Business Communication| Parts of a Speech

PARTS OF A SPEECH:

Well-organized speech will usually fall into three distinctive divisions the introduction, main body of the speech and the conclusion. Each of these parts of the speech is important and servers a particular purpose that cannot easily be ignored.

THE INTRODUCTION:

As in written communication you start with salutation, being your speech with ladies and gentlemen or any other form depending on the audience. Speaker must keep his eyes on the audience.

The speech introduction has two main purpose on is to create interest in the subject and the second is to suggest the direction in which the subject will be developed.

The first few minutes a speech are usually the most difficult. During the period the speaker is attempting to adjust himself to the speech situation and the audience is becoming adjust to the speaker and his purpose. Most speakers gauge their audience to be only passively interested at the outset. It is necessary the to break into their attention during these few minutes. The speaker may say something that will arouse their interest  - something that will make them listen for example.

(1)By telling a story that is relevant to your subject.

(2)By asking questions to create sense of participant among the listeners.

(3)By telling some funny story or joke to enliven your audience and lift their mood.

By all means a beginner speaker should avoid apologies for not being an experienced public speaker. This merely prepares the audience to expect the worst and perhaps even look for poorer part for the speech.

Because first impression are the strongest and a speaker is in need of creating a good first impression, the introduction must be planned very carefully. Something must be selected for the opening.

After the audience has focused on the speaker and his speech, he must indicate something of the general plan of his speech. The audience must have a few hints about the thing to come later in the speech. This will better prepare the audience so that they may follow easily the trend of thought.

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Business Communication | Speech

SPEECH:

Talks or speeches may range from few minute to an hour in length depending on the occasion. Some talks introduce new managers to employees or introduce distinguished guests. Some talks may be on the presentation of awards to people who have earned-recognition. You may be asked to welcome the visitors attending the organization.

Long speeches may be delivered at regional or international conference. The subject matter of such speeches varies widely.

Careful planning is needed for all types of speeches. It is as a result of careful planning that you will feel confident on the stage. Preparing of speeches requires the following steps.

1.WHAT IS THE PURPOSE OF THE SPEECH:

The general purpose of business talks is one of the following to inform or instruct, to persuade or to entertain. The speaker must know why he is talking and he must choose a topic on which he can talk with confidence. A person ma y be required to deliver a speech to introduce a speaker or to welcome visitors. In all the above cases general purpose is quite obvious. In some cases speaker may be required to persuade the listeners to accept your point of view.

2.WHAT TYPE OF AUIDENCE IS BEING ADDRESSED?

Speaker must keep in mind the like and dislike of the audience. He must have an idea their knowledge trade and profession. He must also keep in mind the size of the group.

3.SELECT THE IDEA OF YOUR MESSAGE YOU WANT TO CONVEY:

Nature and purpose of your speech will be factor in including the ideas. You must polish your ideas in such a way that the audience can accept them.

4.TOPIC SHOULD BE THROUGHLY RESEARCHED:

Speech is also be prepared like a written report. The speaker is to collect classify, interpret and organize matter for the speech. The speech must be so organized that the audience can easily follow the speech and take interest in the same.

5.DRAFT SPEECH SHOULD BE WELL ORGANIZED:

When all information has been gathered the speaker should prepare a draft. Like a written report the speech is also organized step by step- introduced, body and conclusion.

6.YOUR SPEECH SHOULD BE SUPPLEMENTED WITH VISUAL AND WHEN NECESSARY:

Success of oral communication is enhancing by visual aids as they provide the audience the opportunity to picture your ideas.

The most commonly used device chalk, board flip sheet (large separate sheet containing variety of matter and fastened at the top and attached to a stand) card or posters projector.

7.BEFORE DELIVERY THE SPEECH IT SHOULD BE WILL REHEARESED:

Now after considering the above six points the person is ready to apply them by rehearsing the talk. Rehearsal eliminates errors and produces confidence in the speaker. When rehearsing delivers your speak loudly may be in front of a mirror. When rehearsing the talks one should make sure that he does not have stage fear & must speak in a voice audible to the last man.

