Knowledge in Business Communication notes
Negotiation Notes
Negotiation comes from the Latin neg (no) and otsia (leisure) referring to businessmen who, unlike the patricians, had no leisure time in their industriousness; it held the meaning of business (le négoce in French) until the 17th century when it took on the diplomatic connotation as a dialogue between two or more people or parties intended to reach a beneficial outcome over one or more issues where a conflict exists with respect to at least one of these issues.Thus, negotiation is a process of combining divergent positions into a joint agreement under a decision rule of unanimity.
ATUL SINGH
Guest Etiquette notes
Whether you are attending a dinner party or spending a few nights with a family member or friend, knowing and following proper etiquette rules for guests is essential. Remember that the hosts have shown the generosity of their time and resources by inviting you, preparing their home for your visit, and entertaining you. Reciprocate by exhibiting good manners.You should always respond to an invitation. If you received the invitation in writing, follow up with a reply in writing. A verbal invitation can be answered either with a note or phone call. Contact the host as soon as possible.If you aren’t sure whether or not you can attend, explain your dilemma to your host so he or she won’t think you’re ignoring the invitation. Then as soon as you know for sure go ahead
Proper greeting notes
Greeting is an act of communication in which human beings intentionally make their presence known to each other, to show attention to, and to suggest a type of relationship (usually cordial) or social status (formal or informal) between individuals or groups of people coming in contact with each other. Greetings are sometimes used just prior to a conversation or to greet in passing, such as on a sidewalk or trail. While greeting customs are highly culture- and situation-specific and may change within a culture depending on social status and relationship, they exist in all known human cultures. Greetings can be expressed both audibly and physically, and often involve a combination of the two. This topic excludes military and ceremonial salutes but includes rituals other than gestures. A greeting, or salutation, can also be expressed in written communications, such as letters and emails. Some epochs and cultures have had very elaborate greeting rituals, e.g. greeting a sovereign. Conversely, secret societies have often furtive or arcane greeting gestures and rituals, such as a secret handshake, which allow members to recognize each other.
Business communication
Contents of business communication
shikha thakur
Communication definitions, characteristics and functions
Communication SkillsCommunication is a key element in any human activity. Communication is a learned skill. However, while most people are born with the physical ability to talk, not all can communicate well unless they make special efforts to develop and refine this communication skill. Very often, we take the ease with which we communicate with each other for granted, so much so that we sometimes forget how complex the communication process actually is. Communication takes place when we are supposedly at the same level of understanding and comprehension as other interlocutors. Common forms of communication include speaking, writing, gestures, touch, using pictures and broadcasting. Communication is therefore not what is said whether verbally or non-verbally, but what is understood.What is communication? Communication is a word derived from the Latin word communis or commūnicāre, which means ‘to make common’ or ‘to share’. Communication is the act of conveying intended meaning to another person through the use of mutually understood signs and language. Communication is the art of transmitting information, ideas and attitudes from one person to another.Communication is the process of meaningful interaction among human beings. The basic steps of communication are: the forming of communicative intent, message composition, message encoding, and transmission of signal, reception of signal, message decoding and finally interpretation of the message by the recipient.Communication is simply the act of transferring information from one place to another. When you call or talk verbally to your friend, then you are said to be communicating with your friend.Characteristics of CommunicationThe characteristics of communication include:· Communication is a process: Communication is a 2 way process which involves; listening to others (Receiving) message Asserting/Expressing (Sending).· Communication is a dynamic: it is ever changing depending on the variables at play.· Communication is a complex a process.· Communication is a two-way process of reaching mutual understanding, in which participants not only exchange (encode-decode) information but also create and share meaning.· Communication involves the sharing of information using a code.· Communication occurs between people and sometimes animals· Communication is irreversible: once one has communicated something it cannot be recalled back.· Communication is a system· Communication must have the elements of communication: Source, receiver, channel, message, noise, feedback.· Communication can be verbal/ non verbal or visual.· Communication can be accidental especially in non-verbalFunctions of communicationHuman beings communicate for various reasons. Here are some of the reasons why we must communicate:· To change in behavior· To influence others· To express our thoughts and emotions through words & actions.· It is a tool for controlling and motivating people.· It is a social and emotional process.· Communication for improving self-confidence· Entertain· Educate· Establish relationships· Inform· Solve problems· Make orders· Give directions
Mousumi Manna
Forms of communication : Verbal, Paraverbal and Non-Verbal
Forms of Communicating Verbal CommunicationAll forms of communication can be categorized as either verbal or nonverbal. Both verbal and nonverbal communication can be subdivided into either vocal or non- vocal. Verbal communication involves using speech to exchange information with others. We usually communicate verbally in face-to-face conversations such as; meetings, interviews, conferences, speeches, phone calls e.t.c. Much of the communication that takes place between people is both verbal and non-verbal; that is, it is based on language and gestures.Verbal communication of the vocal category includes spoken language, while non- vocal verbal communication involves written communication as well as communicationthat is transmitted through transmitted through sign language, finger spelling, Braille, or other similar alternatives to verbal language.Paraverbal/paralinguistic/ paralanguage featuresParalinguistic or paralanguage features are the aspects of spoken communication that do not involve words. They add emphasis or shades of meaning to what people say. Paralinguistic features accompany verbal communication and are the vocal signals beyond the basic verbal message. Paralinguistic elements in a person's speech, convey meaning beyond the words and grammar used. Examples of paralinguistic features include pitch, rate, quality of voice and amplitude. Other forms of paralanguage can also include laughter or imitative speech. Prosody, which is the rhythm, pattern, stress, rate, volume, inflection and intonation of a person's speech, is also a form of paralanguage.People express meaning