Business communication I

Course – MCASubject – English Communication and Life Skills

Unit - 4

Concept of Business Communication

• Communication is an integral part of business.• Business communication is the specialized branch of

general communication that is especially concerned withbusiness activities.

• Business Communication can be both Internal and ExternalCommunication in an organization.

• When communication takes places among business partiesconcerning business affairs or business related issues it isknown as business communication.

• Business communication is nothing but, the communicationbetween the people in the organization for the purpose ofcarrying out the business activities.

• Business communication encompasses avariety of topics, including marketing,branding, customer relations, consumerbehavior, advertising, public relations,corporate communication, interpersonalcommunication, employee appointment,online communication and eventmanagement etc.

• A business can flourishwhen all the targets of theorganization are achievedeffectively. For efficiency inan organization all thepeople (within and outside)of the organization must beable to convey theirmessage properly. Theexchange of ideas,understanding, within andoutside the organization toachieve the business goalsis known as businesscommunication.

Define: Business Communication

• According to Ricks and Gow, “Business communicationis a system that affects change within the totalorganization.”

• According to Brennar, “Business communication is theexpression channeling, receiving and interchanging ofides in commerce and industry.”

• According to W. H. Meaning, “The exchange of ideas,news and views in connection with the business amongthe related parties is called business communication.”

• Business communication is a term that can be definedas the contact between the people in an organizationfor the intention of carrying out the business activities.

Chart of Business Communication

Importance of Business Communication

• When the business grows and expands, there ismore pressure for the need of effective businesscommunication.

• In business, reputation and credibility need to bebuilt up in order to get the client’s trust andconfidence. Having a sense of professionalism isvery important in business, especially in longterm relationships with employees and clients.

• Business communication doesn’t just involvethose who are inside the company but also thosewho are outside the company. Through this, thebusiness can become well-organized.

1) Managerial Efficiency - Business Communicationhelps in smooth operation of management.Managerial task can only be performed when businesscommunication system is effective.

2) Effective Leadership - Effective leadership dependsupon effective business communication. Managerialleader must handle the subordinates. For orderingqualitative leadership is essential. And that can beobtained from proper system of businesscommunication.

3) Enhance morale and relations - Effective businesscommunication emphasizes the employee’sparticipation in management. It helps to build theemployees morale and cordial industrial relationsbetween management and employees.

4) Staffing – Business Communication helps in thefunction of selection, placement, socialization, promotionand transfer.

5) Better managerial concern - All managerial functionssuch as planning, organizing, directing, controlling etc.can’t be conducted without business communication.

Effective business communication is important for thesurvival and the growth of the company. If there is goodcommunication, then all those who are part of thecompany will have pleasant relationships. One will havebetter control as well as coordination in the company ifthe business communication in the company is effective.

Methods of Business Communication

• Web-based communication - for better and improvedcommunication, anytime anywhere.

• Video conferencing which allow people in differentlocations to hold interactive meetings.

• E-mails, which provide an instantaneous (instant/on thespot) medium of written communication worldwide.

• Reports - important in documenting the activities of anydepartment.

• Presentations - very popular method of communication inall types of organizations, usually involving audiovisualmaterial.

• Forum boards, which allow people to instantly postinformation at a centralized location.

• Face-to-face meetings, which are personaland should be succeeded by a written followup.

• Suggestion box, it is mainly for upwardcommunication as because some people mayhesitate to communicate to the tomanagement directly so they can givesuggestion by drafting suggestion insuggestion box.

Concept of Business Correspondence

• Business correspondence is a form of communicationrelated to business done in a written form. It is ameans for views, ideas and information to beexpressed between two parties. For example, sendingletters or e-mails to your clients and businesscolleagues so that they will be well informed about anyactivities related to business. Business correspondenceincludes feedback from members for theirconfirmation and reply which is kept in records by thecompany.

• Business correspondence is the communication orexchange of information in a written format for theprocess of business activities. – Definition.

