Welcome

to
Business Communication
&
Report Writing

BBA 1st Year 1st Semester

 Course Plan and Introducing

Md. Ujjal Hossain

Lecturer,
Business Administration Department.
Institute of Science And Technology (IST)
BUSINESS COMMUNICATION & Report Writing

Reference Books:
1. Bovee, and Thill (2012). Business Communication Today, 14th
Education, Pearson Education, India.
2. Shirley, Taylor (2005). Communication for Business, 4th Edition,
Pearson Education, India
3. Betty and Kay, Business Communication System & Application
4. Raymond V Lesiker, Basic Business Communication, McGrow
Hills
5. M. Masudur Rahman, Business Communication.
6. Business Communication & Report Writing, Renaissance Book
Depot
 Ch-01
Introduction to Communication
Communication is a Latin originated word,
meaning of which is sharing. Communication
means sharing or exchanging information, news,
ideas, etc. with someone. The most common
medium of communication is language. Besides,
there are other several means of communication
available to us. We use non-linguistic symbols
such traffic lights, road signs, Railway signals to
convey information relating to the movements of
vehicles and trains.
 Definition of Communication
Communication is “a process of sending and receiving a
message between two parties”.

According to peter little, “Communication is the process

by which information is passed between individuals and
or organization by means of previously agreed symbols
so that an understanding response results.”

Meginson says, “ Communication is the process of

transmitting meanings, ideas, and understanding of a
person or a group to another person or group.”
 Business Communication
Business communication is a specialized branch of general
communication that is specifically concerned with business
activities. Generally, when communication takes place
between or among parties regarding business related functions,
it can be termed as business communication .
But the process, principles, types, methods, etc. remain almost
same with those of general communication. The basic
difference lies in their areas of application.

“The exchange of ideas, news and views in connection with

the business among the related parties is called business
communication”.
…..Prof. W.H.
“Communication occurred between two or more
business for organizing and administering business
efficiently is called business communication”.
----Prof. J . Haste
According to Brennan , “Business communication is
the expression, channeling, receiving, and interchanging
of ideas in commerce and industries”.

From the above discussion, we can conclude that

communication occurred in business arena for
organizing and administering business activities is
called business communication.
 Nature Of Communication
• Related of human activity
• Involvement of two or more parties
• One way or two way process
• Proper understanding of the parties
• Flows of conversation in a variety of styles
• Media or channel based
• Formal or informal
• Regular process
• Either support by technology or not
• Varieties of levels
 Objectives of Communication
• To strengthen decision making
• To increase productivity
• To reinforce workflow
• To enhance professional image
• To support promotional materials
• To give order
• To invite suggestion
• To persuade
• To give warning
• To give & receive information with motivation
• To provide, counsel and maintain discipline
• To create cooperative atmosphere
• To manage the labor
 Role Of Communication
• Necessary for planning
• Basis of co-ordination
• Establishment of effective leadership
• Increase managerial efficiency
• Promotes co-operation and industrial peace
• Basis of decision making
• Moral building & motivation
• Smooth working of the enterprise
• Job satisfaction
 Scope of communication
Communication is an inseparable feature of human life. It encompasses all the activities of a
person from his birth to death. We can‘t think of passing even a single day without any sort of
communication. The scope of communication cannot be demarcated; its importance is
indispensable for all.
1. Communication and personal life
2. Communication and social life
3. Communication and state life
4. Communication and international relations
5. Communication and Business
6. Communication and Management
7. Communication and industrial relations
8. Communication and Decision making
9. Communication and Publicity
10.Communication and Information
 Importance of communication in Business

• The history of communication is as old as the

history of human civilization. The importance of
communication is indispensable in case of social
as well as business life. It is considered as the
lifeblood of business. No business can develop in
absence of effective communication. The role
communication in business can never be presented
within pages. However, the importance of
communication in business is depicted below very
precisely
1. Exchange of information
2. Preparing and execution of plans
3. Making Decision
4. Achievements of Targets
5. Co-ordination
6. Linking between central and branch offices
7. Mutual understanding and Co-ordination
8. As a qualification for both Appointment and
promotion
9. Development of managerial efficiency
10. Raising employee morale
11. Publicizing Goods and Services
12. Elimination of Rumors
13. Social communication
 The process of communication
We define communication process as the method by which
sender and receiver exchange necessary information.
According to Mr. Kreitner, “Communication process is a chain
made up of identifiable links. This includes sender, message,
encoding, receiver, decoding and feedback.”
The components of the communication process are elaborately explained below:
1. Sender (Person/Company)
For Example: Marketers like Uniliver, McDonald etc. Transmit Their message
about their products to their consumers.
2. Encoding (Telephone, E-mail)
For Example: Uniliver’s advertising agency assembles words and illustrations
into an advertisement that will convey message.
3. Message (Says What)
4. Media (Channel, Cable)
5. Decoding (Telephone Assistant/ Own way)
For Example: A consumer watches the Uniliver’s TV advertisement and
interprets the words and illustration by his own way.
6. Receiver (Person/Group of people)
7. Response
For Example: Consumer’s who watch McDonalds television advertisement like
McDonald’s more. They are more likely to eat McDonalds food items next time.
8. Feedback (Reacts)
9. Noise
Principles of communication
1. Principles of clarity
2. Principles of Simplicity
3. Principles of Completeness
4. Principles of Conciseness
5. Principles of Correctness
6. Principles of Adoptability
7. Principles of Courtesy
8. Principles of Relevancy
9. Principles of Attention
10. Principles of Mutual Relation
11. Principles of Trust and Cooperation
12. Principles of Feedback
According to the 7 Cs, communication needs to
be:

