WELCOME to our presentation Presentation on INTRODUCING COMMUNICATION OUR TOPICS What Is Communication? The Communication Situation The Communication Cycle Importance Business of Effective Communication in WHAT IS COMMUNICATION? Communication is the process by which information is transmitted between individuals and organization to get understanding feedback results. ‘‘Communication is an exchange of facts, ideas, opinions, or emotions by two or more persons.’’ -W. H. Newman & C. F. Summer Jr. THIS DEFINITION EMPHASIZES SOME IMPORTANT POINTS The Process of Communication involves the communication of ideas. The ideas should be accurately reproduced in the receiver’s mind. The transmitter is assured in the accurate replication of the ideas by feedback. The purpose of all communication is to elicit action. Feedback is an essential aspect of communication. THE COMMUNICATION SITUATION 1. There is a person (sender or transmitter) desirous of passing on some information. 2. There is another person (receiver) to whom the information is to be passed on. 3. The receiver partly or wholly understands the message passed on to him. 4. The receiver responds to the message and give same kind of feedback. THE COMMUNICATION CYCLE The Transmission of Sender’s ideas to the receiver’s feedback or reaction to the sender constitute the communication cycle. The main steps of this cycle are as follows: THE COMMUNICATION CYCLE (cont’d) 1. Input : the information or ideas the sender wants to give the receiver 2. Channel : letter, fax, phone call, electronic mail, etc. 3. Message : the actual message that is sent 4. Output : the information the receiver gets 5. Feedback : the receiver’s response or non response to the message 6. Brain drain : the possibility of misunderstanding at any step IMPORTANCE OF EFFECTIVE COMMUNICATION IN BUSINESS The importance of communication are two types. 1. Internal communication 2. External communication INTERNAL COMMUNICATION 1. Business has grown in size. Large business houses have a number of branches within the country and even abroad. Effective communication helps to control and maintain the branches. 2. Business activity has become extremely complex. Business activities like planning, production, sales advertising are handled by different departments For this internal communication is important. 3. Effective communication promotes understanding and cooperation between the management and the employees, it helps to bring an atmosphere of mutual trust and confidence. EXTERNAL COMMUNICATION External communication includes communication with the government agencies and departments on the one hand and distributors, retailers, individual customers and general public on the other. GOVERNMENT AGENCIES AND DEPARTMENTS: Business organizations are required to deal with licensing authorities, foreign trade office, customs authorities, banks and other financial institutions, income-tax and salestax offices, post offices, transporters, etc. DISTRIBUTORS, RETAILERS, INDIVIDUAL CUSTOMERS: Modern business is a highly competitive phenomenon. Each product of common consumption is available in myriads of brands, not at all of which sell equally well. Marketing research has revealed that the organizations that can communicate better can also sell better. Sales are promoted to persuasion and persuasion is another aspect of communication. COMMUNICATION SKILL A JOB REQUIREMENT Some areas like personnel, public relations, marketing, sales, labor relations call for exceptional communication skills. Editors ,writers, teachers, advocates, researchers also need a Highly developed ability to communicate. Executives are also expected to make speeches, prepare pamphlets, brochures, souvenirs and give interviews to the media in order to project a favorable image of their organization. Thus the ability to communicate effectively has become an important job requirement. IMPORTANT FACTOR FOR PROMOTIONS In an article titled what do you mean I can’t write?[Harvard Business Review, May-June 1965], John Fielden lists the ability to communicate as the most essential requisite for promotion of the executives. He ranks this ability higher than such essential attributes as the capacity for had work , the ability for making sound decisions, academic qualifications and ambition-drive. And this view is endorsed by numerous surveys conducted by some American universities. In one particular case, a young executive who earned five promotions in five years ascribed his success to his ability to write highly persuasive letters and to produce very concise reports.