Channels of Communication - Internal and External Communication

Internal Communication

When communication flows from one person or part to the other within an organization it is called internal communication. It is intra-company communication. Through this type of communication manager leads, guides, directs, motivate, counsels, informs his subordinates. Internal communication has the following channels, or kinds.



Horizontal / Crosswise Communication

It is communication that flows between personnel in one department and personnel of equal, lower or superior status in other department. Voluntary channels of horizontal communication at all levels speed information and improve understanding. It facilitates subordinates to keep their superiors informed of their interdepartmental activities. If improves the quality of coordination.


Downward Communication

When communication flows from superiors to subordinates it is referred to as downward communication. In this channels instructions, guidelines, orders, advice and information are given to subordinates. Manager motivates guides, advises and informs his subordinates. Employees can have understanding of organization goals, policies and products. Boss subordinate relationship is improved. Employees get aware of the laws relating to health care, insurance, promotions, pension, training, working conditions, retirements and their services conditions, rights and obligations.


Upward Communication

When communication flows from subordinates to superiors, it is referred to as upward communication. It includes daily reports, sales reports explanations, reviews, summaries, statements and comments. By this medium lower staff keeps their superiors informed of the progress. Appeals, requests, problems difficulties are communicated. Guidance, advice and help are sought by the subordinates.

External Communication

It is intercompany communication. Well worded letters, reports and proposals improve business relations. Oral communication is also used. Disgruntled customers are satisfied. New customers are discovered. New dimensions and depths of the market are exploited. It improves goodwill, public image, safety productivity, profits and public credibility.

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Quote of the Day – Business Writing Principles

A Golden Rule:

  "   Do to the other as you wish to be done by   "

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Business Writing - Correction of Sentences

We allow 2 percent discount for cash payment.
(Change into you-attitude)
You will earn 2 percent discount if you pay cash.

Please find enclosed herewith copy of the report which is 15 pages in length.
(Eliminate wordiness)
Enclosed is a copy of 15 page report.

Men and ladies go hand in hand in all walks of life.
(Use parallelism)
Men and women go hand in hand in all walks of life.

Your letter is not clear at all. I cannot understand it.
(Be tactful and courteous)
If I understand your letter correctly…

I am sorry I cannot send you the booklet you required as we have not received it from the publishers.
(Eliminate negative attitude)
We will ship the booklet immediately after receiving it from the publisher.

Final preparation will be made by the planning committee.
(Use action verb)
The committee will prepare a final plan. Or the committee will finally plan.

The camera has a system that gives you good picture.
(Make vivid and concrete expression)
The Immie camera unfolds incredible clarity and details, and you get perfect exposures in natural colors. It possesses T.V mode, continuous shooting mode, and interval mode along with date or time display.

Mark talk to teacher about his problem
(Eliminate vagueness.)
Mark discussed his problem with the teacher.

When I dropped the clock on the glass, it broke.
(Eliminate vague pronoun.)
When I dropped it on the glass, the clock broke.

Jennifer told her mother that she couldn’t go.
(Eliminate vagueness.)
As she told her mother, Jennifer couldn’t go.

I am in receipt of your letter No. 213 dated Nov. 19,20xx and wish to acknowledge with thanks.
(Avoid wordy and trite expression.)
Many thanks for your letter No.213 of November 19, 20xx.

You failed to enclose your check in the envelope.
(Be courteous and considerate.)
We have not received your check.

He put a helmet on his head made of iron.
(Correct the sentence.)
He put a helmet made of iron on his head.

The guest was frank with good behavior and has a sharp wit.
(Use parallelism.)
The guest was frank, well behaved, and sharp-witted.

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Business Writing - Words and Phrases you Should Avoid

To improve your writing skills you should not use wordy, dangling, trite and common place jargons, phrases, words and gobbledygook. Clichés create nothing but bad impressions on the reader. The following is the list of some of jargons that you should avoid.

