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Methods
Non verbal
Signs, Symbols,
Colours, Pictures etc.
Verbal
Oral and Written
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BUSINESS COMMUNICATION
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• Precision and accuracy: Written communication is more precise and
accurate. It is necessary because the receiver is not present to ask
clarification. Oral communication is not possible to be so precise in
the choice of words but the receiver can seek clarification on the
spot.
• Expense: Written communication requires stationery, preparation and
transmission all of which cost money.
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BUSINESS COMMUNICATION
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•
At the end of the conversation there must be an expression of good wishes like goodday or good night. Usually the person who called is expected to ring off first, but a junior
should wait for the senior to ring off first. If it is a call from or to a customer, wait for the
customer to ring off first.
•
Presentation: A presentation has a face to face setting. It is formal, well- prepared talk
on a specific topic, delivered to a knowledgeable and interested audience. While a touch
of humour always enriches a presentation the general tone is serious or business like.
•
Interview: an interview is a meeting at which one person or a panel of persons, who are
the interviewers discuss a matter with another person who is the interviewee. the
purpose usually is to assess , to judge whether it would be worthwhile to enter into a
business relationship with the other.
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BUSINESS COMMUNICATION
• Meeting: There is a fixed agenda ie a list of issues to be discussed at the
meeting.
• Advantages of oral communication:
• Shades of meaning can be conveyed: With the help of tone, pitch and
intensity a speaker can put additional meaning into the words or entirely
change their sense.
e.g.”Your name is Aarti”.
• Quicker
• Immediate feedback
• Caters to any kind of audience whether literate or illiterate.
• Modulation, facial expressions speak much more than any language.
• Personal in nature
• Less expensive
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• Disadvantages of Oral Communication:
• Unplanned therefore chances of making mistakes.
• Retention of lengthy messages is difficult
• No permanent record
• Poor communicators may not be able to communicate a message
effectively
• Is not as confidential as written communication.
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BUSINESS COMMUNICATION
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BUSINESS COMMUNICATION
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• Circular: Circular is a detailed document giving information,
instructions or orders on a specific matter. Circulars are generally
issued by governments and other official bodies like councils,
universities, and head Offices of Organizations.
• Report: Report is a document prepared by an individual or a
committee entrusted with the task of collecting information on a
subject. It requires careful research, collection of data and
presentation of the findings, conclusions an d recommendations.
• Minutes: Minutes are the written record of decisions taken at a
meeting. Minutes may be written by hand or typed and pasted in
a minute book, or typed and filed in a minute file. Minutes are a
legal document.
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• Memo: Memo a short form for memorandum is an informal
message between members of an organization and generally
relates to daily work. Information or instructions can be conveyed
by a memo.
• Notice: Notice is used when many people in the organization have
to be given the same information. It is the most common method
of mass communication within an organization. A notice should
be short ,its language should be simple, and the type should be
large and well spaced for easy reading.
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BUSINESS COMMUNICATION
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BUSINESS COMMUNICATION
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• Proxemics, signs and symbols, colours, time, maps and graphs are the
various forms of non verbal communication.
• Methods of Non-verbal communication
Non-Verbal communication may be visual or auditory.
Visual symbols:
• Colour: Colour is a very important part of communication. Colour plays a
very . important part of communication. Colours are associated with
different moods and feelings. For Eg. Black deals with sorrow, white with
peace and purity, red with danger and so on.
We use red flags in factory when the workers are on strike.
BUSINESS COMMUNICATION
Colour has a psychological effect; motivation and state of mind of
employees is influenced by the colour in the place of work. Calm and cooling
colours have a good influence on work, Black, dark and gloomy colours are known
to reduce the productivity of workers.. Very bright and gaudy colours may be
disturbing and over-exciting. Well matched and softly blending colours are
pleasant and soothing. Colour is an important means of formal communication,
eg. Traffic signals, colour is mainly used for classification and identification.
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• Pictorial representation: How effectively pictures communicate becomes
clear from the paintings, murals, engravings found on the walls of ancient
caves, temples and such other buildings. They tell us a lot about the tribes,
or races or rulers or traders, their religon, their adventurous deeds .A large
variety of pictures from simple drawing to sophisticated coloured pictures
and photographs are used on posters and advertisements.
with a large no. of illiterate and litterate people, a picture is worth a thousand
words because pictures can be universally understood and more remembered.
e.g. Everybody is familiar with the picture of 2 crossed bones under a skull as a
danger signal, A cross over a cigarette as a warning against smoking.
• Posters: a poster combines pictures and words. The use of words is kept to
the minimum. it can be used for education and persuasion in matters like
the importance of saving, the danger of drinking, the value of a neat and
clean appearance.
• Graphs and charts: Special skills are required to prepare them. They cannot
be understood by the uneducated, even the educated persons need some
explanation and training before they follow a chart or graph. The overall
situation can be seen at a glance, and the relationships between the figures
are seen more easily than in tables. It needs less space than description.
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BUSINESS COMMUNICATION
• Maps: maps are representations of territory and are used for conveying the
space relationships between places. They are used for geographical
information of all kinds, such as transport routes, climatic conditions,
distribution of population etc…
• Signs and Signals: A sign is a mark used as a representation of something,
for eg., + for plus, etc. a signal is a previously agreed movement which
serves to warn, direct or command, the waving of a green flag is a signal to
go ahead, the firing of a gun salute signals the arrival of a VIP. A signal may
be visual or auditory.
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BUSINESS COMMUNICATION
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• Posture: The way you sit, stand or walk, or the way you carry yourself
speaks about your personality. Soldiers in uniform marching look smart,
imagine them with hands in their pockets and swaggering along.
• Appearance: Physical appearance may be difficult to alter although today
cosmetic surgery and other corrective measures can give you new look.
Here by appearance we mean general grooming. We dress differently for
different occasions,. E.g. A wedding in the family, a visit next door, a
friend’s birthday party attending an interview etc.
• Energy: t is hard to describe. Some impress with a high level of physical
energy which is almost infectious, some have high intellectual or emotional
or spiritual s. It conveys competence and inspires respect.
BUSINESS COMMUNICATION
• Clothing: clothing requires good taste and judgment to make a subtle
impression by what you wear. The colored, design, cut and fit combine to
make up the dress.
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• Silence: Silence can be a very effective way of communication. Silence is
not a negative absence of speech but a positive withdrawal or suspension
of speech. Silence can be used deliberately to convey certain feelings like
anger or displeasure. Sympathy with someone who has suffered a loss is
often best expressed by keeping silent. Silence can be very embarrassing if
it is not possible to interpret it. It can be very awkward in a group when no
one knows how to break it.
• Short silences are very effective in giving meaning to words. A pause
before or after certain words make the word stand out from the rest.
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BUSINESS COMMUNICATION
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• Space: it plays a subtle role in body language. The study of space as a
communicative system is called proxemics. It is the degree and effect of the
spatial separation that individuals naturally maintain in various social and
interpersonal situations.
• Time: It is even more subtle non verbal factor in communication. Time
given to listen and speak to people creates a sense of self-esteem in them,
it is equated with care and concern for them
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BUSINESS COMMUNICATION