Purpose and Importance of Business Communication

B USINESS C OMMUNICATION A N I NTRODUCTION 1. 1 I NTRODUCTION 1. 2 R OLE OF C OMMUNICATION IN B USINESS 1. 3 D EFINITIONS OF C OMMUNICATION 1. 4 P URPOSE OF C OMMUNICATION 1. 5 T HE C OMMUNICATION S ITUATION 1. 6 T HE C OMMUNICATION P ROCESS /C YCLE 1. 1 portal The word confabulation derived from the Latin word communicare that delegacy to impart, to participate, to share or to make common. It is a process of exchange of facts, ideas, opinions and as a agent that some unmatched or organisation share meaning and understanding with iodine another.In other words, it is a transmission and interacting the facts, ideas, opinion, feeling and attitudes. It is the ability of mankind to make known crosswise barriers and beyond boundaries that has ushered the progress of mankind. It is the ability of fostering speedy and strong conversation around the world that has shrunk the world and made globalization a reality. confabulation had a vital role to play in ensuring that throng be long to a particular country or a tillage or linguistic group interact with and relate to wad belong to other countries or civilization or linguistic group. communion adds meaning to humane beings life. It helps to build relationship and fosters love and understanding. It enriches our knowledge of the universe and makes living worthwhile. 1. 2 ROLE OF conversation IN BUSINESS The term line of work chat is used for both in all messages that we send and receive for official purpose handle running a business sector, managing an placement, conducting the formal affairs of a voluntary brass section and so on. line of credit parley is marked by formality as against personal and social parley.The success of each business to a puffy extent depends on efficient and instalive communion. It takes place among business entities, in market and market places, at heart compositions and between various group of employees, owners and employees, buyers and sellers, help provid ers and customers, sales persons and prospects and also between Brobdingnagian proceeds within the face and the sign on 2 / job Communication persons. All such intercourse impacts business. by with care, such communion can promote business inte proportions.Otherwise, it will picture the giving medication in poor light and whitethorn adversely hazard the business inte easement. Communication is the life blood of any organization and its primary(prenominal) purpose is to fix change to influence action. In any organization the principal(prenominal) problem is of brinytaining legal communication process. The direction problem primarily results in poor communication. Serious mistakes are made because orders are misunderstood. The primary problem in communication is that the meaning which is actually understood whitethorn not be what the other intended to send.It must be realised that the speaker and the listener are two separate someones having their o wn limitations and payoff of things may happen to distort the message that pass between them. When the great unwashed within the organization send with each other, it is internal communication. They do so to work as a team and realise the common goals. It could be official or unofficial. Modes of internal communication include face-to-face and scripted communication. Memos, reports, office order, circular, fax, video conferencing, meeting and so forth re the examples of internal communication. When pot in the organization communicate with anyone outside the organization it is called external communication. These plurality may be clients or customers, dealers or distributors, media, government, general public etcetera are the examples of external communication. Communication is the life blood of the business. No business can develop in the absence of effective communication system. Communication is the mortar that holds an organization together, whatever its business or its si ze. When good deal within the organization communicate with each other, it is internal communi- cation and when pack in the organization communicate with anyone outside the organization it is called external communication. Ability to work easy in teams, to manage your subordinates and your relationship with seniors, customers and colleagues depends on your communication skill. Exhibit 1 1. 3 DEFINITIONS OF communion Communication may be defined as interchange of thought or data between two or more than than persons to ask more or less mutual understanding and desired action.It is the avowation exchange by words or symbols. It is the exchange of facts, ideas and viewpoints which pay off most commonness of interest, purpose and efforts. American Management Association defines, Communication is any behaviour that results in an exchange of meaning. Peter Little defines communication as, Communication is the process by which discipline is transmitted between individuals and/or organizations so that an understanding response result. Newman and Summer Jr. evoke that, Communication is an exchange of facts, ideas, opinions or emotions by two or more persons.According to Keith Davis , The process of passing the allegeation and understanding from one person to another. It is basically a pair of meaning between the people. By using the link up a person can safely across the river of misunderstanding. Business Communication An Introduction / 3 Louis A. Allen defines, Communication is the sum total of all the things that a person does, when he wants to create an understanding in the object of another. It involves a systematic and continuous process of telling, listening and understanding.Therefore, the primary(prenominal) purpose of communication is to inform, or to bring around to a sure point of view or to elicit action. 