JAYLOVE CASTILLO

BCM 112-BBE/ FS 7:00-8:00/ SFC 315

1. What are the contet and concepts of communication?

Context of Communication
1. Intrapersonal Communication
Intrapersonal communication involves one person; it is often called selftalk. Donna Vocates book on intrapersonal communication explains how, as
we use language to reflect on our own experiences, we talk ourselves through
situations.
2. Interpersonal Communication
normally involves two people, and can range from intimate and very personal
to formal and impersonal. You may carry on a conversation with a loved one,
sharing a serious concern. Later, at work, you may have a brief conversation
about plans for the weekend with the security guard on your way home.
Whats the difference? Both scenarios involve interpersonal communication,
but are different
in levels of intimacy
3. Group Communication
dynamic process where a small number of people engage in a conversation.
Group communication is generally defined as involving three to eight people.
The larger the group, the more likely it is to break down into smaller
groups.
4. Public Communication
one person speaks to a group of people; the same is true of public written
communication, where one person writes a message to be read by a small or
large group. The speaker or writer may ask questions, and engage the
audience in a discussion (in writing, examples are an e-mail discussion or a
point-counter-point series of letters to the editor), but the dynamics of the
conversation are distinct from group communication, where different rules
apply.
5. Mass Communication
involves sending a single message to a group. It allows us to communicate
our message To a large number of people, but we are limited in our ability to
tailor our message to specific audiences, groups, or individuals.

Concepts of Business Communication

Communication
the process of sharing meaning through continuous flow of symbolic
messages.
Communicator (Sender/receiver)
the participants in communication. Typically the roles reverse regularly.
Message
a single uninterrupted utterance. Verbal or nonverbal.
Code
system suitable for creating/carrying messages through a specific
medium
encode (put into code) and
decode (take out of code)
Channels (verbal, nonverbal, etc.)
o the specific mechanism (pipeline) used to transmit the message
Medium (face-to-face, television, web, phone, etc.)
o form or technology of transmission determines kind of code used.
Noise
o interference with message external (physical), internal (mental) or
semantic (misunderstanding/reaction)
Feedback
o checks effects of messages
positive feedback - "keep doing what youre doing"
negative feedback - change what youre doing.

Communication Barriers
Word Choice
o Choosing words that are too difficult, too technical, or too easy for your
receiver can be a communication barrier. If words are too difficult or
too technical, the receiver may not understand them; if words are too
simple, the reader could become bored or be insulted. In either case,
the message falls short of meeting its goals. Senders must be careful
to choose the correct words for their messages.

 Denotative and Connotative Meaning

Denotation- specific meaning taken from a dictionary.
Connotationon experiences etc.

any meaning a word suggests to a receiver based

Idioms
o multiword expression from which a meaning cannot be determined
from context.
Implications and inferences
o Implication- through connotation rather through specific details.
o Inference- conclusion drawn from specific details.
Type of Message
o message type appropriate to situation is essential to communication
Grammar, Sentence Structure, Punctuation, and Spelling
o Incorrect grammar and poor sentence structure could hinder the
receivers understanding of a spoken or written message. Punctuation
and spelling errors may create barriers to understanding a written
message. As the number of errors increases, readers often stop
reading for content and begin editing. The errors suggest that the
person who sent the message either does not know the basics of the
language or was too careless to correct the problems. Neither
explanation creates a positive impression of the person who sent the
message. As a result, the sender could lose credibility.
Appearance of the Message
o The appearance of a message affects its readability and influences a
receivers acceptance of its content. Smudges, sloppy corrections, light
print, wrinkled paper, and poor handwriting may distract the reader
and become barriers to effective communication. Using emoticons and
keying all text in uppercase letters can be barriers in e-mail. Senders
should examine every document before it is sent to ensure that its
appearance does not interfere with its potential for success.
Appearance of the Sender
o The credibility of an oral message can be reduced if the appearance of
the sender is unattractive or unacceptable to the receiver. In addition,
unintended nonverbal signals can distract a receiver and influence the
way an oral message is received.
Environmental Factors
o The environment in which communication occurs can interfere with the
success of a message. A noisy machine in an area where a supervisor
is trying to speak with an employee can become a distracting
environmental factor. A supervisors desk that separates him or her
from a worker during a meeting can intimidate the worker and limit his
or her ability to respond to the message. Other examples of

