Escolar Documentos
Profissional Documentos
Cultura Documentos
Prepared for
Ms. Laboni Ferdous
Prepared by
Tawhidul Alam
Program: Master of Business Administration (MBA)
Subject: Organizational Behavior
World University of Bangladesh
Batch: 06.
ID/Roll: 121.
Table of Content
1.0 Introduction ......................................................................................................................1
2.0 What is Communication?..................................................................................................1
3.0 Business Communication..................................................................................................1
4.0 Effective Communication in Business..............................................................................2
4.1 Barriers of Effective communication ...........................................................................2
4.1.1 Lack of planning....................................................................................................3
4.1.2 Unclarified assumption .........................................................................................3
4.1.3 Poor Expression ....................................................................................................3
4.1.4 Poor Retention .......................................................................................................3
4.1.5 Poor Listening .......................................................................................................3
4.1.6 Distrust...................................................................................................................4
4.1.7 Information overload .............................................................................................4
4.1.8 Selective Perception ..............................................................................................4
4.1.9 Semantic Distortion ...............................................................................................4
4.1.10 Technical Words..................................................................................................4
4.1.11 Unclarified Roles.................................................................................................5
4.1.12 Unsound Objectives ............................................................................................5
4.1.13 Absence of Feedback ..........................................................................................5
4.1.14 Inappropriate Medium .........................................................................................5
4.2 Overcoming the Barriers ..............................................................................................5
4.2.1 Determining Plan .................................................................................................6
4.2.2 Avoiding Assumption ...........................................................................................6
4.2.3 Appropriate Encoding............................................................................................6
4.2.4 Repeating Message ................................................................................................6
4.2.5 Effective Listening ................................................................................................6
4.2.6 Creating Credibility ...............................................................................................7
4.2.7 Regulating Information Flow.................................................................................7
4.2.8 Recognizing the Receiver’s Personal Factors........................................................7
4.2.9 Using Appropriate Language.................................................................................7
4.2.10 Simplifying Language .........................................................................................7
4.2.11 Clear Definition ...................................................................................................8
4.2.12 Making Sound Objectives ...................................................................................8
4.2.13 Utilizing Feedback...............................................................................................8
4.2.14 Selecting Appropriate Channel............................................................................8
5.0 Conclusion ........................................................................................................................8
6.0 References.........................................................................................................................9
1.0 Introduction
Communication is simple to understand but difficult to define. The ‘Communication’ stems
from the Latin word “communis” which means common.
Business in general, refers to the activities that are directed toward producing or acquiring
wealth through making, buying or supplying goods or services. However, activities directed
to the production of things for personal consumption do not fall within the purview of
business.
We can define business communication as a flow of information that occurs within this
business environment. For the survival and development of any organization, a
businessperson has to maintain a link with a host of people such as customers, suppliers,
lenders, government and his own organizational members. Such maintenance of link for
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business purpose is ‘Business Communication’. For successful operations of daily business
transactions also a businessman has to exchange opinion, feeling, information etc. with the
people of his own organization as a well as outside the organization.
For effective communication the message must be clear, concise, complete, correct,
courteous and consistence.
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smooth movement of a message. They may be related to the sender, the receiver or the
environment.
Good communication seldom takes place by chance. It needs prior thinking and
proper planning. Guidelines of business operations i.e. how to do, when to do, etc.
are incorporated in the policies of the organization. Officers and employees of an
organization feel easy to give and receive information in the light of the policy.
Opposite happen i.e. the employees fails to communicate in due time in the absence
of predetermined policy.
Messages may be interpreted otherwise if the sender does not clearly spell out his
intention. For an example, Mr. X (customer) sends a message to Mr. Y (General
Manager of a company) that he will visit Mr. Y’s plant on Monday at 7 o’clock.
Now Mr. Y assumes it may be 7pm. But the original time that Mr. X means is 7am.
