Assignment

On
“Modes of Business Communication Process”

Course Name: Business Communication

Course Code: EMBA 501
Faculty of Business Studies
Jahangirnagar University

Submitted To:
Nusrat Rahman
Lecturer, Dept. of Finance and Banking
Faculty of Business Studies
Jahangirnagar University

Submitted By:
Name ID Number
Mahmudur Rahman 20231014
Sajibur Rahman 2022216
Sadman Alam 20222099
Rakibul Hayat 20222175
Md. Omor Faruk 20223017

Section: D

Date of Submission: 16th September, 2023

 Table of Contents
Le er of transmi al ...................................................................................................................................... ii
Summary ...................................................................................................................................................... iii
1. Introduc on: ......................................................................................................................................... 1
1.1 Importance: The following points demonstrate the importance of business communica on in an
organiza on .............................................................................................................................................. 2
2. Meaning of business communica on: .................................................................................................. 3
2.1 Internal Communica ons .................................................................................................................... 4
2.2 Media Rela ons .................................................................................................................................. 4
2.3 Public Affairs........................................................................................................................................ 4
2.4 Business social responsibility .............................................................................................................. 4
3. Business Communica on Process ............................................................................................................. 5
3.1 Types of Business communica on ...................................................................................................... 6
3.1 Non-verbal communica on ................................................................................................................ 6
3.2 Verbal communica on ........................................................................................................................ 7
3.3 Other forms of communica on .......................................................................................................... 8
3.3.1 Wri en communica on ............................................................................................................... 8
3.3.2 Visual communica on .................................................................................................................. 9
3.4 For more ease Communica on is generally classified into the following types ............................... 11
3.4.1 Verbal Communica on............................................................................................................... 11
3.4.2 Nonverbal Communica on ........................................................................................................ 11
3.4 Interpersonal Communica on .......................................................................................................... 11
3.5 Media Communica on...................................................................................................................... 11
3.5 Dimensions of Communica on ......................................................................................................... 12
4. Advantage and disadvantages between difference types of communica on ........................................ 13
4.1 Verbal communica on ...................................................................................................................... 13
4.2 Non- verbal communica on ............................................................................................................. 14
4.3 Wri en communica on .................................................................................................................... 15
.................................................................................................................................................................... 16
5. Conclusion ............................................................................................................................................... 17
6. References ............................................................................................................................................... 18

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 Letter of transmittal

Nusrat Rahman
Lecturer, Dept. of Finance and Banking
Jahangirnagar University, Savar
Date: 16th September 2023

Subject: Report submission on Business communication and its process.

Dear Madam,

It is our pleasure to have this opportunity to present you with our report on Business
communication and types. We have all given our best effort throughout this entire report and
we have provided all the relevant information that is necessary regarding this report. We
believe that our report will provide a clear concept on the Business communication and its
process
We all gave our best to accumulate required information and we will be more than happy to
answer any questions to clarify it fully to your understanding. Thank you for all your help and
support throughout this entire online semester.

Sincerely yours,

Sadman Alam
Rakibul Hayat
Sajibur Rahman
Mahmudur Rahman
Md. Omor Faruk

ii
 Summary

Communication is simply the act of transferring information from one place to another. In the
era of business communication is a necessary tool. People often communicate with their
business partners, stake holders, employees, customers and any related parties.

The communication process and channels are significantly changes in the way social, technical
and global changes occurs and social agents produce, distribute and consume information,
knowledge and culture. One of the main reasons of this changes is the fundamental shift from
an analog system to a digital one in transmitting business messages.

We will begin by looking at the characteristics of the digital means as opposed to the analog
one; we will analyze the ways in which that digitation influences the way we transmit business
messages and we will conclude by assessing the limitation and advantages of the digitation of
transmitting business message.

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1. Introduction:
The word “Communication” derived from the Latin word ‘communicate’ that means to impart, to
participate, to share or to make common. It is a process of exchange of facts, ideas, and opinions
and as a means that individual or organization share meaning and understanding with one another.
In other words, it is a transmission and interacting the facts, ideas, opinion, feeling and attitudes.

