Introduction_to_Business_Communication.ppt
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This document defines communication and discusses the scope and objectives of business communication. It outlines the importance of internal and external communication in businesses. It also describes different types of business letters and their purposes. Finally, it provides an introduction to report writing, defining reports, distinguishing reports from essays, and outlining the typical phases and types of report writing. The key points are that communication is the exchange of information between parties, business communication has various objectives like exchanging information and achieving goals, and report writing follows a structured process from planning to writing.
Introduction_to_Business_Communication.ppt
- 2. Definition… • The word “communication” derived from the Latin word ‘communicare’ that means to impart, to participate, to share or to make common. • It is a process of exchange of facts, ideas, opinions and as a means that individual or organization share meaning and understanding with one another • American Management Association defines, ‘Communication is any behaviour that results in anxchange of meaning’. • Newman and Summer Jr. state that, ‘Communication is an exchange of facts, ideas, opinions or emotions by two or more persons’.
- 3. • Communication had a vital role to play in ensuring that people belonging to a particular country or a culture or linguistic group interact with and relate to people belonging to other countries or culture or linguistic group. • Communication adds meaning to human life. It helps to build relationship and fosters love and understanding.
- 6. SCOPE OF COMMUNICATION • Personal life • Social life • State affiars • Business • Management • Industrial relations • International affairs • Religion
- 7. Nature of Communication • Communication is related every human activity • Communication involves two or more parties • One or two way process • Success depends on proper understanding of the parties involved • Flows in various patterns • Media or channel based
- 8. Objective of Business Communication 1. To exchange information 2. To develop plan 3. To implement plan 4. To facilitate policy formulation 5. To achieve organizational goal 6. To organize resourcse 7. To coordinate 8. To direct the subordinates 9. To motivate employees 10. To create consciousness 11. To increase efficiency 12. To bring dynamism 13. To improve labour- management relationship 14. To increase job satisfaction 15. To convey employee reaction 16. To orient employees
- 9. Importance of Business Communication • Exchange information • Preparing plans and policies • Execution of plans and policies • Increasing efficiency • Achieving goals • Solving problems • Making decision • Improving industrial relation • Publicity of goods and servces • Removing controversies • Enhancing employee satisfaction • Enhancing loyality
- 10. Internal communication • When people within the organization communicate with each other, it is internal communication. • They do so to work as a team and realise the common goals. It could be official or unofficial. Modes of internal communication include face-to-face and written communication. Memos, reports, office order, circular, fax, video conferencing, meeting etc. are the examples of internal communication.
- 11. External communication • When people in the organization communicate with anyone outside the organization it is called external communication. These people may be clients or customers, dealers or distributors, media, government, general public etc. are the examples of external communication.
- 12. PURPOSE OF COMMUNICATION • For instruction – instructions basically flow from top to the lower level • For integration – The integration function of communication mainly involves to bring about inter- relationship among the various functions of the business organization. • For information – The purposes or function of communication in an organization is to inform the individual or group about the particular task or company policies and procedures etc. • For evaluation – Communication is a tool to appraise the individual or team, their contribution to the organization. Evaluating one’s own inputs or other’s outputs or some ideological scheme demands an adequate and effective communication process. • For direction – Employee can perform better when he is directed by his senior. – Directing others may be communicated either orally or in writing.
- 13. • For direction – A complete communication process is required to teach and educate workers about personal safety on the jobs. This communication helps the workers to avert accidents, risk etc. and avoid cost, procedures etc. • For influencing – A complete communication process is necessary in influencing others or being influenced. The individual having potential to influence others can easily persuade others. It implies the provision of feedback which tells the effect of communication. • For image building – There is interrelationship and interdependence between the society and an enterprise operating in the society. Goodwill and confidence are necessarily created among the public. – Through an effective external communication system, an enterprise has to inform the society about its goals, activities, progress and social responsibility. • For employees orientation – When a new employee enter into the organization at that time he or she will be unknown to the organization programs, policies, culture etc. Communication helps to make people acquainted with the co-employees, superior and with the policies, objectives, rules and regulations of the organization.
- 14. BUSINESS LETTERS • A business letter is the official communication made by the organisation written typically on the organisational letterhead and addressed to the external audience such as customer, supplier, shareholder or government agency.
- 15. PURPOSE OF BUSINESS LETTERS • Companies have to correspond with other enterprises for varied reasons: – Placing orders for goods & services required from other firms – Acknowledging and executing orders for other firms – Granting credits to other parties – Negotiating credits from other parties – To file complaints and for their follow up – Sending statement of accounts for debtors – Receiving statement of accounts from suppliers etc
- 16. TYPES OF BUSINESS LETTERS • Sales Letters • Order Letters • Complaint Letters • Adjustment Letters • Enquiry Letters • Follow-Up Letter • Letters of Recommendation • Acknowledgment Letters • Promotion Letter • Circular
- 20. Introduction to Report Writing
- 21. A business report is an orderly and objective communication of factual information that serves some business purpose. Definition of Business Reports
- 22. Quotes from Senior Managers: • “Report must meet the needs of the readers and answer the question in their minds.” • “The report must be at the level for the readers. Some readers have an in-dept knowledge of the subject; others may be decision-makers without specialized, technical knowledge.” • “The report must give a good first impression. Presentation is very important.”
- 23. Clear distinctions between Essays and Reports: Essays: • Used to demonstrate ideas • Convey arguments • Personally-Based Reports: • Research-Based • Impersonal and Objective Tone • Clarity of Main Idea • Facts presented in Main Body • Evaluations of these presented in “Conclusions” or “Recommendations”
- 24. Type of Reports Categorized By: A) Function B) Time C) Form
- 25. A) Reports categorised by FUNCTION • Informational reports -Collection of data i.e. Trip Reports • Analytical reports -Interpretation of data -May include recommendation i.e. Credit Reports
- 26. B) Reports Categorized By TIME • Progress reports −Current status of project i.e.Long term construction project • Periodic reports −Prepared at regular time intervals i.e. Corporate annual reports • Special reports −Prepared one-time only i.e. Investing Decisions
- 27. C) Reports categorised by FORM • Memo −Short and Informal −Within organization • Letter −Short and formal −Used outside organization • Manuscript −Long and formal
- 28. Evaluate work at every step Phase 1: PREPARE Identify & define the problem Analyse the audience Phase 2: RESEARCH Determine the methodology Collect the information Phase 3: ANALYSE Organise & evaluate the information Draw conclusions & make recommendations Phase 4: WRITE Draft, revise & edit the report Package the report The Report- Writing Process
- 29. Summary Report Writing Introduction Planning Importance Types Process Position Problem Possibilities Proposals