24558136 Effective Communications in Business

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CHAPTER 1

EFFECTIVE

COMMUNICATIONS

IN

BUSINESS


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Topics Importance and benefits ofImportance and benefits ofeffective communicationeffective communication

Components of communicationComponents of communication

Challenges Of Communication InChallenges Of Communication In

The Global MarketThe Global Market

Concepts and problems ofConcepts and problems ofcommunicationcommunication

Nonverbal communicationNonverbal communication


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WWhathat

IIss

CCommunication?ommunication?

COMMUNICATICOMMUNICATION meansON means

sharing ofsharing of

ideas betweenideas betweentwo or moretwo or more

peoplepeople


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WWhathat IIss BBusiness?usiness?BUSSINESS isBUSSINESS isthe activity ofthe activity of

making, buying,making, buying,selling orselling or

supplying ofsupplying of

goods andgoods and

services forservices for

money.money.


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WWhathat Is BIs Businessusiness CCommunication?ommunication?

Business

communication isthecommunication

required in orderto make business

deals.


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WWhathat

IIss

EEffectiveffective

CCommunication?ommunication?

Effective communication is theact of influencing and inducingothers to act in the mannerintended by the speaker orwriter.

Video\Effective Communication.flv
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IMPORTANCEANDBENEFITSOF

EFFECTIVECOMMUNICATION


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ANCIENTHERITAGEFOR

COMMUNICATIONPRINCIPLES The Ancient world, both East

and west, depended highly on

the oral communication. Forexample, in ancient Rome andGreece, it was necessary tocommunicate well on onesfeet when dealing with mattersin governments assembles and

the Law court.

Video\ancient heritage of communication principles.MPG
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LIFEBLOODOFEVERY

ORGANIZATIONAn Organization

Communication(interact and react)

They exchange theinformation, ideas,

plans, rules,proposals, contracts,and agreements.

Video\Life Blood of Organization.flv
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LIFEBLOODOFEVERY

ORGANIZATION.INTERNALORGANIZATION

COMMUNICATIONSYSTEM.Communication integrates themanagerial function.

1-planning

2-organizing3-staffing

4-leading

5-controlling

EXTERNALORGANIZATION

COMMUNICATIONSYSTEM.Communication relates anenterprise to its externalenvironment.

1-customer

2-supplier

3-stockholders

4-governments

5-community


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COMMUNICATIONACTIVITIESIN

ABUSINESSDAY10%Time spent inwriting.

15% in reading.

35% in speaking.

40% in listening.


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A

VALUABLE

JOB

REQUIREMENT

BENEFITSOFEFFECTIVE

COMMUNICATION INYOURCAREER


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WWalkalk

iinn

IInterviewsnterviews

If you are Fresh graduate with 3 GPA.If you are Fresh graduate with 3 GPA.

If you are Energetic, Self motivated, dynamic,self starter .If you are Energetic, Self motivated, dynamic,self starter .

If you have goodIf you have goodcommunication skillscommunication skills..

If you are below 25 years of age, then you are the

Marketing Personnel WE ARE LOOKING FOR

Rush to Marriot Hotel Room no 6

Dated 15-12-2007 time 9:00am


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WWEWWANTNTYYOUUf you are MBA with 5 years experience.f you are MBA with 5 years experience.

If you can prepare budgets,budgetary and salesIf you can prepare budgets,budgetary and sales

reports, and make financial analysis.reports, and make financial analysis.

If you are dynamic,self starter, pushing, enterprisingIf you are dynamic,self starter, pushing, enterprising

and energetic.and energetic.

If you have goodIf you have good communication skillscommunication skills..

If you are below 30 years of age, then you are the

financial analyst WE ARE LOOKING FOR.

APPLY DIRECTORPERSONNEL,Care

Dawn,box#716,Karachi,Latest by December 11,2007.


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COMMUNICATION SKILLSAbility to communicate with alllevels of management.Must have good writing skills.

Able to prepare specialanalysis,research reports andproposals.Ability to communicate ideas.Able to maintain goodcustomer relationships

Need skills ingathering,analyzing andinterpreting data and in writinganalytical reports.


