Untitled

SCHOLARSHIP WITH PROFESSIONALISM

UPSA

UNIVERSITY OF PROFESSIONAL STUDIES, ACCRA
BGEC 103: BUSINESS COMMUNICATION
WEEK ONE
FOUNDATIONS OF BUSINESS COMMUNICATION

OUTLINE

  • Definition of communication
  • The concepts of business communication
  • The business communication process and its elements
  • Functions of communication

INTRODUCTION

Introduction
  • This lecture aims to enhance students' communication skills and provide tools needed for successful communication in today’s corporate environment.
Objective
  • This seeks to help the student understand the basic concepts of business communication.

LEARNING OUTCOMES

  • At the end of this lecture, students should be able to:
    • Explain the concept of communication.
    • Analyze and elucidate the various definitions of business communication.
    • Discuss the business communication process and the various elements involved.
    • Interpret the functions of communication.

MEANING OF COMMUNICATION

  • The term "communication" stems from the Latin root "communicare," meaning to share or make common, emphasizing the goal of establishing mutual understanding.
  • Communication is the everyday process of sharing information, ideas, or feelings, which includes both clear expression and ensuring mutual understanding.
  • It is vital in all human interactions and plays a crucial role in personal and professional relationships.
  • Effective communication is especially crucial in business as it influences all areas of a company, aiding managers and leaders in achieving common objectives.

DEFINITIONS OF BUSINESS COMMUNICATION

General Definition
  • Business communication is described as the "glue" that holds the organization together.
  • It refers to the exchange of information, ideas, and messages within or outside an organization to achieve business objectives.
  • Examples:
    1. An email from the Human Resource department announcing a policy change.
    2. A press release about a new product launch.
    3. A team meeting to discuss a project.
Organizational Definition
  • Business communication is considered the backbone of an organization, enhancing stakeholders' ability to share ideas, resolve conflicts, and build professional relationships.
  • Examples:
    1. A press release announcing a new product launch.
    2. A team meeting discussing project progress.
    3. A performance review session between a manager and an employee.
Functional Definition
  • It is the process of sharing information between individuals or groups in a business environment to promote understanding, collaboration, and decision-making.
  • Examples:
    1. A performance review session between a manager and an employee.
    2. A business proposal sent to a potential supplier.
    3. A conference call with stakeholders to discuss quarterly results.
Process-Oriented Definition
  • It refers to a systematic method of transmitting messages through various channels (verbal, written, digital) to ensure effective stakeholder interaction.
  • Examples:
    1. Company-wide announcements via Slack or Microsoft Teams.
    2. A memo informing employees of changes to working hours.
    3. A webinar hosted for industry professionals.
Objective-Based Definition
  • Business communication involves the structured conveyance of information aimed at achieving organizational goals such as improving productivity, enhancing customer satisfaction, and fostering teamwork.
  • Examples:
    1. A sales pitch to a prospective client.
    2. An annual report shared with shareholders.
    3. A social media campaign promoting a product.
Academic Definition
  • According to Little (1977), "Business communication is the flow of information, perception, and understanding among persons involved in the business process."
  • Examples:
    1. A contract agreement between two companies.
    2. A customer service representative responding to a client's inquiry via email.
    3. A keynote speech by the CEO at a company event.

THE CONCEPT OF BUSINESS COMMUNICATION

Historical Context
  • The concept of business communication has evolved with trade, commerce, and technology over time.
    • Ancient Trade and Communication (circa 3000 BCE – 500 BCE):
    • Early forms included clay tablets, papyrus, etc., used for transaction records.
    • The writing systems like cuneiform and hieroglyphics facilitated record-keeping and correspondence.
Medieval Period (5th – 15th century)
  • Trade expanded via routes like the Silk Road, requiring communication among diverse cultures.
  • Letters and messengers were used for agreements, negotiations, and transactions.
Industrial Revolution (18th–19th centuries)
  • This period saw significant shifts with mass production and global markets.
  • Innovations like the printing press helped disseminate business information more widely through newspapers and pamphlets.
Telecommunication Era (19th – early 20th century)
  • Introduced telegraphs, telephones, and radio, revolutionizing business communications in terms of speed and reach.
  • Businesses could connect with remote locations quickly and respond to market demands.
Digital Revolution (late 20th century – present)
  • Computers, the internet, and mobile tech transformed communication into a real-time global phenomenon.
  • Tools like email, video conferencing, and social media became integral to modern business communication.