1. Advise (we advise you that…)
2. And oblige
3. As per
4. Beg
5. Duly
6. Esteemed
7. Herewith
8. State
9. Thanking you, thanking you in anticipation
10. Wish to say, wish to state, would like to say
11. Acknowledge receipt of, hereby acknowledge
12. Dated
13. Regards,
14. Hereby
15. Above mentioned of stated
16. In order to.
17. Attached herewith please find.
18. Permit me to say.
19. In due course, in the future.
20. During the time that.
21. In the month of.
22. For the purpose of.
23. Enclosed herein.
24. As soon as possible, soon.
25. We hope, I trust, we expect (such phrases create doubts).
26. Thanking you in advance.
27. I remain, I beg to remain.
28. Hoping to hear from you soon.
29. As a matter of fact.
30. Prior to.
31. Subsequent to.
32. Sentences in passive voice.

Also Read

Correction Of Sentences

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Business Writing - Seven Principles to Develop your Writing Skills

Irrespective of your age factor you can improve your writing skills if you want to. Writing ability is the key to success in the modern business. The following tips will help you develop it.



1. Learn Grammar:


No language goes without grammar. Knowledge of grammar is essential for writing, speaking, understanding and listening.



2. Increase your word power:

Thesaurus of words augments your writing power. It also aids reading. The greater the vocabulary you have the better the author you will be and you will have a better command over the language.


3. Develop Reading Habit:


Reading helps you expanding your understanding and knowledge. You become accustomed to the correct structure of the sentence and acquainted with the use of the right word in the right place. Read newspapers, magazines or journals regularly.



4. You must have a Standard Dictionary:

Whenever there is a word whose meaning you don’t know, look up the dictionary and memorize its meaning or meanings.


5. Develop Writing Habit:


Regularly write dairy, notes, short stories, articles or memorandums or construct several sentences using single, difficult word.


6. Develop your Imagination:

Without imagination you cannot write no matter how great vocabulary you have. You can develop your imagination by reading, listening and observing.


7. Improve your Knowledge of the Subject:

If you lack knowledge of the subject you are unable to write even a single line.

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Business writing principles (9c’s)

After planning steps in communicating the message have been completed we have to consider specific writing principles to help us choose right words, syntax and sentences for our letters, reports and memorandums.

These principles are as follows

1. Correctness
2. Conciseness
3. Clarity
4. Completeness
5. Concreteness
6. Consideration
7. Courtesy
8. Confidence
9. Conversational tone

Let’s discuss each one in detail.

Correctness:


To be correct in communication the following principles should be borne in mind:

1. Use the correct level of language.
2. Include only accurate facts, words and figures
3. Maintain acceptable writing mechanics.
4. Apply the following qualities
   a. Avoid switching from third person to second or first person. If you are writing in the third person don’t use I, me, we, us & you.
   b.Vary your sentence structure.

   c. There should be proper grammar, punctuation, spelling and paragraphing.



Conciseness:


Business executives are dead busy. They don’t have time to go through unnecessary lengthy messages. The writer is also a loser if he writes wordy messages, because it involves more time and money to type and read. Conciseness makes the message more understandable and comprehensible. To achieve conciseness the

following guidelines will help you.

1. Omit hackneyed expressions and clichés.
2. Avoid unnecessary repetition and wordy expressions.
3. Include only relevant facts with courtesy.
4. Organize the message logically and efficiently.

   The message should be laconic. Conciseness should not ne accomplished at the cost of completeness or courtesy. In business writing, less in more, spare is fair, lean is keen.


Clarity:

Clarity demands that the business message should be correct, concise, complete, concrete and with consideration. To accomplish these, observe the following:

1. Choose pithy, short, familiar and conversational words.
2. Proper punctuations make the writing clear.
3. Insert examples, illustrations, tables, graphs and other visual aids, if necessary.
Make the message readable and understandable.
4. Make correct sentences and divide the message in properly sized paragraphs.


