Communication Topic in Commerce Form Three PDF

 

 BUSINESS communication

Communication refers to the process of transmitting information and ideas from one person to another or from one point to another

Business communication refers to the process of transmitting business information and ideas  from the seller to the buyer or from buyer to the seller

ELEMENTS OF COMMUNICATION

There four elements of communication

a)       Sender

This refers to the source of information or is the speaker

b)     Message

This refers to the content of information intended to be transmitted e.g. It can be through  letter or report or order

c)   Channel or media

This is the way or means in which information is passed through e.g. Television, Radio or Phone

d)   Receiver

Is the person to whom a message is send

 

 

THE TYPES  OR   FORMS OF COMMUNICATION

Communication can be classified into three types

a)                Oral communication

b)                Written communication

c)                 Visual communication

 

Ø  ORAL COMMUNICATION

Refers to the type of communication whereby a message is given out from the sender mouth  or   Is a form of communication which uses spoken words to pass information from one person to another.                     

People pass information  through  Face to face communication, Telephone calls , Radio calls and Voice mails

a)       FACE TO FACE COMMUNICATION   This is the form of oral communication verbal communication where the parties involve talking to each other  face to face 

ADVANTAGES OF FACE TO FACE COMMUNICATION

         i.            There is immediate feedback

       ii.            There is an aspect of a person to appeal

      iii.            There is no distortion of information since there are no intermediaries

     iv.            The parties involved can persuade and convince one another

      v.            One is able to read the bodily expression worked as a result of the message

     vi.            It is cheap since there are no equipment’s needed to facilitate communication

   vii.            It is suitable for sending message which require high degree of confidentiality

  viii.            Its is fast in conveying message compared to other means of communication.

 

DISADVANTAGES OF FACE TO FACE COMMUNICATION

      i.               No record for the future reference

    ii.               It is not suitable for the people who are far apart

   iii.               Not suitable for people with hearing or talking impairment

  iv.               Alterations in voice and pronunciation might change the meaning of the message being conveyed

    v.               They can take a lot of time to convince another

 

b)          TELEPHONE COMMUNICATION  The use of telephone is an advanced way of verbal communication able to speak to each other even when they are very a part Examples of telephone includes  mobile phones, Radio call, Office telephone and others 

 

ADVANTAGES OF TELEPHONE COMMUNICATION

          i.            One gets the feedback immediately

         ii.            There is no relaying of passing information from one person to another

        iii.            It is not possible to pass information passes through few intermediaries

       iv.            It is fast to pass information compared to other means of communication

        v.            It enables communication between people who are far a part

 

DISADVANTAGES OF TELEPHONE COMMUNICATION

             i.            It might be expensive to purchase the telephones

            ii.            There are no records kept for future reference

           iii.            There is no confidentially  or privacy since the information can be tapped by the operators

          iv.            It is not suitable for people with hearing and talking impairments 

           v.            It can be time consuming in case the receiver is far from the telephone

 

Ø  WRITTEN COMMUNICATION

Is the type or form of communication where by message is send through written symbols.       It uses written documents to send and receive the message.

 

LETTERS AND PRINTED MATTERS

These are written messages delivered through post boxes

Ø  TELEGRAM

These are short messages which are important and urgent send to the address by filling a special form, the charges of the message are higher than those for letters

Ø  BUSINESS REPLY POSTS

Are special envelopes issued by a licensed organization with not that, the sender does not affix any postage stamps  example

Post will be paid by the addressee

   Bank sales {K} Ltd

    P.O.BOX 20373

        DAR ES SALAAM

Business refer  no 42999

Ø  FRANKING MACHINES

Are special machines which are used to print postage stamp on an envelope authorized by the post office…

  

Ø REGISTERED LETTER

There letters which must be registered by the post of office Incase tha letter lost the post office undertake to compensate the sender

Ø  TELEX SERVICE Is the system of transmitting message where by a telex machine  which is a sort of this type

 

                        Figure ;  Telex machine.

Ø  VISUAL COMMUNICATION

This is a type of communication that combine both sound and pictures to relay the information from the sender to the receiver

Example of Audio – visual communication use of Television, film and videos

 

 

ADVANTAGES OF VISUAL COMMUNICATION

       i.            It can read many people at once

      ii.            It is more attractive than any other form

     iii.            The message passed on to the receiver may last for a longer time. It might have a lasting impact

    iv.            It can be used to pass the message to the people who do not share the same language

     v.            Some of them such as television on can be used to pass information to the hearing impairment

 

DISADVANTAGES OF VISUAL COMMUNICATION

      I.            Messages may take a long time to prepare

     II.            Not suitable to convey confidential messages

   III.            It might be hard to interpret and understand some messages

   IV.            There is no immediate feedback

    V.            It is very expensive to use Audio-visual communication and is limited to given areas

 

v  NOTE              Communication media   is means through which intended massages is transmitted It can be Telephone, Telex, Telegram, Letters, Radio calls and etc.

 

FACTORS THAT INFLUENCE CHOICE OF COMMUNICATION MEDIA

Ø  Media available/ availability.

The means of communication should be available both to the sender and the receiver . There the choice of media will be exercised on the types available to the person choosing.

Ø  Types of message to be conveyed.