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AN ESSENTIALFORPROMOTION


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Communication is Essential For

Promotion

Capacity for hard work

Ability to work with and through people

Good appearance

Self confidence

College education Ambition-drive

Ability to communicate


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COMPONENTSOF

COMMUNICATION C O


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COMPONENTSOF

COMMUNICATIONContextSender-encoder

MessageMedium

Inside Your OrganizationOutside Your Organization

Receiver-decoder

Feedback


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SENDER

MESSAGE

RECEIVER

FEEDBACK

MEDIUM

Verbal,nonverbal

CONTEXT

stimuli

A COMMUNICATION MODEL


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ChallengesOfCommunicationINThe


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DevelopingTheRightAttitude To the customer, You are

the Company.

Your Attitude when dealingwith customers, clients, andthe public reflect on thecompany you represent.

Special & importantcommunication can makemillions of dollars.


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PPreparingreparingAAdequatelydequatelyMost people can learn to communicate effectively for

business if they are willing to devote whatever effort isnecessary to prepare themselves adequately by:

Careful, sound

judgment whenchoosing ideas andfacts for eachmessage

Patience andunderstanding.IntegrityReasonable Facility

with English


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BBecomingecomingfflexiblelexible Many companies offer

seminars or other kinds ofclasses in handling diversityissues in the workplace.

Todays managers & workers

need to be flexible in the waythat deal with others;problems can be avoided bykeeping an open mind & beingwilling to make extra efforts incommunication.


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"DON'T LET SOMEONE

BECOME A PRIORITY INYOUR LIFE...

WHEN YOU ARE JUSTAN OPTION FOR

THEM....."

"DON'T LET SOMEONE

BECOME A PRIORITY INYOUR LIFE...

WHEN YOU ARE JUSTAN OPTION FOR

THEM....."


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"NEVER CRY FOR ANY RELATION IN LIFE"NEVER CRY FOR ANY RELATION IN LIFE

BECAUSE FOR THE ONE WHOM YOU CRYBECAUSE FOR THE ONE WHOM YOU CRY

DOES NOT DESERVE YOUR TEARSDOES NOT DESERVE YOUR TEARS

AND THE ONE WHO DESERVESAND THE ONE WHO DESERVES

WILL NEVER LET YOU CRY........."WILL NEVER LET YOU CRY........."

"NEVER CRY FOR ANY RELATION IN LIFE"NEVER CRY FOR ANY RELATION IN LIFE

BECAUSE FOR THE ONE WHOM YOU CRYBECAUSE FOR THE ONE WHOM YOU CRY

DOES NOT DESERVE YOUR TEARSDOES NOT DESERVE YOUR TEARS

AND THE ONE WHO DESERVESAND THE ONE WHO DESERVES

WILL NEVER LET YOU CRY........."WILL NEVER LET YOU CRY........."


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TREAT EVERYONE WITH POLITENESS

EVEN THOSE WHO ARE RUDE TO YOU,

NOT BECAUSE THEY ARE NOT NICE

BUT BECAUSE YOU ARE NICE........

TREAT EVERYONE WITH POLITENESS

EVEN THOSE WHO ARE RUDE TO YOU,

NOT BECAUSE THEY ARE NOT NICE

BUT BECAUSE YOU ARE NICE........


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RATHER SEARCH IT IN YOURSELF

YOU WILL FEEL HAPPY EVEN IF YOU ARELEFT ALONE.......

RATHER SEARCH IT IN YOURSELF

YOU WILL FEEL HAPPY EVEN IF YOU ARELEFT ALONE.......

NEVER SEARCH YOUR HAPPINESS IN

OTHERS

WHICH WILL MAKE YOU FEEL ALONE,


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HAPPINESS ALWAYS LOOKS SMALL

WHEN WE HOLD IT IN OUR HANDS.

BUT WHEN WE LEARN TO SHARE IT,

WE REALIZE HOW BIG AND PRECIOUS IT IS! .....

HAPPINESS ALWAYS LOOKS SMALL

WHEN WE HOLD IT IN OUR HANDS.

BUT WHEN WE LEARN TO SHARE IT,

WE REALIZE HOW BIG AND PRECIOUS IT IS! .....


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CONCEPTS ANDPROBLEMSOFCOMMUNICATION.

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CONVENTIONSONVENTIONSOFFMEANINGSEANINGSA fundamental principleof communication is thatthe symbols the senderuses to communicatemessage must haveessentially the samemeaning in both thesenders and receivers

mind.

C P I


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COMMUNICATIONPROBLEMIN

CONVENTIONSOFMEANINGS Miscommunicated Instructions

Miscommunication occurs when

the sender and receiver havedifferent meanings for thesymbols used.

