Summer / May 2012 BBA Semester-I BBA101 Communication Skills Assignment Set- I Q1.

. Discuss the importance of communication in business. Importance of Communication in Business Communication is the lifeblood of a business organization. No organization can succeed or progress, build up reputation, and win friends and customers without effective communication skills. In fact, successful communication is the foundation of strong and pleasant relationships between the seniors and sub ordinates, between the workers and the management, between the customers and the sellers. Efficient system of communication helps in better coordination and efficient control of all the activities that take place in the organization. Communication leads to clear understanding, good production, healthy climate, and willing cooperation among the various levels of employees. Therefore, communication is very crucial for the smooth running of the organization. Consequently, effective communication affects the profit and prosperity of firms, organizations and shop keepers. Poor and ineffective communication system may result in mismanagement, bad business and sure show down. Communication can build or destroy trust, depending on the use of words. A poorly worded message or talk may result in communication breakdown. On the other hand, planned and well-meant communication helps in better service, removes misunderstanding and doubts; builds up good will, promotes business and earns favorable references. It is the key to success in business and trade. A good businessman believes in the saying, take care of communication and success shall take care of itself. Success of any business lies in effective communication. The more effective the communication is, the better the results are. Communication is effective when it produces desired action in the reader or audience. Effective communication is essential for the survival and progress of a business concern. The ability to communicate effectively is an essential quality of a businessman. A person may be intelligent but he may not be able to get his message across to others. Ideas are generally common, but the ability to convey them to others is rare. A successful communicator affects the minds of his readers, employees, supervisors, customers, suppliers, investors and business associates. They form a good impression of the company and
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the communicator. He builds the goodwill of the company he represents. Goodwill of a person or company attracts customers and wins friends. Therefore, the ability to communicate effectively both orally and in writing is an asset for the communicator. Through successful correspondence, he leads his business to success. The letters, reports, memos etc., which he writes to the people, demonstrate his ability in effective communication or lack of it. A successful communicator is able to run the affairs of a business. He can plan well and control the working of his organization. He has the skill to transfer his policies, decisions, objectives and job instructions to the persons working with him at all levels. So, communication skills are quite essential for a businessman to perform his managerial functions effectively. Communication is essential for life in general, but in business settings, it is critical. Communication is more than just a matter of speaking and hearing, especially within a business setting. Good communication, on the other hand, means that your message will be sent and that the people or organizations understand the message in its entirety. Further, they are much more likely to respond in a positive manner if the message was communicated effectively. A poorly communicated message is likely to result in an unfavorable response. Communication is one of the basic functions of management in any organization, and its importance can hardly be overemphasized. It is a process of transmitting information, ideas, thoughts, opinions and plans between various parts of an organization. You cannot have human relations without communication. However, good and effective communication is required not only for good human relations, but also for good and successful business. You can use softwares like business writing software for writing effective business communication, which is required at various levels and for various aspects in an organization such as Importance of communication for manager and employee relations: Effective communication of information and decision is an essential component for management-employee relations. The manager cannot get the work done from employees unless they are communicated effectively of what he wants to be done. He should also be sure of some basic facts such as how to communicate and what results can be expected from that communication. Most of management problems arise because of lack of effective communication. Chances of misunderstanding and mis-representation can be minimized with proper communication system. For motivation and employee morale: Communication is also a basic tool for motivation, which can improve the morale of the employees in an organization. Inappropriate or faulty communication among employees or between manager and his subordinates is the major cause of conflict and low morale at work. Manager should clarify to employees about what is to be done, how well they are doing, and
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what could be done for better performance, to improve their motivation. He can prepare a written statement, clearly outlining the relationship between company objectives and personal objectives, and integrating the interest of the two.

