9. Using communication effectively for the success of business activities.

9. Using communication effectively for the success of business activities.

Communication can be defined as sending and receiving information, understanding and sharing information from one party to another or many parties.

 Communication is important for business activities as well as social activities.

 The importance of communication for business activities.

1.      To exchange ideas between parties at businesses.

2.      To maintain employer employee relationship.

3.      To manage human and physical resources well.

4.      For marketing promotional activities.

 The importance of communication for social activities.

1.      To exchange ideas and messages socially.

2.      To know instantly about the incidents that happen internationally.

3.      To get information needed for educational activities.

4.      To know about new inventions that come with the technological improvement.

5.      To build up social relationships nationally and internationally.

Communication process can be shown in a diagram as follows.

Example

·         The sender of the message – Chief executive officer.

·         Message – Make all the employees participate in the employee training programme held by the organization on 02nd December 20xx.

·         Medium – Written

·         Recipients – All the managers

·         Response – After receiving the message, all the mangers informed the respective employees and made necessary arrangements for it.

·         Feedback – Informing the chief executive officer through an e-mail that all the necessary arrangements are made.

The elements of the communication process

 Sender - This is the party sending the message. If it is verbal the sender is a speaker or a lecturer, if it is written form then it is the person who signs it or the institution.

Message - The information that the sender provides to the receiver.

Media - How can the information be provided? This is the communication mode used to provide information.

 Examples -: Verbal medium, written medium.

 Receiver - This is the person who grasps the message. He can be a reader, listener or viewer.

Response - The way the receiver acts on what he heard or read.

Feed back - This is the response from the receiver to the sender of the message ensuring that he received and understood the message.

Characteristics that should be in an effective communication

1.      Correctness

2.      Brevity

3.      Completeness

4.      Clarity

5.      Politeness

6.      Certainty

7.      Consideration

8.      Cost

9.      Speed

The following points must be taken into consideration when preparing a message.

1.      The nature of the message

2.      Completeness

3.      Correctness

4.      Politeness

5.      The ability of being understood by the receiver

6.      Brevity

7.      Certainty

Communication Medias are categorized as follows.

·         Oral media

·         Written media

·         Signs and symbols media

It can also be categorized as follows in the way communication takes place in an organization.

·         Internal communication

·         External communication

Internal communication

Internal communication is the exchange of information among the different parties within a business organization. In internal communication, exchange of various information

·         Among managers – owners

·         Among employees – employees

·         Among departments – departments takes place.

External communication

External communication means the exchange of information by the business organization with external organizations and external parties. In external communication, exchange of information

·         Among business organizations – customers

·         Among business organizations – other business organizations and suppliers. takes place

Given below are some examples of ways that the communication is done through various communication media

Verbal		Written		Signs and symbols
Internal	External	Internal	External	Internal	External

Electronic communication

 Communication that has been generated with the development of information and communication technology is known as electronic communication.

 Modern electronic communication methods

Internet

A computer network that covers a wide range or a computer network that is available internationally. It can be described as the network of networks. Here, the information that is entered from various places can be obtained through a personal computer.

E-mail

Exchange of messages through internet from a computer to another computer is known as email. To send a message that is prepared electronically, the sender and the receiver both should have internet facilities and email addresses.

Intranet

An institutional network based on internet, which has been facilitated to reach the data within the institute. This is a network that is under the control of a person or an institute and the service provided by this is available only for authorized persons.

Voice mail

This is a system where the message given by the sender verbally over the phone is reflected through a network and is stored or recorded in a disk to retrieve later.

Fax

An electronic machine, that enables to transmit letters and documents with pictures instantly through an ordinary telephone system, is known as a fax machine. In a fax method, the fax machine that sends the message gets the print of the relevant documents through digital technology and transmits it to the fax machine which receives it. 

Mobile phones

As a result of the development of the communication technology at present, mobile phones are used to do various business activities through satellite technology.

Intercom

A telephone network installed privately to exchange information within the organization through the telephone network.

 Barriers for an effective communication

1.      Poor knowledge about the use of modern technical methods.

2.      External barriers occur in the use of communication equipment.

3.      Use of out dated communication systems.

4.      Barriers that occur in the process of the communication means.

5.      Weaknesses that exist in the communication plans.

6.      Language problems , knowledge and attitudes

7.      Barriers that occur in the external environment.

Given below are some strategies to overcome the barriers of communication.

1.      Use of modern communication equipment.

2.      Imposing rules and regulations regarding communication

3.      Setting up communication towers.

4.      Use of digital technology

5.      Compilation of new rules and regulations on the misuse of communication methods,

Advantages and disadvantages  of verbal communication media.

Advantages	Disadvantages
·         The ability to present a problem in greater detail and present it by discussion. ·         The provider and the receiver of the information become much closer. ·         The ability to present the information fast and confidentially.	·         The possibility of language problems. ·         Problems of exchanging information with parties who are verbally weak. ·         Non- existence of proof that the information is communicated.

Advantages and Disadvantages of written communication media

Advantages	Disadvantages
·         It is possible to provide information in greater detail. ·         Can be used as a proof for the transmission and receipt of the information. ·         It is possible to transmit data, notes, tables, graphs etc. easily.	·         There can be difficulties in understanding the information. ·         If the recipient has reading difficulties the transmission of information becomes difficult. ·         The information may get distorted in the transmission process.

Advantages and disadvantages of signs and symbols communication media

Advantages	Disadvantages
·         The ability to present information briefly and clearly. ·         The accuracy of the information being at a higher level ·         The ability to understand the information easily	·         There will be problems in exchanging information where the recipient suffers from a sight impairment. ·         If signs and symbols get distorted over time, miscommunication can occur. ·         It can be difficult to understand some signs and symbols. ·         The need of knowledge on signs and symbols before they are understood.