ASSIGNMENT - 1

BUSINESS COMMUNICATION SKILLS

Sapana Sharma – Roll No 100

FY BBA – 1st Semester
Analyse of Different Media Of Communication
Communication is a process involving the
sorting, selecting and sending of symbols
in such a way, As to help the receiver
perceive and recreate in his own mind,
the meaning contained in the mind of the
person who sends the communication.

Communication is defined as the

exchange of ideas, Message or
Information , By speech, signals writing or
behaviour & it is the mechanism through
which human relations exist and develop.

It includes the modes of communication such as talking, writing, printing & also how it is transmitted, Such As
Telephones, Telegraphs, Postal Services, Text Messages Email TV Films Social Media & all such developments
aimed at conquering space & time. Through Communication, people exchange and share information with one
another, and also understand and influence one another's attitude, behaviour and understandings.

Communication helps organisation to establish and maintain interpersonal relationships which helps good &
Effective environment of Organisation.
 DEFINATION

Communication is a word of latin Origin “Communis”, which means ‘ Common’. It Means sharing
of information or intelligence.

ACCORDING TO KATZ AND KAHN : -

“ Communication – the exchange of information and the transmission of meaning – is the very
essence of social system or an organisation.”

ACCORDING TO KEITH DAVIS : -

“ Communication is the process of passing information and understanding from one person to
another. It is essentially a bridge of meaning between people. By using this bridge of meaning, a
person can safely cross the river of misunderstanding that separates all people.”

ACCORDING TO BROWN C.A.:-

Communication is the process of transmitting ideas of thought from one person to another person
from the purpose of creating understanding in the thinking of the person receiving the
communication”.
MANAGERIAL COMMUNICATION

ACCORDING TO THE AMERICAN SOCIETY OF TRAINING DIRECTORS : -

“ The interchange of thought or information to bring about mutual understanding and confidence or
good human relation.”

ACCORDING TO CHESTER BARNARD:-

“ In an exhaustive theory of organisation, Communication would occupy a central place because the
structure extensiveness and scope of organisation are almost entirely determined by communication
techniques.”

ACCORDING TO SIMON :

“The Question to be asked of any administrative process is: How does it influence the decision of the
individuals without communication, the answer must always be: it does not influence them at all.”
DIFFERENT MEDIA OF COMMUNICATION

 FAX

 VOICEMAIL

 E-MAIL

 TELECONFERENCE

 SOCIAL MEDIA

 ETC…
FAX – SHORT FOR FACSIMILE

FAX -a copy of a letter, etc. that you can send

by telephone lines using a special machine
FAX – MEANING

Facsimile means a exact copy . As such it is a medium for transmission of text and visual
messages over long distances almost instantaneously. FAX is also called Telecopying or Telefax. It
is the telephonic transmission of scanned printed material (both text and images), normally to the
receiving telephone number.

The Original document is scanned with a FAX Machine, which processed the contents
either text or images or both as a single fixed graphic image. It then converts it into a bitmap and
then transmits it through the telephone system.

The practical models of fax machine date back to the 1920sand were initially used by
newspaper to send news pictures and weather maps very fast.

Since the fax machine uses separate transmission channels and different technology than
other means of transmitting images, they have certain inherent advantages and disadvantages.
FAX MACHINE - ADVANTAGES

The Internet and subsequently the email has replaced the fax machine to a great extent.

1. OBTAINING HARD COPIES : - In Many instances, a hard copy of a document becomes essential. The email can be
used for sending a documents as an attachment, but the receiver will still have to print it to be obtain a hard
copy.

2. SPEED DELIVERY : - Faxes Can be sent recipients all over the world. This method is useful when access to email
or file share is not available.

3. CHEAPER : The prices of fax machine have dropped significantly.

4. MULTI – FUNCTIONAL MACHINE : - Many modes f fax machine can perform a number of function such as fax,
print scan etc.

5. FAX MACHINES ARE EASY TO INSTALL AND OPERATE :- It is easy to setup a fax machine and connect it to a phone
line. The operating instructions are clearly mentioned at appropriate places in the machine, thus making its
usage very simple.

