Unit 1 Business Communication – BCA 1 Year

Business Communication – BCA 1 Year- Welcome to our comprehensive guide on BCA 1 Year’s Unit 1 Business Communication. In this Notes, we’ll delve deep into the intricacies of this vital subject, providing you with valuable insights and knowledge to excel in your BCA journey.

Unit-1

Business communication

• Business Communication is the sharing of information between people with in and outside the organization has performed for the commercial benefit of the organization
• It can be defined as exchanges of ideas, views, message or information between two or more persons by different means
• The most common communication means are
• Spoken word
• Written words
• Diagram, picture and graphs
• Gestures

Characteristics of communication

• Communication is a two way process
• Communication always happens between two and more parties
• Communication needs a understanding between sender and receiver

Communication process

Characteristics of communication

• Providing information
• Providing feedback
• For education
• For controlling
• For problem solving
• For motivating others

Objective of communication

• To educate
• To inform
• For counseling
• For warning
• For maintain orders
• For providing suggestions

Essential of good communication

• Listen
• Be clear
• Avoid pointing fingers
• Provide feedback
• Show empathy
• Be relaxed

Type of communication

1. Formal communication

• Formal communication refers t official communication at official peace between the people who officially related to each other
• There is exchange of views or massage or information related to official matter such as assignment of task
• Formal communication generally takes place in the written from such as issue of notice, letter, memo, etc

Type of formal communication

• Downward communication– the flow of information from the top level or from the superiors to lower level or subordinates is known as downward communication
• Upward communication– when the subordinates flow the information to superior then it is known as upward communication
• Horizontal communication– Is the communication between the two or more persons working at the same level of authority at the different department head
• Diagonal communication– Is a flow of information between the persons working is different department and holding level of authority

2. Informal communication

• Informal communication between different members of organization who are not officially attached to each other is known as informal communication

Barriers to effective communication

• Sometime the massage sent by sender does not reach the receiver in the same manner as expected by the sender. The filtration misrepresentation of communication may causes misunderstanding

Semantic Barriers

• Sometimes the same words and sentences can be understood differently by different people in the organization which means difference in the understanding levels of employees

Main causes  of semantic problem

• Badly expressed Massage
• Symbols with different meanings
• Faulty translation
• Technical jargon

Psychological Barriers

• The state of mind has great influence over the information and its reflection

Causes of psychological Barriers

• Premature evaluation
• Lake of attention
• Less by transmission and poor retention
• Disturb

Organizational Barriers

• Factors related to organizational structure, authority relationship, rules, regulations may act as barriers of effective communication

Causes of organizational barriers

• Organizational policy
• Rule and regulation
• Status difference
• Complex organization

Personal Barriers

• Certain personal factors of sender and receiver may influence the free flow of information

Causes of personal barriers

• Lake of confidence of superior in his subordinates
• Lake of incentives
• Fear of authority
• Unwillingness to communicate

7c’s of communication

• The seven(7) C’s of communication are a list of principles for written and spoken communication to ensure that they are effective. It is a guideline that ensures effective communication by functioning as a checklist

1. Clarity

• An effective communication must be clear about what he wants to say that purpose of communication should be very much clear to communicator

Feature of clarity communication are

• It makes understanding easier
• Complete clarity of thoughts and ideas enhances the meaning of message

2. Completeness

• The communication must be complete. It should convey all facts required by audience. The subject matter to be communicate must be adequate and full.

A complete communication has following feature

• Complete communication develops and  enhance reputation of and organization
• Complete communication helps in better decision making by Audience/reader/receiver

3. Conciseness

• Conciseness means wordiness, means what you what to convey in least possible words. The receiver of the communication is not impressed by the length of the message.

Concise communication have following feature.

• It s both time saving and cost saving
• Concise communication provides short and essential message inn limited words to the audience
• Concise message is not-repetitive in nature

4. Consideration

• In order to communicate effectively the sender should think and look from the receiver angle. Ensure that self respect of the audience is maintained and their emotions are not at harm. Modify your words in message suit audience needs while making message complete

consideration communication are as follow

• Emphasize on “YOU” approach
• Empathize with the audience and exhibit interest in the audience

5. Concreteness

• Concrete communication implies being particular and clear rather than fuzzy and jumble. In concrete communication sender convey “to the point” or factual message

step follow concrete communication

• It is supported with specific facts and figures
• It makes use on words that are clear and that build the reputation

6. Correctness

• For effective communications, the sender should not transmit and message unless the is sure of its correctness. There should be no grammatical error in communication

Feature of correct communication are

• If the communication is correct, it boosts up the confidence level
• Correct message has greater impact on the audience/reader

7. Courtesy

• Courtesy means a friendly and helpful behavior towards others. The message of the sender should be polite and reflective

Feature of courtesy communication are

• It is not at all biased
• It makes use of terms showing respect for the receiver of the message

FAQ

what is Business communication and characteristics of communication ?

• ANS-Business Communication is the sharing of information between people with in and outside the organization has performed for the commercial benefit of the organization
• It can be defined as exchanges of ideas, views, message or information between two or more persons by different means
• Communication is a two way process
• Communication always happens between two and more parties
• Communication needs a understanding between sender and receiver

What is Formal and informal communication ?

7 C’s of communication ?