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PRINCIPLES OF BUSINESS COMMUNICATION IN ENGLISH CHAPTER 4 BUSINESS COMMUNICATION IN PRACTICE 4.1 An overview of business communica(on • Business Communica(on: is used for all messages that we send and receive for official purpose like running a business, managing an organiza9on, conduc9ng the formal affairs of a voluntary organiza9on and so on Business communica9on is marked by formality as against personal and social communica9on 4.2 Role of communica(on in business • The role of communica(on in business: – Communica9on is the life blood of the business No business can develop in the absence of effec9ve communica9on system – Communica9on is the mortar that holds an organiza9on together, whatever its business or its size – When people within the organiza9on communicate with each other, it is internal communica9on and when people in the organiza9on communicate with anyone outside the organiza9on it is called external communica9on – Ability to work well in teams, to manage your subordinates and your rela9onship with seniors, customers and colleagues depends on your communica9on skill 4.3 Forms of communica(on - Internal communica(on: communica9on with people inside the organiza9on Good communica9on may help to increase job sa9sfac9on, safety, produc9vity, and profits and decrease grievances - Modes of Internal Communica(on • Print: Memos, in-house newsleJers, fliers, magazines or leaflets can be used according to the Business needs • Electronic: PowerPoint presenta9ons, videoconferences, telephone; fax, emails or even Internet messengers can be used for in-house communica9on • Personal Communica2on: Regular mee9ngs, conferences, brainstorming sessions or even informal chats can be considered as effec9ve communica9on tools at workplace Types of business communica(on INTERNAL COMMUNICATION From superiors to subordinates From subordinates to superiors UPWARD DOWNWARD LATERAL Among people with same/similar rank DIAGONAL GRAPE-VINE informal, unofficial, horizontal channel of communication • External communica(on: communica9on with people and organiza9ons outside the company • Business presenta(ons – Delivery • Audience Reac(on: – Remain calm and polite if you receive difficult or even hos9le ques9ons during your presenta9on – If you receive par9cularly awkward ques9ons, you might suggest that the ques9oners ask their ques9ons aker your presenta9on • Language: – Your language must be simple and clear 4.5.3 Business correspondence – Steps: • Prepara9on • Research • Organizing • Draking • Review and revision Business correspondence – Types: • Business leWers: (see slides- Business leWers) • Business memos: – memo = memorandum = to be remembered – a compact wriJen message designed to help someone remember something – an internal form of communica(on – objec(ve: to deliver informa9on or instruc9ons – scope: should be limited to a single topic Business correspondence – Types: • Business memos: – The memo format: Parts of a memo parallel those of a business leJer – Parts of a memo format » no need to include an inside address, gree9ng, complimentary close or full signature » Four headings are: “To, From, Date, Subject” Keep the 9tle informa9ve but brief » Body: carries a clearly structured message, wriJen in short numbered paragraphs, should be blocked to the le_ margin Write in plain English to present reader’s with an objec9ve, factual descrip9on of the topic Business correspondence – Types: • Business memos: – Wri(ng a memo: 4 steps » Iden9fy the subject » Select and organize your informa9on » Write simply » Use a suitable tone Business correspondence • Types: • Business emails: – Email is an electronic, computer-assisted online communica9on tool PRINCIPLES OF BUSINESS COMMUNICATION IN ENGLISH TOPICS FOR DISCUSSION & CONSOLIDATION & SAMPLE TEST TOPICS FOR DISCUSSION 1. HOW TO HAVE AN IMPRESSIVE EMPLOYMENT INTERVIEW? 2. HOW TO IMPROVE VERBAL COMMUNICATION? 3. HOW TO IMPROVE NONVERBAL COMMUNICATION? 