Business Communication Assignment

Effective Communication Makes Business Organization Successful__

William Scott said, “Business communication is the transmission and accurate imitation of ideas ensured by feedback for the purpose of accomplishing organizational goals.”

But this communication should be effective, because only the effective communication can make a business organization successful. Communication can be upward, downward, lateral or diagonal, but it is the communicator who has to find out the best one which suits best the organization. Effective communication includes some important parts which make the communication effective, these are….

Ø Communication network;

Ø Communication Media;

Ø Medium;

Ø Good business writing;

Communication Network:

There are mainly two types of communication network, which are…

I. Formal Communication;

II. Informal Communication;

I. Formal Communication:

Formal communications mainly happen officially, it should be structured & there is always a chain of command in formal communication as it is used officially. Any type of leadership is granted in formal communication. Here communication can be upward, downward, lateral & diagonal.

II. Informal Communication:

Informal communication mainly used for communicate with business friend or employees; so it may not be structured & there is no chain of command in informal communication. The informal communication is used specially in democratic & upward communication; it’s also known as open door communication. The main disadvantage or problem of this sort of communication is grapevine that means distortion of original message. For these types of problem there need some sort of motivational activities.

Now, for make the business organization successful, first the communicator or the boss should choose the way of the communication network. First of all the boss should analyze the goal or the main objective of the organization, and then analyze that which types of communication network suits the organization best. And if the boss can choose the perfect communication network for the organization, then it would be easier for all of the employees and workers to communicate with each other which can make a business organization successful.

Communication Media:

Media of communication means, how to communicate or the way to communicate, there are mainly two way or media of communication…

I. Verbal;

a) Oral;

b) Electronic;

c) Written communication;

II. Non-Verbal;

a) Physical gesture;

b) Silent;

Communication

Verbal Non-Verbal

Oral Electronic Written Physical gesture Silent

Figure: Media of Communication;

There are some sorts of noise and barrier problems in communication network, which can distort the massage. If the communicator overcome the barriers then the communication would be effective which can help to make the business organization successful.

Medium:

Medium also plays an important role in effective communication; medium means by which something is accomplished or channel of communication.

Medium is used specially in verbal communication. Under the verbal communication, in oral communication the communicator used to talk to make others understand; in electronic communication we use telephone, fax or e-mail for performing the communication activities; and in written communication we use different types of letter or application or memo etc to do communication. Choosing the best medium can make the communication effective.

Good business writing:

Good business writing is one of the important parts of effective communication. All types of written communication mostly depend on the good business writing; there are some rules or steps in good business writing, those are…..

I. Remember ABC;

II. Be courteous;

III. Write naturally;

IV. Use KISS principle;

V. Modern technology;

VI. Include essentials;

VII. Be consistent;

VIII. Use active voice;

IX. Compose CLEAR communication;

I. Remember ABC:

ü A – Accurate; (Need proof copy and information)

ü B – Brief; (Do not talk too much, explanation is important)

ü C – Clear;

II. Be courteous:

ü Respond very quickly;

ü We have to feel the position of reader, what receiver think after reading the message;

ü Use appropriate tone; (Think about position, designation, organization, type, age, relation etc)

III. Write naturally:

ü Use short phrase;

IV. Use KISS principle:

ü KISS – Keep it short and simple; (Avoid complex words & phrase)

V. Modern technology:

ü Be smart in writing;

VI. Include essentials:

ü All essential parts of the letter or application should be included;

VII. Be consistent:

ü Should be coherent with the main topic;

VIII. Use active voice:

ü Try to avoid passive voice or minimize the use of passive voice;

IX. Compose CLEAR communication:

ü C – Clear;

ü L – Logical;

ü E – Emphatic;

ü A – Accurate;

ü R – Right;

These parts or steps can make the business writing perfect; if these can be used in business writing properly then the reader would be convinced through reading the letter or application, which can be beneficial for effective communication as well as to make the business organization successful.

Good writing needs adaption & construction of clear sentences & paragraph__

Good writing always needs adaption, and why we need adapt before writing is described below……

1. Visualizing the reader:

ü To know early, about readers attitude, mental frame, education level etc;

ü We try to create mental picture to know about attitude, mental frame, education level etc of the reader. For knowing this we need to adopt first;

2. Techniques of adaption:

ü Writing according to the level of people. Writer must know communication channel (upward, downward, diagonal and lateral); and corporate culture of the firm;

3. Adapting to multiple readers:

ü If it happened for different level of educated people then we have to write down to the lowest level;

ü For different level of people we have to write down in the lowest level to minimize the problem;

4. Governing role of adoption:

ü Simplicity;

ü Follow the guideline of good writing techniques; (remember ABC, be courteous, write naturally, use KISS principle, modern technology, include essentials, be consistent, use active voice, compose CLEAR communication)

To construct clear sentences and paragraph the following steps are to be considered….