Business communications are used to promote a product, service or organization; to relay

information between businesses; or to deal with legal and similar issues. Human communication
failures can extend to professional settings. In business transactions, especially those involving
large sums of money, a small miscommunication can have devastating effects. Customer
relationship management (CRM) is a widely implemented model for managing a company's
interactions with customers, clients, and sales prospects. This is necessary because there are often
multiple business associates who interact with a client. Barriers to communication clarity include:
complex messages, information withholding, ineffective communication across the chain of
command, and lack of trust due to competition.

Definition: Business communication is the process of sharing information between people within
the workplace and outside a company. Effective business communication is how employees and
management interact to reach organizational goals. Its purpose is to improve organizational
practices and reduce errors. It’s important to work on both your communication skills and
communication processes to achieve effective business communication.

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1.1 Importance: The following points demonstrate the importance of business
communication in an organization
 Democratization

The voices of minority groups are more equitably represented in organizations that have aspects
of democratic decision-making. The strategies organizations use in making decisions are as
essential as the decisions themselves. Find ways to improve and foster a planning culture based on
enterprise-wide information sharing and top-to-bottom data-driven communication.

 Boost motivation and morale

Business communication is important in improving the skills of employees. Various plans and
policies, requirements, organizational goals etc. are explained to the employees through
communication, which improves their knowledge and makes them more efficient in performing
their duties.

 To build a better relationship

Communication enables employees and management to express their thoughts and needs. Healthy
labor relations are critical to the success of any firm, and it helps keep the peace in these situations.

 Job satisfaction

Effective, fair and simple communication improves mutual connection and understanding between
employees and management. This contributes to higher satisfaction levels among employees who
work hard to achieve their objectives.

 Higher productivity

Business communication boosts employee productivity by encouraging teamwork. It creates an

atmosphere of trust and understanding between employers and employees. Effective
communication requires collaboration with employees and understanding their needs and desires.

Employees can thus complete their duties more successfully and efficiently. In addition, excellent
communication reduces the possibility of making mistakes during their work.

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  For efficient functioning of the business

Effective communication improves operational efficiency of managers. Through fair

communication, managers can accomplish many managerial activities like planning, directing,
organizing, controlling etc. Additionally, effective leadership can lead to effective communication.
Quality leadership requires an accurate and smooth company communication system.

 Helps in decision making

Effective decision making requires current knowledge. By using good communication, managers
can get information from different sources and use it to make sound decisions.

 Proper planning

Organizations can create excellent plans and policies through effective business communication.
These strategies and policies must be based on sound data. Managers must communicate within
the organization to implement or implement policies and plans in a timely manner. They
communicate strategy and policies to internal and external stakeholders through effective
communication.

2. Meaning of business communication:

Corporations are the most common form of business organization, and one which is chartered by
a state and given several legal rights as an entity separate from its owners. This form of business
is characterized by the limited liability of its owners, the issuance of shares of easily transferable
stock, and existence as a going concern. Whereas a company could be any entity engaging in
business, such as a proprietorship, partnership, or corporation. We will understand business as any
work sector where there is demand for good communication skills. Business communication is the
sharing of information within a business to facilitate organizational communication; a business
manager/executive will usually need to have or develop considerable interpersonal skills - such as
effective speaking, writing and listening in order to best assist information sharing within their
department.

Constituents of business communication-An organization's business communications department

manages communications with stakeholders both internal and external such as staff, customers,
the media, governments and shareholders. Nonprofits even have departments to communicate with

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their donors and partner organizations. The aim is to present a consistent, positive image to all
stakeholders. The business communications department tries to ensure that what the organization
says about itself is matched by what it does. The business communications function, which might
be carried out by a single person or a large department, comprises several elements.

2.1 Internal Communications

The internal element of business communications focuses on aligning staff with the organizational
values and purpose. Activities include arranging staff conferences or regular meetings with senior
managers, sharing stories on the company intranet or in the company newsletter, and organizing
award schemes to reinforce organizational values. Internal communications often liaise with media
relations; sharing positive media coverage internally is a way to raise morale.