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Business Communication | Types of Distribution Channel

b. TYPES OF DISTRIBUTION CHANNEL

At the time of formation a business it is decided as to what channel of distribution is to be selected . That is, the proprietor will decide to act as wholesaler, retailer, broker , importer , exporter , sole agent , intender , or distributor .The channel selection depends on his experience , the amount of capital, and the type of products to be dealt in , and many other criteria.

c. INTERNAL ORGANIZATION AND MANAGEMENT

To run a business systematically and efficiently it is necessary to draw up a proper  internal organization which requires to work out an organization chart . According to it, the firm is divided into several department , powers are delegated , responsibilities are fixed . Job description and job analysis are prepared to fix duties . In case of company a board of directors is formed .

NATURE OF BUSINESS

In starting a new business the businessman has to decide on the type and nature of business . The fields open to him are industrial , commercial , or service areas . He may choose manufacturing , wholesaling , retailing , brokerage , import or export . The selection decision will be based on the availability of capital , scope of business , his expertise and experience , nature of demand.

INFRA – STRUCTURE

Infrastructure provides a sound basis for all types of businesses. It includes basic installation and facilities , as road , power plant , transportation , and communication systems . Whether it is a manufacturing concern or service organization , wholesaling or retailing import or export , small or large business, all need infrastructure .

FUTURE OF BUSINESS

This factor should be considered separately and precisely . The factor of technology is of especial consideration because it is fast changing and renders almost daily existing products outdated and obsolete . Today ‘s products get outdated tomorrow . As past experience tells us that black and white TV , fountain pen , and radios have been replaced by color TV , ball pen or ceramic pen, and CD players respectively to quote only a few examples. New inventions , innovation are continuously coming up. Today ‘s technology reject ,yesterday’s . Consumer taste is also on the change . World affairs , local government policies have also became fairly risky. The business will have to go for tomorrow ‘s technology , not yesterday’s . And what ‘s future technology? The answer lies in research , eyeing on competition , and careful analysis of business condition , both local and abroad .

FINANCE/RASING CAPITAL

Finance is the core part  of business .Business finance includes capital ( owners’ equity), loan and retained earnings . Different types or business ownerships bring in capital differently . In sole proprietorship, it is the partners who invest capital . The company receives capital by selling its shares to founders and general public.

Finance is used in purchasing equipment , land , machinery , plant, merchandise , and raw materials . It is required to pay long-term liabilities , as mortgage or bond payable . A business enterprise has to meet other day  to day expenses, as salaries , prepaid insurance , interest , rent, and the like . Receivables and payables are also to be financed   

   

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Business Communication | Oral Communication

ORAL COMMUINCATION

Communication is a composite of speaking and listening. Honing skills is both these areas is absolutely essential if the communicator wishes to impress the receiver. The initial impact is made by the speaking abilities of the sender. Equally important is the ability to listen carefully. If the overall effectiveness of these two components is considered, it would be seen that the ability to listen rather than to speak fluently impresses more.

The two activities, viz., speaking and listening, cannot be segregated. Both are closely intertwined and an overall impact is created if both these skills are used effectively. Let us use the word “IMPRESS” as an acronym to understand, would definitely help us to impress the other interactant.

I---- IDEA:

The first step in the process of communication is to decide on the idea, which needs to be communicated. There may be a host of  ideas passing through the mid of the sender. Depending on the situation and the receiver, the idea best suited to the occasion.

M---MESSAGE.

Once the idea has been selected, its needs to be clothed in a language that is comprehensible to the receiver. The encoding of the message has to be done keeping a number of factors in mind. What is the language that is going to be understood  by the receiver? Does the idea necessarily pertain to the interests of the interests of the receiver? What is that the receiver actually needs to know? Framing of the message, if done (keeping answer to these questions in the mind), would definitely make an impact on the receiver.

P---PAUSE/PARAGRAPHS.

The significance of pauses cannot be understand. Pause should juxtaposed at just the right  minute so that the receiver can assimilate the impact of the message. The use of pauses would be best understand in the context of a presentation. The presenter should, at the time of making a presentation, use this device suitably. Excessive usage of this can lead the presentation into being one that is pretty boring and monotonous. The right use of pauses actually simulates the audience. The impact is often so great and forceful that the receivers actually lean forward ion their chairs when the presenter pauses, as if urging him to resume the presentation. The device, in the course of the interaction, lasts for barely a few second. However, the impact is long and meaningful. In written communication pauses get translated into paragraphs. If the decision to use a certain number of paragraphs is right and the division of points in these paragraphs is also correct, then written communication becomes meaningful and creates a positive impression.

