Business Communication Lecture Notes

A comprehensive set of vocabulary flashcards covering the definition of communication, process stages, noise types, channel categories, models, ethics, etiquette, presentation styles, and non-verbal communication elements.

Communication

A two-way process where information (a message) is sent from one person (the sender) through a channel (medium) to another (the receiver), who reacts by giving feedback (a response).

Sender

The person who wishes to communicate the message.

Message

The information that the sender wishes to convey, including asks, instructions, comments, replies, or shared information.

Code

What the sender uses to convey the message, such as a specific language.

Encoding

How the message is communicated, for example, verbally, written, or visually.

Decoding

The interpretation of the message performed by the receiver.

Medium or Channel of Communication

The method or transmission used to deliver a message, such as face-to-face, telephone, letter, e-mail, or video.

Receiver or Recipient

The person who is getting or receiving the message.

Feedback

The interaction resulting from the message when the receiver responds to the sender.

Noise

Factors that refer to physical and psychological barriers in communication.

Psychological Noise

Noise coming from within us, including preconceived stereotypes, biases, beliefs, and assumptions.

Physical Noise

Any distraction from the surroundings, such as loud colleagues or music.

Environmental Noise

Noise coming from the environment around us, such as passing traffic.

Semantic Noise

Noise created by the sender using technical or verbose language without targeting the needs of the receiver.

Verbal Communication

Communicating by speaking or using sign language, such as presentations, phone calls, or video calls.

Non-verbal Communication

Communicating without words using body language, gestures, and facial expressions.

Written Communication

Sharing information through writing, typing, or printing, including emails, reports, and memos.

Visual Communication

Using pictures, charts, graphs, drawings, or diagrams to communicate.

Face-to-Face (Personal) Communication

Communicating with someone in person through meetings, interviews, or one-on-one conversations.

Broadcast Media Communication

Communicating with a large audience using media like TV, radio, Zoom, or Microsoft Teams.

Informal Channel

Unofficial workplace communication like lunch chats or manager walk-arounds that improves relationships.

Unofficial Channel

Personal communication and rumors, such as social gatherings or gossip, which can spread false information.

Formal Channel

Official communication through the chain of command, such as reports, memos, and newsletters.

External Channel

Communication with people outside the organization, such as customers, suppliers, and media, used to protect the company image.

Linear Models

Communication models where information flows in one direction only with no immediate feedback.

Interactive Models

Communication where information goes both ways but the receiver responds with feedback after a delay, not at the same time.

Transactional Models

Continuous communication where both people are sender and receiver at the same time with immediate feedback.

Seven C's of Communication

The list includes Clarity, Credibility, Content, Context, Continuity, Capability, and Channels.

Business Ethics

Moral principles and values that guide behavior and decision-making within a business.

Ethical Communication

Communicating in an honest, respectful, and responsible manner.

Business Etiquette

Guidelines that promote respect and professionalism in the workplace and create a positive image.

Expressive Style

A spontaneous and conversational style used to express feelings, joke, complain, or socialize.

Directive Style

An authoritative style used to give instructions, lead others, or express opinions.

Problem-Solving Style

A logical, objective, and unbiased style used to solve problems.

Meta Style

A speaking style used to discuss the communication process itself.

Public Speaking

Delivering a message to a large audience to inform, persuade, motivate, or report information.

Preparation Outline

A detailed outline containing all presentation information used to organize ideas before presenting.

Speaking Outline

A shortened version of the preparation outline used as cue notes during the presentation.

Attention Statement

The part of a presentation that captures the audience's attention and encourages interest.

Residual Message

The final point the audience should remember that leaves a lasting impression.

Informative Presentation

A presentation type that shares facts or information with the audience.

Persuasive Presentation

A presentation designed to encourage the audience to accept an idea or take action.

Instructional Presentation

A presentation used to teach the audience how to complete a task or process.

Motivational Presentation

A presentation meant to inspire and encourage the audience.

Manuscript Delivery

A presentation delivery method where the speech is read word-for-word from a written script.

Memorised Delivery

A presentation method where the content is learned by heart.

Impromptu Delivery

An unprepared presentation given with little or no planning.

Extemporaneous Delivery

A presentation method that uses notes or an outline instead of reading a full script.

Active Listening

Listening carefully while understanding and responding appropriately to the speaker, requiring full attention and eye contact.

Telephone Etiquette

Professional manners used when communicating over the phone to ensure effective communication.

Kinesics

The study of body language, including gestures, posture, facial expressions, and eye contact.

Paralanguage

Factors of speech including tone, pitch, volume, and speed that add meaning to communication.

Proxemics

The study of personal space and how different distances are used for various relationships.

Territoriality

The tendency for people to protect their personal space and belongings to create privacy.

Haptics

Communication through touch, which must always be appropriate in a business context.

Chronemics

Communication through time, where punctuality demonstrates professionalism.