2.2 Media Relations

Media relations professionals ensure that the organization as a whole is represented positively in
the media. They are generally not responsible for PR for products and services -hat job is for their
colleagues in marketing communications. However, the business communications team is on the
task when the company's reputation is on the line with the risk of negative coverage if a product
has a fault.

2.3 Public Affairs

Organizations in every sector are subject to laws and regulations at the local, state, and federal
level. The job of public affairs staff is to put forth the organization's case for amendments to
proposed or existing legislation, and in some cases, to campaign for new laws. Public affairs staff
often works with media relations to run integrated campaigns.

2.4 Business social responsibility

A company’s sense of responsibility towards the community and environment is understandable
(both ecological and social). Companies express this responsibility through their waste and
pollution reduction processes, contributing educational and social programs, and by earning
adequate returns on the employed resources. Business social responsibility may also be referred to
as "business citizenship" and can involve incurring short-term costs that do not provide an

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immediate financial benefit to the company, but instead promote positive social and environmental
change.

3. Business Communication Process

Business communication is the process of sharing information between people within the
workplace and outside a company. Effective business communication is how employees and
management interact to reach organizational goals. Its purpose is to improve organizational
practices and reduce errors. It’s important to work on both your communication skills and
communication processes to achieve effective business communication.

 Planning: Determining the purpose, audience, and key message of the communication, as well
as the appropriate channel and timing.
 Composing: Creating the message, including selecting appropriate language, tone, and format,
and organizing the information in a clear and concise manner.
 Sending: Transmitting the message through the chosen channel, such as email, phone call, or
face-to-face conversation.
 Receiving: The recipient receives the message and decodes it, interpreting its meaning and
relevance.
 Understanding: The recipient understands the message and its intended meaning, which may
involve seeking clarification or additional information if needed.

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 Responding: The recipient provides feedback or responds to the message, either verbally or in
writing.
 Evaluating: Reflecting on the communication and assessing its effectiveness, including any
areas for improvement or opportunities for further engagement.

3.1 Types of Business communication

While it is easy to think of communication as simply the verbal transmission of information from
one person to another, it is so much more than that. Communication ranges from non-verbal, such
as a glance and raised eyebrows, to verbal, such as a change in pitch and tone. Let’s take an in-
depth look at all the ways that we communicate with each other.

3.1 Non-verbal communication

It is interesting to note that non-verbal communication is used both intentionally and
unintentionally. Most people do not have perfect control over their facial expressions – we all have
heard an unprofessional comment and raised our eyebrows in response, regardless of whether or
not it was wise to do so. By learning more about how we use non-verbal communication, you will
be better able to master yours and ensure that you are conveying your message exactly the way
you wish to.

Facial expressions

We often use facial expressions as a way to communicate that we are listening and engaged with
the person speaking. A smile, furrowed eyebrows, or a quizzical expression all convey information
to the speaker about how you are responding to their conversation. They work to help grease the
conversation, keeping it going without having to interject verbally to confirm your continued
interest. If you have ever spoken to a stone-faced person, you will know how important facial
expressions are in a conversation.

Posture

How you position yourself during a conversation is important. If you angle yourself towards the
person, with a relaxed and open posture, you invite them to engage with you more fully. Leaning
back, crossing arms, or turning away from the speaker conveys a very different message – and not
a positive one. Just as no one wants to have a conversation with the back of someone’s head,

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talking to someone with an extremely closed posture creates a more difficult and unpleasant
conversation.

Gestures and physical touch

Depending on the person, and their country of origin, they may use gestures and physical touch a
lot, or almost never. However, there is a lot of information conveyed in these actions. A gentle
touch on the arm can signal encouragement, while an overly strong handshake can be an act of
dominance. Someone fidgeting with their hands while talking to you about a problem can signal
guilt or avoidance and using many grand gestures while presenting an idea could convey
excitement or confidence.

Eye contact

We all know the importance of eye contact. When someone is unable to maintain eye contact, we
take this to mean that they are being untruthful, shifty, or not paying attention. Being able to
maintain eye contact while listening will ensure that the speaker knows that you are present and
engaged. While speaking, it shows that you are connecting with the listener, and in cases where
you are delivering unpleasant news, is doubly important. Being able to tell someone an unpleasant
message while looking them directly in the eye shows that you respect them and are an honest and
sincere person.

