1 BUSINESS COMMUNICATION DMBA102 MANIPAL UNIVERSITY JAIPUR

Discuss the Communication Process and elaborate various barriers to

Communication.

Communication is the act of giving, receiving, and sharing information -- in other words,
talking or writing, and listening or reading. Good communicators listen carefully, speak or
write clearly, and respect different opinions

Communication Process Communication is a two-way process wherein the message in the

form of ideas, thoughts, feelings, opinions is transmitted between two or more persons with
the intent of creating a shared understanding.

Effective communication is the way employees and management communicate to achieve

organizational goals. The objective is to improve organizational efficiency by reducing
mistakes. Business Communication includes different aspects like marketing, public
relations, customer relations, corporate and interpersonal communication, etc.

Basic Model of communication Process

 Sender
 Business Information
 Receiver
 Feedback

Process of Communication This whole process of effective communication may be

discussed as follows:

Ideation, Encoding, Transmission, Receiving, Decoding, Action

Ideation: Ideation is just a preliminary step in communication where sender creates an idea
to communicate. In other words, he thinks what message should be sent. This is the content
of communication and a basis of message. He must have something to say before he can
say. This step is very crucial because other steps are action less without any message.

Encoding: Under this step, sender organises their ideas into a series of symbols that he
feels, they will communicate the message to the intended receiver. It includes selection of
methods of communication as well as receiver.

Transmission: Transmission confirms the method selected in the preceding step. The
sender also chooses certain channel or path for communication through which a message
travel to the receiver. Channel may be mass media or interpersonal channel.

Receiving the Message: The fourth step is receiving the message by the receiver who pays
the necessary attention in receiving the message. Any neglect on the part of

receiver may make the communication ineffective or it means the message is lost.

Decoding: Decoding means translation of symbols encoded by the sender into idea for
understanding. Understanding the message by the receiver is the key to the decoding

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process. Understanding is with the receiver. Decoding in this way is translation of words or
symbols received into idea.

Action: It is response by the receiver of the communication receiver from the sender.

Process of Communication is a shared activity that is not complete without the feedback or
response. A very common example is a telephone conversation in which there are greetings
and instant questions and answers.

Barriers to Communication barriers are something that prevents us from correctly getting
and accepting the messages others use to communicate their information, thoughts and
ideas. Some of the examples of communication barriers are information overload, choosy
perceptions, workplace gossips, semantics, gender differences, etc.

Physical Barriers: Physical Barriers are often due to the nature of the environment like
noise, invisibility, etc.

Organisational Barriers: It refers to the problem with the structures or systems in the place
in an organization. E.g., a lack of supervision or training or policy. Organizational hierarchy
can be a problematic communication barrier. Even a family may have a power hierarchy,
leading to a lack of transparency or a communication barrier. The solution to this is to
establish a clear dialogue with the right people

Bypassing: These happens when the communicators (sender and the receiver) do not
attach the same symbolic meanings to their words.

Cultural Barriers: Strong beliefs, customs, attitudes, religious, sentiments, illiteracy may
influence communication. The global
market has opened up lots of
opportunities for business. However, due
to cultural barriers, people or companies
often miss out on these opportunities.
Language differences can lead to
misinterpretations, the activity of labelling
people can create stereotypes, and
behavioural patterns can form mental
blocks. Also, different cultures in different
places can turn into strong communication
barriers.

Fear of being criticized: This is a major

factor that prevents good communication.

Gender Barriers: Most communicators

show a difference in thought, often have a set of agenda. This is noticeable among the
different genders.

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Personal Barriers: It is due to psychological problems of individuals. E.g., lack of motivation

or dissatisfaction in work.

Ambiguity of words/Phrases: Words sounding the same but having different meaning can
convey a different meaning altogether. Hence the communicator must ensure that the
receiver receives the same meaning.

Individual linguistic ability: The use of jargon, difficult or inappropriate words in

communication can prevent the recipients from understanding the message.