Completeness:

The message should be complete to bring desirable results. It should include everything the reader wants or needs. We should be able to know the reader’s background, viewpoints, needs, attitudes and emotions to determine the extent of information to be included in the message.

The following are the guidelines for completeness.

1. The message should answer all the questions in the order they were asked.
2. Give some additional information, if important.
3. Ensure to answer 5 W’s and any other essentials.
5 W’s (five questions) are as follows:
Who
What
Where
When
Why


Concreteness:

The business writing should be specific, definite, unambiguous and vivid rather than vague & general. The following guidelines lead to concreteness.

1. Use specific facts and figures. Avoid words like few, quick, soon etc.
2. Use action verbs. You can accomplish it by using active voice.
3. The message should have vivid and image building words. To achieve it make comparisons and use figurative language and concrete words.


Consideration:

Consideration refers to your attitude, empathy, the human touch and understanding of human nature. Consideration means the message with receiver, in mind. You should try to visualize your readers their desires, problems, emotions, circumstances and possible reaction to your request.

Consideration can be achieved through the following:

1. Emphasize you instead of I or We.
2. Your message should convey truth.
3. Stress the positive, pleasant aspects of facts.
4. Offer a service of value to the reader.


Courtesy:

“ Everyone gains where courtesy reigns” is a good age-old slogan for written and oral communication. Courtesy is more important and advantageous in business writing than it is in face to face communication or conversation. Courteous messages strengthen present relations and make new friends. Courtesy is a goodwill builder.

Courtesy may be achieved by the following:

1. By truly tactful, thoughtful and appreciative.
2. Omit expressions that annoy, distress or disparage.
3. Answer all your mail promptly.
4. Grant and apologize candidly.

In normal situations people tend to behave courteously. However, in unpleasant circumstances they tend to act otherwise. They may lose their temper and go discourteous. In fact irritating situations are the test of courtesy. A businessman may get irked if his receivable amount becomes overdue by many cays, weeks or even months. Such a situation calls for cool mindedness and courtesy.


Confidence:

Your letter will be more successful when you show confidence in yourself, confidence in your reader and confidence in your message. Letters with optimistic tone take into account neglect and negative issues. Confidence in communication creates positive tone; confidence in yourself is produced when you believe or apologetic. Show your reader that you are decisive, positive, confident and straightforward rather than diffident dubious, indecisive and negative.

To have confidence in your reader means that you assume the reader will do that is right until otherwise it is proved. You should give your reader the benefit of the doubt.

You lose confidence in your message when you write I hope, I trust, if, why not. Such phrases should be avoided. Spend the time necessary in designing a letter so that the message accomplishes the business objectives.

If you lack in confidence the following undesirable results will tend to occur.

1. You may find yourself unable to write or speak.
2. You may not represent your case strongly.
3. You may throw a bad impression on others and as a backlash it will damage the goodwill of the firm.


Conversational Tone:

Your letter should be read as it you are talking to the reader. The tone should be comfortable, natural, conversational, unpretentious and inconspicuous. Business letters are not scholarly dissertations. Conversational tone makes the writer emphatic. You should avoid legalese and business jargons such as beg to advice, please find enclosed herewith, or thanking you in anticipation. To accomplish conversational tone.

1. Vary your words.
2. Use proper syntax.
3. Be straight forward.
4. Keep the paragraph small.
5. Avoid vague writing.

Non-conversational tone will bring out the following results:

1. The language may become formal making communication ineffective and weak.
2. The readers or the audience may get bored, inattentive or distraught.

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Business Communication - Influence of Attitudes, Opinions and Emotions

When information is according to our hopes, vies and attitude we tend to accept it and react favorably. On the other hand if he information is against our will, desire or attitude we tent to reject it or react negatively to it or even toward the informer. Rejecting, distorting and avoiding are three undesirable negative ways that a receiver reacts to unfavorable information.