R---RECEIVER.

The receiver is the most important person in the process of communication who could, if he so desires, also prove to be the most difficult,. He is the one who is generally led into the interaction. In order to draw his attention , it is imperative that there be an extra plus that would retain him interest make him attentive to the ensuring communication. To satisfy this criterion the sender should address himself to the needs and expectations of the receiver. Formulating the statements according to a mutually accepted goal is a good way of proceeding and drawing his attention.

E---EMPATHY.

In communication empathy should be used to help us understand the other individual, the strategies that he adopts and the responses that he gives at a particular moment. It would be worth while to note that all communication is situation might use the same words but his attention might be totally different. Gauging the exact meaning of an utterance can only be done when we literally put ourselves in the shoes of the other person and try to understand the situation from the perspective of the sender.

Each individual, as a sender has, what we refer to as, a‘logic bubble’ that enables him to formulae his message in a particular fashion. The same holds true for the receiver or the listener. The greater the empathy between them, the higher the level of understanding and more the receptivity to message and ideas. Empathy needs to be distinguished from another word, namely “sympathy”. Which is different in connotation. Sympathy is placing the sender on a higher pedestal and viewing the order in a sympathetic light.

S---SENDER.

The communication process hinges on the sender. He initiates the interaction and comes up with ideas and concepts that he wishes to share with the receiver. His role is the most crucial. The success or failure of interaction depends on him and on the strategies he adopts to get his message across by securing the attention of the receiver. A cautious sender would understand that there is a difference between the mental frames of the interact ant  . Such a difference could be a result discrepancy in interpretations of words, perception of reality, and attitudes, opinions and emotions. Message, If formulated with awareness  along with these areas, is sure to brings success to the sender.

S---SECURITY CHECK.

Effective communication necessities  that the receiver listens carefully to the utterances of the sender so that the end results are positive. The primary rule is: never be in a rush to commence communication. Sufficient time and effort should be put in formulating the message. Suppose the sender wishes to communicate five points. The sequencing and necessary substantiation of points with facts and figures should be done prior to the actual beginning of the communication process. This would build confidence in the message and eliminate possibility of errors in the statements.

To sum up, the sender, in order to impress the receiver should, at he start, have an idea encoded in the form a message. At the time of encoding, the sender does a thorough security check to ascertain that all points have been dealt with in a desired order. The message is then transmitted to the receiver with the required voice articulations and pauses so as to heighten the impact. Finally, the response of the receiver should be viewed empathetically. Once all these factors have been understood, its proves easy to prevail upon the receiver.

There could , however be moments when in spite of efforts being made to make the interaction informative and meaningful, all communications links fall apart and he process ends in a meaningless rumble of words and sounds. This disturbing or distracting factor is what we refer to as noise. This may be on te part of the sender or the receiver: it can be voluntary or involuntary.

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Business Communication | Noise

NOISE:

Noise can be defined as a physical sound or a mental disturbance that disrupts the flow of communication as the sender or it perforce distracts the receiver . According to this definition . Noise can be classified into :

1.     Physical

2.     Psychological

PHYSICAL NOISE

Physical noise is that sound which emanates from the surroundings and hampers the listening process , e.g, while speaking on the telephone , disturbances might hinder the smooth , transmission of message or just at the time when the sender wishes to transmit an important point, there might be a queer squeaking sound . Physical noise is not all that difficult to manage .It can be done away with at the time of communication by ensuring that all channel are in proper functioning order. For example, Often, companies have soundproof room for discussion

 PSYCHOLOGICAL NOISE

While care may be taken to eliminate possibilities of physical noise, problems arise at the time when psychological noise plagues either the sender or the receiver. Whenever there is psychological noise, it result in (un) welcome ideas or thoughts crowding the mind, which are of move relevance than the ensuring communication to either of the participants. Listening, as a result is hampered and response are not well formulated. Some of the common forms of noise are metal turbulence, preoccupation ego hang-ups, anxiety, tiredness, pre-convered ideas and notions. These are mostly involuntary and no cause can be assigned to them.

