bg principles of business communication in english chapter 4 9039

• Business Communicaon: is used for all messages that we send and receive for official purpose like running a business, managing an organiza9on, conduc9ng the formal affairs of a voluntary

•  Business Communica(on: is used for all messages

that we send and receive for official purpose like running a business, managing an organiza9on, conduc9ng the formal affairs of a voluntary organiza9on and so on Business communica9on is marked by formality as against personal and social communica9on

•  The role of communica(on in business:

–  Communica9on is the life blood of the business No business can develop in the absence of effec9ve communica9on system

–  Communica9on is the mortar that holds an organiza9on together, whatever its business or its size

–  When people within the organiza9on communicate with each other, it is internal communica9on and when people

in the organiza9on communicate with anyone outside the organiza9on it is called external communica9on

–  Ability to work well in teams, to manage your subordinates and your rela9onship with seniors, customers and colleagues depends on your communica9on skill

4.3 Forms of communica(on

-  Internal communica(on: communica9on with people

inside the organiza9on

Good communica9on may help to increase job sa9sfac9on, safety, produc9vity, and profits and decrease grievances

- Modes of Internal Communica(on

magazines or leaflets can be used according to the Business needs

videoconferences, telephone; fax, emails or even Internet messengers can be used for in-house communica9on

conferences, brainstorming sessions or even informal chats can be considered as effec9ve communica9on tools at workplace

Types of business communica(on

COMMUNICATION

WARD UPWARD LATERAL DIAGONAL GRAPE-VINE

informal, unofficial, horizontal channel of communication

•  External communica(on: communica9on with people and

organiza9ons outside the company

4.4.1 Defini2ons:

•  WriWen communica(on is the communica9on

where the message or informa9on exchanges by wriJen words: leJers, telegraph, fax, email

•  Spoken communica(on is the communica9on

where the message or informa9on exchanges by spoken words It can be done by both face to face and also through mechanical devices

interac9on where both par9cipants are present

Writer is usually distant from the reader

Time lag between

produc9on

and recep9on

Formal vocabulary, including words which are not normally used in spoken language

-Process:

+ 9me lag between produc9on and recep9on

+ distance between par9cipants

- > Few non-verbal cues, liJle immediate

feedback

sophis9cated

- Lexical density: higher

- Unit- separa(ng func(on:

+ punctua9on

•  Mee9ngs are the most popular method of interac9ve communica9on It facilitates direct, face- to-face communica9on and essen9al at various levels in all organiza9on They serve as channels of oral communica9on among the members of the mee9ng

•  However, they are supported by wriJen communica9on like no9ces to bring people together, agenda to structure the mee9ng, minutes

to record the proceedings and report to pass informa9on to the higher authori9es

–  Presenta(on: is the prac9ce of showing and

explaining the content of a topic to the audience

–  Prepara(on

•  Structure

Beginning Short introduction •  welcome your audience

•  introduce your subject

•  explain the structure of your presentation

•  explain rules for questions Middle Body of presentation •  present the subject itself

End Short conclusion •  summarise your presentation

•  thank your audience

•  invite questions

Questions and Answers

down just the (tle of each sec9on of the talk or wri9ng down keywords to remind

-  you will iden9fy weaknesses in your presenta9on

-  you will be able to prac9se difficult pronuncia9ons

-  you will be able to check the 9me that your presenta9on takes and make any necessary modifica9ons

–  Prepara(on

•  Equipment:

–  Can you name all equipment?

During this 9me, try to speak slowly and calmly

–  Be aware of and avoid any repe99ve and irrita9ng gestures

–  Delivery:

•  Cultural Considera(ons:

–  There are even more possibili9es for cultural misunderstanding

try to learn about any par9cular cultural maJers that may affect your audience => prepara9on for your presenta9on is so important

»  speak in a high tone

»  speak in a low tone –  volume:

»  speak at normal volume

»  speak loudly

»  speak quietly

•  Business presenta(ons

–  Delivery

•  Visual aids: Can you iden+fy these visual aids?

•  Business presenta(ons

–  Delivery

•  Visual aids:

Keep the informa9on on each visual aid to a minimum Give your audience 9me to look at and absorb this

informa9on

•  Business presenta(ons

–  Delivery

•  Audience Reac(on:

–  Remain calm and polite if you receive difficult or even hos9le ques9ons during your presenta9on

–  If you receive par9cularly awkward ques9ons, you might suggest that the ques9oners ask their ques9ons aker your

presenta9on

•  Language:

–  Your language must be simple and clear

–  an internal form of communica(on

–  objec(ve: to deliver informa9on or instruc9ons

–  scope: should be limited to a single topic

»  Four headings are: “To, From, Date, Subject” Keep the 9tle informa9ve but brief

»  Body: carries a clearly structured message, wriJen in short

numbered paragraphs, should be blocked to the le_ margin

Write in plain English to present reader’s with an objec9ve,

factual descrip9on of the topic

PRINCIPLES OF BUSINESS

COMMUNICATION IN ENGLISH

TOPICS FOR DISCUSSION & CONSOLIDATION & SAMPLE TEST

TOPICS FOR DISCUSSION

1.  HOW TO HAVE AN IMPRESSIVE EMPLOYMENT INTERVIEW?

2.  HOW TO IMPROVE VERBAL COMMUNICATION?

3.  HOW TO IMPROVE NONVERBAL COMMUNICATION?

4.  HOW TO OVERCOME COMMON COMMUNICATION BARRIERS?

5.  HOW TO HAVE AN EFFECTIVE BUSINESS MEETING?

6.  HOW TO IMPROVE PERCEPTION OF SELF AND OTHERS?

7.  HOW TO IMPROVE LISTENING?

8.  HOW TO HAVE AN EFFECTIVE PRESENTATION?

UNIT 4: BUSINESS COMMUNICATION IN PRACTICE

4.1 TYPES OF BUSINESS COMMUNICATION

4.2 SPOKEN LANGUAGE AND WRITTEN LANGUAGE 4.3 COMMON MODES OF BUSINESS COMMUNICATION

SAMPLE TEST

QUESTION 2 (3 POINTS)

DECIDE WHETHER THESE STATEMENTS ARE TRUE (T) OR FALSE (F):

1 The situation, circumstances or setting within which communication takes place are considered as the context

2 Proxemics is the study of how people use and perceive the physical space

3 There are 3 types of communication: intralanguage, paralanguage, and extralanguage

4 Gestures are not culture-specific

5 Communication does not depend on how we perceive people, their motives, and intentions

6 Feminine styles of language typically use words of status and problem solving

7 Different languages or vocabulary that hinder communication are examples of semantic barriers

SAMPLE TEST

QUESTION 2 (3 POINTS)

DECIDE WHETHER THESE STATEMENTS ARE TRUE (T) OR FALSE (F):

8 Physical context is the way people understand or give meaning to their environment

9 Eye contact is an example of kinesics

10 Decoding is the process of putting thoughts and feelings into words and nonverbal cues

11 A wink is a kind of posture

12 Business memos are an external form of communication

13 Some emotional barriers include hostility, anger, resentfulness, fear and stress

14 Spoken language tends to use compact expressions

15 Truthfulness and honesty mean refraining from lying, cheating, stealing, or deception

G I am a high school student who has seen dark knight four times, and bought it for

my collection I wanted to write and tell you how much I enjoy your work

H Sincerely,

Jane