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Lecture 4 - Business Communications

The document outlines the fundamentals of communication, particularly in a business context, defining it as the exchange of information between individuals or groups. It categorizes communication into internal (downward, upward, horizontal) and external forms, detailing their purposes and examples. Additionally, it emphasizes the importance of effective communication and its benefits, including improved relationships, enhanced productivity, and organizational success.

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Urooj Mirza
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18 views18 pages

Lecture 4 - Business Communications

The document outlines the fundamentals of communication, particularly in a business context, defining it as the exchange of information between individuals or groups. It categorizes communication into internal (downward, upward, horizontal) and external forms, detailing their purposes and examples. Additionally, it emphasizes the importance of effective communication and its benefits, including improved relationships, enhanced productivity, and organizational success.

Uploaded by

Urooj Mirza
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Business

Communications
LECTURE 1
P R E PA R E D BY: AY E M A LO D I
1. What is communication?

2. Types of Communications

3. What is Effective Communication?

4. Benefits of Effective Communication


Effective
5. Activity
Communications
in Business
What is communication?
What is communication?
Communication is the process of exchanging information, ideas, thoughts,
feelings, and messages between individuals or groups.

It involves the following:


◦ Sender, who conveys a message through a medium (such as spoken words, written
text, or non-verbal cues)
◦ Receiver, who interprets and understands the message.
Types of Communication in
Business
Communicati
on

Internal External
Communication Communication

Downward Upward Horizontal


Communication Communication Communication
Internal Communication in
Organizations
Downward Communication

Upward Communication

Horizontal Communication
Downward Communication
Downward communication flows from higher levels of the organizational hierarchy to
lower levels.

It involves transmitting information or instructions from upper management, managers,


or leaders to their subordinates.
Downward Communication
Purposes:
• Providing instructions: Managers or upper management give clear guidelines on tasks
and responsibilities.
• Communicating policies and procedures: Ensuring employees are aware of
organizational rules and regulations.
• Setting goals and objectives: Informing employees about what is expected of them.
• Offering feedback: Giving performance reviews and constructive criticism.
• Motivating employees: Sharing motivational messages or organizational achievements to
boost morale.

Examples:
•Executive to manager
•Manager to direct report
Upward Communication
Upward communication flows from lower levels of the organizational hierarchy to
higher levels.

It involves the transmission of feedback, suggestions, reports, and requests from


employees to their managers or upper management.
Upward Communication
Purposes:
• Providing feedback: Employees share their opinions and reactions to management
decisions and policies.
• Reporting progress: Employees inform their managers about the status of projects
and tasks.
• Expressing concerns: Employees communicate issues or problems they encounter in
their work.
• Offering suggestions: Employees propose ideas for improvements or innovations.

Examples:
◦ Direct report to manager
◦ Manager to high-level executive
Horizontal Communication
Horizontal communication flows between individuals or groups at the same hierarchical
level within the organization.

It involves the exchange of information, coordination, and collaboration among peers or


departments.
Horizontal Communication
Purposes:
• Coordinating activities: Ensuring different departments or teams are working
together effectively.
• Sharing information: Disseminating relevant information across the same level of the
organization.
• Problem-solving: Collaborating to address issues and find solutions.
• Building relationships: Strengthening interpersonal connections and teamwork
among colleagues.

Examples:
◦ Coworker to coworker
◦ Manager to manager
External Communication in
Organizations
External communication deals with the exchange of information from within the
organization to parties outside of the organization.
External Communication in
Organizations
External communication deals with the exchange of information from within the organization to parties outside of
the organization.

Purposes:

1. Marketing and Promotion: Informing potential customers about products or services to generate interest and
drive sales.

2. Public Relations: Managing the organization's reputation and building a positive public image.

3. Customer Service: Addressing customer inquiries, concerns, and feedback to enhance satisfaction and loyalty.

4. Investor Relations: Communicating with shareholders, potential investors, and financial analysts about the
organization's financial performance and strategic direction.

5. Compliance and Reporting: Providing necessary information to regulatory bodies and adhering to legal
requirements.

6. Partnerships and Collaboration: Engaging with other businesses, suppliers, and partners to foster
collaboration and achieve mutual goals.
External Communication in
Organizations
Channels of External Communication
1. Media Relations: Interactions with journalists and media outlets to secure coverage and manage news about the organization.

2. Advertising: Paid promotional messages delivered through various media channels such as TV, radio, print, online, and social
media.

3. Social Media: Engaging with audiences on platforms like Facebook, Twitter, LinkedIn, and Instagram to build community and
interact directly with stakeholders.

4. Press Releases: Official statements issued to the media to announce significant events, product launches, or corporate
developments.

5. Email and Newsletters: Regular updates sent to customers, clients, and subscribers to keep them informed about the
organization's activities and offerings.

6. Website and Blogs: Online content that provides information about the organization, its products, services, and industry insights.

7. Public Speaking: Presentations, speeches, and panel discussions by organizational leaders at conferences and public forums.
Effective Communication
Effective communication is the successful exchange of information, ideas,
thoughts, and feelings between individuals or groups in a way that the intended
message is accurately received and understood.

It involves not only conveying a message clearly but also ensuring that the
message is understood as intended and receiving feedback to confirm
comprehension.
Benefits of Effective Communication
1. Improved Relationships: Builds trust, understanding, and respect among individuals and groups.

2. Enhanced Productivity: Ensures that tasks and goals are clearly understood, leading to efficient
and effective work.

3. Conflict Resolution: Helps to address and resolve conflicts constructively by facilitating open and
honest dialogue.

4. Better Decision-Making: Provides accurate and comprehensive information, leading to informed


and better decisions.

5. Increased Engagement: Engages and motivates individuals by making them feel heard and valued.

6. Greater Innovation: Encourages the sharing of ideas and collaboration, fostering creativity and
innovation.

7. Organizational Success: Aligns team members with organizational goals and strategies, leading to
cohesive efforts and success.
Group Activity

Develop a formal and informal business message,


highlighting all components of Communication

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