ENG301 Complete Handouts Set 2

BUSINESS COMMUNICATION ENG301

Table of Contents:

Page no. Lesson 1 Introduction to Communication…………………………………… Lesson 2 Lesson 3 Theories of Communication………………………………………… Lesson 4 The process of communication and misconceptions Lesson 5 Barriers in effective communication ………………………………… Lesson 6 Non-verbal communication…………………………………………… Lesson 7 Non-verbal communication…………………………………………… Lesson 8 Traits of good communicators………………………………………… Lesson 9 Principles of business communication………………………………… Lesson 10 Concreteness………………………………………………………....... Lesson 11 Consideration…………………………………………………………. Lesson 12 Intercultural communication………………………………………… Lesson 13 Intercultural communication…………………………………………. Lesson 14 Individual cultural variables…………………………………………... Lesson 15 Process of preparing effective business messages…………………….. Lesson 16 The appearance and design of business messages…………………… Lesson 17 The appearance and design of business messages Lesson 18 Communication through technology………………………………… Lesson 19 Basic Organizational Plans…………………………………………… Lesson 20 Inquiries and general requests………………………………………… Lesson 21 Inquiries and general requests……………………………………… Lesson 22 Letter writing (placing orders)……………………………………… Lesson 23 Letter writing (claim letter)…….…………………………………….. Lesson 24 Letter writing (adjustment letter)….………………………………… Lesson 25 Collection letter…………………………………………………… Lesson 26 Sales letter……………………………………………………….. Lesson 27 Memorandum and Circular……………………………………… Lesson 28 Minutes of the meeting………………………………………. Lesson 29 Business reports……………………………………………… Lesson 30 Business reports (letter reports)……………………………….. Lesson 31 Business reports (formal reports)………………………………. Lesson 32 Market reports…………………………………………………… Lesson 33 Job search and employment……………………………………… Lesson 34 Resume writing………………………………………………….. Lesson 35 Resume and application letter……………………………………… Lesson 36 Job inquiry letter and interview……………………………………. Lesson 37 Process of preparing the interview…………………………………. Lesson 38 Oral presentation…………………………………………………… Lesson 39 Oral presentation…………………………………………………. Lesson 40 Language practice and negotiation skill…………………………….. Lesson 41 Negotiation and listening………………………………………… Lesson 42 Thesis writing and presentation………………………………….. Lesson 43 Thesis writing and presentation………………………………….. Lesson 44 Research methodology…………………………………………….. Lesson 45 Research methodology……………………………………………..

LESSON 01

Outline:

Why we study business communication?

What is communication?

Communication at workplace

Why we study business communication?

You may say that communication is important; you spend a lot of time doing it and you‘re pretty good at communicating. After all you talk to people, write notes, read books, and get along with other people which make you informed already. Why should you study communication?‖

The apparent simplicity of communication is deceptive. Just because we all communicate every day does not make us good communicators. Just because some aspects of effective communication are based on common sense; it does not mean common sense alone is enough. Skilled communicators draw on an extensive and complex body of knowledge, including semantics (the study of word choice according to their meaning), linguistics (the study of language), rhetoric (the study of writing and speaking effectively), psychology, sociology, graphic design, and even computer science. You will explore and apply the scholarship and research from all of these fields in your study of communication.

―Why then,‖ you may well ask finally, ―study business communication specifically? Communication is communication: I‘ve taken plenty of English courses and communicated in every one of my other courses.‖

Good communication does, in fact, cross disciplines; correct grammar and audible speaking, for example, are as necessary in a geography class as they are in a business communication class. There are, however, at least five ways in which what you will learn that how this course differs from what you have learned, or will learn, in your other classes. First, the subject matter is different: here you will get a chance to practice communicating with concepts and techniques from areas such as accounting, finance, and marketing. Secondly the forms are also different: you will, for example, practice writing memos, letters and business reports – not just term papers, exams and essays. Thirdly, in this class you will have a chance to practice your oral presentation skills, which – according to various studies – you will probably be using extensively in the business world. Fourthly, you may learn a slightly different style; in general, business communication is more objective, systematic, and concise than creative or personal communication. Finally, perhaps the most important difference is that, you will learn to persuade people to accomplish your desired results.

What is communication?

I have been discussing how important communication will be for your success in business. What you might be asked, what does the term communication mean? It is certainly hard to define because it has come to mean practically anything.

Definition of Communication

The word communication means the act or process of giving or exchanging of information, signals or messages as by talk, gestures or writing. Technically speaking, in the act of communication, we make opinions, feelings, information, etc known or understood by others through speech, writing or bodily movement.

Why do we communicate?

The purpose of any given communication may be:

a) to initiate some action; b) to impart information, ideas, attitudes, beliefs or feelings; c) to establish, acknowledge or maintain links or relations with other people.

Initiating Action

Initiating action may be achieved by two basic categories of communication.

a) Expressing needs and requirements.

This can range from a baby‘s cry – or even the bleep of an alarm clock – to an adult‘s more precious expression of needs and wants. In a business organization, it would include briefings, instructions and procedure manuals. This will only be effective where the other person is willing to satisfy the needs.

b) Persuading and motivating others

It means to carry out the desired course of action‖ in other words, giving them a reason (other than one‘s own want or need) to perform that action. Persuasion of this kind is likely to be a major element in marketing and sales: a sales reply cannot simply ask a customer to buy the product because she, the sale rep, needs success. She must show that there are benefits to the consumer, which will make the purchase worthwhile.

Imparting Information

Imparting information, ideas, attitudes, beliefs and feelings may have any number of specific purposes.

Creating awareness Creating understanding Persuading others Influencing others

Information gathering is a constant activity of human beings. We receive a great deal of data and information in our daily lives, only some of which we seek or consciously absorb. Think about these: news bulletins, books, bank statements, business information, gossip, thing people tell you, things you ask them. This list is endless.

Remember that other people may be seeking information in the messages you ‗send‘ (and in the tone of your voice and other indications of what is ‗between the lines‘). This information may or may not be something you wish to communicate: you will need to be aware of it before your listener/reader.

Establishing relations

Establishing, acknowledging and maintaining relations with other people are vital functions of