What is important is awareness about these factors; the sender at a particular moment might be disturbed by psychological noise. If he is aware of the mental turmoil and knows that it would disturb his listening process he should, at the time of communicating, carry apiece or paper and a pen or pencil to hot down points or comments of the receiver, on the other hands, the receiver might also be distracted by psychological noise. Outward manifestations of this disturbance would be in the form of restless tapping on the table, looking in other directions, shifting restlessly, changing positions, etc. these are just some of the means through which the sender can gauge the presence of psychological noise in the mind of the receiver. To make more meaningful and successful communication, the sender should try trough certain strategies to draw the attention of the receiver. He can do this by entering into a question/answer session or asking for advice. Both these devise would, to a great extend, remove the element of psychological noise.

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Business Communication | Introduction to Business

INTRODUCTION TO BUSINESS

TYPES OF BUSINESS

1.   SOLE  PROPRIETORSHIP:  It is the form of business organization  that has only one owner who invests capitals in business and is fully responsible for his business  operations . He enjoys all profit and is responsible for the losses .

2.   PARTNERSHIP: It is the kind of business ownership with at least two co-owner and maximum twenty . Profit or Loss is divided prorate among partners . Partners enjoy certain rights , perform duties that must be honored.  Partnership is based on agreement among partner to carry on a business for profit.

3.   JOINT STOCK COMPANY : It is also referred to as corporation . It is an artificial being, intangible, invisible, and existing in accordance with the law. It has its own existence separate from its owner (shareholders) and hence can sue , be sued , and enter into agreement in its own name. Unlike sole proprietorship and partnership the owner of the company are not responsible for the acts of the company . Hence , the liability of shareholder is limited to their investment in the capital of the company. Memorandum of association , articles association , and prospects are fundamental document required in the formation of a company which must be registered with the registrar of the company

3.     COOPERATIVE SOCIETIES: It is an association of consumers to establish a business based on mutual cooperation and operated on no profit , no loss basis. Cooperative banks and cooperative housing societies are quite .

 

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Business Communication | Barriers of Communication

BARRIERS OF COMMUNICATION

An activity as complex as communication is bound to suffer from setbacks if conditions contrary to the smooth functioning of the process emerge . They are referred to as barriers because they create impediments in the progress  of the interaction . Identification of these barriers is extremely important . According to the role observed by the two participants, let us categorize the barrier as:

.  Sender – oriented

. Receiver -oriented

SENDER-ORIENTED BARRIERS

Sender-oriented barriers could be voluntary or involuntary . At any cost ,effort should be made on the part of the sender to identify or remove them . As  the sender is the originator of communication , he should be extremely careful not to erect barriers .If his interaction gives rise to or indicates that there are barriers , the communication comes to a grinding halt . Some of the barriers that are sender –oriented are as follows :

1.     BADLY EXPRESSED MESSAGE . – CONCRETE IDEAS & WELL – STRUCTURED MESSAGE

Not being well versed in the topic under discussion can create problem of this nature. The sender may not be able to structure his ideas accurately and efficiently .What he wishes to say and what he finally imparts may not be the same. The discrepancy emerges as soon as the words are uttered. If fact, one of the important criteria at the time of initializing a piece of communication is that ideas should be concrete and the message should be well structured . The receiver should not feel that the interaction is a waste of time. The moment this feeling crop up , the listener totally communication.

2.     LOSS IN TRANSMISSION . – CORRECT CHOICE OF MEDIUM\CHANNEL

This is a very minor issue but one that gains in magnitude when it leads to inability in transmitting the actual message . Once again , if the choice of the channel or medium is not right , the impact of the message is lost .This is mostly a physical noise . However , the responsibility lies with the sender , as he should ensure that all channels are free of noise before commencing communication.

3.     SEMANTIC PROBLEM . – IMPEL WORDS AND ACCURATE UNDERSTANDING OF INTENTION

  High and big sounding words definitely look and sound impressive . But if the receiver is not able to compared the impact of these words ,or if they sound “Greek “ or “ Latin” to him the entire exercise proves futile . This problem could arise in the interpretation of the word or overall meaning of the message . It is also related to the understanding of the intention behind a particular statement . For the receiver , e.g . , the sanctity associated with the word “while “ might be violated when the receiver uses it in a careless fashion . The idiosyncrasies of the receiver should be well understood by the sender if he does not wish these barriers to crop up at the time of communication . The look on the face of the listener should be sufficient to warn the sender that he has overstepped his limits or he has been misunderstood.