3.2 Verbal communication

When we speak, we are communicating much more than just the content of our words. We are also
using pitch and tone, as well as the level of formality we use to convey important subtext to the
person we are speaking with. By carefully choosing how we use each of these aspects, we can be
sure that our message is received exactly as intended. From greeting coworkers to leading a client
pitch meeting to present in front of the entire company, verbal communication factors into our
work lives in a massive way.

Pitch

When speaking, our emotions can often come into play. If we are angry, upset, or frustrated, our
pitch might raise, conveying to the listener that we are experiencing a strong emotion. This is not

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necessarily a bad thing, but being able to control it allows you to make sure that you are effectively
communicating.

Tone

We all encounter situations that are frustrating or upsetting. Allowing that to change our tone from
calm and professional to curt, short, or rude is always a mistake. Tone conveys a lot of information
to the listener about how the speaker views them. To build positive interpersonal relationships in
an office environment, we should all endeavor to speak in a professional and respectful tone.

Content

Of course, content is the most important part of verbal communication. What we say, and the words
we choose to use, are crucial. While most office communications tend to be more formal than, for
example, meeting a friend for coffee, we should make sure that we leave space for personal chats
and relationship building. Think also about how technical your content is. If you are talking with
developers about specific aspects of code, you should use different terms than when talking to the
marketing team about new developments within the app.

3.3 Other forms of communication

3.3.1 Written communication

Effective communication by writing is a massively important skill, especially as more people are
working remotely and keep in touch throughout the workday through Skype, Slack, or other digital
mediums. From a Slack message to an email to a customer to a new employee’s training guide, we
write every day and it is crucial that we understand how to do so effectively.

In fact, as we increasingly rely on written communication, we are all faced with just how easy it
is to create misunderstandings when using this medium. Unclear messages, the information gone
missing, or an incorrect understanding of tone or content are all problems that happen with written
communication every day. Sometimes the reader will misread the tone of a message because they
are having a bad day, or just had a run-in with an unpleasant person. No matter what, one important
skill to have when relying on written communication is knowing when you need to stop using it.

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A simple call, in almost all cases, can solve these communication problems. If you sense that there
is a miscommunication happening, or just starting, nip it in the bud with a quick verbal chat and
you’ll save a lot of time and frustration for all parties.

Structure

When writing, it is important to think about how you are presenting the information. Using
paragraphs and line breaks are necessary. Creating an impenetrable wall of text will disengage the
reader – understanding and applying a proper structure will let the reader take in the information
in digestible chunks. Present your argument or thesis, take the time to back it up with clear proof,
add in the relevant information to make sure that the reader understands the point fully, then close
with a conclusion.

Clarity

It is a hard balance to strike between over or under explaining concepts. If you are writing
instructions for a new employee, how detailed should you be, Of course, this depends on the
person, but over-explaining a little bit is much better than leaving the reader clueless.

Be thoughtful about your audience, what will they know and what do you need to explain in more
detail?

Content

Written content tends to be a bit more formal than verbal. Leave out the slang, use proper
punctuation and spelling, and remember that anything written – especially in the digital age – will
remain, even if you delete it. Err on the side of professionalism every time you write something.
Messages on Slack, for example, do not need to be written as formally as a cover letter, but they
should be polite, professional, and well-written.

Be aware that written jokes can fall flat without the added context of tone or facial expressions.

3.3.2 Visual communication

Visual has become the most used type of communication, driven by social media, YouTube, and
other platforms of the digital era.

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As more and more people and organizations use these channels of communication, the more we
are used to, and even dependent upon, using visual communication to stand out in a crowded
platform. Understanding that your visual communication must be in line with your brand and
marketing, and knowing that there must be a developed and cohesive strategy for that, is crucial.
We rely heavily on visual communication. There are many ways that visual communication, like
charts, photographs, sketches, video, graphs, and even emojis and GIFs, can help improve the
understanding of your message. Think about how charts can bring data to life, making it much
easier to understand than presenting a long stream of numbers, or how a sketch of a new UX is
much more effective than a text description. We rely on visuals to elevate our understanding of
complex ideas.