4. HOW TO OVERCOME COMMON COMMUNICATION BARRIERS? 5. HOW TO HAVE AN EFFECTIVE BUSINESS MEETING? 6. HOW TO IMPROVE PERCEPTION OF SELF AND OTHERS? 7. HOW TO IMPROVE LISTENING? 8. HOW TO HAVE AN EFFECTIVE PRESENTATION? CONSOLIDATION UNIT 1: AN INTRODUCTION TO COMMUNICATION 1.1 DEFINITION 1.2 COMMUNICATION PROCESS 1.3 CHARACTERISTICS OF COMMUNICATION 1.4 LEVELS OF COMMUNICATION UNIT 2: VERBAL COMMUNICATION AND NONVERBAL COMMUNICATION 2.1 VERBAL COMMUNICATION 2.2 NON-VERBAL COMMUNICATION CONSOLIDATION UNIT 3:PRINCIPLES OF COMMUNICATION IN BUSINESS 3.1 COMMUNICATION BARRIERS 3.2 PRINCIPLES OF EFFECTIVE COMMUNICATION 3.3 FACILITATING COMMUNICATION UNIT 4: BUSINESS COMMUNICATION IN PRACTICE 4.1 TYPES OF BUSINESS COMMUNICATION 4.2 SPOKEN LANGUAGE AND WRITTEN LANGUAGE 4.3 COMMON MODES OF BUSINESS COMMUNICATION SAMPLE TEST QUESTION (3 POINTS) USE YOUR KNOWLEDGE OF PRINCIPLES IN COMMUNICATION TO DISCUSS THE FOLLOWING SAYING: “The most important thing in communication is to hear what isn’t being said” SAMPLE TEST QUESTION (3 POINTS) DECIDE WHETHER THESE STATEMENTS ARE TRUE (T) OR FALSE (F): The situation, circumstances or setting within which communication takes place are considered as the context Proxemics is the study of how people use and perceive the physical space There are types of communication: intralanguage, paralanguage, and extralanguage Gestures are not culture-specific Communication does not depend on how we perceive people, their motives, and intentions Feminine styles of language typically use words of status and problem solving Different languages or vocabulary that hinder communication are examples of semantic barriers SAMPLE TEST QUESTION (3 POINTS) DECIDE WHETHER THESE STATEMENTS ARE TRUE (T) OR FALSE (F): Physical context is the way people understand or give meaning to their environment Eye contact is an example of kinesics 10 Decoding is the process of putting thoughts and feelings into words and nonverbal cues 11 A wink is a kind of posture 12 Business memos are an external form of communication 13 Some emotional barriers include hostility, anger, resentfulness, fear and stress 14 Spoken language tends to use compact expressions 15 Truthfulness and honesty mean refraining from lying, cheating, stealing, or deception SAMPLE TEST PUT THE FOLLOWING PARTS OF A BUSINESS LETTER INTO THE CORRECT ORDER AND REWRITE THE LETTER USING THE CORRECT STYLE: A Christopher Nolan Film director C/o Cheshire agency 231 Movieland drive Hollywood, CA, 94510 B 1101 military west Benicia, CA 94510 C I hope you make another strange, entertaining movie soon, and I hope batman returns once again with you in charge If you have a poster or pictures of yourself that you send out to fans, I would be honored to hang it in my bedroom and keep it forever SAMPLE TEST PUT THE FOLLOWING PARTS OF A BUSINESS LETTER INTO THE CORRECT ORDER AND REWRITE THE LETTER USING THE CORRECT STYLE: D January 2, 2018 E Dear Mr Nolan: F I have seen all your movies My favorites are dark knight, batman begins, and memento I like how you make surreal situations look real and believable Batman seems like a real person Memento is very twisted and fun to watch G I am a high school student who has seen dark knight four times, and bought it for my collection I wanted to write and tell you how much I enjoy your work H Sincerely, Jane ... BUSINESS 3.1 COMMUNICATION BARRIERS 3.2 PRINCIPLES OF EFFECTIVE COMMUNICATION 3.3 FACILITATING COMMUNICATION UNIT 4: BUSINESS COMMUNICATION IN PRACTICE 4. 1 TYPES OF BUSINESS COMMUNICATION 4. 2 SPOKEN... LANGUAGE 4. 3 COMMON MODES OF BUSINESS COMMUNICATION SAMPLE TEST QUESTION (3 POINTS) USE YOUR KNOWLEDGE OF PRINCIPLES IN COMMUNICATION TO DISCUSS THE FOLLOWING SAYING: “The most important thing in communication. .. LEVELS OF COMMUNICATION UNIT 2: VERBAL COMMUNICATION AND NONVERBAL COMMUNICATION 2.1 VERBAL COMMUNICATION 2.2 NON-VERBAL COMMUNICATION CONSOLIDATION UNIT 3 :PRINCIPLES OF COMMUNICATION IN BUSINESS
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