4.     OVER/UNDER-COMMUNICATION . – QUANTUM OF INFORMATION SHOULD BE RIGHT

The quantum of communication should be just right , neither should   there be excess information not should it be too scanty . Excess information would make him grope for the actual intent of the message . The sender should , as far as possible , try to get the profile of the receiver so that at the time of communication he knows how much material is needed and how much can be done away with . Suppose he starts with some information that the receiver already possesses , the later might lose  interest as it a mere repetition of what he already knows . So by the time he  arrives at the core of the matter , he has already lost the attention of the receiver.

5.     ‘I’ ATTITUDE .- AVOID “I” ATTITUDE

Starting any piece of communication with a bias or know – it – all attitude can prove to be quite detrimental to the growth of communication process . Through it is easier said than done , still , when communication commences , all sorts of prejudices should be done away with, and the mind should be free of bias . This would enable the sender to formulate his message , keeping only the receiver and his needs in minds . Thoughts like “Last time he said this…. “ or “ Last time he did this…” or “He belongs to this group …” can  totally warp the formulation of the message . This barrier can also be extended to the  receiver . If  the respondent starts with prejudices in mind , he too would be unable to listen to the intent of the message . His understanding of the message is going to be warped . The message are going to be understood in relation to the prejudices  that a receiver harbors against the sender.

RULES FOR OVERCOMING SENDER – ORIENTED BARRIERS:

These barrier are not insurmountable . Care and constant practice on the part of the sender can remove these barriers . some of the rules for overcoming sender-oriented barriers are as follows :

1.     PLANS AND CLARIFIES IDEAS . – TEST THINKING , DISCUSS, COLLATE AND PRE-PLAN

Ideas should be carefully formulated/through out before beginning any kind of communication ; this can be done by following a few steps . Primary among them is to test thinking by communicating with peers and colleagues . It is said that two mind are always better than one . Ideas, when discussed aloud with another person , necessarily take on a shape and form . Errors of logic, if any get sorted out . In this process the concept of others can also be collated and incorpated to make the communication richer and more fruitful . As these steps require preplaning and extra time, the sender should be  highly motivated . Unless he is sufficiently motivated , he will not spend extra hours in planning the message and clarifying it by facilitating discussion with other members in the organization.

2.     CREATE A CLIMATE OF TRUST AND CONFIDENCE . – EMPATHIZE

In order to win the trust and confidence of the receiver , the sender ahs to put in extra effort through which he is able to win the trust and the confidence of the recipient . This is what we normally refer to as establishing sender credibility .If the receiver is convinced that the sender has his best interest at heart , he would be willing to pay attention to all that is being said and try to grasp the import of the message ion the  manner in which it is intented.

3.     TIME YOUR MESSAGE CAREFULLY . – KEEP THE WHERE AND WHEN IN MIND

 Different occasion and different hours necessitate a change in the encoding of the message . The sender has to be careful of the time when and the place where he makes his statement . As all communication is situation bound, a statement made at an incorrect moment , or a wrong place can stimulate and undesired response . The most prudent step is to measure the import of the message in relation to the situation and then impart it.

4.     REINFORCE WORD WITH ACTION . – HARMONIZE WORDS AND ACTIONS

Whatever statement are made should be reinforced by action on the part of the sender . The receiver should not feel that there are two codes at play, one for transmittal and the other for mentally at peace , for this grasp is more accurate and through.

5.     COMMUNICATE EFFICIENTLY. – SOLCIT FEEDBACK

The sender can only ascertain whether communication has been effective when he confirms with feedback.  The receiver on his part is also wary, as he knows that he would be requested for feedback. Soliciting and receive feedback is the simplest and the surest way of removing any barriers that might crop up in the course of communication as a result of either over communication or a semantic problem.

Once all barriers to communication have been overcome , communication , it said , has been meaningful purposeful.

