LECTURE No.

1
INTRODUCTION, IMPORTANCE & PROCESS
OF COMMUNIACATION

What is Business
Communication?

Definitions
Communication (from Latin commnicre, meaning "to
share) [is the activity of conveying information through
the exchange of ideas, feelings, intentions, attitudes,
expectations, perceptions or commands etc. It is the
meaningful exchange of information between two or
more participants.

According to Murphy Communication is the process of

transmitting and receiving verbal and non-verbal messages

According to Fred Luthans: Communication means The

flow of material information, perceptions and understanding
between various parts and members of an organization.

Importance of Communication
Helps in getting a desired job
Helps in maintaining social relationships
Helps in getting on the job promotion
Helps in solving others problems

Effective Communication

Effective communication is the life blood of

every organization and a key to success in
our business career and our personal life.

Effective communication is vital inside the

company because employees can be better
motivates and more efficient by it.

Types of languages with respect to

Business Communication

Formal Language

Informal Language

Types of languages with respect to Business

Communication
a. Formal Language
Formal language is used when we talk about business areas.
The business affairs can be termed as some of the follows:

Sending letters to different/other party on behalf of the

company
Placing orders for different products
Hiring people
Preparing reports both oral and written
Writing memos to employees
Applying for jobs

Types of languages with respect to Business

Communication

b. Informal Language
Informal language is used when we are not
dealing with business areas such as private
discussions, gathering with friends and family
and sharing ideas.
Informal language is often used to get ideas
speedily; short form of words are used and are
supported by easy understandable slangs.

Difference between Formal and Informal

Languages
Formal Language
(1) It is the language spoken in office,
business and other formal places.

Informal Language
(1) It is the language spoken at home or
with friends.

(2) Proper and standard words are used. (2) Improper words and slangs are used.
(3) It consists of specific purpose words
like manager, supervisor, owner,
employer etc.

(3) It has all purpose words like boss

that stands for various personalities.

(4) It is used comparatively less than

informal language.

(4) It is used in daily life.

(5) It is used when the speaker is

relaxed.

(5) It is used when speaker is in a hurry.

Document Purpose
Documents should be created for explicit purposes, so
that both the writer and the reader would readily agree
on. Although there are many explicit purposes for
creating a scientific or technical document, there are
four general categories:

To provide information
To give instructions
To persuade the reader
To enact (approve) or prohibit something

PROCESS OF COMMUNICATION

Communication simply means exchange

of ideas & information between two
persons. A person sends a message to
another person and gets the response
from the receiver on the message.

PROCESS OF COMMUNICATION

PROCESS OF COMMUNICATION

1. Senders (Thoughts)
The very first step in the process of
communication is generation of thought in
the senders mind. These thoughts may be
about a request, order, inquiry production or
any other activity.

PROCESS OF COMMUNICATION

2. Encoding / Message
The thought generated in the mind of sender is
ambiguous and unable to be communicated unless
it is put into a receivable form. This step is known
as encoding where the sender converts his thought
into a message by means of a language. For
example, a sender thinks about having a job. Now,
he will put his thought on a paper. That is called job
application. In his way, his thought becomes a
message.

PROCESS OF COMMUNICATION

3. Transmission (Medium)
Once a thought is converted into message, it
should be transmitted to the receiver through
a suitable medium. This media might be
electronic media as T.V., E-mail, radio etc.
or it may be print media like newspaper,
magazines, letters or merely sound that is
transmitted through the medium of air.

PROCESS OF COMMUNICATION

4. Noise and Barriers

While transmitting the information to the receiver, the sender
faces lots of barriers. These noise and barriers are explained as
under:
On senders side
(Lack of concentration, typing mistake, poor language etc)
In the medium
(Poor transmission on T.V./radio or misprinting in newspapers
etc)
On receivers side
(Poor reading ability, emotions, lack of concentration)

PROCESS OF COMMUNICATION
5. Decoding by Receiver

Having received the message from the

sender, the receiver attempts to
understand and interpret the message.
This process of converting the language
of message into thoughts is known as
decoding. For instance, the receiver,
having received job application, reads the
application and understands the message
conveyed by the applicant.

PROCESS OF COMMUNICATION

6. Feedback
Process of communication is incomplete
until the receiver responds to the sender.
This response may be negative, positive, or
for further inquiry. It means when the
receiver of job application welcomes or
regrets the sender, the process of
communication is deemed to be complete.