Hon‘s 2nd: Business Communication & Report Writing

Lecture-1
Honours 2nd Year
Business Communication & Report Writing
Course Teacher: SYEDA SUNJIDA SULTANA

 # What is communication?

 # How many major types of communication?

 # What are the methods of communication?

 # Key stages in the communication cycle

What is communication?

Communication is the giving, receiving or exchanging of information, opinions, or ideas either by written, oral or visual media so that the material communicated is understood by the relevant parties.

Communication is thus a process by which meaning is assigned and conveyed in an attempt to create shared understanding.

How many major types of communication?

Now you will see that there are two major types of communication:

1. Internal communication
2. External communication

The internal communication could be either oral or written.

Oral methods of internal communication include telephone messages, meetings, conferences, presentations, face-to-face communication, and etc.

The written methods of internal communication include memos, reports, graphs, notices, forms, questionnaires, minutes, newsletters, and etc.

The external communication could also be either oral or written.

Oral methods of external communication include meetings, conferences, conversations, telephone messages, presentations, and etc.

The written forms of external communication include leaflets, brochures, press releases, advertisements, notices, reports, e-mails, faxes, letters and etc.

What are the methods of communication?

If you are the sender of any communication, the factors that you should consider while selecting a method of communication are:
 The cost of using the method;
 The confidentiality, safety and security you wish to ensure regarding the message;
 How important, complex, or urgent the message is;
 When and over what distance the message will travel;
 What resources you and the reader of the message have;
 Whether you want the message to carry more authority and create an impression and influence upon the reader; and also
 The situation of the reader and the relationship you have with him/her.

Key stages in the communication cycle

You will see here that the communication cycle involves to phases or stages. There are also at least two major parties involved in the communication cycle:
 The sender of the message; and
 The recipient of the message.

1] The first phase of the communication cycle starts with a sender who conceives a message to communicate.

2] Then he/she encodes the message into a suitable form. This form could be written, oral, visual or a combination of these.

3] Lastly, the sender selects the appropriate channel/method by which the message will be sent to the reader/recipient. The message is then sent.

4] The second phase of the communication cycle starts with the recipient decoding the message that he/she has received. By decoding we mean absorbing the message, for example, if the message was encoded in written form then the recipient decodes the message by reading it; again, if the message was encoded in oral form then the recipient decodes the message by listening to it; again, if the message was encoded in visual form then the recipient decodes the message by seeing it.

5] Then he/she interprets the message or makes out some sense of the message.

6] Lastly the recipient gives feedback to the sender regarding the message.

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