This refers to the nature and content of the message, some means are Government for sending specific messages only

Ø  Size of the message

The length of the message will also determine or influence media choice,  for very long messages , Telephone and maybe uneconomical due to the high cost

Ø  Distance 

This refers to the geographical distance that exist between sender and the receiver , the distance between sender and the receiver will also influence the choice of media . For example people standing with in the same town, Telephone is likely to be used.

Ø  Number of receivers 

The messages may be intended to reach a group of people or an individual , If has to reach a group of people scattered over the whole country  , a Radio or Television may be used

Ø  Cost

The cost of sending messages differ from means another, we have to use the cost effective  means of communication

Ø  Speed

It is always important to consider the speed which the message is send received urgent.

 

IMPORTANCE OF COMMUNICATION

1.        Communication helps to create market for goods and services. this is due to the fact that     business activities products to the market  is through  the channel of communication.

2.        Communication bridges the gap between producer and customer . it is through communication that the producer are able to know what consumer really want and the specification of the goods available

3.        Communication makes goods available where are needed consumption

4.        Communication enable the management of business concerned to be easy

5.        Communication  enable traders to get information and exchange ideas with the rest of the world

6.        Communication enable business transaction to take place with more people

7.        Communication make the world to become a village i.e. You can trade with many people even if you don’t know them but through communication with them

 

v  NOTE   

By meaning EFFECTIVE COMMUNICATION is the kind of communication that brings people together (sender and receiver should understand each other)

Effective communication is about delivering an information so that the receiver can decode it correctly

CHARACTERISTICS OF EFFECTIVE BUSINESS COMMUNICATION DOCUMENTS

Ø COMPLETENESS

Effective communication are completed i.e. the receiver gets all the information he needs to process the message and action . A  complete message reduce the need to follow

Ø  CONCISENESS

This is about keeping your message to a point . This I more about content of your message rather than its length. Even a short memo can include Irrelevant or redundant information 

Ø  CONSIDERATION

Effective communication takes into account the receiver background and point of viewer . If your message hits your nerve or sound as disrespectful the emotion reaction of receiver might affect the perception of your message

Ø   CONCRETENESS

A concrete message is a specific tangible vivid. Its supported by fact in figure for enhanced credibly. It help you audience gain over view of the border picture concreteness might get the risk of misunderstanding 

Ø  CLEARNESS

The clear you message the easier it get for the receiver to decide it according to your original intent  while this sound obvious most communication pitfall originated from lack of clarity

Ø  CORRECTNESS

Correct grammar and silt ax vouch for increased effectiveness and credibility of your message of your message . Formal error might affect the cruelty of you message trigger ambiguity and raise doubts

             

BARRIERS TO EFFECTIVE COMMUNICATION

   i.            NOISES

Refer to unnecessary sound produced or heard during the conversation . Noise mainly affect verbal communication both the sender and receiver may no understand each other

  ii.            LANGUAGE BARRIER

If the sender uses the language that the receiver does not understand then the intended message may not be delivered. As the result these may lead to use an  interpreter who understand both language.

iii.            CHOICE OF CHANNEL

If the sender chooses wrong channel for communication i.e. the letter send to a blind person (receiver) the sender may not get feedback on time.

iv.            EMOTIONAL MOOD

If the sender sends a message to recipient while in an emotional mood the receiver may respond back centrally to what was expected

  v.            LACK OF CONCETRATION

Due to lack of concentration the feedback may be false

vi.            TIME

Poor timing might not yield the intended feedback. An example is making an office call out at night

                    vii.      LITERACY PEOPLE 

Some people may not be able to understand some written messages.  As result communication may not be effective between the two parties

 

ELECTRONIC BUSINESS COMMUNICATION

Is a general form that embraces all kind of computer machinated communication in which individual exchange message with other either individual or in a group

ADVANTAGES OF ELECTRONIC COMMUNICATION

1.           SPEED TRANSPORTATION  It requires only few seconds to communicate through Electronic media  because it support quick transmission

2.           LOW COST   Electronic  communication save time and money  example Text sms is cheaper than traditional letter

3.     WIDER COVERAGE  World has become as a global  village and communication around the global require a second only

4.           EXCHANGE OF FEEDBACK   Electronic communication allows instant exchange of feed back. So communication become perfect  by using Electronic media

DISADVANTAGES OF ELECTRONIC COMMUNICATION 

1.      THE VOLUME OF DATA The volume of tele communication information is increased to such a fast rate that business people are enable to observe it with the relevant time limit.

2.      THE COST OF DEVELOPING Electronic communication requires huge investment for infrastructure development frequent change in technology also demands further investment

3.      LEGAL STATUS  Data or information if fixed may be destroyed and will cause zero value

4.      UN DELIVERED DATA     Data may not be refrived due to system error of fault with the technology hence required services will be delayed

5.      DEPENDENCY  Technology is changing every day and therefore poor countries face the problems as they can not afford the new or advanced technology.  Therefore poor countries need to be dependent to wards developed countries for sharing global network.

 

FUNCTIONS OF COMMUNICATION

1.       It connect business men by facilitating fast exchange of business information

2.       It enable a film to communicate with customers availability of customers pricy features functions and etc., as well as convincing them to buy

3.       The price at which goods to be sold care determined by competitors

4.       Communication enable business men to get cost data

5.       Communication reduces cost because instead of doing things by chance decision  are taken with knowledge of environment

 

END OF BUSINESS COMMUNICATION