The Nature of Business Communication - Vocabulary Flashcards

Communication Defined

• Communication is the process of creating, exchanging, and interpreting messages between individuals or groups through verbal, nonverbal, or written means, to share information, ideas, or feelings.
• It includes not only sending a message but also understanding it correctly.

Nature of Communication: Dynamic and Complex Process

• Multi-dimensional and essential to individual growth, group formation, and interrelations among groups/organizations.
• Central to organizational existence; it creates and recreates structure, affecting the flow of communication.
• Dynamic and complex: messages are sent and received at conscious and unconscious levels; modes include verbal, nonverbal, and visual/audio-visual aids.
• Audiences: internal (within the organization) and external (outside the organization).
  • Internal: subordinates, superiors, peers, potential employees, trade associations, special interest groups, governmental agencies, general public.
  • External: customers, suppliers, distributors, unions, stockholders.
• The basic purpose of communication is to be understood.

Business Communication Defined

• Business communication is the exchange of information, ideas, and messages that helps in achieving organizational goals.
• Its nature reflects the characteristics and purpose in a business setting.

Elements of Communication

• The key elements: Sender, Receiver, Message, Channel, Noise, Situation, Feedback.
• Sender: originator of the message; encodes the message for the listener/reader.
• Receiver: intended recipient; decodes/interprets the message.
• Message: the information being transmitted; connects sender and receiver for understanding.
• Channel: medium through which the message is transmitted (e.g., loudspeaker, written on board).
• Noise: disturbances that distort or disrupt the message.
• Situation: the setting, time, and place of communication.
• Feedback: the receiver's reaction or response to the sender.

Internal vs External Audiences

• Internal audiences: people within the organization (e.g., subordinates, superiors, peers).
• External audiences: people outside the organization (e.g., customers, suppliers, distributors, unions, stockholders).

Semantic Noise and Types of Noise

• Noise is disturbances that cause loss or distortion of meaning.
• Four general types of noise:
  • a) Channel/Physical Noise: disturbances to physical transmission (e.g., static, poor mic, construction noise).
  • b) Psychological Noise: internal thoughts, biases, emotions (e.g., daydreaming, anger).
  • c) Physiological Noise: physical conditions affecting communication (e.g., fatigue, hearing loss).
  • d) Semantic Noise: disturbance in interpretation due to meaning (e.g., jargon, cultural misunderstandings, ambiguous wording).

Semantic Noise: Causes

• Causes that lead to misinterpretation:
  • a) Words/subjects too difficult for the receiver (unfamiliar jargon).
  • b) Differences in denotative (literal) meanings.
  • c) Differences in connotative (emotional) meanings.
  • d) Confusing sentence patterns.
  • e) Poor organization of the message.
  • f) Cultural differences between sender and receiver.

Situation and Feedback

• Situation: the communication setting, time and place.
• Feedback: the reaction or response of the receiver to the sender.

Message-Feedback Relationships (Examples)

• Original Message: Verbal → Feedback: Non-verbal
  • Situation: Manager explains a policy in a meeting; Feedback: employees nod, smile, or take notes.
• Original Message: Written → Feedback: Verbal
  • Situation: Team leader requests updates; Feedback: a team member calls to clarify deadlines.
• Original Message: Visual → Feedback: Written
  • Situation: Marketing presents visuals; Feedback: client emails detailed suggestions.
• Original Message: Verbal → Feedback: Action
  • Situation: Supervisor asks for a report; Feedback: report submitted on time without speaking.