DBS Lecture Record - Communication
Why Communication?
Management is all about getting things done. To needs things done, we need to communicate. The better and more effective the communication, better the work done.
What is Communication?
Communication is a two way process wherein there is an exchange of facts, ideas, opinions, emotions by two or more persons which creates an understanding and generates a response. Effective communication is all about generating “desired” response. Ineffective communication would mean that our expectations are not met which therefore creates unhappiness.
Importance of Communication
Every business has various departments owning to specialized functions. These departments have to work in perfect tandem for the business to achieve it’s goals. This requires perfect communication to flow between various departments. These days a business may have various branches at different locations. This makes things even more complex and hence the greater need for effective communication.
The Communication Process
1.Idea originates in the mind of the Communicator
2.These ideas are encoded
3.Encoded ideas evolve into a message.
4.Message is transferred thru’ proper medium (also called channel)
5.Message is received by the receiver
6.Receiver decodes (interprets), and Analyzes the message.
7.Receiver then sends a reply to the communicator (sender).
8.This response or feedback complete communication process.
Remember:
Communication is a two way process
Communication is continuous. Therefore we “always” communicate whether we want or not. We can, therefore, can’t choose to NOT communicate.
Following factors make Communication vital.
1.Size of Business: Bigger the size, greater the need of proper co-ordination between branch and Head Office.
2.Departmentalization: All departments must co-ordinate to achieve common goal of the business, which is possible only with effective communication.
3.Competition: To have an edge over it’s competitor, a business must be able to communicate effectively with it’s target customer to make a sale / relationship.
4.Communication can be an effective bridge between planning and Execution.
5.Effective communication within the organization ensures goodwill, positive energy, well informed staff, employee motivation and harmony.
Choosing a Medium / Channel
Choice of medium depends on the following factors:
1.What is to be communicated?
2.How many people have to be communicated?
3.What will be the cost of communication?
Laws of Effective Communication
Clarity of Objective
Good Communicator (What are the qualities of a Good Communicator?)
Competency of Audience (Receiver) (What are the qualities of an Ideal Receiver?)
Choice of Medium
Taking care of Barriers
Feedback: Communication must motivate the receiver to react and respond. Without response the process falls apart resulting in bad communication. Response therefore form the core of the process of communication.
Why do we communicate? (Objectives of a communication)
We communicate to:
1.Inform
2.Suggest
3.Advice
4.Pursuade
5.Educate
6.Motivate
7.Warn
Barriers to Communication
1.Physical
2.Psychological
3.Cultural
4.Mechanical
Difference between mere talking and Communicating?
Characteristics/elements/ of Good Communication?
Keywords:
Sender
Receiver
Medium
Response
Feedback
Qualities of a good communicator
Qualities of a good receiver
Obstacles to Communication
Resume
Recommended: www.susanireland.com
How to Write a Cover Letter & more sample letters:
http://www.seekingsuccess.com/articles/art158.php
http://jobsearch.about.com/od/coverletters/Cover_Letters.htm
Business Letters
Online Resources:
http://office.microsoft.com/en-us/templates/default.aspx
(300+ professional letter templates from Microsoft for supplier and vendor correspondence, announcements, sales, marketing, billings, complaints, and more.)
http://www.4hb.com/letters/
(550 + free sample business letters. Look here for "Body" of the letter)
http://www.smbtn.com/smallbusinessletters/
(Business Letters Templates)
http://www.unc.edu/depts/wcweb/handouts/business.html
http://esl.about.com/cs/onthejobenglish/a/a_basbletter.htm
http://www.writeexpress.com/sample-business-letters.html (does NOT contain FREE samples but gives good information on all types of letters)
http://writingcenter.gmu.edu/resources/handouts/businessletter.pdf (contains 1sample business letter)
Filing Management and Related Articles
http://sbinfocanada.about.com/cs/management/qt/filingsystemjc.htm
Written Communication
The disadvantages / shortcomings of oral communication have given way for wider acceptance of written communication.
Written Communication is a one way process and serves best when audience is large and widespread.
Written Information is expected to be accurate, precise and clear. Further it is preferred that writing should be in simple words and sentences which are easy to understand.
Types of Written Communication
Letters
Memos
Notices
Proposals
Agenda
Minutes
Printed Material
Reports
Written Communication – Advantages
Legal record
Further reference
Formulated more carefully
Written Communication – Disadvantages
Language may be a barrier
Not for illiterate people
The success of written communication largely depends upon the ability of the receiver to interpret the same.
Business Letter
Permanent record / legal evidence
Helps promote business
Representative of the organization
Structure of Business Letter
1.Head Address
2.Date
3.Outward No.
4.Inside Address
5.Subject
6.Reference
7.Salutation
8.Body
9.Close
10.Signature
11.Enclosures
12.Post Script
Memos
Similarities between Memos and Letters
Direct Memorandums
Indirect Memos
Reports
Types of Reports
Factual
Oral & Written
Formal & Informal
Routine & Special
Personal & Impersonal
Importance of Report
Decision Making
Performance Evaluation
Vehicle of Communication
Managing Change
Proposals
Journals
Print Material (Brochures, Folders, Leaflets, Labels, Stickers, Handbills, Direct Mailers, Prospectus etc)
Interview Techniques - Online Resources
CV and Job Interview Techniques...and more
http://www.tfpl.com/temporary_recruitment/candidates/ccv___interviews.cfm
Interview Test, Problems, Negotiations... and more
http://www.alec.co.uk/interview/index.htm
Interview Tips & Questions... and more
http://www.acpeople.com.au/interview/
Phone Interview, On Campus Interview, Dress for Interview, What after the Interview.. and more
http://www.collegegrad.com/job/jobinterviewtechnique.shtml