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Q2. Explain the significance of Non- Verbal communication. Significance of Non-verbal Communication Stated briefly, how something is expressed may carry more significance and weight than what is said, the words themselves. Accompanied by a smile or a frown, said with a loud, scolding voice or a gentle, easy one, the contents of our communication are framed by our holistic perceptions of their context. Those sending the messages may learn to understand themselves better as well as learning to exert some greater consciousness about their manner of speech. Those receiving the messages may learn to better understand their own intuitive responsessometimes in contrast to what it seems "reasonable" to think. Part of our culture involves an unspoken rule that people should ignore these nonverbal elements as if the injunction were, "hear what I say, and dont notice the way I say it." These elements are often ignored in school or overridden by parents. So, the task of incorporating conscious sensitivity to nonverbal communication is made more difficult. Of course the early therapists attended to such cues, but little was written about ways to really bring such elements into sharper awareness until the work of pioneers such as Reich, Moreno, and Perls. Even today, many clinical training programs give short shrift to the task of really acquainting their students with the nuances of this vital dimension. (I speculate that this is because it is a very revealing study, and teachers need to feel remarkably secure in their own persona, that way they come across to others.) Internal cues Nonverbal communication occurs not only between people, but also internally. People grimace, stand in certain postures, and in other ways behave so as to reinforce to themselves certain positions, attitudes, and implicit beliefs. Unconsciously, they suggest to themselves the role they choose to play, submissive or dominant, trusting or wary, controlled or spontaneous. Thus, a therapist can use nonverbal behavior to diagnose intrapsychic as well as interpersonal dynamics, and individuals can be helped to become aware of their own bodily reactions as clues to their developing greater insight. Learning by doing People and especially, people who work with or help other peoplemanagers, teachers, etc. would do well to read about nonverbal communication. Categories of nonverbal communications 1. Personal Space This category refers to the distance, which people feel comfortable approaching others or having others approach them. People from certain countries, such as parts of Latin America or the Middle East often feel comfortable standing closer to each other, while
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persons of Northern European descent tend to prefer a relatively greater distance. Different distances are also intuitively assigned for situations involving intimate relations, ordinary personal relationships (e.g., friends), social relations (e.g., co-workers or salespeople), or in public places (e.g., in parks, restaurants, or on the street. (Keltner, 1970). 2. Eye Contact This rich dimension speaks volumes. The Spanish woman in the nineteenth century combined eye language with the aid of a fan to say what was not permissible to express explicitly. Eye contact modifies the meaning of other nonverbal behaviors. For example, people on elevators or crowds can adjust their sense of personal space if they agree to limit eye contact. What happens if this convention isnt followed? (Scheflen, 1972.) This issue of eye contact is another important aspect of nonverbal communication. 3. Position The position one takes vis-a-vis the other(s), along with the previous two categories of distance between people and angle of eye contact all are subsumed under a more general category of "proxemics" in the writings on nonverbal communications (Scheflen, 1963). 4. Posture A persons bodily stance communicates a rich variety of messages. Consider the following postures and the emotional effect they seem to suggest: Table

5. Paralanguage "Non-lexical" vocal communication may be considered a type of nonverbal communication, in its broadest sense, as it can suggest many emotional nuances. This category includes a number of sub-categories: Inflection (rising,falling,flat) Pacing (rapid,slow,measured,changing) Intensity (loud, soft, breathy, ) Tone (nasal, operatic, growling, wheedling, whining) Pitch (high, medium, low, changes) Pauses (meaningful, disorganized, shy, hesitant)

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We should not underestimate the power of tone of voice. Another semi-linguistic element is dialect, and this can also be subtle and within the culture, suggesting class, age, sophistication, etc. How a person uses the language too snooty, too low-class? Or regional dialect, all call up unconscious associations and possible prejudices. Theres also the problem of understandability, which applies not only to people from other cultures or nations, but also inter-generationally. Some television programs have their characters speaking so rapidly and often softly that folks of an older generation can hardly hear or keep upeven with the volume turned up.

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Q3. List the common barriers to the listening process

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