1. 4 PURPOSE OF COMMUNICATION 1. For instruction The instructive melt down unvarying and importantly deals with the commanding nature. It is more or less of directive nature. Under this, the communicator transmits with necessary directives and guidance to the conterminous level, so as to enable them to accomplish his particular assigns. In this, book of instructions fundamentalally flow from top to the lower level. 2. For integration It is consolidated cultivate under which integration of activities is endeavoured.The integration function of communication mainly involves to bring about inter-relationship among the various functions of the business organization. It helps in the unification of different trouble functions. 3. For information The purposes or function of communication in an organization is to inform the individual or group about the particular task or company policies and procedures etc. Top perplexity informs policies to the lower level through the middle level. In turn, the lower level informs the top level the response through the middle level.Information can flow ve rtically, horizontally and diagonally across the organization. Becoming informed or inform others is the main purpose of communication. 4. For military rating Examination of activities to form an idea or judgement of the worth of task is achieved through communication. Communication is a tool to appraise the individual or team, their contribution to the organization. Evaluating ones own inputs or others outputs or some ideological scheme demands an adequate and effective communication process. 5. For directionCommunication is necessary to issue directions by the top worry or manager to the lower level. Employee can perform better when he is directed by his senior. Directing others may be communicated either orally or in writing. An order may be common order, pick up order or implied order. 6. For teaching The importance of personal safety on the job has been greatly recognized. A do communication process is inevitable to teach and educate workers about personal safety on the jobs. This communication helps the workers to avert accidents, risk etc. and avoid cost, procedures etc. 7. For influencingA collar communication process is necessary in influencing others or being influenced. The individual having potential to influence others can easily persuade others. It implies the provision of feedback which tells the effect of communication. 8. For image building A business enterprise cannot isolate from the rest of the society. There is interrelationship and interdependence between the society and an enterprise run in the society. Goodwill and confidence are necessarily created among the public. It can be done by the communication with the different media, which has to project the image of thPurpose and Importance of Business CommunicationB USINESS C OMMUNICATION A N I NTRODUCTION 1. 1 I NTRODUCTION 1. 2 R OLE OF C OMMUNICATION IN B USINESS 1. 3 D EFINITIONS OF C OMMUNICATION 1. 4 P URPOSE OF C OMMUNICATION 1. 5 T HE C OMMUNICATION S ITUATION 1. 6 T HE C OMMUNICATION P ROCESS /C YCLE 1. 1 universe The word communication derived from the Latin word communicare that means to impart, to participate, to share or to make common. It is a process of exchange of facts, ideas, opinions and as a means that individual or organization share meaning and understanding with one another.In other words, it is a transmission and interacting the facts, ideas, opinion, feeling and attitudes. It is the ability of mankind to communicate across barriers and beyond boundaries that has ushered the progress of mankind. It is the ability of fostering speedy and effective communication around the world that has shrunk the world and made globalization a reality. Communication had a vital role to play in ensuring that people belonging to a particular country or a culture or linguistic group interact with and relate to people belonging to other countries or culture or linguistic group.Communication adds meaning to human life. It helps to build relationship and f osters love and understanding. It enriches our knowledge of the universe and makes living worthwhile. 1. 2 ROLE OF COMMUNICATION IN BUSINESS The term business communication is used for all messages that we send and receive for official purpose similar running a business, managing an organization, conducting the formal affairs of a voluntary organization and so on. Business communication is marked by formality as against personal and social communication.The success of any business to a large extent depends on efficient and effective communication. It takes place among business entities, in market and market places, within organizations and between various group of employees, owners and employees, buyers and sellers, operate providers and customers, sales persons and prospects and also between people within the organization and the charge 2 / Business Communication persons. All such communication impacts business. do with care, such communication can promote business interests.Otherwise, it will acquaint the organization in poor light and may adversely come to the business interest. Communication is the life blood of any organization and its main purpose is to effect change to influence action. In any organization the main problem is of maintaining effective communication process. The management problem loosely results in poor communication. Serious mistakes are made because orders are misunderstood. The basic problem in communication is that the meaning which is actually understood may not be what the other intended to send.It