Business Correspondence

Various types

• Business Letters

• Agreements

• Memos

• E-Mails, Websites

• Agendas

• Minutes

• Purchase Orders

• Notices

• Circular Letters

• Resume

Need for Business Correspondence

• Helps in maintainingproper business relations.

• Inexpensive andconvenient mode.

• Create and maintaingoodwill.

• Serves as an evidence.

• Helps in expansion ofbusiness.

• Formal Communication.

Essential Business Communication Vocabulary

1) Enclosed – included inside, attached.Please find enclosed the list of students for the quiz.2) Apologize – to say sorry.3) Approach – method or style of doing something.4) Commence – start.5) Complimentary – free.6) Concerns – problems, issue.7) Confidential – private.8) Contribution – individual effort or support in a group.9) Convenient – suitable, favorable, makes life easy.10) Disregard – ignore, pay no attention to.

11)Effective – produces a positive response, valid from.12)Efficient – perform well.13)Enquire/inquire – looking for information.14)Invoice – document detailing purchases and money

owed.15)Lay-off - take a job away from an employee (when

employee is not at fault).16)Outstanding balance – money still owed.17)Postpone – delay until later.18)Preferred Customer – buyer/customer who comes

back often.19)Professional – exhibits suitable behavior on the job.20)Profound – deep.

Essential Business Abbreviations• FYI – For Your Information.• BTW – By The Way.• TIA – Thanks In Advance.• ASAP – As Soon As Possible.• IMO – In My opinion.• EOD – End of Day.• TBA – To Be Announced.• Re: - Regarding/with reference to• Etc. – et cetera • NB – Nota Bene (Please note, Please take careful note)

• i.e., - id est (That is, That means, in other words)• E.g. – exempli gratia (For example)• CV – Curriculum Vitae (meaning Course of Life) (derived from the

LATIN word ‘Curriculum’ meaning Path and ‘Vitae’ meaning ‘of life’– denoting what you have done in your course/path of life.

• FMCG – Fast Moving Consumer Goods• CEO – Chief Executive Officer• BOD – Board of Directors• CFO – Chief Financial/Finance Officer• COO – Chief Operating Officer• BPO – Business Processing Outsourcing• P.A.- Per Annum• MD – Managing Director• VAT – Value Added Tax• RRP – Recommended Retail Price

• B2B – Business to Business• B2C – Business to Consumer• DI – Dispatch Information• B2G – Business to Government• AKA – Also Known As• AR – Action Required• FYG – For Your Guidance• FYFG – For Your Future Guidance• NIM – No Internal Message• NRN – No Reply Necessary• NNTR – No Need To Respond• OoO – Out of Office• TBF – To Be Forwarded• Y/N – Yes/No

English for Workplace

• Introducing and Greeting People:

What's your name?My name is …I am …Nice to meet you. (informal)Pleased to meet you.How do you do? (formal)Nice to see you.Nice to see you again.(It was) nice meeting you.

Good bye.Bye. / See you.See you later.See you soon.See you tomorrow.See you next week.Good night.

• Asking for health:How are you?How are you today?Fine, thank you/thanks.Not too bad.Very well.I'm okay / all right.Not too well, actually.What's wrong with you?What's the matter with you?

Are you all right?I'm tired .I'm exhausted.I've got a cold.I am unwell.I am a bit under the weather.I have a severe/mild headache.Pulling on.Little aches and pains.

• On the Phone:How can I help you?I'm afraid you have dialed the wrong number.Who would you like to speak to?What does it concern, please?Would you mind telling me what you're calling about?Hold the line, I'll put you through.I'll pass you over to …

(department).… is speaking on another line.… isn't in (yet).… is away on business.… is on holiday (this week).… is out for lunch.Can I take a message?Would you like to leave a message for …?Could I know your name, please?

References / Sources

1) www.usinnovation.org/.../ASTRA-EdTech-Revolution-2d-Edition-100413

2) www.fao.org/docrep/W5830E/w5830e0f.html

3) www.academia.edu/2767976/Fundamentals_of_Management

4) lib.vcomsats.edu.pk/library/.../HUM%20400%20LECTURE%2001.ppt