobservations. It shouldbewellplannedandorganized. No assumptionsshouldbemadebythereceiver.

  7. Conciseness • Themessageshouldbeconcise. It shouldnotincludeanyunnecessarydetails. It shouldbeshortandcomplete.

  8. Feedback • Whetherthemessagesentbythesenderisunderstoodinsame terms bythereceiverornotcanbejudgedbythefeedbackreceived. Thefeedbackshouldbetimelyandinpersonal. It shouldbespecificratherthangeneral.

  9. Empathy • Empathywiththelistenersisessentialforeffectiveverbalcommunication. Thespeakershouldstepintotheshoesofthelistenerandbesensitive to theirneedsandemotions. Thiswayhecanunderstandthingsfromtheirperspectiveandmakecommunicationmoreeffective.

  10. Modifythemessageaccording to theaudience • Theinformationrequirementbydifferentpeopleintheorganizationdiffersaccording to theirneeds. Whatisrelevant to themiddlelevelmanagementmightnotberelevant to the top levelofmanagement. Useofjargonsshouldbeminimizedbecause it mightlead to misunderstandingandmisinterpretations. Themessageshouldbemodifiedaccording to theneedsandrequirementsofthetargeted audience.

  11. MultipleChannelsofcommunication • Foreffectivecommunicationmultiplechannelsshouldbeusedas it increasesthechancesofclarityofmessage. Themessageisreinforcedbyusingdifferentchannelsandthereare less chancesofdeformationofmessage.

  12. Make effective use of grapevine communication • Theemployeesandmanagersshouldnotalwaysdiscouragegrapevine. Theyshouldmakeeffectiveuseofgrapevine. Themanagerscanusegrapevine to deliverformalmessagesandforidentificationofissueswhicharesignificantfortheemployees. Themanagerscanget to knowtheproblemsfacedbytheemployeesandcanworkupon it.

  13. Tips for students to improve communication Read a lot You can gain a lot while watching TV Be patient Be very confident and adopt the right attitude Be a patient listener

  14. Read a lot Readingisthekey to aneffectivecommunication. Pickupanymagazine, journal, novel orforthatmatterthedailynewspaperanddomake it a habit to read it aloud.

  15. Watch TV Ifyouarewatchinganytalkshoworinterviewofanygreatpersonalitydon’t just stareatthepictures, try to followthewayparticipantsinteractwitheachother, carefullyobservetheiraccentandalsolearnnewwordsfromthem.

  16. Be patient • Practice a lot. Whateverlanguageyouwant to masteron, try to interactinthesamelanguagewithyourfriendsandfamilyfortheperfectflowofwords. Never feelembarrassedifyouarewrong, learnfromyourmistakes. Standinfrontofthemirrorandspeak to yourself. Askyourselfquestionsandanswerthem. Beyourowncritic. It works.

  17. Be confident • Nothingispossibleifyoudon’thavetherightapproachandattitude. Motivateyourself to communicateeffectively. Wheneveryoulearn a newword, treatyourselfwith a chocolate.

  18. Be clear • Beveryclearwhatyouintend to communicate. Don’t just speakforthesakeofspeaking. Carefullyselectsensibleandrelevantwords to put yourthoughts intoa content to besharedwithothers. • Designyourcontentbykeepingthe audiences inmindanddon’tmake it complicated. Keep it simple.

  19. Be a patient listener • Never interruptanyspeakerinbetweenTheotherindividualmightnotbeaslearnedasyou, butyoushouldalwaysrespecthisopinions. Eveniftheotherpersoniswrong, don’tcriticizehim; insteadwaitforyourturn to speak. Alwayslisten to theothersideofthestoryandthenonlygiveyourexpertcomments.

  20. Image Never everpanicanddocreate a friendlyambiencewhiledelivering a presentation.Onehas to understandtheimportanceofnonverbalcommunicationaswell. Keep a controlonyourhandsandemotionswhilespeaking. Don’tplaywithyourpenorhandkerchiefand never smileunnecessarily.

  21. Image • The audience will never bite you, sopleasedomakeaneyecontactwiththem. Donotforget to greetthemwellwith a warmsmile. • Oneneeds to beanextrovertandmustknowhow to brandoneself. Youmustknowhow to positionyourselfinthemarketplaceandimpressothers.

  22. For your success Alwaysrememberconfidence, clarityinthoughts, practice, goodlisteningaswellasreadingskillsarethemain ingredients ofgoodcommunicationskills. Onehas to takegoodcareofalltheabove to emergeas a winnerandruletheworld.

  23. Tips for professionals to improve communication Understandthesecondpartywell Thepitchandthetonemustalsobetakencareof. Whilesharinganyimportantinformation, doverifywiththe recipients whethertheyhaveunderstoodornot. Don’talwaysdependonverbalcommunication Thereshouldbetransparencyamongalltheteammembersandthesubordinatesmusthaveaneasyaccess to theirsuperiors. Themostimportantofallbeyourselfandbeveryconfident.

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