• Clear.(Understandable)
• Concise.(brief)
• Concrete.(Specific, 53%,
Tk.10,000)
• Correct.(Error free)
• Coherent.(Logical, Consistent)
• Complete.
• Courteous.(Friendly, Open,
Honest)
 Types of Communication

People communicate with each other in a number of ways that depend upon the message and its context in which it is being sent. Choice of communication channel and your style of communicating also affects communication. So, there are variety of types of communication.
The method used to communicate
can take two forms:

1. Verbal
2. Non-verbal
 7 Communication Barriers
Most people would agree that communication
between two individuals should be simple. It’s
important to remember that there are
differences between talking and communicating.
When you communicate, you are successful in
getting your point across to the person you’re
talking to. When we talk, we tend to erect
barriers that hinder our ability to communicate.
There are six of these types of barriers to
effective communication.
1. Physical Barriers
2. Psychological Barriers
3. Semantic & Cultural barriers
4. Personal Humanistic Barriers
5. Organizational Barriers
6. Socio-Psychological Barriers
 1. Physical Barriers
1. Noise
2. Time & Distance
3. Defects in the medium of communication
 2. Psychological Barriers

1. Emotions
2. Lack of Self Confidence
3. Laziness
3. Semantic & Cultural Barriers

1. Lack of Common Language

2. Poor Vocabulary
3. Poor Knowledge of Grammar and
Punctuation
4. Cultural Barriers
4. Personal Humanistic Barriers

1. Personal Attitude
2. Lack of Confidence in Subordinates
3. Message Overload
4. Gender Barriers
 5. Organizational Barriers

1. Wrong Choice of Medium

2. Status Relationship
3. Lengthy Process
 6. Socio-Psychological Barriers

1. Inference
2. Bad listening
3. Negative Emotions
4. Inattentiveness
Principles of Feedback in Communication.

Feedback improves the quality of communication.

Decision making managers should encourage
subordinate to response. Feedback is essential for
effective communication. There are some essential
principles for feedback which are described below.
To make feedback effective, A receiver should
maintain some principles.
 Principles of Feedback in
communication.
1. Description
2. Specific
3. Solicited
4. Clarity or Clearness
5. Informality
6. Promptness
7. Spontaneous
8. Contextual
1. Description: Feedback must be descriptive so that
receiver can express his opinion and feeling in a frank
manner. On the other hand, Sender or Communicator
can understand the consequences of the communication
properly.
2. Specific: Response from the receiver should be specific
and certain , so that sender can understand the situation
and take further decisions. Confusing feedback is a
barrier to the effective communication.
3. Solicited: Feedback should be solicited rather than
imposed. Managers should create such an environment
where workers can come forward to ask for problem
solution. Solicited feedback calls for spontaneous
response from the receiver of communication.
4. Clarity or Clearness: Clear Communication is
desired to everyone. If feedback is made in a vague
way then it creates confusion, miscommunication and
even conflict. So, frankly speaking, Feedback should
come clearly from the receiver to create meaningful
picture.

5. Informality: Feedback should come from informal

channel beside formal channel. Informal feedback is
encouraged in an organization for its promptness.
Such feedback helps lower level employees to interact
with top level management. On the other hand,
Informal feedback may notify about actual situation.
.
6. Promptness: Feedback should be made as soon as
possible after the message is received. Otherwise, there
will be wastage of time, inclusion of irrelevant aspects
and other disturbing matters. Unnecessary delay
reduces effectiveness of communication.

7. Spontaneous: Feedback should not provided just as

a part of formality. It should be given spontaneously.
Spontaneous feedback can give proper feedback. 

8. Contextual: The feedback must have relevance to

the context of the message received. Irrelevant
feedback not only hampers communication but also
creates bad impression regarding receiver