MBA

Business Communication
 Contents
1. Meaning & Definition of Effective Business communication
2. Need of Effective Business Communication
3. Foundations of Effective Business Communication
4. Essentials of effective Business Communication
5. Seven C’s of Effective Business communication
6. Importance of Effective Business Communication
7. Emerging Issues in Business Communication
 Effective Communication Skills
Effective communication whether oral or written, Is a skilled job.
It extend all area of business ,including managerial, technical,
clerical and social positions.
Effective communication definition is the process of exchanging
or transmitting ideas, information, thoughts, knowledge, data,
opinion, or messages from the sender through a selected method
or channel to the receiver with a purpose that can be understood
with clarity. The process of effective communication makes both
the sandal and receiver satisfied. It is a cyclic process that starts
with the sender and also ends with the sender as the sender
receives a response or feedback from the receiver.
Effective business communication depends on the skills of one
who sends the message as well as the skill of one who receives
message.
 Example & Definition of Effective
Business Communication
•Active listening
•Adapting your communication style to the listeners
•Friendliness
•Giving and receiving constructive feedback
•Confidence
•Volume and clarity
•Empathy and respect
•Understanding non-verbal messages
•Responsiveness
In the words of K.O.Locker, “Effective communication is a
process by which information is transmitted between individuals
and organisations with the purpose to inform, to request or
persuade and to build goodwill. It is clear, complete, correct and
saves the reader’s time and helps in achieving its goals.”
 Need of Effective Business
Communication
1. Core Functions
2. Participatory management
3. Diversity in workforce
4. Teams
5. Globalisation
 Foundation of Effective Business
Communication
• Well Define Purpose
• Information
• Planning
• Audience Analysis
• Solidarity
• Practise the strategy and tactics
• Projecting a strong message
 Essentials of Effective Business
Communication
• Be clear, Focused and brief
• Avoid acronyms and jargons
• Communicate professionally
• Communicate confidently
• Communicate at the correct level
• Be sincere
• Keep it succinct
• Be straightforward
• Address your target
• Make it personal
 Seven C’s of Effective Business
Communication
These seven Cs were advocated by Francis j. Bergin for provide guidelines for
choice of content and style of presentation:
 1. Completeness
Completeness means contains all the facts and figures the
receiver needs for the response or feedback you desire.
(i)Provide all necessary information of 5‘W’ who, what, when,
where and why and another essential such as how.
(ii)Answers all the questions asked.
(iii) Give something extra, when desireable.
A complete message offers the following benefits:
Desired Result
Building Goodwill
Avert Costly Lawsuit
Surprising consequences
 Conciseness
Conciseness means saying something in the fewest possible
words without sacrificing the other qualities of effective
communication.
Conditions/ Guidelines
1.Avoid wordy expressions
Use single words instead of phrases, Avoid use of passive voice
Wordy: At this point of time, Concise: now
2.Include only relevant material
3.Avoid unnecessary repetition
4. Organise your message well
Benefits
Save time and expenses both
Contribute to Emphasis, Avoid unnecessary information
 Clarity
Clarity means understanding of the matter effortlessly. Clarity can
be achieved in two ways:
1.By choosing concrete, Precise and Familiar language
Words Simple words
Remuneration Pay
Domicile Home
Statement of account Invoice
2.Use Effective Sentence and Paragraph
Use Short sentences- such as for will be use for “For the Purpose
of”
Coherence-Words should be correctly arranged
I like Ramayan but Tajmahal is in Agra
3.Arrange words so that the main idea occur early in a sentence
 4. Correctness
• Correctness is the communication implies that the correct information is
conveyed through message.
•Correct information has greater impact on the audience.
•The facts and figures presented in the communication should be accurate.
•Language should be correct and free from grammatical errors.
•Correct information has great impact on the audience.
Always make sure that your communication is correct. As a professional,
you may have to write a lot of emails in a single day which often causes
typing mistakes. Make sure that you get rid of these mistakes and that
there is no disturbance in your communication. Apply spell check and
proofread your message before communicating it to the receiver. Do not
spell the name of the receiver incorrectly and ensure that the technical
terms that you are using are understandable to the receiver.
 5.Concreteness
Concrete communication implies being specific, definite and
vivid rather than vague and general. For Example:
Vague and General-Goods are soon being dispatched
Specific and definite-Good will be dispatched on 2nd july.