Physiological Barriers: These may result from individual’s personal discomfort, caused by
ill health, poor eyesight or hearing difficulties. Sometimes people have a habit of starting an
argument when someone counters their opinion. As a result, people tend to avoid them and
this affects their personal as well as professional relationships

Attitudinal barriers : Discrimination on the basis of gender, race, or religion also hampers
communication. Prejudice, suspicion, and emotional aggressiveness often affect
communication. They arise because of the refusal to change or a lack of motivation.
Effective listening, feedback, problem-solving, and being open to change can help you
eliminate attitudinal barriers in communication.

What is Non-verbal Communication? Explain the classification of Nonverbal

Communication

Non-Verbal Anything that does not involve words. - We are constantly providing “ nonverbal
messages” to those around us by our dress, facial expression, body movements, and other
aspects of our appearance and behaviour.

Nonverbal communication is the transmission of messages or signals through a nonverbal

platform such as eye contact, facial expressions, gestures, posture, and body language. It
includes the use of social cues, kinesics, distance and physical environments/appearance ,of
voice and of touch.

A substantial portion of our communication is nonverbal. Experts have found that every day
we respond to thousands of nonverbal cues and behaviours including postures, facial
expressions, eye gaze, gestures, and tone of voice. From our handshakes to our hairstyles,
nonverbal details reveal who we are and impact how we relate to other people.

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Nonverbal communication plays a significant role in our lives, as it can improve a person's
ability to relate, engage, and establish meaningful interactions in everyday life. A better
understanding of this type of communication may lead people to develop stronger
relationships with others.

Classification of Nonverbal Communication

KINESICS communication is all about communication through body movements, such as

gestures and facial expressions. It is all about non-verbal behaviour using any part of the
body. It also includes communicating using the body as a whole. In popular culture, we call
this 'body language'.

Facial Expressions, Gestures , Postures, Appearance

PROXEMICS a form of nonverbal communication or body language in which messages are

conveyed from one person to another by the changing space that separates them during a
conversation

CHRONEMICS is the study of the use of time in nonverbal communication. Time

perceptions include punctuality, willingness to wait, and interactions. The use of time can
affect lifestyles, daily agendas, speed of speech, movements and how long people are
willing to listen.

PARALANGUAGE is communication through nonverbal sounds; it is comprised of five

vocal characteristics, including pitch, volume, rate, quality, and intonation, which can
complement or contradict meaning, while vocal interferences can disrupt messages.

OCCULESICS is one form of nonverbal communication, which is the transmission and

reception of meaning between communicators without the use of words. It can include the
environment around the communicators, the physical attributes or characteristics of the
communicators, and the behaviour of the communicators.

HAPTICS is a form of non- verbal communication using a sense of touch. Some forms of
Haptics communication is Handshake, or a gentle pat on back, or a high five.The sense of
touch allows one to experience different sensations.

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CHROMATICS This is simply the use of non-verbal cues to communicate. Which means you
don't use words or phrases as we usually do but, with colours or items to pass across your
messages. An example is a gift would definitely send a certain type of message to its
recipient based on the nature of this gift.

ICONICS communication is the attempt to build cross-language communication systems

that completely avoid the use of words and rely solely on pictorial symbols. The system
which manipulates these symbols should be as simple to use as possible, though it is clear
that it has to be learned in some way.

SILENCES serves as a type of nonverbal communication when we do not use words or

utterances to convey meanings. It can indicate contemplation or empathy. It can indicate
authority and power. Silences create a listening space and deepen your understanding of
others and yourself. Generally speaking, eastern cultures value silence more than the use of
words, while in western culture, sometimes the opposite is true

SPATIAL BEHAVIOUR This category of nonverbal communication is spatial usage, which is

nonverbal communication through the use of the space and objects around us.

Discuss the general principles of writing and methodology involved in it.

Writing is a method of representing language in visual or tactile form. Writing systems use
sets of symbols to represent the sounds of speech, and may also have symbols for such
things as punctuation and numerals . Or

Writing is a medium of human communication that involves the representation of a language

with written symbols. Writing systems are not themselves human languages; they are means
of rendering a language into a form that can be reconstructed by other humans separated by
time and/or space.