6. IMPROVES OPERATIONAL EFFICIENCY OF MANAGER :- With a Fax Machine, Exchange of views and information
becomes faster and cheaper. It Promotes team building and improves efficiency.
FAX MACHINE - DISADVANTAGES

1. LIMTED TO PAPER DOCUMENTS : Fax Machines

can send only paper documents.

2. LOW SPEED : Fax Transmission speed and

output quantity are very low.

3. SECURITY CHALLENGE : The Documents

transmitted via fax may not be a safe and
secure. Information can be stolen from old fax
machines.

4. NEEDS POWER / ELECTRICITY : The Fax

Machines requires power for sending &
receiving massages.

5. THE FAX MACHINE HAVE TO BE KEPT ON

ALWAYS T RECEIVE FAXES. IF THE MACHINR IS
SWITCHED OFF , THE FAXES ARE LOST.
VOICE MAIL

Meaning : -

Voicemail is computer based Telecommunication

system. It also known as Voice Message. It Allows the
user and subscriber to:

• Exchange personal Voice Messages

• Select & Deliver Voice Information &
• Process Transactions relating to individuals,
Organizations, Products, & Services Using An
Ordinary Telephone.

Voicemail system began as a replacement for earlier

analog answering machines, which had many
limitations. As Voicemail is in digital format and
provides facility for storage of messages.
VOICE MAIL GREETING OPTIONS FOR ORGANISATIONS

 General Voicemail Greeting : This is used as the default voicemail

greeting if no other greeting type is set.

 Internal Voicemail Greetings : This is used to greet Callers from

within the company.

 External Voicemail Greetings: This greeting will be played for

outside callers. The Telephone System Automated Attendant will
play the same general company Greetings.

 Temporary or “Out of Office” Voicemail Greetings : The

Temporary or out of office voicemail greetings is set for individual
employees or for the entire department for a particular period of
time.
For Example : When the there is a departmental meeting attended by
all the staff members, this voicemail will be activated.
 ADVANTAGES & DISADVANTAGES OF VOICEMAIL

ADVANTAGES DISADVANTAGES

 Practical Features : Easy management of aspects  Impersonal : Voicemail is impersonal, as the caller
Such As Unlimited Storages & Easy Call is dealing with the message service and not a
Redirecting . human being. This cause customer dissatisfaction.
 Simplicity and Time : It does not required any  Difficult To Navigate : Some business voicemails
additional Equipment, It Saves Business money, systems are difficult & time consuming to navigate.
by avoiding pays for multiple employees to
 Personal Hassle : As some people leave their
answer phone calls, It saves time by its multiple
voicemail messages unchecked. The voicemail
methods of message i.e. Email & Text.
requires calling your inbox and entering your
 Less Phone Tag : If unavailable to take call party password to get the message.
can direct the caller to leave a message. This will
 Slow : Due the set process the urgency of message
ensure a call and reduce phone tag.
can be lost.
 Cost Savings : Voicemail can replace the
 Easily Ignored : The Recipient may ignore a voice
receptionist , Organization can manage without
mail message but not a live call text or email.
this addition to the cost.
E-MAIL – Electronic Mail

Email : - Meaning

Electronic Mail is more than just inter-

personal messaging. Most f the
companies are taking advantages of e-
mail ‘Application to enhance the way
they do business.
Email (electronic mail) is the exchange
of computer-stored messages from
one user to one or more recipients via
the internet. Emails are a fast,
inexpensive and accessible way to
communicate for business or personal
use.
E-mail is simple tool for sending and
receiving brief text messages between
individual or among a larger audience.
 E-MAIL ADVANTAGES & DISADVANTAGES

ADVANTAGES OF E-MAIL

a) Savings of time : The speedy transmission of the message leads to

savings of time.

b) Reduce Cost : It also reduces the cost of Postages by using file

transfer facility of E-mail to send graphics, any financial data to
DISADVANTAGES OF E-MAIL the branches

1. If you want to email somebody, c) Speed : E-mail is very fast mean of communication.
that recipient should have email
accounts. EX: Sitting in India, if we e-mail the message to the person
sitting in America, It will reach him within minutes.
2. You Cannot Send Any Physical
Things Like File, Floppy or Books. d) File Transfer : Apart from text, We can send Sounds, Images,
Graphics even we can send computers software through email. This is
called file transfer.
TELECONFERENCE – IN BRIEF

A teleconference is a live audio or audiovisual

meeting with two or more participants.

