Business Communication & Report Writing

Present to

Sir Shoukat
BY

ADNAN
ZIA Rasheed
SAIMA
Nazish
 STRATIGY FOR SUCCESSFUL INTERPERSONAL
COMMUNICATION

DEFINATION

Interpersonal communication is the process of sending and receiving

information between two or more peoples. Sender gets straightaway
response interpersonal communication.

PROCESS OF INTERPERSONAL COMMUNICATION

The sender encodes the message through a channel which is decoded by

the receiver who may provide the feed-back.

TYPES OF INTERPERSONAL COMMUNICATION

1. Verbal Communication:
It is a type of communication done by using words. It can be both
written and oral. It includes letters, memorandums, e-mails, faxes,
telephonic talks, etc.

2. Non-verbal Communication:
It is a type of communication transmitted without usage of words.
It includes appearance, body language and space, time and silence.

3. Grapevine (Informal Communication):

Grapevine is the informal organizational communication network

COMMUNICATION CHANNELS
Channels which we use for communication can be direct and
Indirect.

1. Direct Channel:
Using direct channel means that there is a face-to-face interaction
between the sender and receiver while communicating the message.

2. Indirect Channel:
Using indirect channel means that there is not a face-to-face
interaction between the sender and receiver and a device like telephone or
computer is used while communication.
 BARRIERS AGAINST SUCCESSFUL INTERPERSONAL
COMMUNICATION:

1. Emotions:
Extreme emotions are most likely to hinder against effective
Communication because the ideal or message maybe misinterpreted.

2. Filtering:
This is where the sender manipulates the information that he
communicates to the receiver. The purpose of this is because sometimes
people would shape and reform the message so that it appears and sounds
favorable to the receiver.

3. Overloaded with Information:

Too much information about the same subject matter may be
confusing. Normally, the human brain can only take in so much
information to process, overloading it with information will exceed our
human processing capacity and the receiver would often misunderstand
or not understand at all what the sender is telling them.

4. Defensiveness:
Defensiveness normally consists of attacking what the sender tells
you, putting out sarcastic remarks, questioning their motives or being
overly judgmental about the subject matter.

5. Cultural Difference:
Sometimes our culture may be a huge hinder for effective
interpersonal communication. When two people with different cultures
communicate, they often do not understand each other's cultures and may
misunderstand the true meaning of what each other are trying to convey
through such a sense.

6. Jargon:
Not everyone understands each other's jargon words. Jargon should
be avoided especially when talking to someone who isn't familiar with
you personally or within your organization.
 STRATEGIES FOR SUCCESSFUL INTERPERSONAL
COMMUNICATION

1. COMMUINATE IN UNDERSTANDABLE LANGUAGE:

Communication should be always done in the language which is
Understandable by the receiver.
2. MESSAGE SHOULD BE EFFECTIVE:
Four conditions influence the effectiveness of interpersonal
message of communication:
1. Skills: The message should be conveyed skillfully so that it becomes
understandable properly by the receiver.
2. Attitudes: The preexisting ideas (attitudes) of the sender directly affect
the message he or she conveys and also the receiver of the message.
3. Knowledge of the Sender: The amount of knowledge the sender has
about the subject will also affect as we can't communicate what we don'tknow
and if knowledge of sender is too extensive, it's possible that his orher message
is not understood by the receiver.
4. Socio-Cultural System: The beliefs and values (part of culture) act to
influence what and how the sender communicates.
3. USE FEED-BACK:
Many communication problems can be directly attributed to
misunderstandings and inaccuracies. These problems are less likely to
occur if the manager uses the feedback loop in the communication
process. This feed-back can be verbal or non-verbal.
4. INTENDED RECEIVER SHOULD RECEIVE THE MESSAGE:
There will be no use of doing the communication if the person
intended to receive the message doesn't receives the message. To avoid
this type problem, confidential messages should be orally or personally
conveyed.
5. USE “YOU” APPROACH:
“You” approach should be used instead of “I” or “we” approach
while delivering the message. The sender should focus on how message
will benefit receivers, what will they receive, and what they want or need
to know.
6. PLAN MESSAGE BEFORE:
Message should be first planed by the sender before delivering it
so that it can be organized in a proper form. A disorganized message
might leave no impact on receiver of the message while doing
interpersonal communication.
7. SEVEN C’S OF EFFECTIVE COMMUNICATION:

To compose effective written or oral message, sender has to apply

certain communication principles. These principles provide guidelines for
choice of content and style of presentation called the seven Cs.

i.Completeness: Completeness means that the message contains all

the information and facts needed by the receiver to provide the
desired feed-back to the sender.
ii.Conciseness: Conciseness is the principle to express a message in
the fewest words without sacrificing other Cs’ qualities.
iii.Consideration: Consideration means to prepare the message while
considering your self in the position of reader/listener.
iv.Courtesy: Courtesy means “politeness, civility, affability and
socially accepted manners”. In simple words, it means to show
respect.
v.Concreteness: Concreteness principle means that a message
should contain solid based information.
vi.Clarity: Clarity simply means that the words used in the message
should be clear and simple.
vii.Correctness: This principle states that the information of message
should be correct and message should be according to the rules of
language in which it is conveyed.

8. MAINTAIN EYE-CONTACT:
Eye-contact should be kept during direct conversation which
should be clear, acceptable and social. Speakers who stare off into space
or keep their eyes glued to their feet do not inspire much attention or
confidence.

9. BODY LANGUAGE SHOULD BE APPROPRAITE:

Body language refers to gestures, facial expressions and other
body movements that convey meaning. Non-verbal language accounts for
93% of the massage while actual word accounts for 7% only. Body
language of sender should be up to that mark that is acceptable be the
receiver.
10. TONE SHOULD BE RESPECTFUL:
Tone of the voice of the sender should show respect for the
receiver. It shouldn’t show anger in any case. A level, well-modulated
conversational tone is persuasive without being intimidating. The tone,
inflection, volume and fluency, all matter a great deal to have a successful
interpersonal communication.