Assignment of Business

Communication
Topic: Modes of Business Communication
Submission to : Ma’am Samia Batool
Submission by : Kainat Nadeem
Student ID : AF18JL0013
Submission date: 07th Nov, 2019

Riphah International University

Communication:
The word “Communication” is defined from the Latin word “communis” which is
derived from the common, to transmit to impart or to share between two or more
persons or groups.

Message

Sender Receiver
Communication

Feedback

Graphical Representation

Communication has been defined by different authors and scholars.

George Terry defined communications as;

“Communications is an exchange of factors, opinions, ideas, thoughts or emotions

between two or more persons.”

Keith Davis defined communication by the following words;

“Communication is a process of passing information and understanding from one

person to another.”

John Adair defined communication as;

“Communication is essentially the ability of one person to make contact with

another and make him or her understood.”
Business Communication:
The sharing of information between people within an enterprise that is performed
for the commercial benefit of the organization is known as business
communication.

Business Communication can be defined as the sending and receiving of such

information as pertained to some business matters. This communication may be
between business individuals or firms or companies on the matters of trade and
commerce.

Business Communication consists of two modes:

 Verbal Communication
 Non-verbal Communication

Verbal Communication:
Any interaction that makes use of spoken words is considered as verbal
communication. Words are the most powerful and precise sets symbol.
Communication’s meaning is connoted by words. Verbal communication can be
of two types:

i. Oral Communication
ii. Written Communication

Schematic Representation

Verbal Communication

Oral Written
Communication Communication
 i. Oral Communication:
“A wound inflicted by speech is more painful than a wound inflicted by a
sword. The above phrase itself suggests that communication through the
spoken words is known as oral communication.
Oral Communication can also be defined as the process of verbally
transmitting information and ideas from one individual or group to another.
Oral communication can be either formal or informal.
Formal oral communications include:
 Presentations at business meetings
 Classroom lectures
 Commencement speeches given at a graduation ceremony
Informal oral communications include:
 Face-to-face communications
 Telephone communications
 Discussions that take place at business meetings

Factors of oral communication:

o The speaker
o How he speaks
o What he speaks
o To whom he speaks
o Whether he receives a feedback
ii. Written Communication:
Any type of communication that makes use of the written words is known as
written communication. Written communication is the most important and
most effective of any mode of business communications. Following are
some forms of written communication that are internally used in a business
operation:
 Memos
 Reports
 Letters
 Emails
 Proposals
Factors in written communication:

o The writer
o The content
o The language used
o The purpose of the communication
o The style adopted-formal or friendly
o The receiver

Non-Verbal Communication:
Non-verbal communication includes facial expression, gestures, postures, and a
tone of voice. It is an important component of most human communications,
including of course, business communication. The messages that are expressed by
means other than linguistic are the non-verbal communication. Non-verbal
communication relies upon few cues like physical movements, tasks, colors, signs,
symbols to express feelings, attitudes or information. Following are the types of
non-verbal communication:

1. Facial expression:
The face is an important communicator. It is said that face is the index of the
mind. It expresses the type of emotions or feelings such as joy, love, interest,
sorrow, anger, annoyance, confusion, enthusiasm, fear, hatred surprise and
uncertainty. Following are some type of facial expressions:
Facial expressions are indicated through the mouth (open, wide, closed), eyelids
(raised or lowered), nose (wrinkled or relaxed), cheeks (drawn up or back) and the
forehead (lowered or rose). Facial expressions vary from culture to culture.

2. Eye Contact:
Within the facial area, eyes are especially effective for indicating attention
and interest. Eyes are the windows to the soul. Depending upon are feelings,
we have smiling eyes, angry eyes, painful eyes, evasive eyes, and so on.
Eye contact with the audiences increases the speaker’s credibility. Eye
contact is an important channel of interpersonal communication, helps to
regulate the flow of communication.
3. Silence:
Silence speaks louder than words. Silence is a powerful tool for
communication. It lays down a relationship between communicators and
their attitude towards each other. Silence shows the inability to converse
further.
4. Body Language:
Body language stand for the way the body communicates without words,
through the movements of its parts. The nodding of our heads, blinking of
our eyes, waving of our hands, shrugging of our shoulders etc., are
expressions of our thoughts and feelings.
The body language is very important.it has been observed that we may play
fast and loose with words, but our body speaks out the truth.
5. Symbol:
A symbol is something that represents an idea, a physical entity or a process
but is distinct from it. The purpose of the symbol is to communicate
meaning. For example, a red octagon may be symbol for “stop”.
6. Para-linguistic:
This facet of non-verbal communication includes such vocal elements as:
 Tone
 Pitch
 Rhythm
 Timbre
 Loudness
 Inflection