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sem 6 B A Prog SEC, Business communication, Study notes of Communication

University of the Philippines Visayas (UPV)Communication

Verbal. This involves the use of language and words for the purpose of passing on the intended message. In general terms, Verbal Communication means.

Typology: Study notes

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Study Material
March 2020
Assistant Professor
English Literature
SEC- Business communication
Semester 6, B A Program
Communication
Types of Communication
In Business, clear communication is very essential. Improper
communication skills may lead to confusing or incomplete instructions,
data or other information to pass to the intended audience. Hence it is very
essential to develop strong communication skills.A deep understanding of
the process of communication and communication skills is essential. It is
vital to the success of any individual in any business. Here we shall see
some of the many types of communication.
Communication styles change from person to person. During the process
of communication, a person may invoke several channels or modes or
methods to convey a message. But, the process of communication doesn’t
only depend on the source producing or relaying information.
It also equally depends on the communication method and the manner in
which the receiver understands the message. Let us first understand the
method by which we communicate.
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Download sem 6 B A Prog SEC, Business communication and more Study notes Communication in PDF only on Docsity!

Study Material

March 2020

Assistant Professor

English Literature

SEC- Business communication

Semester 6, B A Program

Communication

Types of Communication

In Business, clear communication is very essential. Improper

communication skills may lead to confusing or incomplete instructions,

data or other information to pass to the intended audience. Hence it is very

essential to develop strong communication skills.A deep understanding of

the process of communication and communication skills is essential. It is

vital to the success of any individual in any business. Here we shall see

some of the many types of communication.

Communication styles change from person to person. During the process

of communication, a person may invoke several channels or modes or

methods to convey a message. But, the process of communication doesn’t

only depend on the source producing or relaying information.

It also equally depends on the communication method and the manner in

which the receiver understands the message. Let us first understand the

method by which we communicate.

Communication begins at a given point. The first step is the generation of

information. The second step is to put this information or data into a

medium for transmission towards the intended audience.

During this process, the initiator of the communication must pay extra

attention to the nature of the information. The communication skills will

determine the effectiveness of their communication.

The Broad Categories of Communication

On the basis of the communication channels, types of communications are:

A. Verbal

B. Non-Verbal

C. Visual

Verbal

This involves the use of language and words for the purpose of passing on

the intended message. In general terms, Verbal Communication means

communication in the form of spoken words only. But, in the context of

types of communication, verbal communication can be in the spoken or the

written form. Thus, the verbal form may be oral or written as discussed

below.

Physical Non-verbal Communication

This is the sum total of the physically observable. For instance, hand

gestures, body language, facial expressions, the tone of one’s voice,

posture, stance, touch, gaze, and others. Several researchers have revealed

that physical nonverbal communication constitutes about 55% of our daily

communications.

These are subtle signals that are picked up as part of our biological wiring.

For example, if you rest your head on your palms, it will mean that you are

very disappointed or angry. Similarly, other subtle hints will convey your

reaction to the presenter or your audience’s reaction to you.

Paralanguage

This is the art of reading between the lines. The main kind of such

communication is done with the tone of one’s voice. This kind of

communication amounts to almost 38% of all the communication that we

do every day. Along with the tone of voice, the style of speaking, voice

quality, stress, emotions, or intonation serves the purpose of

communication. And, these aspects are not verbal.

Aesthetic Communication

Art is an important means of communication. Through the paintings or

other forms of art, an artist can covey the strongest messages. Several

times in the history of the world, art has been used as an effective form of

nonverbal communication.

Appearance

The first impression sets the tone. People will react to your appearance and

this is a fact of life. Your clothes, the color of the fabrics, etc. all determine

the reaction of your audience.

Visual Communication

This is communication through visual aids like drawings, placards,

presentations, and illustrations, etc.

Formal & Informal Communication

Apart from the above types, we have formal & informal types of

communication. Formal communication is of following types:

- Vertical:^ The information or^ data flows up and down the

organizational structure.

Disadvantages/Limitations of Oral Communication

  • Relying only on oral communication may not be sufficient as business

communication is formal and very organized.

  • Oral communication is less authentic than written communication as they are

informal and not as organized as written communication.

  • Oral communication is time-saving as far as daily interactions are concerned,

but in case of meetings, long speeches consume lot of time and are

unproductive at times.

  • Oral communications are not easy to maintain and thus they are unsteady.
  • There may be misunderstandings as the information is not complete and may

lack essentials.

  • It requires attentiveness and great receptivity on part of the receivers/

audience.

Written Communication - Meaning, Advantages and Disadvantages

Written communication has great significance in today’s business world. It is an

innovative activity of the mind. Effective written communication is essential for

Advantages of Oral

Communication

  • There is high level of understanding and transparency in oral communication as it is interpersonal.
  • There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken.
  • The feedback is spontaneous in case of oral communication. Thus, decisions can be made quickly without any delay.
  • 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.
  • Oral communication is an essential for teamwork and group energy.
  • Oral communication promotes a receptive and encouraging morale among organizational employees.
  • Oral communication can be best used to transfer private and confidential information/matter.

preparing worthy promotional materials for business development. Speech came

before writing. But writing is more unique and formal than speech. Effective writing

involves careful choice of words, their organization in correct order in sentences

formation as well as cohesive composition of sentences. 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.

Advantages of Written Communication

Disadvantages of Written Communication

Written communication helps in laying down apparent principles, policies and rules for running of an organization. It is a permanent means of communication. Thus, it is useful where record maintenance is required. It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge. Written communication is more precise and explicit. Effective written communication develops and enhances an organization’s image. It provides ready records and references. Legal defenses can depend upon written communication as it provides valid records. Written communication does not save upon the costs. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters. Also, if the receivers of the written message are separated by distance and if they need to clear their doubts, the response is not spontaneous. Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time. Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have a negative impact on organization’s reputation. Too much paper work and e-mails burden is involved.

  • Relying only on oral communication may not be sufficient as business

communication is formal and very organized.

  • Oral communication is less authentic than written communication as they are

informal and not as organized as written communication.

  • Oral communication is time-saving as far as daily interactions are concerned,

but in case of meetings, long speeches consume lot of time and are

unproductive at times.

  • Oral communications are not easy to maintain and thus they are unsteady.
  • There may be misunderstandings as the information is not complete and may

lack essentials.

  • It requires attentiveness and great receptivity on part of the receivers/

audience.

  • Oral communication (such as speeches) is not frequently used as legal

records except in investigation work.

Written Communication - Meaning, Advantages and Disadvantages

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. Speech came before writing. But writing is more unique and formal than speech. Effective writing involves careful choice of words, their organization in correct order in sentences formation as well as cohesive composition of sentences. 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.

Advantages of Written Communication

Written communication helps in laying down apparent principles, policies and rules for running of an organization. It is a permanent means of communication. Thus, it is useful where record maintenance is required. It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge. Written communication is more precise and explicit.

Disadvantages of Written Communication

Effective written communication develops and enhances an organization’s image. It provides ready records and references. Legal defenses can depend upon written communication as it provides valid records. Written communication does not save upon the costs. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters. Also, if the receivers of the written message are separated by distance and if they need to clear their doubts, the response is not spontaneous. Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time. Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have a negative impact on organization’s reputation. Too much paper work and e-mails burden is involved.