Business communication

Submitted to: Miss Kishwar

Submitted by: Faiza Rasool

Id no: M-14249

Topic: What is communication and explain its barriers?

Communication:
Communication is a process of transferring information from one entity to another. Communication is the activity of conveying meaningful information. Communication requires a sender, a message, and an intended recipient, although the receiver need not be present or aware of the sender's intent to communicate at the time of communication; thus communication can occur across vast distances in time and space. Communication requires that the communicating parties share an area of communicative commonality. The communication process is complete once the receiver has understood the message of the sender. The sender and the receiver can be people, animals or devices. It can also include other beings, but since this website is about communication in the workplace, we'll leave animals, dead people and angels out of this conversation.

Information:
Information can be a lot of different things depending on the context. People sometimes view information and the medium to transfer it as one and the same. They aren't. Let's distinguish between the information being sent that the medium used to send it. The information can be: Words, gestures, drawings, paintings, songs, music. The means can be: speeches, emails, blogs, forums, text messages, voice messages, poems, essays, books, newspapers, ads, articles, and practically anything you can speak through, write on or draw on.

Effective communication:
Effective Communication is a process where a message is received and understood by the receiver in the manner that the sender intended it to be.

Human communication:
Human spoken and picture languages can be described as a system of symbols (sometimes known as lexemes) and the grammars (rules) by which the symbols are manipulated. The word "language" also refers to common properties of languages. Language learning normally occurs most intensively during human childhood. Most of the thousands of human languages use patterns of sound or gesture for symbols which enable communication with others around them. Languages seem to share certain properties, although many of these include exceptions. There is no defined line between a language and a dialect. Constructed languages such as Esperanto,

programming languages, and various mathematical formalisms are not necessarily restricted to the properties shared by human languages.

Any communication involves a particle which can be in one of four categories: an object. . .

. . . a written message. . .

. . . a spoken word. . .

. . . or an idea.

Any successful communication contains all the elements shown here. Any failure to communicate can be analyzed against these components to isolate what went wrong.

Internal communication:
A vital meanings of attending to company is through effective internal communication. It can be upward, downward and horizontal. Its helps increase job satisfaction, safety, and profits and decreases absenteeism and grievance and turnover. When employees receives appropriate downward communication from management, they can be better motivated and more efficient. Likewise, upward communication has become increasingly more sufficient. Many executives sincerely seek frank comments from employees, In addition to the usual periodic reports. Horizontal communication between peers is also essential in organization in order to solve problems, perform jobs, duties, prepare for meetings, and cooperate on important projects.

External communication:
Effective communication to people outside the organization can help create good reputation and have a positive impact on its ultimate success.

Components of Communication
Communication is the process of transmitting and receiving information .It is considered effective when it achieves the desired reaction or responses from the receiver. Simply stated it is a two process of exchanging ideas or information. Following are its components i.e.

Context Sender-Encoder Message Medium Receiver-Encoder Feedback

Even if these components are not properly arranged, communication doesnt proceed properly; instead it is slaughtered by a number of barriers. There may by various reasons for the ineffective communication i.e.

Collect and Organize Data

This is the most important fact towards the communication. Books from library, magazines, newspapers etc can help effectively. So the way we collect data and organize it for the presentation should be in a manner that everyone could understand it well.

Hold Interest the success of communication depends largely on how much we are able to hold the interest of the audience. We might have variety in our communication. Anecdotes, personal experience, and relevant examples add greatly to the value of communication. Control of our voice the next may be the lack of control on our voice. The easiest way of avoiding it is to ask our hearers at the start of the communication if can hear us clearly. Objectionable mannerisms a speaker who has seen one such annoying mannerism cannot talk effectively to our listeners. This is especially true of the beginners who toy with the keys, pens, pencils, or their notes because they are nervous.

Barriers to Effective Human Communication:

Communication is the key factor in the success of any organization. When it comes to effective communication, there are certain barriers that every organization faces. People often feel that

communication is as easy and simple as it sounds. No doubt, but what makes it complex, difficult and frustrating are the barriers that come in its way. Some of these barriers are mentioned below.

1. Physical barriers Physical barriers in the workplace include:

Marked out territories, empires and fiefdoms into which strangers are not allowed. Closed office doors, barrier screens, and separate areas for people of different status. Large working areas or working in one unit that is physically separate from others. Research shows that one of the most important factors in building cohesive teams is proximity. As long as people still have a personal space that they can call their own, nearness to others aids communication because it helps us get to know one another.

