Communication Process

 Business Communication Process

Business Communication process is the framework in which message is sent by the sender to the collector in a sorted-out way. It makes communication easier as it comprises of fundamental data. The most essential parties are sender and receiver. Sender is the individual who sends the message or thought to the collector by following the correspondence procedure which is as per the following:

•  Sender and encoding: Firstly, there is encoding which implies that thought that the individual needs to convey to the recipient is put into representative frame which can be comprehended by the other individual.

•  Message: Message which is the arrangement of images that the sender transmits to the collector through media or channel.

• Channel Media: It is the arrangement of channels which encourages message to move from sender to collector as it makes the correspondence easier.

•  Receiver: The individual who gets the message from the other party which is the sender. It follows various process as follows. Firstly, reaction which is the response of the collector to the presented message. The reaction could be quick or deferred.

•  Feedback: It is the piece of collector's reaction to the correspondence procedure which is viewed as exceptionally basic as it contributes in two-way correspondence empowering sender to assess the effectiveness of the message.

•  Noise: It is the last component of the communication procedure which comes about because of distortion during communication as collector gets unexpected message in comparison to the sender sends. Therefore, it is the disturbance occurred during procedure of exchanging data.

Communication Process in the Workplace.(2018),Retrieved from http://images.slideplayer.com/13/4031050/slides/slide_3.jpg 

References

Dr.Dinesh Sharma, T. K. (n.d.). In English & Business Communication Skills. UNIMAX PUBLICATIONS.

Communication Process in the Workplace.(2018),Retrieved from http://images.slideplayer.com/13/4031050/slides/slide_3.jpg 

Ways to overcome barriers to communication

How to overcome the barriers to communication in the workplace?

To remove obstacles in the communication process, following points should be considered:

1.   Develop Mutual Trust: Status is considered the barrier in the communication process. The subordinates do not want to distress their superiors. It can be removed through mutual trust and confidence between:

2.   Take advantage of Feedback: The communication process is not only fully completed when the message is sent to the receiver. But, when the feedback is send by the sender. Therefore, communication is a two-way process. This would help to have better understanding.

Feedback.(2018).Retrieved from https://recruitingtimes.org/wp-content/uploads/2017/02/feedback.png

3.    Personal Touch: To have effective communication in the workplace, there should: 

·       Praise

·       Compliments

·       Softness

Therefore, it should touch the receiver internally.

4.  The communication Audit: The communication audit should be conducted. It is not to deal with the problems but to prevent them. It may include:

·       Observations

·       Questionnaires

·       Interviews

      5.    Using Simple language: The message conveyed to the sender should be clear and simple. So that the receiver can understand it easily. Moreover, double meaning words should not be used.

            6.    Use of short communication channels: To remove barriers, the channels of communication should be reduced. There should be direct contact.

          7.    Develop Patience: The workers must have patience to listen and understand the information conveyed by the sender. Moreover, the listener has to understand the message from point view of the sender.

         8.    Use of Informal Communication: More preference should be given to face-to-face talk instead of written communication. It makes the communication ineffective. For the effective communication, both formal and informal communication channels should be encouraged in the workplace.

References

Feedback.(2018).Retrieved from https://recruitingtimes.org/wp-content/uploads/2017/02/feedback.png

Dr.Dinesh Sharma, T. K. (n.d.). In English & Business Communication Skills. UNIMAX PUBLICATIONS.

Barriers to Effective Communication

What are the barriers to Effective Communication in the workplace?

Barriers are influencing factors that break the continuous communications loop. In a workplace, it occurs due to the daily interactions involving employees who may or may not have experience.

The important ones are described as follows:

 1.   Information Overload: The state when the person has more information than one can process. In the workplace, employees have to deal with numerous:

•   Emails
  
  
•   Phone calls
  
  
•   Meetings  

  The study found that on average, employees visited 40 websites  during the workday. 

Information Overload in an organisation.(2018).Retrieved from https://image.slidesharecdn.com/barrierstocommunication-141030224301-conversion-gate01/95/barriers-in-communication-27-638.jpg?cb=1414721863

  When the employees have more data, they prefer to:

•       Sort
  
  
•       Ignore
  
  
•       Forget 

As a result of this, communication become ineffective.