Emotions

Emotional condition of a communicator is important when he receives or sends the message. Undesirable emotions like anger, fear, hatred and worry adversely affect any kind of information.

The close mind

The persons with close mind refuse to consider new facts. Such people have limited or incorrect knowledge. They don’t open their mind to welcome new ideas, facts.

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Business Communication - Avoid Frozen Evaluation

To avoid frozen evaluation the following are the panaceas:

Allowing for individual difference:

In communicating, this element is essential because no two persons are identical in physique, mind and communication. One customer or employee will be certainly different from the other. You must trim the message to the requirement of an individual.

Allowing for difference in degree:

It is essential to avoid frozen evaluations it is not justified to declare a product as good or bad ignoring the middle areas of quality. Extreme comments should be avoided. Declaring as hard or soft, good or bad, black or white, light or strong is actually polarizing. You must allow for difference in degree. Dichotomy should be avoided.

Allowing for time difference:

It is essential. A bad thing or product at one time may not be bad the next time. To have genuine opinion or right decision you must allow for time difference.

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Business Communication - Comprehension of Reality

Reality is always changing. Everyone’s sensory perceptions are limited, and his mental filters are unique. The meanings of words are not in the words; they are reality in different ways and not alike. Lack of comprehension of reality has the following problems.

Abstracting

Abstracting refers to filtering of information received. When we abstract, we actually concentrate on some details and omit others. Abstracting creates distortion, twisting etc. in the message. If trimming in communication is essential it should be done honestly rather than at the cost of spirit of the message. When we advertise a product we only include special features of the product and omit unimportant details. Thus this type of abstracting becomes acceptable and essential. Editing and censorship are also abstracting.

Slanting

Slanting refers to judging the whole by a part. Just by going through a part of the message we cannot and should not establish an opinion of the whole or it will be erroneous. Slanting is unfair in factual reporting. It will be unwarranted to judge and form an opinion about a person on the ground of his only one activity or habit. Slanting is premature evaluation.

Inferring

It refers to drawing conclusions on the basis of assumptions. Inferring is common barrier in communication. Drawing conclusions without directly seeing, hearing, feeling, tasting, smelling or deciding without gathering facts will be unwarranted and erroneous. But inferences are necessary and desirable in scientific study and research.

Frozen evaluation

It is another drawback to effective communication. It is that stereotyped impression that ignores significant differences or changes. We must be able to perceive the difference or changes. 

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General Communication Principles and Problems

Communication has barriers. What you send is not received by the receiver in the same sense as you intended. The following principle should be followed to improve communication.

Interpretation of Words

A basic general principle of communication is that the words, symbols which the sender uses in sending the message must have the same meaning in the mind of the receiver, so that the message send and the message received is identical. If the symbols of communication are not correctly understood the objective of communication will be foiled or there will be miscommunication. The following are the problems in the interpretation of words.

Bypassed instruction

When the sender and receiver of communication attribute ( give ) different meanings to the same words bypassing occurs. English language has many words, which have over 100 meanings. For example, when he reached the place of the host the guest was without his family. The host asked him where his cheaters were. The host got annoyed extremely. By using the term cheaters as a slang the host meant the eyeglasses, which the guest was not wearing at that time as usual.

Reactions to denotations and connotations

Denotation refers to expression by marks, symbols or signs. It gives primary meaning. Connotation means expression in addition to the primary meaning. When a word have both primary and secondary meanings is used it may create misunderstanding. For example, cheap product or cheap price is such a term, which has favorable and unfavorable denotation and connotations.

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Business Communication - Planning Steps for Communication

There are six planning steps before we transmit our message:

1.       Know the purpose of the message
2.        Visualize your reader ( or listener )
3.        Choose the ideas to transmit
4.        Get all the facts to back uo these ideas
5.        Organize your ideas in the most effective order
6.        Revise and proofread

Know the purpose

When you are arranging business communication you must know the purpose clearly. You must know why you should write and what should be written. The purpose may be sale, goodwill, request, inquiry or refusal etc.