RECEIVER – ORIENTED BARRIERS

The receiver too can be guilty of erecting barriers  in the course of the interaction . Although   his role in the initial phase is passive , he becomes active when he starts assimilating and absorbing the information . He is equally  to blame if the situation goes awry and communication comes to a stop ,or there is miscommunication . Some of the barriers emanating form the side of the receiver is as follows:

1.     POOR RETENTION . – JOT DOWN POINTS

Retention is extremely important during interaction . If the receiver has poor retention capability, he would probably get lost in the course of the proceedings . There would be no connection between . what was said initially and what is being said now . He might counter statement instead of seeking clarification that might lead to clamping on the part of the sender . If the decoder feels that his retention capacities are not good , a judicious strategy for him would be to jot down points . It does not portray him in a poor light . On the contrary , it shows how conscientious he is to get the message right .

2.     INATTENTIVE LISTENING . – IMPROVES CONCENTRATION

The mind has its own way of functioning . It is very difficult to exercise control over the changes of ones mind . Listening is more an exercise in controlling the mind and exercising it to assimilate messages . The errors in listening arise primarily because the receiver is either not interested in what is being said, or has other things to concentrate on . The art of listening is an exercise in concentration .If this skill can be honed , barriers to communication would not be erected.

3.     TENDENCY TO EVALUATE .- DELAY EVALUATION

Being judgment and evaluative are both the starting points for miscommunication . Remember, the mind cannot perform two activities at the same time . If it is evaluating , listening cannot take place . Evaluation should always be a sequel to the listening process . It cannot be done simultaneously with listening . The minute the sender opens his mouth ,if the listener starts mentally pronouncing judgment concerning his style or content , he has actually missed out on a major part of what has been said . His responses naturally are then going to be incorrect or expose his misunderstanding.

4.    INTEREST AND ATTITUDES . – DEVELOPS INTEREST

“I am not interested in what you are saying’’  or “My interest lies in other areas . ‘’ Starting any piece of communication with this kind of indifferent can thwart any attempts at communication . Fixed notions of this kind should be dispensed with. It is not possible to be interest in all  that is being said. But to start any communication with this notion is hazardous.

5.     CONFLICTING INFORMATION .- CONFIRM WITH FEED BACK, CLARITY

Dichotomy in the information that the receiver possess and that which is being transmitted can create confusion  and result in miscommunication  . Conflict between the existing information and fresh on result in elimination of the later unless and until the receiver is cautions and verifies with the sender the reliability and validity of the message . The sender should convince the receiver that whatever is now being said is correct and relevant to further proceedings.

6.        DIFERRENT STATUS AND POSITION .- ENCOURAGE Juniors To Come Up With Ideas And Listen

Position in the organization hierarchy is no criterion to determine the strength of ideas and issues. Rejecting the proposal of a subordinate or harboring a misconception that a junior cannot come up with a “eureka’’ concept is not right . In fact, many companies have started encouraging youngster to come up with ideas/ solution to a particular problem . These ideas are then discussed among the senior managers and their validity is ascertained keeping the working and the constraints of the company in mind . The basic purpose of this upward traversing pf ideas is that fresh and the innovative in a particular company for some years , it is natural that his mind gets conditioned in a particular manner. Challenging newcomers to innovate as a part of company policy takes care of ego problems that may arise if this is not the accepted norm.

7.     RESISTANCE TO CHANGE .- FLEXIBLE

Fixed ideas , coupled with an unwillingness to change or discuss , hamper listening and result in miscommunication . Novae concepts that require discussion before they can really materialize . If rebuked , fall flat. The onus lies directly on the receiver who is unreceptive and unwilling to change . People  with dogmatic opinions and views prove to be very poor communicators and erect maximum number of barriers .

8.     REFUTATION AND ARGUMENT . – ENTER INTO HEALTHY DISCUSSIONS

Refutation and argument are negative . Trying to communicate with the sender on the premise that refutation and argument can yield truthful results would prove to be futile. Communication is a process is which the sender and the receiver are the same level. The minute refutation or argument begin; there is shift in balance between the two participants, after which the receiver moves to a conceived that need to be resolved discussion is the right way to approach . Listening to the views of the order , trying to understand or at least  showing thatb there has been understanding , appreciating and finally, positing own views should be the sequence to be followed . The strategy adopted should not make the sender feel small or slighted.