Sentence should be short:

ü Meaning will be clear;

ü In complex sentences understanding may be difficult;

There are two ways to make it clear…

1. Limiting sentence content:

ü The content should not be more than one sentence;

ü Avoid long sentence, specially complex sentence;

ü We should use simple or compound sentence. If we use short sentence content will be limited.

2. Economizing a word:

ü Use concrete words;

ü Try to avoid phrase and should use a particular word which is more clear;

ü Avoid surplus word; (We should not use unnecessary word)

Proper emphasis/respect to every item:

Some items are important, some items are less important, some items are unimportant. We use less important or unimportant words to make the momentum.

Important items:

ü Subject/topic, introduction and conclusion is very important;

ü Concentrate more in the important item of a paragraph;

Less important items:

ü Optional to use;

Unnecessary/Unimportant item:

ü As it does not bear any importance, so it’s also optional;

Use of short sentence:

ü Understanding become easy;

ü Message becomes clear, because only one item is transmitted;

Avoid long sentences:

ü If necessary we can use it to make sentence clear;

ü Use additional word to complete the meaning;

ü Settle down one sentence as subordinates;

There are some sorts of errors may arise while constructing sentence, we should be conscious about overcoming those errors which are……

Unrelated ideas:

ü Using two or more ideas in one sentence may drift the focus;

ü We should avoid this;

Excessive details:

ü Description of less important ideas focused earlier make the problem;

ü We should use it in the bottom;

Illogical construction:

ü Using wrong grammatical procedure;

ü Using active and passive voice;

ü We should be aware about grammatical mistake, and avoid mix up the voices;

Minutes to the agenda of a meeting__

Agenda in a notice-

Arlington Mental Health Task Force

17 Dhanmondi R/A, Road No.-2,Dhaka-1205

Date: 28.02.2009

NOTICE

When: Thursday, 10 March 09, 10:00-12:00 a.m.

Where: Samarai Convention Center, Panthapath, Dhaka.

Special Instructions: Tentative agenda attached. Call in new agenda items. Bring last meeting notes. The public is invited!

For further details: Contact Nee Gotiator, Gotiator@battle.org. Committee Chair, Mana Consultants Inc. Ph. 777-7777.

Distribution: Committee and posted on Community Calendar.

All the members are requested to attend the meeting in time. Any member who cannot attend the meeting physically can appoint a proxy on his behalf.

By Order of the Board

Nee Gotiator

Secretary

AGENDA

1. Call to order--Nee Gotiator (10:00am)

2. Approval of minutes, agenda, and old business (action) (10:05am)

3. Role and function of a vision statement--Nee Gotiator (discussion) (10:15am)

4. Brainstorming on the vision statement for the plan—Will B. Boring (discussion) (10:30am)

5. Adoption of vision statement--Nee Gotiator (action) (11:45am)

6. Next meeting and adjourn (12:00pm)

Minutes of agenda-

Arlington Mental Health Task Force

17 Dhanmondi R/A, Road No.-2,Dhaka-1205

Date: 10.03.2009

MINUTES

Minutes of the board meeting of Arlington Mental Health Task Force held on Thursday, 10^th March,2009 at 10.00 am at the Smarai Convention Center.

Present:

Hard Atwork,

Firan Brimstone,

Makka Buck,

Ed U. Cator,

Doom N. Gloom,

Multe Kultural,

Will B. Boring,

Nee Gotiator,

Gyve U. Pills,

Ian Sight,

Nicen Tuff,

D. Schoech (staff)

1. Call to order and welcome- Nee Gotiator (chair) called the meeting to order at 10:10. Mayor Promptu dropped in to welcome members and stress the importance of their task.

2. Approval of previous minutes, setting of the agenda, old business- There was no old business. Previous meeting minutes and the agenda were distributed and approved by consensus.

3. Role and function of a vision statement (discussion)- Nee explained the structure and function of a vision statement and reviewed statements from other plans.

4. Brainstorming on the vision statement for the plan- Boring led the brainstorming session. All ideas were recorded for future use. Three vision statements emerged.

5. Adoption of vision statement (action)- Nee led the discussion of the proposed vision statements. Ian made a motion that the vision statement be “We envision a community and families that support infants, children, youth, young adults, middle aged, and the aged in Arlington to develop their maximum potential emotionally, intellectually, and socially.

We envision a community support system comprised of families, employers and neighborhoods that encourage self-help and mutual support.

We envision a mix of human service agencies ready to intervene if self-help measures, the family, and the community are not sufficient to solve the problems of citizens.” Multi seconded the motion. Major points of discussion concerned the role of prevention vs. treatment. Motion passed with 5 in favor, 1 against, and one abstention.

6. Next meeting & adjourn- Nee explained the next task of establishing guiding principles. The next meeting was scheduled for 17 Mar 09 at UTA. Since there were no other items for discussion, the meeting was adjourned at 12:00 a.m.

By Order of the Board

	M.M. Leonard Chairman

Nee Gotiator

Secretary