BCA 1 Semester Business Communication Unit 1

BCA 1 Semester Business Communication Unit 1

BCA 1 Semester Business Communication Unit 1

BCA 1 Semester Business Communication Unit  1 :-  A simplified modal of the communication process is given in figure. This modal tells us what is the individual part of communication Diagonal or crosswise communication takes place when persons working at a lower level interact with those working at a higher level across the limits of their reporting relationships . The persons who communicate are neither in the same work unit nor at the same level of organisational hierarchy. For instance the production manager may communication. ccsusamplepapers is site where students learn and study very essay because here we have provide you Bca Notes, Sample papers, Modal papers, Mock papers, Unsolved papers for Practice, Important notes, Study material. Here you have learn easy prepare and for exam. BCA 1 Semester Business Communication Unit 1

Means of Communication

Communication has been derived from the Latin word ‘Commnis’ which mean to share. Communication may, therefore, be defined as sharing of information, facts, opinions, emotions and ideas, so as to create mutual understanding between of information, facts, opinions, emotions and ideas, so as to create mutual understanding between people. Thus, Communication is more than transferring information .It is a two-way process. BCA 1 Semester Business Communication Unit – 1

Need for Effective Communication

  1. Increase in size : Business firm have grow tremendously in scale of operations. A larger business firm today employs thousands of people has factories of offices in different parts of world. The head office of the company must always be in close touch with branch offices. An efficient system of communication is required for this purpose.
  2. Growing Specialization : Narrow division of work result in different activities being handles by different department. Due to narrow outlook every department trends to over stress its own work. Sound communication is essential for ensuring mutual cooperation and understanding between different departments. Otherwise the organisation cannot function smoothly. It for example, there is no communication between production and sales departments, the sales department might book orders which the production department cannot supply.
  3. Technological Advancement : Rapid changes in science and technology lead to obsolescence of technology and knowledge. In order to upgrade or modernize technology, management must persuade employees to accept new technology. Regular training of staff becomes necessary to upgrade their knowledge to provide them skills needed to apply new technology.
  4.  Cut-throat Competition : Liberalization and globalization have result in severe competition between public sector, private sector and foreign banks. Moreover, banks today have also to compete with various financial institutions. Persuasive communication in the form of advertisements personal contacts and publicity becomes essential to survive in the race of competitions.
  5. Human Relations : Effective communication between management and employees is necessary to develop mutual trust and confidence. Participation of employees in the decision making process and other means of communication to develop among employees a sense of belonging and loyalty to the organisation.
  6. Trade Union Movement : In banking sector, employee union are very strong and powerful. Management must consult unions leaders on several matters. Regular exchange in information and ideas between manages and union officials help to healthy relations between them.
  7. Public Relations : society expects more and more from managers. Business has to keep government . distributors. supplies. investors and other sections of society well-informed about its contributions to society. Public relation help relation help business to improve its image in society and big enterprises employ professional experts for this purpose.

The Communication Process 

A simplified modal of the communication process is given in figure. This modal tells us what is the individual part of communication : The process show how these are related to each other. It also identifies the crucial points in communication process are describe below :

The Communication Process 
The Communication Process
  1. Sender : The sender may be a speaker, a write or an actor. He must have a clear picture in the mind of what he wants to communicate. Several ideas may generate in the sender’s mind. The sender must identify, analyse and sequentially arrange the idea before transmitting them to the receiver.
  2. Message : A message means what is being communicated. It may be verbal (spoken or written) or non-verbal (e.g., appearance, body language, silence). Message is the heart of communication.
  3. Encoding : “The sender puts his idea of facts into words, symbols, pictures of gestures which the other person can understand . This part of the communication process is called encoding” It also involve of appropriate media so that idea is translated into a message that can transmitted to the other. Words and symbols should be selected carefully keeping in the mind the purpose of communication and the needs of receiver. The words and instance should be understandable.
  4. Channel and Medium : The channel connects the sender with the receiver. For instant, time tables of a college is the channel which insure that the teacher and the students go to the same class room at the same time. 12 medium is different from channel. For example, a letter is the medium whereas mail services is a channel. Speech is the medium but loudspeaker is the channel.
  5. Receiver : The person or a group to whom the message is directed is known as receiver. The receiver represents the destination this for the messages. He may be a listener, a reader or a viewer. Like the sender he has an image of himself and the sender.
  6. Decoding : The receiver translate the words and symbols used in message into idea and inter presets, it to obtain its meaning this is called decoding and it is the opposite of encoding. If the receiver is familiar with the codes used and this perception is good. He will drive more or less the some meaning as meant by the sender. The message should be accurately in the recognize mind.
  7. Feedback : “After deriving meaning, the receiver reacts or responds to the message, he sends back his response to the sender. This return flow of communication is called feedback” The process of communication is incomplete until the sender, receiver the feedback. If the feedback is tune with the message, communication is said to be effective 

          Feedback is  the key element in communication as it is the only way of judging the effectively of the messages. feedback indicates the knowledge about the outcomes of communication.

 Importance And Limitations Of Diagonal Communication

Diagonal or crosswise communication takes place when persons working at a lower level interact with those working at a higher level across the limits of their reporting relationships . The persons who communicate are neither in the same work unit nor at the same level of organisational hierarchy. For instance the production manager may communication directly with sales officers in the marketing department.

Advantages 

  1. Boosting Morale : Diagonal communication provides opportunity to lower level employees to intersect with managers. This help to improve the morale and commitment of employees towards the organisation.
  2. Coordination : Formal and informal meeting under diagonal communication facilitates coordination between different work units in the organisation.
  3. Speedy Action : Direct interactions between superiors and subordinates working in different work units help to speed up action by cutting across department lines.

Limitations  

  1. Resistance : When a manager directly intersects with the subordinates of another manager, the latter may feel that he has been bypassed. He may not implement the suggestions as he has not been consulted.
  2. Violatio of Unity of Command : Diagonal communication violates the principle of unity of command. It may cause confusion and conflict in the mind of subordinates. 
  3. Anarchy : In the absence of well accepted procedures for diagonal interactions there may be internal anarchy in the organisation.

Guideline For Effective Communication 

  1. Clarity : Good communication never “happens”. It does not take place off hand or random. Rather it is the result of advance thinking and careful planing.
  2. Elimination of Noise : Noise is the greatest barrier of communication. Every possible effort must be made to eliminate noise caused by machine, equipment, communicator devices, etc. 
  3. Feedback : Feedback should be used carefully in planning and executing communication. Where feedback is not automatically available, the sender should ask questions, request, reply, etc.
  4. Objectivity : The communicator should be fully impartial while sending a message. He should not allow his emotions attitudes or bias to distort the message. He should communicate unpleasant facts in such a way that the feelings of the receiver are not hurt.
  5. Courtesy : Courtesy means a friendly and helpful behavior towards other. Polite manner facilitate communication. Politeness beings politeness and encourage participate communication.
  6. Conciseness : Brevity the soul of good communication. Therefore. we should use only relevant details in your message. Ruskin said, “say all you have to say in the fewest possible words”.
  7.  Attentiveness : While sending and receiving a message, you must pay full attention. While transiting, attention is necessary to ensure that all the relevant detaila are included in correct and clear manner. 

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