1. Definition of Business Communication
- Communication is the process of exchanging information, ideas, feelings, and understanding between two or more persons through verbal or non-verbal methods.
- Business Communication refers to the flow of information within and outside the organization in order to achieve business goals. It involves transmitting messages related to commerce, management, finance, law, production, and other organizational activities.
👉 Simple definition:
“Business Communication is the exchange of facts, ideas, opinions, and messages related to business activities to achieve organizational objectives.”
2. Objectives / Roles / Importance of Business Communication
Objectives of Business Communication:
- Information sharing – To provide necessary information for decision-making.
- Persuasion – To influence employees, customers, and stakeholders.
- Motivation – To inspire employees to achieve organizational goals.
- Coordination – To synchronize activities among departments.
- Decision-making – Provides facts and data to help managers make better decisions.
- Maintaining relationships – Builds trust among employees, customers, suppliers, and shareholders.
- Efficiency – Reduces duplication of work and increases productivity.
- Public relations – Helps in maintaining a good image of the organization.
👉 Importance in business: Without proper communication, business operations fail — orders may not be received properly, employees may get confused, customers may feel neglected, and decision-making will be delayed.
3. Barriers of Communication
Communication is not always effective due to barriers, which block or distort the message.
a. Physical Barriers
- Noise and disturbance.
- Poor internet or telephone connection.
- Long distance between sender and receiver.
- Defective equipment like mic, printer, etc.
- Poor lighting, ventilation, or workplace design.
b. Organizational Barriers
- Complex hierarchy (too many levels of authority).
- Rigid rules and regulations.
- Improper communication channels.
- Lack of coordination between departments.
- Over-dependence on formal communication only.
c. Psychological Barriers
- Emotions like anger, fear, or jealousy.
- Lack of attention or interest.
- Prejudices or stereotypes.
- Lack of trust between sender and receiver.
- Stress and pressure at workplace.
d. Semantic Barriers
- Wrong use of words, jargons, or technical terms.
- Ambiguity (words having multiple meanings).
- Different interpretations of same message.
- Translation problems in multilingual organizations.
4. How to Remove Barriers of Communication
- Clarify the message – Use simple, clear, and precise words.
- Use proper channel – Select correct medium (written, oral, visual).
- Encourage feedback – Ensure receiver has understood the message correctly.
- Develop trust – Create open environment between management and employees.
- Active listening – Pay attention and avoid distractions.
- Reduce noise and physical disturbance – Improve technology and workplace environment.
- Training programs – To improve communication and language skills.
- Flatten hierarchy – Reduce unnecessary levels of authority.
5. Process of Communication
Communication is a cyclical process consisting of the following steps:
- Sender (Idea generation): The person who has the message or idea.
- Encoding: Converting idea into words, symbols, or gestures.
- Message: The actual content (spoken words, letters, email, report).
- Channel/Medium: The method used (oral, written, electronic, visual).
- Receiver: The person who gets the message.
- Decoding: Receiver interprets the message and understands it.
- Feedback: The response from receiver to sender (confirms understanding).
- Noise (Interference): Anything that distorts the message (physical, psychological, semantic).
👉 Formula: Communication = Sender → Encoding → Message → Channel → Receiver → Decoding → Feedback (+ Noise).
✅ Quick Revision Points:
- Business Communication = Exchange of business-related information.
- Importance = Information, Motivation, Decision-making, Coordination.
- Barriers = Physical, Organizational, Psychological, Semantic.
- Process = Sender → Encoding → Message → Channel → Receiver → Decoding → Feedback.
