Case Study For Business Communication: An Essential Element For Effectiveness

Terms

Definitions

1)       

Agenda

In simple words, it defines the professional way of “to-do-list”, it contains the workings that are to be done and mainly described in the agenda paper. The agenda paper comprises the works in the list that are quite important and have to be discussed in the meeting so that it can be implemented in future.

2)       

Appendix

After the conclusion part, an additional part of the written document that carries necessary relevantinformation regarding the topic.

3)       

Communicational Barrier

An internal impact or the external one during an ineffective communication which can be perceived in case of reception or else transmission of a message. 

4)       

Business communication

The communication process is much goal-oriented and very informative towards the business. Transmission of such information happens in the internal environment of the company or sometimes it is transmitted to the consumers present in the external environment so that promotion of the products and services of the company can be effectively done.

5)       

Channel

Transmission channels or media through which information is transmitted, in modern world, email, face-to-face, broadcast media, electronic, mobile and written.

6)       

Communication

Information sharing with the help of mutual understanding with the integration of new ideas and information.

7)       

Curriculum vitae (C.V)

In British terms, C.V. which is the same as résumé in American English. In this document, the entire career and life of an applicant mostly based on his/her qualification, education; background, work experience etc are briefly described.

8)       

Decoding

Interpreting of the message after hearing from the encoder as per one’s own mentality as well as experience(Bojic et al.,2012).

9)       

Diagonal communication

Interactive communication among different departments of the same company.

10)   

Encoding

After the information comes from the source, the encoders shape the information or idea into a definite message.

11)   

Formal communication

The communication which is absolutely business-related and some specific standards, rules as well as laws are there to evaluate it.

12)   

Grapevine communication

Informal style of communication that occurs due to face-to-face communication in a word-of-mouth style and it includes the spread of a piece of information in an unofficial way.

13)   

Hierarchy

The chain of command in which specific levels of ranking are there given to the authority of different people. 

14)   

Horizontal communication

Communication between two people present at the same hierarchical level in a company.

15)   

Informal communication

Unofficial communication or sharing of information between two different members of the same organization.

16)   

Medium

Different modes of communication, such as- email, mobile, reports, social media, letters etc.

17)   

Memorandum

In the internal environment, among the colleagues memorandum is utilized which is just a form of short notice

18)   

Minutes

Transaction of a well documented business record which occurs in a meeting.

19)   

Mushroom communication

An ineffective style of managerial philosophy, in which the subordinates remain in dark without getting informed about anything.

20)   

Noise

A disruptive intrusion which has negative impact on the communication.

21)   

Nonverbal communication

Transmission of message without any words which primarily points towards written communication channels, in the forms of- logos of the company, signs as well as symbols and in case of oral viewpoint, the gestures, body language, attitude, appearance etc.

22)   

Oral communication

Information sharing via speaking to each other.

23)   

Principles of communication

For effective communication, the laws, rules and regulations along with the standards and activities, that the members have to follow.

24)   

Reports

A document written in formal language specially designed to show a leader who wants some specific information regarding a issue to make decision

25)   

Vertical communication

Information sharing from upper levels to lower levels or the lower levels to upper levels in the chain of command of an organizational structure.

26)   

Written communication

Transmission of message or sharing of information with the help of text or written documents.

Communication Type

Applications

Pros

Cons

Media or channels

Formal communication

·         Conveying the rules, regulations, objectives, goals and policies of the company

·         Sharing of reports, propositions, ideas, recommendations, proposals, complaints etc.

·         Conveying information about an project which is in progress to the members present in the same department and the other departments

·         Communication in the external environment while sharing information with the customers or giving information to the stakeholders about products or services or while promoting them

·         Strict rules, regulations and activities

·         Effective due to the factor of seriousness

·         The communication is maintained in the record

·         It conveys the common followed rules, regulations and policies within the organization

·         Reliability assurance of the information   

·         Strict rules fasten the process of free and open communication

·         Followed by formal procedures so a time-taking process

·         Late feedback gain

·         The formalities of formal communication are sometimes overwhelming which make people unconfident as well as uncertain

·         Paper brief

·         Business letters

·         Disciplinarians

·         Appraisals

·         Emails

·         Text messages

·         Memoranda

·         Minutes and agendas

·         Questionnaires

·         Feedbacks

·         Reports

Informal Communication

Interpret: Interpretation of information from Formal Communication by top level management to clear any doubts

Present Grievance: Discloser of employees personal needs  and emotions with employer

Makes good Working Environment: Informal system allows conversations and discussions  relating to the issues between the management and employment.

