Business Communication and Workplace Concepts

A comprehensive collection of vocabulary flashcards covering key concepts from lecture notes on business communication, communication models, feedback types, barriers, digital communication tools, and business letter formatting.

Communication

The process of sending, receiving, and understanding information, ideas, and feelings between two or more people through spoken words, written words, signs, symbols, or other means.

Verbal Communication

An exchange of information conducted through spoken or written words, such as talking on the phone or writing an email.

Non-Verbal Communication

The transmission of a message without using words, exemplified by smiling, waving a hand, or nodding the head.

Positive Feedback

A response that appreciates or supports the received message, such as stating "excellent presentation."

Negative Feedback

A response that points out mistakes or problems in communication, such as stating "The report contains incorrect data."

Constructive Feedback

Feedback that offers specific suggestions for improvement, such as noting a report is good but would improve by adding more graphs.

Immediate Feedback

A response provided instantly after or during communication, such as questions asked directly during a meeting.

Delayed Feedback

A response provided after a period of time has passed, such as a performance appraisal conducted at the end of the month.

Sender

The person or entity who initiates the communication process by having an idea or information to share.

Encoding

The process of converting ideas and thoughts into words, symbols, gestures, images, or other understandable forms.

Message

The specific information, idea, instruction, or opinion being communicated through forms such as reports, notices, letters, or emails.

Medium (Channel)

The vehicle or method used to send a message, such as face-to-face conversation, telephone, email, video conference, or social media.

Receiver

The person, group, or audience that receives the transmitted message.

Decoding

The process of interpreting, reading, and understanding the received message.

Feedback

The receiver's response to the sender that confirms whether the message was received and understood correctly.

Noise

Any barrier or interference that disrupts effective communication, such as technical issues, poor internet connection, distractions, or misunderstandings.

Physical Barriers

Environmental or hardware interferences in communication, including noise, physical distance, poor internet connection, and equipment failure.

Language Barriers

Linguistic obstacles that impede understanding, such as differing languages, difficult vocabulary, and poor grammar.

Psychological Barriers

Internal emotional and mental states that hinder effective communication, including stress, fear, anger, and lack of confidence.

Organizational Barriers

Workplace structural hindrances to communication, such as a long chain of command, poor management, and rigid company policies.

Cultural Barriers

Communication obstacles arising from differences in beliefs, customs, values, and traditions between individuals.

Technological Barriers

Communication problems caused by digital disruptions, including network issues, software problems, and technical failures.

Business Letter

A formal letter used for business purposes that requires clear purpose, simple language, correct format, conciseness, polite tone, accurate information, and proper grammar.

Full Block Layout

A modern business letter format in which all elements begin flush against the left margin with no paragraph indentations.

Modified Block Layout

A business letter layout where body paragraphs remain aligned to the left margin, but elements such as the date, complimentary close, and signature are placed towards the right.

Semi-Block Layout

A traditional business letter layout where most elements follow block formatting, but the first line of each paragraph is indented and the date and closing may be aligned towards the right.

Job Application Letter

A formal letter written by an applicant to an organization to apply for a particular job position, typically accompanied by a resume, bio-data, or CV.

Traditional Communication

Communication methods relying on letters, landline phones, face-to-face interaction, and fax, typically characterized by slower delivery, higher costs, and limited geographical reach.

Internet-Enabled Communication

Real-time communication using digital media such as emails, instant messaging, and video calls, providing instantaneous global reach with low operational costs.

Video Conferencing

A digital tool that enables employees and individuals in different locations to conduct online meetings and talk to each other face-to-face.