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Business Communication | Defamation Defined

Defamation is defined as the un-consented and  un-privileged publication of a false idea , which tends to injure reputation.

It is in three forms

1.     Slander

2.     Libel

3.     Publication

SLANDER:

It is oral defamation . It can be committed by gestures , spoken words . Looks , reigns etc . Slander is also known as calumny.

  LIBEL:

It is written defamation . It is malignant publication or statement .

PUBLICATION:

It is the un-consented intentional or negligent communication of defamatory matter to a third part.

Libelous and slanderous statement are subject to legal action and the affected party may sue for the compensation of the damages to its good will and image .

PRIVILEGE:

Privilege is a legal right to communication a defamatory material or information in certain cases.

1.     Absolute privilege

2.     Conditional privilege

ABSOLUTE PRIVILEGE:

It is a right ,which is, enjoy by a person on his rank , position or nature . it has three states

1.     Judicial proceedings

2.     Legislative proceedings

3.     The act of government officials

CONDITIONAL PRIVILEGE:

Conveying  a defamatory statement in goods faith is not subject to legal action . An ordinary citizen can use it in a routine business actively . It can be qualifiedly used . The user of such privilege must avoid malafide  intension and will have to prove his good faith if needed . The following words and phrases should be avoided in the ordinary course of business .

FRAUD:

Fraud is the intentional misrepresentation by one party to a contract of  a material fact which is relied upon a by other party to his injury .

ELEMENTS:

A fraud is committed  when the element of fraud exist in a transaction

1.     False representation of facts .

2.     Intent that decided person act upon

3.     Knowledge that acts would earn.

4.     The deceived person acts to his injury

WARRANTIES:

Warranties or guarantees are common areas where fraud takes place frequently .By warranty the seller undertakes certain obligations about the quality and function of a product.

1.     Fake warranties are frauds.

2.     Other areas of frauds

3.     Fake business of frauds

4.     Fake investment companies

5.     Fake charity institution

6.     Bogus business universities

7.     Spurious public contests

8.     False prize scheme

9.     Gimmickry in medical cures

1.       Quarks and nostrums       

    

  

   

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Business Communication | Legal Aspects

LEGAL ASPECTS OF BUISNESS COMMUNICATION

It is necessary to understand the basic legal risks involved in writing .These risks are as follows .

1.                 DEFAMATION:

The matter , which is printed without the free consent of the writer  or the false presentation or any statement . For example hitting one ‘s income and expenditures . So the un – consented and unprivileged “PUBLICATION’’ of a false idea which tends to injure reputation , and for which no legal privilege exists , is a defamation . Oral defamation is SLANDER &  the written defamation is LIBEL.

a.                 PUBLICATION:   Any means of communication , un-consented intentional or negligent , by which some third party ( anyone other than the person intended) actually receives the defamatory idea can effect a publication

b.                 PRIVILEGE:  A legal right to communicate defamatory information in certain situation is privilege , which could be absolute or conditional

2.                 INVASION OF PRIVACY:

If any one interrupts in one’s  privacy life with out his consent or violates his privacy through any other acts , which is harmful to his reputation is the invasion of privacy . For example the use of a person ‘s identity or using  any other person’s name or photograph or his personal possessions.

3.                 FRAUD:

Any misrepresentation made by the party knowing the actual facts in a fraud . The following are the element of fraud .

a)       False representation of facts . ( Made intentionally)

b)      Intent that deceived person act their own.

c)        Knowledge that such  statement would naturally deceived.

d)       That the deceived person acted to his injury.

4.                 OTHER AREAS OF CAUTIONS:

The are some cares to be taken while writing the business letters .

a)       That letter must have the sender ‘s name and address on the back side of the envelope , so that incase the letter is received by the person other then addressed , it can be easily sent to the sender

b)     If the letter is written for some specific purpose  i.e. an article to be published in a newspaper within specific data, the  data  of  receiving  to the receiver should also be written on the front of the envelope , so that the validity of the letter remains existing.

Some other cautions may be remember such as:

a)      Be honest and fair in business correspondence .

b)      Avoid all the statement and acts which invades the privacy of a person.

c)       If any complicated situation arises which involves legal risks , consult an attorney.

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