Video\Convention Of meaning.MPG
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PERCEPTIONERCEPTIONOFFREALITYEALITY

Complex, infinite,

and continuouslychanging, thematerial world

provides a special

reality to eachindividual.


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COMMUNICATIONOMMUNICATIONPROBLEMROBLEMInn

PERCEPTIONERCEPTIONOFFREALITYEALITYAbstractingwhen we select some facts and omit others,you are Abstracting.

Inferring

Inferences are conclusion drawn fromevidence.

Risk of Inferring

We must realize that inferences may beincorrect or unreliable & anticipate the risksbefore acting on them.

V

A A


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VALUE,ALUE,ATTITUDESTTITUDESANDND

OPINIONSPINIONSA receivers attitude toward amessage can determinewhether it is accepted,rejected, distorted or avoided.

People react favorably whenthe message the receive agreewith their mental filters.

C P I


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CommunicationommunicationProblemroblemInvolvingnvolving

VALUE,ALUE,ATTITUDESTTITUDESANDNDOPINIONSPINIONS Favorable or Unfavorable

Information

Inadequate or IncorrectInformation

Closed Mind

Senders Credibility Other Circumstances Affecting

Attitude, Opinions & Response.


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NONVERBALCOMMUNICATIONVideo\Nonverbal communication.MPG

H A
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Effect on written messagesThe format, neatness, and language ofwritten message sends a nonverbalmessage to the reader.

Effect on Oral Message

When you are speaking to one personface to face, Personal Appearance andAppearance of your surrounding conveynonverbal message.

HOWAPPEARANCE

COMMUNICATES


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Personal AppearancePersonal AppearanceClothing, hairstyle, neatness, jewelry,

cosmetics, posture & status

Appearance OfAppearance Of

SurroundingsSurroundingsRoom size, location, furnishings,

machines, architecture, wall decoration,lighting and the other related featureswherever people communicate.

HOWAPPEARANCECOMMUNICATES

H B L


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HOWBODYLANGUAGE

COMMUNICATES1.Facial ExpressionsThe eyes and face are

especially helpful means ofcommunicating nonverbally.

2.Gesture,Posture &Movements

Posture, Gestures & Body

Movements convey message& add to or subtract your

oral message. Video\Facial Communication .flv
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HOWBODYLANGUAGE

COMMUNICATES3.Voice And Sounds

Paralanguage Sound of thevoice

The pitch, rate and volumemake you sound more

expressiveTo develop an effective

speaking voice

use effective pitch

H S T A


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HOWSILENCE, TIME,AND

SPACECOMMUNICATE

SILENCE

TIME

SPACE


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A young lady was

waiting for her flight in

the boarding room of a

big airport.


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As she

would need

to wait manyhours, she

decided to

buy a book

to spend hertime. She

also bought

a packet of

cookies.


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She sat down in

an armchair, in

the VIP room ofthe airport, to rest

and read in

peace.


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Beside the

armchair wherethe packet of

cookies lay, a

man sat down in

the next seat,opened his

magazine and

started reading.


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When she took out the

first cookie, the man

took one also.

She felt irritated butsaid nothing. She just

thought:

What a nerve! If I was

in the mood I wouldpunch him for daring!


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For each cookie

she took, theman took one

too.

This wasinfuriating her

but she didnt

want to cause a

scene.


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When only one

cookie remained,

she thought:ah... What this

abusive man do

now?

Then, the man,taking the last

cookie, divided it

into half, giving

her one half.


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Ah! That was too much!

She was much too angry now!

In a huff, she took her book, her things and stormedto the boarding place.


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When she sat down

in her seat, inside

the plane, she

looked into her

purse to take her

eyeglasses, and, to

her surprise, herpacket of cookies

was there,

untouched,

unopened!


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She felt so

ashamed!!

She realized

that she waswrong...

She had

forgottenthat her

cookies

were kept in

her purse.


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The man had

divided his cookies

with her, withoutfeeling angered or

bitter.


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...while she had

been very angry,

thinking that shewas dividing her

cookies with him.

And now therewas no chance to

explain

herself...nor to

apologize.


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There are 4 things that you cannot recover.


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The stone...

...after the throw!


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The word...

...after its said!


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The occasion...

... after the loss!


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The time...

...after its gone!

Q & A


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Question&Answer


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24558136 Effective Communications in Business

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