Increases Efficiency: issues can be discussed that give rise to better results.

Flexibility:

Provides more flexibility as it is free from all the formalities.

Rapid Communication:

Transmission of informal communication is fast and spreads rapidly

Distort Meaning:Subject of the information can be distorted.

Spread Rumours:

Wrong Transformation of original information createsrumours which spread rapidly.

Misunderstanding:

It develops when employees do not obey formal authorisation creating various opportunities that lead to misunderstanding. 

v  Casual Emails

v  Waving

v  Responding through body actions

Mode of Communication

Advantages

Disadvantages

Applications

Oral Communication

Cost Saving: There is no involvement of pen and paper.

Time Saving: Delivering the message orally conserves time. Oral communication is used in immediate situations

Effective and Powerful: The variation in body languages and tones message is delivered in various meaning which prove to be effective. At the same time it is powerful as it reflects the tone, gesture and posture of the speaker.

Immediate Feedback: feedbacks are received immediately regardless of the receivers understanding.

Appropriate and Suitable: there is an opportunity of immediate clarifications of the message conveyed.

Motivation: Oral communication is an easier way for motivation of the sub-ordinates which enhances the productivity.

Informal Communication: Oral communication doesn’t have to be formal necessarily as required in written communication.

No Legal Validity: Oral communications have no records hence has no legal validity.

Time Consuming: Delay in decision making occurs as irrelevant conversational jumps.

Lack of Privacy: Confidentiality of information gets disclosed in any oral communication.

Lack of Records: Due to difficulty in preserving the messages for future references it is impossible to keep records of the communication.

Limited Use: The scope of usage of oral message is limited always.

Distortion of words /phrases: Goals of the company is affected due to distortions of words in the process of oral communication.

Inefficiency and Inaccuracy: At times there are chances that the messages reach inaccurately to the targeted receiver.

v  Business Meetings

v  Presentations

v  Face to Face Communication

v  Telephonic conversation

v  Discussions

v  Lectures

v  Seminars

v  Counselling

v  Speeches

v  Databases

Written Communication

Easy Presentations: Complex information can be presented and handed over easily.

Easily Preserved: Documents of written communication are easy and safe to preserve the message.

Permanent Records: Documents can be kept as a record.

Used as Future Reference: The preserved documents of written messages can be used as a reference in future when required.

Accuracy and Legality: Written messages can be kept and used as a legal document therefore must be carefully drafted.

Delegation of Authority: Absence of legal document lead to impossible delegation of power.

No chance of Misinterpretation:Information can ever be misinterpreted over written communication.

Information Accuracy: Inclusion of irrelevant information does not exist in written communication.

Expensive: Written communications are always expensive due to the utilization of resources such as pen, paper, ink, computer even employees.

Useless for Illiterate: Message delivered in this mode is useless when the receiver of such message is illiterate.

Delay in feedback: Feedbacks and responses are delayed in case of written communication.

Delay in Decision Making: Due delay in responses and feedback decision making is also delayed.

Time Consuming: Written communication consumes more time between two or more parties.

Delay in Approval: Time is consumed in such process and hence there is delay in approval of orders

Lack of flexibility: After a message is written into the document it is difficult to change the message as a whole.

v  News Releases

v  E-Mails

v  Letters

v  Applications

v  Websites

v  Telegrams

v  Postcards

v  Faxes

v  Advertisements

v  Brochures

v  Contracts

Electronic Communication

Low Cost: Electronic communication saves money as well as time.

Fast and effective: Communication is carried out in seconds and at real time as it supports quick and real time transmission of messages.

Long term storage Facility: Electronic communication allows storage of data and information communicated for a longer period of time and maintaining its privacy and security.