     2.   Poor attention:  Poor attention given by the receiver, make the communication inefficient. It leads to a one-way communication process. 

One-way communication.(2018).Retrieved from https://1.bp.blogspot.com/-4ACpNHCAdu8/Wx8gA9xKG0I/AAAAAAAAACI
/uECj9dkKorUG7YSC0s4l2ReEd8q32JE1QCLcBGAs/
s640/Simplex-Communication-System.png

The common feature is simply failure to read:

•      Notices
  
  
•      Minutes
  
  
•      Reports  

    Therefore, the message conveyed is misunderstood. It may be contradictory due to:

      ·       Beliefs                                       ·       Expectations

     3.  Lack of Trust:  Communication is exchanging information only when there is a mutual trust between:

    In case of doubt, the message would not be conveyed successfully. For instance, Credibility Gaps originate lack of trust.

      4.   Noisy Distractions: If communication occurs in the noisy environment then it could distress your thoughts, which can create barriers to communication. 

     5.  Dependent on emails: Average time spent on emails is 2.5 hours in the workplace. Therefore, it is not the real-time conversation. Depending on emails is considered the main barrier nowadays.

       References

Baker, D. T. (n.d.). IIDM. Retrieved from IIDM: http://www.iidmglobal.com/expert_talk/expert-talk-categories/managing-people/staff_communication/id3264-nine-barriers-to-effective-workplace-communication.html

Information Overload in an organisation.(2018).Retrieved from https://image.slidesharecdn.com/

barrierstocommunication-141030224301-conversion-gate01/95/

barriers-in-communication-27-638.jpg?cb=1414721863

One-way communication.(2018).Retrieved from https://1.bp.blogspot.com/-4ACpNHCAdu8/Wx8gA9xKG0I/

AAAAAAAAACI
/uECj9dkKorUG7YSC0s4l2ReEd8q32JE1QCLcBGAs/
s640/Simplex-Communication-System.png

Steven L.McSHANE, S. L. (n.d.). Canadian Organizational Behaviour. McGraw-Hill Ryerson.

Types of Communication

Types of Communication 

Communication can be classified into two wide groups:

A.    Formal Communication

This communication takes place through the determined channels. Formal Communication:

·  Represents authority responsibility relationship in an organisation

·  Occurs within formal organisation structure

·  Solves official problems

           It is generally in the form of:

a) Policy Manuals

b) Memorandum

c) Conferences

d) Special Interviews

e)  Scheduled Meetings

1. Downward Communication: It is the flow of communication from Superior to Subordinate. Downward Communication:

·  Flows from higher level to lower level

·  Used by management or superiors

Downward Communication.(2018).Retrieved from https://joeandkarenschaptersix2.weebly.com/uploads/2/9/6/4/29641149/6333518.jpg

2. Upward Communication: It is when the information is passed from Subordinates to Superiors. Upward Communication:

·  Seeks Clarifications

·  Clarifies Doubts

·   Participates in decision-making

·   Shares Work Experience

Upward Communication.(2018).Retrieved from https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiPV5fRdW3178_NxJz5bCZpnC7EhostPI0WgfoPsiPWISNKhLl0EnmPPo0KWoVd-NMEtuC21Paz2DQ25dNXKy5nN72Lmr6JDpM7e_sE5YbS7fr4IQ52dePPwMUI9YbQ7Wg510eTPZWixK8u/s1600/Upward+Communication.JPG

3.  Horizontal or Lateral Communication: It is the informal flow of communication that flows within and between departments. Medias used in Horizontal Communication are:

·  Letters

·  Annual Reports

·  Telephones

·   Hand Books

Importance of Horizontal Communication:

1.   Problem Solving: In horizontal communication exchanging information is easy and problems are in distinct departments.

2.    Speed: As the workers are at the same level so the data can be shared swiftly and accurately.

Horizontal Communication.(2018).Retrieved from http://images.slideplayer.com/14/4184567/slides/slide_12.jpg

4.  Diagonal Communication: This type of communication, the information is not exchanged at different levels of the workplace. Diagonal Communication:

·  Used rarely

·  Brings different people together

·   May be oral or written

Diagonal Communication.(2018).Retrieved from http://images.slideplayer.com/14/4184216/slides/slide_27.jpg

B. Informal Communication: Informal communication can be found mostly in every workplace. Informal Communication is:

·  Free from formalities

·  Source of relaxation

·  Motivates to build good relations with the subordinates

·  Dependent on the desire of people who communicate

Please comment and give feedback.