Content

While it is tempting to include visuals to add a bit of diversity and interest, you should consider
what they bring to the table.

 Are they helpful?

 Are they necessary?

 Do they add to the overall message?

Not all communications need to have visuals added, and in some cases, they might detract from
what you are trying to communicate. You should endeavor to make sure that you are not adding
fluff to your message, but rather strengthening your audience’s understanding of it.

Tone

As with all communications, make sure that you are meeting your audience where they are. If you
are presenting complex data, include the relevant descriptions, at the right technical level, so that
your audience can follow. Don’t use images that are graphic or could be upsetting, and remember
the same rule applies to visual communication as does to writing: don’t create anything that you
wouldn’t want to have associated with you in the future

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3.4 For more ease Communication is generally classified into the following
types

3.4.1 Verbal Communication

Verbal communication stands for both the spoken and written word used in the communication
process. It can be further divided into oral and written communication.

Oral communication: a face-to-face interaction between the sender and receiver. Presentations,
meetings, seminars are part of oral communication. Telephonic communication can also be
included in this category.

Written communication: sender uses the written mode to transmit his messages. Reports, letters,
memos, e-mails come under this category.

3.4.2 Nonverbal Communication

When a message is communicated without using a word, the process requires non-verbal cues to
be transmitted and received. It can be further categorized into two parts-

Body language: personal appearance, walk, gestures, facial expressions, hand movements,
postures and eye contact.

Paralinguistic features: a person’s voice, volume, pitch, rate, pauses, articulation, and voice =
modulation, etc.

3.4 Interpersonal Communication

This is a direct, written or oral communication that occurs between two or more persons.

3.5 Media Communication

It includes communication that takes place only with the help of electronic media, such as
computer, cell phones, LCD, Videos, television, etc. Regardless of the type of communication
involved; communication remains an ever continuing process that keeps tickling all the time. It is
important to human life as it is our any other day-to-day activity, such as breathing, eating, and
sleeping.

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3.5 Dimensions of Communication

Downward Communication:

Communication that flows from a higher level in an organization to a lower level is a downward
communication. In other words, communication from superiors to subordinates in a chain of
command is a downward communication. This communication flow is used by the managers to
transmit work-related information to the employees at lower levels. Employees require this
information for performing their jobs and for meeting the expectations of their managers.

Upward Flow of Communication:

Communication that flows to a higher level in an organization is called upward communication. It

provides feedback on how well the organization is functioning. The subordinates use upward
communication to convey their problems and performances to their superiors.

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1. Internal communication: is a type of communication that occurs within an organization and
involves communication between employees and other stakeholders such as shareholders,
suppliers, and customers. Internal communication can further be divided into four board
categories:

Upward Communication: This type of communication involves information flowing from

subordinates to superiors. It is often used to provide feedback, suggestions, or updates on the
progress of a project.

Downward Communication: This kind of communication refers to the sharing of information

from top-level authority to lower-level employees. It is usually done to give directions, comments,
or advice about particular projects.

Lateral/horizontal communication: This form of communication concerns the exchange of

information between people or groups who hold the same rank or position in an organization. It is
commonly utilized to exchange concepts, collaborate on tasks, or settle disputes.

Diagonal communication: This form of communication occurs among individuals or departments

occupying different levels within an organization, yet not in a direct hierarchical relationship.

2. External communication: This kind of communication happens when the company interacts
with people or organizations outside of it, such as customers, suppliers, investors, and the media.
It involves sending messages about the company’s products or services, persuading people to buy
them, managing the company’s image, and more.

4. Advantage and disadvantages between difference types of

communication
4.1 Verbal communication
The verbal communication is a type of oral communication when in a message is transmitted
through the word spoken.

In oral or verbal communications, information is given directly, either through face-to- face or
through telephone, mobile phones or office intercom. Meetings, lectures, seminar, conferences,

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interviews are example of verbal communication. There are some points for the oral
communication which can be summed up as follows:

Advantages of Oral Communication -

 Saves time and money

 Provides personal touch
 Tends to be more effective as the feedback can be received immediately
 Doubts can be clarified on the spot
 Chances of understanding are better
 Provides greater flexibility

Disadvantages of Oral Communication

 Oral communication suffers from some inherent limitations.