These unclarified assumptions in both the instances may result in confusion, which
intervene a sound flow of a message.
In a series of transmission from one person to the next, a fraction of the message
gets lost at every stage. The longer the communication route, the more the loss of
the message by transmission. Thus, very little information finally reaches the
destination and of that very little information only a fraction is likely to be retained.
This is a serious problem because it may lead to imperfect responses.
In many place of discussion that talkers are many but listeners are few. These
talkative people are in the little habit to hear others. These people stand in the way
of effective communication. Reasons of such behavior are many. May be that these
persons are more interested in pressuring their own egos or making a good
impression on other group members instead of listening to the conversation. In such
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a situation persons deprived of expressing their opinions may not entirely work on
the message imposed on them.
4.1.6 Distrust
This is one of the most common barriers to communication. People having selective
perception block new information especially when it does not confirm to or reaffirm
their beliefs. Thus, information that conflicts with preconceived ideas either is not
processed or is distorted to confirm their preconceptions.
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4.1.11 Unclarified Roles
Duties and responsibilities of each of the staff members should be clearly defined in
the interest of proper job performance. In its absence, they cannot be aware of their
respective duties & responsibilities. This stands in the way of proper
communication.
There are a number of media of communication available to us. All of these media
are not equally suitable for all the purposes and in all situations. So a medium
selected should be proper and appropriate which can add to the effectiveness of
communication. In contrast, an unsuitable medium may act as a barrier.
For an example, an employee misbehaves with his line manager and subsequently
becomes repentant. To express his regret, if the employee through face-to-face
communication admits his offence and begs his pardon with a remorseful look, the
boss will be pleased with his approach of the subordinate and the whole matter will
be amicably settled. Instead, if the employee simply sends a regret letter to the boss
and does nothing else, the boss may not be satisfied with such a routine approach of
the subordinate. So the letter as a medium of communication, selected in this
instance does not prove to be appropriate and thus, becomes one of the barriers.
It is true that a smooth flow of information always does not go unhindered. There exist
many roadblocks or barriers in different shapes in the communication process. Despite
these barriers the situation is not that much hopeless. Communication barriers can be
overcome if it is sincerely wanted. The most general strategy for improving organizational
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or any other communication is that the persons involved in the communication process
must be sensitive to the barriers and must act accordingly.
A policy or planning tells the members what to do, how to do, etc. It acts as a guide
to the members particularly operating employees of the organization. Well thought
policies or planning aid the smooth flow of effective communication. So a proper
planning or policy must be determined beforehand.
a) Stop talking
b) Put the talker at ease
c) Show a talker that you want to listen
d) Remove distractions
e) Empathize with talkers
f) Be patient
g) Hold your temper
h) Go easy on argument and criticism
i) Ask question
And
j) Stop talking
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4.2.6 Creating Credibility
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4.2.11 Clear Definition
To remove any sort of confusion developed from unclarified roles, duties &
responsibilities of each staff member of the organization should be clearly defined.
Employees and officers having clear idea about their respective duties can exchange
freely the needed information among themselves.
One best way to deal with the channel problem is to use appropriate channel of
communication. For effective communication to take place, a message must be
transmitted through the channel, which is most appropriate for the particular
situation. For this purpose, a cautious communicator is expected of judiciously
evaluating the alternative channels, giving due consideration to the receiver’s state
of knowledge, gravity of the situation, need of immediacy, importance of feedback,
relevant expenditure etc. This technique will indicate which particular channel
proves to be appropriate for a given message to be transmitted effectively.
5.0 Conclusion
From the above discussion, we understand that, communication is essential in our daily life
as well as in business. Barriers will exist in communication. But we have to overcome the
barriers for smooth & effective communication. And then a business organization can run
& organize smoothly.
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6.0 References
a) Davis, Keith and Newstrom, John W. (2006). Organizational Behavior: Human
Behavior at Work – 11th edition.
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