environmental factors that can be barriers to effective communication

include room temperature, odor, light, color, and distance.
Receivers Capability
o If the receiver has a disability that causes a communication barrier, the
sender can remove or compensate for the barrier by carefully selecting
the form of the message and by providing for appropriate feedback
mechanisms. Most of the solutions are clear choices. Increased
volume, printed text, or a sign language interpreter can help overcome
the potential barrier of a hearing impairment. When a visual
impairment threatens the success of a written message, print can be
enlarged or the message can be given orally. Effective communicators
will focus on their receivers abilities and will work with receivers to
ensure communication success.
Ineffective Listening Skills
o Failure to listen is a common barrier to successful oral communication.
Senders can use several methods to overcome the barrier posed by a
receivers poor listening skills. Including phrases such as Take note of
this next point; it is particularly important alerts receivers to listen
carefully. Asking questions periodically will help determine the extent
of the listeners comprehension. In some circumstances a poor listener
may be encouraged to improve her or his listening skills. One of the
most effective ways to remove poor listening as a barrier to
communication is to improve the quality of the message and the way
in which it is conveyed. Thoroughly analyzing the audience before
designing the message will help a sender plan, organize, and deliver
an appropriate oral message.
Other Communication Barriers
o Several of the most common communication barriers and ways to
remove them have been discussed in the preceding sections. In
attempting to improve your communication effectiveness, you may
also face other barriers that must be eliminated. For example, some
receiver-related communication barriers include lack of interest, lack of
knowledge, different cultural perceptions, language difficulty,
emotional state, and bias. The sender must do everything possible to
remove these receiver-related communication barriers.
.
3. What are the benefits of effective communication?

o Effective communication causes productivity to increase, errors

to decrease and operations to run smoother. Managers and
employees must know how to effectively communicate with the
company's international counterparts. The difference in cultures
requires managers to understand terms commonly used in
America that another culture finds offensive. Companies that
prepare workers to excel with verbal and nonverbal

communications skills find it easier to enter into global

marketplaces than companies that do not prepare its employees.
Team Building
o Effective communication reduces unnecessary competition within
departments and helps employees work together harmoniously.
The result of a team that works together is high productivity,
integrity and responsibility. Employees know their roles on the
team and know they are valued. Managers are able to correct
employees' mistakes without creating a hostile work
environment. A manager who openly communicates with his or
her subordinates can foster positive relationships that benefit the
company as a whole.
Employee Morale
o Effective communication in the workplace plays a prominent role
in developing long lasting employee motivation. One of many
positive benefits gained from well-established organizational
communication
is
improved
relationships.
Improving
relationships between management and staff is important.
Employees appreciate good communication coming from
management. It produces a healthy work environment. When
employees are satisfied with their jobs, they are able to
efficiently perform their duties with a positive attitude. Things
will go smoothly when everyone is on the same page,
understanding of goals and the direction a company is going.
Managers can alleviate problems by keeping the lines of
communication open.
4. What are the 7 C's of communication?
1. Completeness
The message must be complete and geared to the receivers
perception of the world. The message must be based on facts
and a complex message needs additional information and/ or
explanation. A good subdivision of subjects will clarify the
message as a result of which there will be a complete overview
of what is said.
2. Concreteness
Concrete business communication is also about a clear message.
This is often supported by factual material such as research data
and figures. The words used as well as the sentence structure
can be interpreted univocally. Nothing is left to the imagination.

3. Courtesy
In addition to considering the feelings and points of view of the
target group, it is also important to approach the audience in a
friendly and courteous manner. Use of terms that show respect
for the receiver contribute towards effective business
communication. The same goes for the manner in which you
address someone. Not everyone will be charmed if you use a
familiar form of address and use of a formal address could come
across as too distant. By using the word they a larger audience
is immediately addressed.
4. Correctness
A correct use of language has the preference. In written business
communication, grammatical errors must be avoided and stylistic
lapses or a wrong use of verbs are not sufficient either in verbal
communication. A correct use of language increases
trustworthiness and the receiver will feel that they are taken
seriously.
5. Clarity
Clear or plain language is characterized by explicitness, short
sentences and concrete words. Fuzzy language is absolutely
forbidden, as are formal language and clich expressions. By
avoiding parentheses and keeping to the point, the receiver will
get a clear picture of the content of the message. Briefly-worded
information emphasizes the essence of the message.
6. Communicating with the target group (Consideration)
In order to communicate well, it is important to relate to the
target group and be involved. By taking the audience into
account, the message can be geared towards them. Factors that
play a role in this are for example: professional knowledge, level
of education, age and interests.
7. Conciseness
A message is clear when the storyline is consistent and when this
does not contain any inconsistencies. When facts are mentioned,
it is important that there is consistent, supporting information.
Systematically implementing a certain statement or notation also
contributes to clear business communication. When statements
are varied, they will confuse the receiver.
Variations throughout the years