 It is not always feasible (as in the case of long distances and sometime beyond the network
services).
 Not appropriate for lengthy or complicated conversation.
 Not suitable for keeping records
 It has no legal validity and hence lead to problems in certain situations.
 May have chances of misunderstanding.

4.2 Non- verbal communication

It refers to the clues we send to others all the time regarding our feelings and emotions, either
knowingly or unknowingly through our facial expressions, gestures and body postures, emphasis
and intonations on some words, and the physical distance between the sender and receiver.

Advantages Non- verbal communication-

 The message of nonverbal communication reaches very fast and reduces the waste of time.
 Nonverbal cues of communication like sign and symbols can be communicated quickly
than written or oral messages.
 Helps illiterates’ people.

Disadvantages Non- verbal communication-

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  Nonverbal communication is vague because words or languages are not used.
 Long conversation and necessary explanation are not possible.
 It cannot be used at public tool for communication.
 In some cases, it involves huge cost. e.g., neon sign, power point presentation etc. are very
much costly compared to the other forms of communication.

4.3 Written communication

It is a formal method of communicating. It can provide more information to the receiver that what
is not possible in oral communication. Oral communications may take the forms of reports,
circular, memos, and note, manual etc. writing is more reliable than speech.

Advantages of written communication

 Suitable for lengthy matters.

 At times it might be the only available form of communication (as in long distance
transactions).
 Can be maintained as a permanent record for later references.

Disadvantages of written communication

 Time consuming and sometimes costly.

 Has a greater chance of mis-interpretation and misunderstanding.
 Difficult to maintain secrecy.
 Suffer from lack of flexibility.

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5. Conclusion
Business communication serves as the lifeblood of an organization, playing a multifaceted role in
nurturing its success. Whether through verbal, non-verbal, written, or visual means, effective
communication is essential for success in the modern business landscape. It fuels job satisfaction,
productivity, and informed decision-making, serving as the linchpin for overall success. Business
communication is the linchpin for shaping policies, planning initiatives, and achieving overall
organizational triumph. Business communication extends its significance to conveying core
values, upholding a positive public image, and adeptly navigating intricate regulatory landscapes.
Flexibility and a clear understanding of when and how to use each mode are key to successful
business communication. In today's dynamic business environment, effective business
communication stands as the linchpin to building trust and sustaining enduring success.
Communication types, whether verbal, nonverbal, interpersonal, or media-based, maintain human
interactions in various forms, vital for understanding and connection. Within organizations,
communication flows downward, upward, lateral, diagonal, and through grapevine channels, each
serving distinct purposes, promoting transparency, efficiency, and a healthy organizational culture.
It comprises internal channels to align staff with organizational objectives, media relations to shape
public perception, public affairs for advocating legislative changes, and a commitment to social
and environmental responsibility. Mastery of these components enhances one's ability to
communicate with finesse, fostering positive relationships across diverse work contexts. In today's
fast-paced and interconnected business world, the ability to communicate effectively can be a
significant competitive advantage. Each communication form possesses unique advantages and
disadvantages. Verbal communication offers immediacy but may lack documentation. Non-verbal
cues convey messages rapidly but can be vague. Written communication allows detail and record-
keeping but can be time-consuming. Choosing the right method aligns with context and goals,
ensuring effective interactions. Therefore, organizations should invest in training, technology, and
strategies to continually improve their communication practices and ensure that they remain agile
and responsive in a rapidly changing environment.

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6. References
I. https://www.jaroeducation.com/blog/art-of-verbal-and-non-verbal
communication/#:~:text=There%20are%20two%20main%20types,of%20voice%2C%20
and%20eye%20contact.
II. https://www.slideshare.net/Amaljithravi/verbal-and-nonverbal-communication-70011823
III. https://clearinfo.in/blog/business-communication-report-writing/
IV. https://www.scribd.com/doc/6602714/Assignment-Business-Communication
V. https://www.scribd.com/document/403460805/Business-Communication-Study-Material-
I-MBA-docx

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