Visualize your reader or listener

It is better for the sender to understand the receiver. You should know his background, qualification, education, position and status in the company. You should also know his desire, expectations, problems, circumstances and possible reaction to your request. In addition, you should know whether he is superior, subordinate, laborer, professional or technical person, colleague, single or married, man or woman, young or old, new or longtime customer.

Choose the idea

After having decided on the purpose and visualized the reader, you begin to choose the idea to be inserted in the message. The idea to be included in the letter or report depends upon the type of message. Before you start working you should jot down the points to be covered in communication, and then bring them in order of importance and urgency.

Get all the facts

Communication of any sort should be backed by the facts and figures, making the communication more emphatic, forceful and pithy. To explain facts and figures visual aid may be utilized augmenting the communication.

Organize ideas

Once the ideas have been jotted down they should be properly arranged and organized. Disorganized writing reflects a disorganized, illogical, untrained and even weak mind. Failing to organize will foil the objective of the message.

Revise and proofread

Short communications are east to transmit or dictate without revising or proofreading them. However, detailed and complex writings need revision substantially. The reason is to ensure that the message fulfills all principles of communication. A poorly organized and written message is waste of material and money.

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Quote of the Day – Process of Communication

Do you ever wonder if what you think is really what you think?

OR

Do you just want yourself to think you think that so you won’t have to think about what you really think?

Freud

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Business Communication - Factors, Elements, Process of Communication

The following are the factors or elements of communication:

1.       Sender

2.       Message

3.       Medium

4.       Receiver

The process of communication may be elaborated as follows:

Thought > Encoding > Transmitter > Noise and Barriers > Receiver > Decoding > Idea Received.

The factors of communication have the following Elaboration:

Sender Thought

Sender is the person who communicates the idea, understanding and information or material. He acts in the capacity of a speaker, writer or encoder. The following pitfalls are inherent with the sender:

The message he intends to send

The message he actually sends

The message the other person receives / understands

The other person’s interpretation of the message

The other person’s response

The difference between the message sent and received and between the response expected and response received.

As stated above, there is people to people communication. But also we are continually and incessantly sending and receiving within ourselves. Before we transmit something first we thing of that. When an artist makes a portrait or virtue he is communicating his thought, imagination on the canvas.

Message, Encoding

The message may be in the form of order, opinion, advice, suggestion, instruction, question, answer or material. It is necessary and important that idea or message received be identical to the idea or message sent. It is possible only when both communicators send and receiver are skillful in communication and its language. In the case of written communication there should be proper words, syntax, punctuation, grammar and paragraphing. Eloquence in communication is always desirable and appreciated.

   Encoding is dressing your thoughts with the meaningful language. Then the use of this language, oral, written or nonverbal becomes a message. The wording of the message should observe the art of empathy so that it reaches the receiver correctly and understandably. Encoding includes writing, speaking and other communication means.

Medium, Transmitter

Medium of communication includes letters, reports, telegrams, mailgrams, cables, telex, fax, postal, telephones, charts, pictures or any other mechanical device.

   Medium is the way through which communication flows from sender to the receiver. The transmission of the message is through a medium.

   A post office, postman, message, radio, television and newspaper also act as media of communication.

   The message is transmitted by symbols, sounds or other types of expressions. Transmitter may be a person, device like a telephone or other medium like a post office. The transmitter is a part of medium of communication.

Noise and Barriers

The blocks in the flow of communication are noise and barriers. In one way or the other they are always present in communication. These include disturbance, external interference, distraction, lack of concentration, understanding and empathy, poor language, loss by transmission, faulty translation, lack of trust and inattention.

Receiver

The receiver is the decoder. He, when receives decodes or interprets the message. Since perfect communication is not possible there is deviation between the idea sent and the idea received or interpreted. If the receiver is skillful in communication, the deviation will be small. Because communication is never perfect, we can understand as to why Holy Quran has been declared as a miracle or charisma. Quran is that communication which is perfect and will last till the doomsday.

