Business Communication

Agenda-December 1-2 Learning goals Factors influencing choice of appropriate media Vocabulary Barriers to effective communication Points to think about Introduction to communication Reducing communication barriers Why is effective communication Important? Practice and application Formal communication network Communication methods-the media used in communicating Read page 232 -234 and fallout the chart Summarize page 230 into your notes Page 237 cast study 1

Learning goals Understand what is meant by effective communication Appreciate the importance of feedback, choice of medium and clarity of message in achieving effective communication Analyze the advantages and disadvantages of the different communication methods of media Evaluate their application in different situation

Vocabulary Effective communication Communication media Information overload Communication barriers Formal communication network Informal communication

Point to think about: Why is it important that there should be effective communication within a business? Why is it also important for a business to communicate ‘externally’? Do you think electronic means of communication are always the best ones to use?

Introduction Effective communication: the exchange of information between people or groups, with feedback Communication is effective only if the message has been received and understood by the receiver, and the sender knows that it has been understood.

Why is effective communication Important? Staff motivation Number and quality of ideas generated by the staff Speed of response to market changes Reduces the risk of errors Effective coordination between departments

Communication methods-the media used in communicating Communication media: the method used to communicate a message Oral communication: one to one conversation, interviews, appraisal session, group meetings or team briefings Written communication: such as letters, ,memos, notices on boards, reports, minutes of meetings and diagrams for technical matters. Electronic media: such as video conferencing, mobile telephones, fax messages and emails. Electronic media can lead to information overload. Visual communication: such as diagrams, pictures, charts and pages of commuter images

Summarize page 230 into your notes Method Strength Weakness Oral Written Visual Electronic

Factors influencing choice of appropriate media Importance of the message If any advantages can be gained from consulting with staff Cost of communication Speed Quantity of data to be communicated How many communication medians need to be used to ensure the message was received Size and geographical spread of the business

Barriers to effective communication Communication barrier: reasons why communication fails Failure in one of the stages of the communication process Poor attitudes of either the sender or the receiver Physical reasons

1. Failure in one of the stages of the communication process Medium chosen is inappropriate Long message and the receiver forgot part of it Misleading or an incomplete message Technical language or jargon Too much information Channel of communication is too long

2. Poor attitude of either the sender or the receiver The sender is not trusted Unmotivated or alienated workers Intermediaries used to communicate may not pass the message or pass it correctly The receiver has a poor opinion or perception of the receiver that no effort is made to ensure clarity of the message

3. Physical Reasons Too noisy Geographical distance might affect some communication such as interpersonal

Reducing communication barriers Ensure the message is clear and precise but contain enough details to get the idea across Keep the communication channels as shot as possible Make sure the communication channels are clear to all involved Ensure that there is feedback to the communication process so that problems can be addressed quickly Establish trust between senders and receivers Ensure that physical conditions are appropriate

Formal communication network Formal communication networks: the official communication channels and routes used within an organization Chain network Vertical network Wheel network The circle Integrated or connected network

Read page 232 -234 and fallout the chart Communication network Description Be use for this style Chain network Vertical network Wheel network The circle integrated

Practice and application Page 233 question 13.3

Page 237 cast study 1