Communication Skill

Course Teacher:
Md. Rabiul Islam
Faculty of BME
Contact: rabinub@gmail.com, Mob.: +880-1718860019
Islamic University Bangladesh
 Definition of Communication

Communication is the art of developing and attaining

understanding between people.
It is the process of exchanging information or feelings
between two or more people.
This communication is the bridge to exchange our ideas,
thoughts, values, facts, opinions, understanding and
confidence

Business Communication - MRI 2

 Definition of Communication
A communication occurs when there are aspects:
1. Communicators or Sender
2. Channel or Medium
3. Communicate or Receiver

Business Communication - MRI 3

 Definition of Communication

In a broad sense, communication can be defined as- “ The

process of expressing any type of notice, instructions,
request, recommendation, perception, and liking to a person
or a number of persons within the organization or outside the
organization, with a view to inform them of any business
data, decisions, instructions, objectives etc and expecting
feedback from the receiver to secure action by the receiver.”

Business Communication - MRI 4

 Objective of Communication
Communication is the lifeblood of an organization. It is the vehicle
that ensures proper performance of organizational functions and
achievement of organizational goals. As a separate field of study,
communication has the following objectives:

1. To exchange information: The main objective of business

communication is to exchange information with the internal and
external parties.

Business Communication - MRI 5

 Objective of Communication (cont.)

2. To develop plans: Plan is the blueprint of future courses of

actions. The plan must be formulated for attaining
organizational goals. In order to develop a plan, management
requires information. In this regard, the objective of
communication is to supply required information to the
concerned managers.

Business Communication - MRI 6

 Objective of Communication (cont.)

3. To implement the plan: Once a plan is prepared, it is to be

implemented. Implementation of a plan requires timely
communication with the concerned parties.

Business Communication - MRI 7

 Objective of Communication (cont.)

4. To facilitate policy formulation: Policies are guidelines for

performing organizational activities. Policies are also termed as
standing decisions to recurring problems.
5. To achieve organizational goal: Collective efforts of both
managers and workers are essential for achieving organizational goals.
Communication coordinates and synchronizes the efforts of
employees at various levels to achieve the stated goals of the
organization.

Business Communication - MRI 8

 Objective of Communication (cont.)

6. To organize resources: Various kinds of resources are available in

organization such as human resources, material resources, financial
resources and so on. In organizing these resources in an effective and
efficient way is a key challenge to the managers. Communication is
the vehicle to overcome this challenge.
7. To coordinate: Coordination is a basic management function. It
involves linking the various functional departments of large
organizations. Therefore, the objective of communication is to
coordinate the functions of various departments for the easy
attainment of organizational goals.
Business Communication - MRI 9
 Objective of Communication (cont.)

8. To direct the subordinates: The job of a manager is to get the

things done by others. In order to get the things done, management
needs to lead, direct and control the employees.
9. To motivate employees: A pre-requisite of employee motivation is
the satisfaction of their financial and non-financial needs.
10. To create consciousness: Employees of an organization must be
conscious regarding their duties and responsibilities. Communication
supplies necessary information and makes them conscious about their
duties and responsibilities.

Business Communication - MRI 10

 Objective of Communication (cont.)
11. To increase efficiency: In order to increase employee efficiency,
they should be provided with necessary information and guidelines.
Communication supplies such information and guidelines for them.
12. To bring dynamism: Organizations should be dynamic to cope
with the internal and external changes. For this purpose,
communication helps to seek new ideas and suggestions from the
internal and external parties.
13. To improve labor-management is relationships: Harmonious
relationship between workers and management is a prerequisite for
organizational success. In this regard, the objective of
communication is to ensure the free and fair flow of information and
to create good understanding between them.
Business Communication - MRI 11
 Objective of Communication (cont.)
14. To increase job satisfactions: Communication enhances job
satisfaction level of employees. It creates a friendly environment
where employees can express themselves. As a result, they become
more satisfied with their job.
15. To convey employee reaction: Communication conveys
employees’ reactions, opinions, suggestions and complaints to their
superiors about the plans, policies, programs and strategies of the
company.
16. To orient employee: Communication orients the new employees
with the company’s policies, rules, regulations, procedures etc.

Business Communication - MRI 12

 The seven (7) C’s of Communication
1 Completeness - The communication must be complete. It should
convey all facts required by the audience. The sender of the message
must take into consideration the receiver’s mind set and convey the
message accordingly.
2. Conciseness - Conciseness means wordiness, i.e, communicating
what you want to convey in least possible words without forgoing the
other C’s of communication. Conciseness is a necessity for effective
communication.

Business Communication - MRI 13

 The seven (7) C’s of Communication
3. Consideration - Consideration implies “stepping into the shoes of
others”. Effective communication must take the audience into
consideration, i.e, the audience’s view points, background, mind-set,
education level, etc.
4. Clarity - When writing or speaking to someone, be clear about your
goal or message. What is your purpose in communicating with this
person? Clarity implies emphasizing on a specific message or goal at a
time, rather than trying to achieve too much at once.
5. Concreteness - Concrete communication implies being particular
and clear rather than fuzzy and general. Concreteness strengthens the
confidence.
Business Communication - MRI 14
 The seven (7) C’s of Communication
6. Courtesy - Courtesy in message implies the message
should show the sender’s expression as well as should respect
the receiver. The sender of the message should be sincerely
polite, judicious, reflective and enthusiastic.
7. Correctness - Correctness in communication implies that
there are no grammatical errors in communication.

Business Communication - MRI 15

Main Forms of Organisational Communication
There are three categories of communication in any organization:
• Internal-Operational Communication: Structured communication
within an organisation pertaining to accomplishing work goals.

• External-Operational Communication: Structured communication

with people outside the organisation in an effort to accomplish work
goals, such as personal selling, telephoning customers, advertising,
and writing letters.
Both internal and external communication are vital to business success.

Business Communication - MRI 16

• Personal communication: Non-business-related exchanges of
information and feelings among people. Personal communication
affects workers’ viewpoint. And workers’ viewpoint affect their
performance. The extent of personal communication permitted affects
viewpoints.

Business Communication - MRI 17