Broader Coverage: Due to advancement in technology communication across the globe is carried out in seconds.

Easy to Carry out Global Operations: Due the speed and accuracy, managers are able to carry out global operations in an effective way.

Instantaneous feedback: Feedback obtained from such communication process is instantaneous in nature(Eksteen& Basson,2015).

Easy Access: With accurate credentials one can access and communicate using Electronic communication system through numerous platforms.

Work from Home: At certain cases communication allows users to work from home or at anyplace.

Legal Status: in few cases information can be hoax or fake hence legal status of messages are compromised.

Undelivered Data: Due to technical errors data gets undelivered and retrieving is tedious.

Volume of Data: When the volume of information increases, it is tough for the organisation to absorb the data in due time.

Loss Of Privacy: Data can be exposed to various users as it travels through electric signals and routers which increase the chances of data encryption leading to loss of privacy.

Security Concerns: Copy of electronic data can be made and its content can be altered without being traced back.

Dependency: Technology is dynamic as a result of which it is impossible for poor countries to adapt or to afford such new technologies hence have to depend on advanced countries to provide them the technology.

v  Emails

v  Text Messages

v  Video Calls

v  Conference calls

v  Software

v  Internal Information System

Hard Copy

Ø  Can be accessed at any time

Ø  Electric Devices are not involved

Ø  Existence of solid legal entity

Ø  Can be highlighted and summarized.

Ø  Has clarity and better understanding

Ø  Not Eco Friendly

Ø  Can be destroyed easily

Ø  Difficult to store

v  CVs

v  Business letters

v  Disciplinary

v  Briefing Documents

v  Reports

Communication Barriers due to the receiver

Impact on communication

In-depth analysis of the impact

Communication level Improvement

·         Time

·         very late in the evening ortoo soon in the morning

·         not enough time provided for the feedback

·         The alertness level gets affected by reaching too early or too late as an individual will be too much tired or feeling sleepy 

·         Improper feedback by the receiver as the message is not clearly understood

·         The meeting time should be decided as per the assent of everybody

·         For late arranged meeting, hard copies with the key points and briefs should be provided to the attendees

·         Suitable time period should be given to the receivers by the senders to give feedback so that any sort of misinterpretation or confusion can be avoided.

·         Memory

·         Information overloaded

·         Individualism

·         Selective consideration

·         Pressure

·         Strict Deadline

·         Personal conditions

·         Forgetting the vital information.

·         Utilization ofperfect communication medium as well as channels.

·         Hard copy with all the necessaryinformation should be given

·         Physical environment

·         Places with too loudness or noise

·         Windows showing outside

·         Food smell or peculiar odour

·         High temperature, too cold

·         Noisy environment creates distraction and the audience finds it difficult to understand what a person is trying to say that causes information gap

·         The busy streets, exterior views, traffic noise etc can distract the mind of the receiver which decreases the level of concentration.

·         Sometimes when meetings are organized in hotels or restaurants, the delicious smell of food causes distraction in the mind

·         Higher or lower degree of temperature causes uneasiness by which it is hard for the receiver to focus

·         Careful selection of the meeting venues

·         The physical environment factors that can distract the minds of the receivers should be thoroughly checked before the commencement of a meeting and then appropriate measures should be taken to eradicate those for an effective communication.

·         Nonverbal communication

·         ORAL COMMUNICATION: These aretediousconversation with monotony, robotic speech, greater level of repetitiveness, body language etc.

·         WRITTEN COMMUNICATION:long paragraphs, complex sentences; information overloading, improper style ofpresentation, draft, outline or arrangement.

·         Due to these factor of oral communication a person lose interest and the essential information get missed

·         Sometimes the reader also lose interest due to lengthy paragraphs, complex sentences and information overloading which makes it hard for thedecoder to comprehend, so again the imperative points get missed.

·         More focus on the tone while speaking

·         Allow the audience to ask questions and share opinions

·         The most significant points can be summed up and formed conclusion or else a hardcopy in which summary of the discussion is written.

·         Small paragraphs

·         Every sentence in each paragraph about the context of the report. 

·         Simple and short sentences for easier understanding