Don’t speak in passive voice. For example
Passive Verbs:Your report will be discussed by a committee.
Active Verbs: A committee will discuss your report.
Use specific facts and figures
Instead: There has been a considerable rise in the sales as
compared to last year
Use : The sales figures have risen by 50% in one year.
 6. Consideration
Consideration means preparing the message after keeping the
receiver in mind, by putting yourself in their place.
1.Focus on “You” instead of “I” and “We”
Example: I want to express my sincere thanks for good words…
(Should not be)Thank you for your kind words(Should Be).
•Show audience benefits or interest in the receiver
•Emphasize positive and pleasant facts
•Show Empathy
•To avoid gender bias
•The chairperson handled the situation tactfully(Not chairman)
•Dear Sir/Madam
 7. Courtesy
Courteousness is a necessity to maintain a healthy working relationship
so that you can have a positive exchange of thoughts and messages with
your colleagues. Courtesy implies that the message should show the
senders expression as well as respect the receiver.The senders message
should be sincerely polite, judicious, reflective and enthuiastic.
It includes:
•Thanks for a favour
•Apologise for a mistake
•Avoid Irritating expressions
•Use non discriminatory expressions
Example
“I cannot follow anything written in this letter”
“It is unfortunate that I could not understand this letter properly”
 Importance of Effective Business
Communication
• Communication is lifeblood of a business organisation
• Basis of business Planning
• Basis of decision Making
• Basis of coordination
• Increase managerial efficiency
• Establishment of Effective leadership
• Promotion of industrial peace
• Effective control
• Development of human relation
• Basis of organisational image
• To cope with technological advancement
• Importance to employees
• Increase Productivity
• Motivating Employees
 Emerging Issues in Business
Communication
The field of communication is constantly evolving, and there are
a number of emerging issues and trends that are shaping the way
we communicate today. Emerging communication trends and
issues can create new opportunities and threats for strategic
communicators, and require them to adapt and respond
accordingly.
1. Social Media Platforms:These days, almost all social media
platforms like Facebook, Twitter, Instagram, YouTube, etc.,
encourage businesses on their network instead of other
communication channels. They have lined up exclusive features
and marketplaces for businesses to connect with customers
easily.
In fact, according to Facebook, 64% of consumers prefer to
message a business rather than calling them.
 Contd..
2. The increasing use of technology:
Text message, phone calls, emails , FAX, scanners are different
communication methods that are adopted by the companies to interact
with the users.
Video conferencing allows face to face communication over almost
any distance. People in a video conference can see each other, speak to
each other, show graphic images and send docum
ents by fax.
Multimedia personal computers Such computers feature scanners,
sound boards, business presentation Software, CD-ROMS and for
advanced users, animation Software. Business presentations can now
offer full colour three dimensional graphics, photographs, video
images, background sound and text.
 Contd..
3.Visual communication: In today's world, people are more
likely to be engaged by visual content than by text such as
infographics, videos, and images.
4.Personalized communication: Businesses are increasingly
using data and analytics to personalize their communications
with customers, in order to provide a more relevant and
engaging experience.
5.Live streaming – Live streaming is when the streamed
video is sent over the Internet in real time, without first being
recorded and stored. Today, TV broadcasts, video game
streams, and social media video can all be live-streamed. This
technology is being used in a big way also.
 Contd..
6.The growth of artificial intelligence (AI): AI is having a
major impact on the field of communication, with new AI-
powered tools and platforms being developed all the time.
•Open your phone with face ID
• Google search
•Digital voice assistant
•smart home devices
•commuting to work
•Banking
•Amazone Recommendation
•Netflix
 Contd…
7.Google Chat – Google Chat is a communication service
developed by Google. Initially designed for teams and business
environments, it has since been made available for general
consumers. It provides direct message, group conversations, and
spaces, which allow users to create and assign tasks and share
files in a central place in addition to chatting.
8.Pumble – Pumble is a free team chat app that allows teams of
all sizes to collaborate. Unlike other team chat apps, it offers,
Unlimited users, Unlimited chat history, User and workspace
administration tools, 24/7 web support
9.Slack – Slack is a messaging app for business that connects
people to the information that they need. By bringing people
together to work as one unified team, Slack transforms the way
that organizations communicate
Thank You