References

Downward Communication.(2018).Retrieved from https://joeandkarenschaptersix2.weebly.com/uploads/2/9/6/4/29641149/6333518.jpg

Upward Communication.(2018).Retrieved from http://3.bp.blogspot.com/-gap_TAZg4IQ/UbwV1YNkNEI/AAAAAAAAAEY/
vuLWhIQd__0/s1600
/Upward+Communication.JPG

Horizontal Communication.(2018).Retrieved from http://images.slideplayer.com/14/4184567/
slides/slide_12.jpg

Diagonal Communication.(2018).Retrieved from http://images.slideplayer.com/14/4184216/slides

/slide_27.jpg

Dr.Dinesh Sharma, T. K. (n.d.). In English & Business Communication Skills. UNIMAX PUBLICATIONS.

Meaning and means of Communication

What is Communication?

Communication is the process which involves sender and receiver conveying:

• Information
  
  
• Opinions
  
  
• Ideas

 internally or externally in the workplace for the mutual understanding.

Communication in the Workplace.(2018). Retrieved from https://keydifferences.com/wp-content/uploads/2017/03/internal-vs-external-communication.jpg

Internally: Information that is conveyed within the workplace. 

For instance, departmental meetings.

Internal Communication.(2018). Retrieved from https://talentmanagement360.com/wp-content/uploads/2014/10/communication-workplace-300x243.jpg

Externally: Exchanging data outside the workplace with:

•  Individuals
  
  
•  Organizations
  
  
•  Groups 

For instance,

1.   Via advertising material

2.   Telephone calls to suppliers

3.    Letters to customers

Diverse means of Communication in the Workplace

Media channels of communication include the following:

    1.   Video-conferencing: It is a method whereby two or more people can visually connect. Face to face meetings are conducted online by video-conferencing.

    2.   E-mails: It is the fastest, cheap and convenient method of written communication. 

E-mails in the Workplace.(2018). Retrieved from https://www.webmarketingtherapy.com/blog/wp-content/uploads/2014/08/email_marketing-300x213.png 

    3.   Reports: Reports are essential in describing activities and conveying information for:

·     Audiences

·     Goals

·     Functions

\   4.   Presentations: Presentations are the most common method of communicating in the workplace. It involves audiovisual material as:

·     Copies of reports

·     Material prepared in Microsoft PowerPoint or Adobe    Flash

     5.   Social Media: It is also the fastest and easiest way to

·     Share

·     Send
 

·     Receive data

It allows to interact directly with the customers by using social networks as:

·     Facebook

·     Google+

·     LinkedIn

·     Twitter

·     Pinterest

    6.   Suggestion Box: It is mainly used for upward communication. Sometimes, the workers may fear to communicate the superiors. Owing to this, suggestions are given by drafting suggestion into it.

Suggestion box in the workplace.(2018). Retrieved from https://cdn.displays2go.com/images/zoom/bdswm85blk.rw_preview.jpg 

The main objective in every workplace is to earn profit. It can be achieved if employees have good communication skills. In the workplace, the employees should be given proper training.

Please give feedback.

References

Dr.Dinesh Sharma, T. K. (n.d.). In English & Business Communication Skills. UNIMAX PUBLICATIONS.

Communication in the Workplace.(2018). Retrieved from https://keydifferences.com/wp-content/uploads/2017/03/internal-vs-external-communication.jpg

Internal Communication.(2018). Retrieved from https://talentmanagement360.com/wp-content/uploads/2014/10/communication-workplace-300x243.jpg

E-mails in the Workplace.(2018). Retrieved from https://www.webmarketingtherapy.com/blog/wp-content/uploads/2014/08/email_marketing-300x213.png

Suggestion box in the workplace.(2018). Retrieved from https://cdn.displays2go.com/images/zoom/bdswm85blk.rw_preview.jpg 

Revision World. (n.d.). Retrieved from Revision World: https://revisionworld.com/gcse-revision/business-studies/organisation-structure/communication-business