Decoding

Decoding is done by the receiver. His decoding of the message depends upon his past background, perception, knowledge of the language, understanding viewpoint and relations with the sender. Decoding is reading, listening and understanding.

Idea Received

Idea received is the result of the process of decoding by the receiver. Since there is a difference between the sender’s and receivers past background, perception, knowledge, understanding, view point, mold and intelligence the message sent and received is different and subject t to defects and barriers.

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Business Communication - Formal and Informal Language

There are two types of standard language. The language we speak at home, with friends is informal. It is like casual clothes which people use on informal occasions. Formal language on the other hand is used in offices, businesses and other formal occasions. It is like a suit or dress for public and formal situation.

Formal Language:

We use formal language when we are dealing with serious business affairs. The situations which call for it include the following:

Applications for jobs

Letters to public and utility companies

Business letters

Business reports and memos

Public discussions of serious issues

Formal reports (e.g accident reports)

Oral and written reports

Class discussion

Discussions in conferences, seminars, assemblies and courts.

In formal language we avoid slangs and informal words and sentences. Here we are more respectful, courteous, reserved and careful. We use more resources of the language because it has more synonyms. Audience takes the subject seriously and pays solemn attention to the subject.

Informal Language:

It is spoken language. It is used in private conversation and we use it in personal letters. Informal language has all purpose words. For example boss I all purpose word which is used informally to mean manager, director, employer, owner, gang leader or supervisor. It may be funny which may make us smile such as cheaters which as a slang means eyes glasses.

This language is often used when you are in a hurry. To do so you use contractions such as I’m, I’ve, she’s, it’s and we’re. We are informal free and close to the reader or listener.

Deciding on whether the business language is formal, less formal or informal is not important. The importance of the business communication lies in the fact that it must be understandable, clear and concrete to the point and bring the efficacious, desired results.

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Communication Skills

When two persons get together communication skills are required. Professors, leaders, doctors, politicians, teachers, singers, professionals, religion leaders all required effective communication skills for success in their career.

The following communicates ability and skills are required for success in business career.

1. Must be able to communicate effectively with all levels of management.
2. Must have substantial experience, training in oral and written communication and demonstrate good writing skills.
3. Be able to prepare special analyses, research reports and proposals
4. Need ability to compose effective correspondence.
5. Must have ability to communicate and sell ideas, firm and products.
6. Must be able to cultivate and maintain good customer relationships.
7. Need skills in gathering, analyzing and interpreting data and in writing analytical reports.

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Communication is Life Blood of the Organization

Communication is life and life is communication. It starts with birth and continues till death. The very success of an organization is built upon effective communication. It establishes relationship between the superior and the subordinate, and the quality of relationship revolves around the nature of communication.

The business of an organization is run on interchange of information, plans, ideas, proposals, use of data and conducting discussions, meetings and research which are all different forms of communication.

In an organization the manager has to read, speak, write, listen, observe and supervise that all are media of communication. He uses letters, reports, proposals and memos for written communication.

Business firms must send information about their goods and services to consumers and customers. They do so by advertising, publicity, personal selling and other sales promotional techniques. Managers must know the financial position income and expenditure of their firms. They maintain journals, ledgers, trail balance, worksheets and prepare balance sheets, income statements and budgets. Accounting is an extremely important branch of communication.

Effective communication is the life blood of every organization and a key to success in our business career and our personal life.

Effective communication is vital inside the company because employees can be better motivated and more efficient by it.
Outside the company, a communication to customers, prospective customers, inquirers, suppliers and the public can have a far-reaching effect on the business and goodwill of the company.

A properly organized and arranged letter, telephone call or personal conversation can win back an angry, disgruntled and dissatisfied customer and create goodwill for the company.

In your business career, effective business communication helps you convey your ideas, lead, guide, persuade and motivate your employees. By communication skills you can solve the conflicts between the persons.