Teleconferencing is a way of bringing a group of

people together from different locations without
having to travel long distances. The three most
common types of teleconference are conference
calls (voice only), videoconferences (voice and
video), and web-based conferences.

Below 7 tips on conducting effective

teleconference meetings :

 Prepare ahead of time. ...

 Announce yourself. ...
 Take notes. ...
 Use mute. ...
 Do check-ups. ...
 Keep the meeting on track. ...
 Summarize the meeting.
 ADVANTAGES OF TELECONFERENCING

1. Compared to email this is on the spot and most convenient means of exchange of views, data and
communications of status and progress report.
2. The Manager has more time to attend to his day to day work, as his travel time is much reduced.
3. Conference can be scheduled minutes or hours ahead of time instead days or weeks, logistics are not relevant
any more.
4. Callers can leave and comeback to the discussion whenever desired.
5. Communication between the company office and field staffs is maximized. Hence decision can be taken
faster.
6. It is particularly satisfactory for simple problem solving, information exchange, and procedural tasks.
7. Meeting can ne held irrespective of severe climate situations that may prevent movement of people, as long
as telephone connectivity is intact.
8. Review meeting and follow up to earlier meetings can be done more effectively, Immediately.
9. It enables greater communication and coordination between branches and worksites, and helps key
stakeholders to be in touch with each other closely.
10.Teleconferencing allows people to participate in regional, National or even worldwide meetings without
actually leaving their local office.
DISADVANTAGES OF TELECONFERENCING

1. The possibility of technical failure while trying to establish a conference or even during a conference can
prove disruptive, especially if the exchange of information is crucial.
2. Complex interpersonal communications such as negotiation or bargaining require face to face meetings so
that the communication process including silent communication can be observed.

3. The participants may not be good at communicating in a group on phone they may lack such communication
skills.
4. There may be disturbances due to outside noise.
5. It does not foster group relationships. It remains mostly professional, work related and hence has limitations
in fostering mutual understanding.
6. It does note facilitate transfer of visual data.
COMMUNICATION THROUGH SOCIAL MEDIA

Social Media are online interactive groups

created using advanced mobile and web-
based technologies. These groups have
introduced substantial changes in the way
organisations, communities and individuals
communicate among themselves.
Social Media Technologies include blogs,
picture-sharing, Vlogs, Wall-postings, email,
instant messaging, music sharing,
Crowdsourcing and voiceover IP etc.
They Function in many different forms such
as magazines, internet forums, weblogs,
social blogs, microblogs , wikis, social
networks podcasts, photographs or pictures,
video rating and social bookmarking.
Social Networking sites like Facebook,
YouTube, And Twitter provide a constant
source of alternative news for the users.
KEY PRINCIPLES OF SOCIAL MEDIA :

1. Social Media is about building relationship.

2. The dialogue should be based on authenticity and honesty.
3. It is a Two Way Interactive communication, which helps
people to learn & improve.
4. Social Media is about being informed, staying relevant
and remaining engaged with the audience.

IMPORTANCE OF SOCIAL MEDIA COMMUNICATION :

A) Brings People Together.

B) Breadth Of Knowledge
C) Technological Literacy
D) Opportunity To Widen Business
E) Very Beneficial For E- Commerce.
F) Social Mobilisation
G) Social Networking
 ADVANTAGE & DISADVANTAGE OF SOCIAL MEDIA

ADVANTAGES DISADVANTAGES

 Communication Process In Instant.  Users Tend To Get Hooked To it and so do not

find time to interact with others.
 It Can Be In Any Format., Such As Text, Video,
Pictures & Voice.  When Children get access, they get unlimited
 Excellent Quality Of Data Transfer. exposure to alcohol Tabaco etc.

 Convenience of home & office  The Services Is Exclusive.

 Immediate – Content can be posted Immediate  Reliability & Credibility of Information Posted
On These Sites May Be Questionable.
 Easy To Operate & Accessible to anyone.  A Wrong Online Brand Strategy Could Put The
Business At a Viral Disadvantages And May Even
Damage Its Reputation.