Writing Process describes a sequence of physical and mental actions that people take as
they produce any kind of text. Writing processes are highly individuated and task-specific.

Stages of writing process : The writing process looks different for everyone, but there are
five basic steps that will help you structure your time when writing any kind of text.

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Prewriting THINK AND DECIDE

Covers all the thinking and planning you do for a writing assignment. It includes thinking
about the assignment, identifying a topic, collecting details, and creating a writing plan.

Writing DRAFTING
The first draft means getting your ideas on paper. A first draft is your first look at your writing
and your first chance to see how well things are coming together.

Revising MAKE IT BETTER  

Refers to changing and improving your first draft. It is your opportunity to think about what
you have written and then add, cut, or change it as needed. Your goal is to make all of your
ideas clear and complete.

Editing MAKE IT CORRECT

Editing is checking your revised writing line by line for errors. Also proofread for errors after
writing the final copy of your writing.

Publishing SHARING OR COMMUINICATING

Refers to sharing the final copy of your writing. Publishing comes in many different forms
depending on the purpose and audience for your writing.

Focus, development, unity, coherence, and correctness are qualities of good writing .

Writing is a purposeful piece of writing that conveys relevant information to the reader in a
clear, concise, and effective manner. It can be categorized into four types: instructional,
informational, persuasive, and transactional.

Clarity of thought, conciseness, correct grammar and sentence structure, and simple
language characterize effective business writing.

Principles of Good Writing

Clarity of purpose Before beginning a business document, memo, or email, one should
ponder two primary questions:

Who is the reader? What do I want to convey to the reader through my writing?

Clarity of purpose gives a direction to the writing and develops its tone, structure, and flow.

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Clarity of thought Thinking while, rather than before writing, makes the writing less
structured, meandering, and repetitive. Business writing requires the skill to reduce long,
rambling sentences into concise, clear ones. One needs to extract what is significant to write
clearly. Convey accurate and relevant information .The primary goal of business writing is to
convey valuable information. Inaccurate or irrelevant content affects the purpose of the
document. For effective business writing, information must be value-additive and complete.

Avoid jargon A simple and uncluttered writing style goes a long way in communicating the
message to the reader. Grandiose writing full of industry-specific buzzwords and acronyms
should be avoided to the maximum possible extent. Otherwise, the reader may be unable to
comprehend the document or lose interest in it.

Read and revise Reading the passages out loud after completion can reveal flaws and gaps
in the arguments. It is recommended to welcome constructive feedback from colleagues and
revise the document for improvement.

Practice is the key Proficiency in business writing can be attained through regular practice.
Paying attention to the vocabulary, sentence structure, and style of writing while reading can
help to develop the same instinct while penning one’s thoughts down.

Be direct Presenting the crux of the passage in the first 150 words is a good idea when it
comes to business writing. It saves the reader time and sharpens the argument.

Avoid verbosity If the meaning can be conveyed in three words, it should not be stretched to
five. Verbosity works against making the writing engaging to the reader. For example,
instead of writing “the article uses more words than are needed,” write “the article is
verbose.”

Correct grammar and sentence structure While a grammatical error may come across as
unprofessional, good grammar portrays both attention to detail and skill – traits that are
highly valued in business.

Business writing evolves with time, so does grammar and conventions. For example,
emoticons, when used judiciously, are gaining acceptance in business writing. A good writer
needs to stay updated with the conventions to hone their skill.

Easy to scan Business executives value a document that can convey its message in a
cursory glance. Business documents can be enhanced through the use of numbered or
bulleted lists, clear headings, concise paragraphs, and judicious use of bold formatting to
highlight the keywords

CONCLUSION Written messages must be made as readable as possible. We need to make

them uncomplicated and easy so that even an average person can

understand their meaning. Readability in turn is largely determined by the

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length of words, sentences and paragraphs. A common mistake made by writers, is to try to
impress the reader by using flowery language and an oratory style of writing. Two broad
principles of writing are ”Write to express, not to impress” and “Keep it short and sweet.”

_______________THANK YOU_______________

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