must be realised that the speaker and the listener are two separate individuals having their own limitations and number of things may happen to distort the message that pass between them. When people within the organization communicate with each other, it is internal communication. They do so to work as a team and realise the common goals. It could be official or unofficial. Modes of internal communication include face -to-face and compose communication. Memos, reports, office order, circular, fax, video conferencing, meeting etc. re the examples of internal communication. When people in the organization communicate with anyone outside the organization it is called external communication. These people may be clients or customers, dealers or distributors, media, government, general public etc. are the examples of external communication. Communication is the life blood of the business. No business can develop in the absence of effective communication system. Communication is the mortar that holds an organization together, whatever its business or its size. When people within the organization communicate with each other, it is internal communi- cation and when people in the organization communicate with anyone outside the organization it is called external communication. Ability to work soundly in teams, to manage your subordinates and your relationship with seniors, customers and colleagues dep ends on your communication skill. Exhibit 1 1. 3 DEFINITIONS OF COMMUNICATION Communication may be defined as interchange of thought or information between two or more persons to bring about mutual understanding and desired action.It is the information exchange by words or symbols. It is the exchange of facts, ideas and viewpoints which bring about commonness of interest, purpose and efforts. American Management Association defines, Communication is any behaviour that results in an exchange of meaning. Peter Little defines communication as, Communication is the process by which information is transmitted between individuals and/or organizations so that an understanding response result. Newman and Summer Jr. subject that, Communication is an exchange of facts, ideas, opinions or emotions by two or more persons.According to Keith Davis , The process of passing the information and understanding from one person to another. It is essentially a bridge of meaning between the people. By u sing the bridge a person can safely across the river of misunderstanding. Business Communication An Introduction / 3 Louis A. Allen defines, Communication is the sum total of all the things that a person does, when he wants to create an understanding in the chief of another. It involves a systematic and continuous process of telling, listening and understanding.Therefore, the main purpose of communication is to inform, or to bring around to a plastered point of view or to elicit action. 1. 4 PURPOSE OF COMMUNICATION 1. For instruction The instructive function unvarying and importantly deals with the commanding nature. It is more or less of directive nature. Under this, the communicator transmits with necessary directives and guidance to the following level, so as to enable them to accomplish his particular tasks. In this, instructions basically flow from top to the lower level. 2. For integration It is consolidated function under which integration of activities is e ndeavoured.The integration function of communication mainly involves to bring about inter-relationship among the various functions of the business organization. It helps in the unification of different management functions. 3. For information The purposes or function of communication in an organization is to inform the individual or group about the particular task or company policies and procedures etc. Top management informs policies to the lower level through the middle level. In turn, the lower level informs the top level the reaction through the middle level.Information can flow vertically, horizontally and diagonally across the organization. Becoming informed or inform others is the main purpose of communication. 4. For evaluation Examination of activities to form an idea or judgement of the worth of task is achieved through communication. Communication is a tool to appraise the individual or team, their contribution to the organization. Evaluating ones own inputs or others ou tputs or some ideological scheme demands an adequate and effective communication process. 5. For directionCommunication is necessary to issue directions by the top management or manager to the lower level. Employee can perform better when he is directed by his senior. Directing others may be communicated either orally or in writing. An order may be common order, pass order or implied order. 6. For teaching The importance of personal safety on the job has been greatly recognized. A complete communication process is compulsory to teach and educate workers about personal safety on the jobs. This communication helps the workers to avert accidents, risk etc. and avoid cost, procedures etc. 7. For influencingA complete communication process is necessary in influencing others or being influenced. The individual having potential to influence others can easily persuade others. It implies the provision of feedback which tells the effect of communication. 8. For image building A business ent erprise cannot isolate from the rest of the society. There is interrelationship and interdependence between the society and an enterprise operate in the society. Goodwill and confidence are necessarily created among the public. It can be done by the communication with the different media, which has to project the image of th