Success of the business depends on effective communication. Wars, divorces, disputes, losses and bankruptcies are the result of ineffective or miscommunication. All management problems stem from ineffective communication.

Communication is a key to management effectiveness. Oral, written, formal and informal communications go through many channels and in various directions.

Management needs to communicate policy, instructions, objectives and goals so that all employees will understand and accept them. The final test of all communication is whether it produces the desired results quickly and correctly. Communication is an idea transplant.

There is people to people communication. But also we are continually sending and receiving within ourselves. An artist communicates with himself and others as he pours his inner feelings into some tangible form. The purpose of communication is to bring about a change. It is said that no person can effectively communicate for another person.

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Some Important Facts about Communication

It will be noted with interest that successive transmissions of the same message are decreasingly accurate. Note the following carefully:

1. In oral communication around 30 percent of the information is lost in each transmission.
2. Even written communication is subject to some loss of meaning in transmission.
3. Equally serious is poor retention of information. Studies show that employees retain online 50 percent of communicated information, and supervisors only 60 percent.

Another study shows that there is a tremendous loss of information, which is 37 percent between the board of directors and the vice president level. General supervisors lose 44 percent of the information, plant managers 60 percent, and general foremen lose 70 percent of what had been transmitted downward to them.

4.An average of only 20 percent of the communication sent downward through the five levels of management finally gets to the workers level.

Communication activities fill the business day. An analysis of time spent in communication shows approximately 10 percent in writing, 15 percent reading, 35 percent speaking and 40 percent listening.

D.G. Treichler says that we remember

10 percent of what we read.

20 percent of what we hear.

30 percent of what we see.

50 percent of what we hear and see.

70 percent of what we say.

90 percent of what we act / experience.

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Definition Of Communication

   Every human is incessantly communicating within himself and with the outside world. He is continuously busy thinking, viewing, seeing, listening, speaking, writing, reading or making verbal communication. From a layman to a chef de voute communication plays a tremendously vital role throughout his life. Communication is life and life is communication. Modern life and business cannot go without televisions, V.C.R and DVDs, Telephones, fax, Mobile Phones, Internet and computers which are strong media of communication. The quality of communication determines the extent of the success of a business. The companies that have developed good and effective communication system are far more successful than those without one.

   Communication will be successful and efficacious if you get the desired results. Like science and technology, communication methods and languages are changing and improving fast. A business manager has to continuously learn and improve his knowledge in the language, styles, methods, formats of writing reports, letters, memo. Americans have a great contribution in developing and introducing a new direction in the field of business communication which is quite simple, easy, natural and easily adoptable. They have made business communication a fun and a science.

   Communication is the act of influencing and inducing others to act in the manner intended by the speaker or writer. The word communication is derived from the Latin term “communis” which means common. So communication means sharing of ideas in common. It is interpersonal and inter-and intra organizational interchange of material, understanding information. Communication affects a transfer between at least two minds. Language is the dress of communicator.

According to fred luthans communication is “The flow of material information, perceptions, and understanding between various parts and members of an organization. “According to him communication includes

1. All the methods, means and media of communication.
2. All the channels, networks and systems of communication.
3. All the persons to persons interchange (inter personal communication).
4. All aspects of communication up, down, lateral, speaking, writing, listening, reading, verbal, non verbal methods, media, modes, channels, networks, flow, interpersonal and inter-organizational and body language.”

   Communication may refer to information that is passed on from one person or group to another. It is also used to mean union, liaison or marriage. Its scope includes meeting, conference, linking and connection.
It is the removal from one place to another this concept results in transfer, transmission, transmittal, translation, transfusion, delivery or transfer of property or right.

   Communication may take the form of notice, notification, intimation, instruction, intelligence, and knowledge. Messages, communiqués letters, telegrams and dispatches are its different forms, and include modern communication techniques as fax, email and website.

It is thinking, speaking, writing, reading, listening and observing.

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