SITUATIONS IN WHICH COMMUNICATION EXISTS

Interpersonal Communication
  • This is the process of message transaction between individuals striving for shared understanding.
  • Example: A marketing team leader collaborates with a graphic designer to align on the creative direction of a campaign, engaging in ongoing dialogue for clarification and feedback.
Small Group Communication
  • Involves communication among members of a team with common goals.
  • Example: An executive board holds a quarterly strategy session to review financial performance and set priorities.
Mass Communication
  • Involves delivering messages to a large audience through channels like TV, radio, or the Internet.
  • Example: A CEO addressing audiences via a live webcast with interactive Q&A on social media, showcasing a mediated event.
Public Communication
  • Involves one speaker addressing a large audience, typically to inform or persuade.
  • Example: A founder delivering a keynote at a conference, engaging a large audience and promoting brand insights.
Organizational Communication
  • Involves communication among extended groups aiming for organizational goals.
  • Example: A university promotes sustainability initiatives via various communication channels to engage the community effectively.

THE COMMUNICATION PROCESS

  • The communication process initiates when one party opts to send a message, creating a roadmap for effective interaction.
  • The goal is sharing common meaning between the sender and receiver, enhancing communication efficacy through understanding its components.

ELEMENTS OF THE COMMUNICATION PROCESS

1. Noise
  • Refers to any distraction or interference that affects message transmission.
2. Sender
  • The communicator who initiates the message.
  • Idea Formation: Begins with the sender's idea to share.
  • Message Encoding: The transformation of ideas into words or gestures for clarity.
    • Effective Encoding: Use of familiar and concrete words is crucial.
Case Study of Sender
  • Example of a university admissions team using clear terms in their brochures to attract prospective students.
3. Message
  • The transformed idea conveyed verbally or nonverbally.
  • Basic Communication Codes:
    • Language (verbal code): Spoken/written words.
    • Paralanguage (vocal code): Vocal elements such as tone, pitch, and emphasis.
    • Nonverbal cues (visual code): Gestures, facial expressions, and posture.
4. Channel/Medium
  • The means of transmitting the message.
  • Channels could be electronic (email), spoken, or written forms such as memos or presentations.
  • Channel Selection: Influenced by factors like message importance, audience needs, and urgency.
Receiver/Decoder
  • The individual/group receiving the message, with roles including careful listening/reading, noting important details, providing feedback, and seeking clarification.
Feedback
  • Responses forming the final stage of communication.
  • Importance of Feedback: Confirms message interpretation accuracy; facilitates mutual understanding and evaluates message effectiveness.
Context
  • A crucial element that shapes message interpretation.
  • Types of Context:
    • Physical Context: The environment of communication.
    • Cultural Context: Shared beliefs and norms of communicators.
    • Social Context: The relationship and roles of communicators.
    • Historical Context: Prior experiences of communicators.
    • Psychological Context: Emotional states and biases affecting communication.

FUNCTIONS OF COMMUNICATION

Sharing Information
  • Communication is essential for exchanging various types of information.
  • Example: An HR email announcing a company event.
Developing Relationships
  • Establishing and maintaining interpersonal relationships is fundamental.
  • Example: A sales representative checks in with clients to foster trust and rapport.

SUMMARY

  • Key topics covered include:
    1. The concept of communication.
    2. Definitions of communication.
    3. The communication process.
    4. Functions of communication.

FORUM DISCUSSION

  • Discuss how noise/barriers to effective communication can be resolved during the communication process.
  • Recommendation: Each class should form 10 groups for discussion.

REFERENCES

  • Backlund, P., Beebe, S., Gordon, R., & Morreale, S. (Eds.). (2025). Communication Wisdom: Insights on Communication Principles, Messages, and Relationships. Taylor & Francis.
  • Barnlund, D. C. (2008). A Transactional Model of Communication. In Communication Theory (pp. 47-57). Routledge.
  • Berlo, D. K. (1960). The Process of Communication. New York: Holt, Rinehart and Winston, Inc.
  • DeVito, J. A. (2018). Human Communication: The Basic Course. Pearson.
  • Hamilton, C. M. (2016). Communicating for Success. Routledge.
  • Taylor, S. (2005). Communication for Success: Practical Approach, Pearson Longman.

THANK YOU!

Q & A

SITUATIONS IN WHICH COMMUNICATION EXISTS III