Types of business communication
1. COMMUNICATION •Communication can be defined as the
process by which people share ideas, experience, knowledge and feelings through
the transmission of symbolic messages. •The means of communication are usually
spoken or written words, pictures or symbols. • But we also give information
through body language, gestures, and looks, facial expressions can show how we
feel and what we think about an issue or another person
2. TYPES OF COMMUNICATION •Communication can be classified
into following types- 1.FORMAL AND INFORMAL 2.ORAL AND WRITTEN 3.INTERNAL AND
EXTERNAL 4.VERBAL AND NON-VERBAL
3. FORMAL COMMMUNICATION •When we consider style and purpose
we can divide it into two sub groups, formal communication and informal communication.
•Formal communication includes all forms of formal exchanges of information.
•Business communication and corporate communication are some of the formal
communication methods. •Formal communication is that which devices support from
the organisation structure.
4. CONT.. •. It is associated with the particular positions
of the communicator and the recipient in the structure. •Formal communications
are mostly of the written type such as company manuals, handbooks magazines,
bulletins annual reports and are designed to meet the specific need s of the
organisation.
5. INFORMAL COMMUNICATION •Informal communication is the
opposite of the above. • It is a form of casual conversation or exchange of
communication. • This type of communication happens out side of the business or
corporate community or between freely understanding parties. •There are no
strong rules or guidelines; the only rule is that all the parties should be
able to understand each other. This kind of communication does not require a
certain topic. It is just normal conversation between known people
6. CONT.. •This kind of communication does not require a
certain topic. •It is just normal conversation between known people. • Informal
communication is based on the informal relationships that grow up in an
organisation and is commonly referred to as "the grapevine". • It may
be conveyed by a nod, a glance, a gesture, a smile, and even silence. •The two
or more parties in concern should understand a common language or method of
communication.
7. ORAL COMMUNICATION •Oral communication implies
communication through mouth. • It includes individuals conversing with each
other, be it direct conversation or telephonic conversation. • Speeches,
presentations, discussions are all forms of oral communication. • Oral
communication is generally recommended when the communication matter is of
temporary kind or where a direct interaction is required.
8. Cont.. • Face to face communication (meetings, lectures,
conferences, interviews, etc.) is significant so as to build a rapport and
trust. •Oral communication is not only time saving, but it also saves upon
money and efforts. •Oral communication is best in case of problem resolution.
The conflicts, disputes and many issues/differences can be put to an end by talking
them over.
9. WRITTEN COMMUNICATION •Written communication has great
significance in today’s business world. •It is an innovative activity of the
mind. Effective written communication is essential for preparing worthy
promotional materials for business development. • Effective writing involves
careful choice of words, their organization in correct order in sentences
formation as well as cohesive composition of sentences
10. CONT… •Also, writing is more valid and reliable than
speech. But while speech is spontaneous, writing causes delay and takes time as
feedback is not immediate. •Written communication helps in laying down apparent
principles, policies and rules for running of an organization. • Speech came
before writing. But writing is more unique and formal than speech. •It is a
permanent means of communication. Thus, it is useful where record maintenance
is required
11. INTERNAL COMMUNICATION •Communication within an
organization is known as internal communication,which is usually formal.
•Internal communication helps in achieving an organisation’s goals by informing
the members of the general and specific objectives of the organization either
at the macro or at the micro level. •It is only through internal communication
that this information is distributed to various departments and employees
within the organization. •Letters,reports,instructions,seminars,etc.are methods
of transmitting information.
12. EXTERNAL COMMUNICATION •To expand the boundries of
business,a good relationship with other external organization is a must. •This
requires a sound communication strategy. •All official ,technical or
professional communication with people outside the organization is known as
external communication. •This mode is equally important,as it helps in achieving
an organization’s goals by coordinating with external agencies.
13. Cont.. •External commu. Refers to intraction with
shareholders,regulators,vendors,service companies,customers,general public.
•This mode is equally important,as it helps in achieving an organization’s
goals by coordinating with external agencies.
14. VERBAL COMMUNICATION •. We can categorize verbal
communication into two parts, oral communication and written communication.
•Oral communication is when two or more parties communicate verbally with
words. •The other type is written communication. Written communication can
happen through normal mail, e-mail, or any other form of documented writing.
15. NON-VERBAL COMMUNICATION •Non-verbal communication is
mostly body language. It is possible to understand what a person is trying to
say or how he/she is feeling. • It is also possible to tell the mood of a
person by bodily and facial expressions. •Facial expressions are very important
as well. Facial expressions give out what the person is feeling.
16. Cont… • The face is the first thing we notice in a
person and the facial muscles give out most of the human expressions. Pictures,
sign boards and photographs are also a part of non-verbal communication.
17. TIPS FOR EFFECTIVE COMMUNICATION •Create an open
communication enviornment. •Always keep the reciever in mind. •Avoide having
too many transfer stations. •Do not communicate when you are emotionally
distrubed. •Be aware of diversity in culture,language,etc. •Select the most
suitable medium. •Analyse the feedback