not just in what they say but in the way they say it. The paralinguistic features employed by a speaker provide hint to the meaning, communicate the speakers’ attitudes and convey their emotion. Paralinguistic features also alert the listener as to how to interpret the message. Many of these paralinguistic features are culturally coded and inherent in verbal communication, often at a subconscious level.Non-VerbalNon-verbal communication is a type of communication that employs gestures and body language. The term "body language" is sometimes used to denote non-verbal communications. "Body Language" is the communication of personal feelings, emotions, attitudes, and thoughts through body-movements such as gestures, postures, facial expressions, touch, smell, walking styles and positions among others. These movements can be done either consciously or involuntarily; more often they ‘happen’ subconsciously, and are accompanied, or not accompanied, by words.There are basically three elements in any face-to-face communication. These three elements account differently for the meaning of the message:· Words account for 7%· Tone of voice accounts for 38% and· Body language accounts for 55% of the message.Our body language and tone of voice should be consistent with the words we use. This is only possible when we say what we mean to say and say it rightly. Otherwise we can confuse people and reduce the prospect of getting our message across to be understood. Non-verbal communication can lead to misunderstandings, communication failure and even conflicts if the interlocutors are careless.Non-verbal communication includes:(P)OSTURES & GESTURES (E)YE CONTACT (O)RIENTATION (P)RESENTATION (L)OOKS(E)PRESSIONS OF EMOTIONBody language and kinesics are based on the behavioral patterns of non-verbal communication. Body language can actually contradict verbal communications and reveal our inner feelings about any particular person or topic either intentionally or unintentionally.The way in which you fold your arms, cross your legs, sit, stand, walk, move your head, eyes, lips reveal what you may be thinking or feeling. For example, you may be sitting and conversing with a person; suddenly, he leans forward and with both arms clutches the chair. By doing so he non-verbally communicates to you his desire to end the meeting. Body language has shed new light on the dynamics of relationships.Hands GesturesHands and arms are used by most of us to communicate our thoughts. People rub arms together, keep their arms closed, and clinch the fists. All these tell what the person has in his mind involuntary. It is a way that people non-verbally communicate positive expectations. Hands clenched together seems to be a confident gesture as some people who use it are often smiling and sound happy. However, if the hands are clenched too tightly, it is indicative of frustration or hostile attitude.Eye Gestures/facial expressionFacial expression, offers the most readily observable group of gestures. We focus our eyes on the face more often than on any other part of the body, and the expressions we see there have widely accepted meanings.If a prospect's eyes are downcast and face turned away, you're being shut out, however, if the mouth move, he is probably considering your presentation. If his eyes engage yours for several seconds at a time with a slight, one-sided smile extending at least to nose level, he is weighing your proposal. It is only when you see 'eye to eye' with another person that a real basis for communication can be established. Other forms of nonverbal communication include: Touch, smell, distance.The number of people in a communication situation affects the use of non-verbal communication. The more the persons involved, the more complex the use and understanding of the non-verbal communication becomes. However, to decipher the non-verbal communication it is important to see, interpret and understand them holistically and in a context, while identifying the different types of personalities involved.
Effective Communication
Effective CommunicationAlthough we can all communicate, not all our communication acts are effective. We must all strive to be effective communicators.So, what is effective communication?This is that communication which produces results. It is communication where the intended message is delivered clearly, and the desired feedback is achieved. It is communication that does not give room for misunderstanding. It is the best form of communication.Communication can be effective or it can be misunderstood leading to ineffectiveness. Meaning communication must be effective. Ineffective communication is expensive to the participants because it blocks results. In other words communication is a matter of effectiveness. Effectiveness is a measure of outcome. Effective communication therefore results in the form of desired outcome.Effective Communication is communication that conveys information to another person efficiently and effectively and so achieves desired outcome.It is important to note that not all communication are effective. This course aims to help the learners to become effective communicators both at the university and later in their professional fields.Communication is a process that can be marked with error such as with messages muddled (i.e., mixed up by the sender, or misinterpreted by the recipient).Miscommunication is avoidable. However, if this is not detected, it can cause tremendous confusion, waste efforts and miss opportunities. In fact, communication is successful only when both the sender and the receiver reach a common understanding regarding the same information as a result of the communication process.Effective communication is about receiving information from others with as little distortion as possible. Communication is a matter of effectiveness, which is dependent on the interlocutors’ (speakers’) communication competency. In other words its effectiveness is dependent on one’s competency in communication. We can therefore say that communication involves intents and efforts from both the sender of the message and the receiver.Effective Communication SkillsEffective Communication skills must include: communicating using· Eye contact & visible mouth· Body language· Checking for understanding· Smiling face· Summarizing what has been said· Encouragement to continue· Asking some questions· silence
Barriers in listening
Barriers to ListeningThe following list identifies just some possible barriers to effective listening;1. sources of noise2. Forming a judgment or evaluation before we understand what is being said, or ‘jumping to conclusions’.3. Hearing what we want to hear.4. Tuning out a point of view that differs from our own.5. Formulating and rehearsing our response.6. Being inattentive - thinking about something else entirely.7. Having a closed mind- you do not want to hear what the person has to say.8. Feeling anxious or self-conscious.9. Judging the person, either positively or negatively.10. Subjective biases based on ignorance or prejudice.11. Cultural issues, e.g. listening to the differences in pronunciation of different accent, rather than the content of the message.12. Excessive and incessant talking or interrupting.It is important that such barriers to listening are recognized and dealt with. With developing awareness, we can have more control over those barriers that are internal to ourselves, and can adopt and use more helpful listening behaviors.
cross cultural communication
business communication
Rishika Jain