2. Perceptual barriers The problem with communicating with others is that we all see the world differently. If we didn't, we would have no need to communicate: something like extrasensory perception would take its place. The following anecdote is a reminder of how our thoughts, assumptions and perceptions shape our own realities: A traveler was walking down a road when he met a man from the next town. "Excuse me," he said. "I am hoping to stay in the next town tonight. Can you tell me what the townspeople are like?" "Well," said the townsman, "how did you find the people in the last town you visited?" "Oh, they were an irascible bunch. Keep to them. Take me for a fool. Over-charged me for what I got. Give me very poor service." "Well, then," said the townsman, "you'll find them pretty much the same here." 3. Emotional barriers One of the chief barriers to open and free communications is the emotional barrier. It is comprised mainly of fear, mistrust and suspicion. The roots of our emotional mistrust of others lie in our childhood and infancy when we were taught to be careful what we said to others.

"Mind your P's and Q's"; "Don't speak until you're spoken to"; "Children should be seen and not heard". As a result many people hold back from communicating their thoughts and feelings to others. They feel vulnerable. While some caution may be wise in certain relationships, excessive fear of what others might think of us can stunt our development as effective communicators and our ability to form meaningful relationships. 4. Cultural barriers When we join a group and wish to remain in it, sooner or later we need to adopt the behavior patterns of the group. These are the behaviors that the group accepts as signs of belonging. The group rewards such behavior through acts of recognition, approval and inclusion. In groups which are happy to accept you and where you are happy to conform, there is a mutuality of interest and a high level of win-win contact. Where, however, there are barriers to your membership of a group, a high level of game-playing replaces good communication. 5. Language barriers Language that describes what we want to say in our terms may present barriers to others who are not familiar with our expressions, buzz-words and jargon. When we couch our communication in such language, it is a way of excluding others. In a global market place the greatest compliment we can pay another person is to talk in their language. One of the more chilling memories of the Cold War was the threat by the Soviet leader Nikita Khrushchev saying to the Americans at the United Nations: "We will bury you!" This was taken to mean a threat of nuclear annihilation. However, a more accurate reading of Khrushchevs words would have been: "We will overtake you!" meaning economic superiority. It was not just the language, but the fear and suspicion that the West had of the Soviet Union that led to the more alarmist and sinister interpretation. 6. Gender barriers There are distinct differences between the speech patterns in a man and those in a woman. A woman speaks between 22,000 and 25,000 words a day whereas a man speaks between 7,000 and 10,000. In childhood, girls speak earlier than boys and at the age of three, have a vocabulary twice that of boys. The reason for this lies in the wiring of a man's and woman's brains. When a man talks, his speech is located in the left side of the brain but in no specific area. When a woman talks, the speech is located in both hemispheres and in two specific locations.

This means that a man talks in a linear, logical and compartmentalized way, features of left-brain thinking; whereas a woman talks more freely mixing logic and emotion, features of both sides of the brain. It also explains why women talk for much longer than men each day. 7 Interpersonal barriers There are six levels at which people can distance themselves from one another: 1. Withdrawal is an absence of interpersonal contact. It is both refusal to be in touch and time alone. 2. Rituals are meaningless, repetitive routines devoid of real contact. 3. Pastimes fill up time with others in social but superficial activities. 4. Working activities are those tasks which follow the rules and procedures of contact but no more. 5. Games are subtle, manipulative interactions which are about winning and losing. They include "rackets" and "stamps". 6. Closeness is the aim of interpersonal contact where there is a high level of honesty and acceptance of yourself and others. Working on improving your communications is a broad-brush activity. You have to change your thoughts, your feelings, and your physical connections. That way, you can break down the barriers that get in your way and start building relationships that really work.

Challenges to the Organizations made by the New Technologies: Future business-leaders, you will need to understand information technology as it lets you enter the global market place and an ability to manage.

E-mails Using emails you can reach individuals, groups or other computers anywhere in the world to share information, files of data, spreadsheets, videos, music, and anything else that an be stored on the computer. Voice mail Voice mail has become popular in many offices because it eliminates telephone tag. Group ware Group ware allows a supervisor to manage the work flow of a department via computer. CD-Rom databases Because of their massive storage ability. CD-Rom disk offers multimedia applications, directories, and encyclopedia. And other useful information. Teleconferences Teleconferencing is a rapidly developing technology that will eventually change the way companies do business.

Faxes Faxes have been available for many years and are popular in business offices; newer fax machine are digital, allowing communication via computer, and are much faster than the old ones.

Conclusions Not only within the organization, but also outside the organization it has a remarkable impact on the business world. Managing information outside the organization has also been very much convenient. It has become a major concern of business. Technological developments are, to a large extent, responsible for the transformation of todays world into a global village. In short communication in and outside the organization is so important that it is not perhaps possible to carry out the daily routine work without it. It is like the life blood without which an organization cannot even survive.