However, since no two people are same, so communication style varies from person to person and In a broad perspective, from an organization to organization, country to country r culture to culture. Effective business communication Is the lifeblood of every organization, a key to success In your career and help In your personal life. The volume and costs of business communication are great; so are challenges and opportunities for those with the right attitude and perpetration. When you combine the principles of effective business communication with common sense, you excel in your dealings with others.
Problems of communication:- 1: Convention of Meanings: When the communicators; the sender and receiver attribute different meanings to the same word, or use different words while intending the same meanings, communication occurs. On occasions, it sometimes happens that words intended to compliment someone, or a matter-of-fact statement. This is because words, expressions and statements have often different denotative meaning and connotative interpretation for the sender and receiver. The sender might not have a hint about how his words are taken In the receiver’s mind. Denotations are the dictionary deflations of words.
Since these meanings can be mentioned to the receivers to inform them about certain things without pointing to their positive or negative traits, most people agree on them. These words give the same meaning as their dictionary definition if the communicators are using the same language and the context supports it. Connotations refer to different associations carried by a word in addition to its dictionary definition. These are the associations through feelings and word might have different connotative association for different people. It generally depends upon a person’s background and cultural limits.
For instance, rain is a celebrated weather condition for most people in Asia; nevertheless, it is misery and boredom for many people in West. In order to communicate effectively, one must use rods in their denotative rather than connotative capacity. Thus, the words ‘house’ is a better choice than, ‘cottage, villa, shack etc. Though both of them refer to residential accommodation but people might have different connotative associations with other words while everyone has a positive connotation about house. 2: Perception of reality: Complex, infinite, and continuously changing, the material world provides a special reality to each individual.
Also human beings sensory perceptions – touch, sight, hearing, smell, taste – are limited, and each person’s mental filter is unique. We make arioso abstractions, inferences, and evaluations of the world around us. Everyone will have his concept according to the experience he has gained. Communication problems in perceptions of reality include: (A). Abstracting: Focusing on some details and omitting others is called abstracting. Whether you speak or write, you are usually limited by time, expense, space, or purpose. You need to select facts that are pertinent to accomplish your purpose and to omit the rest.
Differences in abstracting not only occur when describing events but also when they describe people, equipment, projects, animals, objects. (B). Inferring: Conclusions made by reasoning evidence or premises are called inferences. People make assumptions and draw conclusions even though they are not able to immediately verify the evidence. 3: Values, Attitudes, and Opinions: Communication effectiveness is influenced also by the values, attitudes, and opinions the communicators have in their mental filters. People react favorably when the message they receive agrees with their views towards the information, the facts, and the sender.
Communication problems involving value, attitudes and opinions: (A). Favorable or unfavorable information: The effective communicator considers the shivers, and whenever possible, emphasizes the points the receiver will regard as favorable or beneficial. Receivers often react to unfavorable information by rejecting, distorting, or avoiding it. (B). Inadequate or incorrect information: Occasionally people react according to their attitudes toward a situation rather than to the facts. In this situation people may have incomplete or incorrect information. (C). Closed Minds: Some people hold rigid views on certain subjects.
These people do not consider facts or additional information and maintain their rigid views regardless to their circumstances. Such a closed minded person is very difficult to communicate with, and you can’t often communicate with that person at all. (D). Sender’s credibility: Often people react more according to their attitude toward the source of information than to the information itself. They react more favorably to a communicator who has credibility thus someone whom they trust and respect. Answer: Concept of Culture: Refers to the behavioral characteristics typical off group.
This definition implies that communications, oral and nonverbal, within a group also are typical of that group and are often unique. Culture refers to the cumulative deposit f knowledge, experience, beliefs, values, attitudes, meanings, hierarchies, religion, notions of time, roles, spatial relations, concepts of the universe, and material objects and possessions acquired by a group of people in the course of generations through individual and group striving. Culture is the systems of knowledge shared by a relatively large group of people. Culture is communication, communication is culture.
National cultural variables: When communicating with business people in a foreign country, you must realize that overall national cultural differences within the cultures rather affect those stimuli. The national cultural variables include: (A). Education: You should be aware of the fact about the education level of the person which you are speaking. So communication lot depends upon education. (B). Law and Regulations: In both the developed developing nations, various government regulations affect business communications and the sale of products.
For example, advertising directed at children is restricted in the United States, and Canada. The type of product to be advertised – for instance, cigarettes – is restricted in Europe, also, money spent on advertising is limited. Other countries, Such as France, Mexico, and the Province of Quebec, also have a restriction on the use of foreign languages in advertisements. In Iran it was difficult the World Cup tournament held in The United States because American women who participated in the games exposed more of their bodies than it is permitted in Iran.
No fashion magazines are allowed into the country, and cosmetic makeup including perfume is prohibited. Women must wear a cheddar (a head to toe veil) with a scarf on the head. Men cannot wear short sleeves or t-shirts. (C). Economics: Availability of capital and transportation and the standard of vying per capital vary from nation to nation. The opportunity to borrow money, the rate of inflation, and the exchange rates influence business and a country’s ability to communicate concerning that business. Under the U. S. Ere- enterprise system, competitors usually set their own prices. Some Japanese businesses check with the government before initiating major production and trading changes. (D). Politics: Even concepts of democracy will vary as interpreted in Korea, the Philippines, or Great Britain. Indeed, the sweeping political changes in Eastern Europe and its letter concepts of government will affect future business relations. Even the events in Attainment Square affected individual and business contacts with China, more changes will certainly occur in the future.
All such events affect communications, understanding of a country, and a company’s willingness to do business in an unclear political environment. For the measurement of potential political instability, there are classic indices and research studies that monitor events -such as intergovernmental demonstration, arrests, exile, election, purges, revolutions, and riots -in determining the stability of a country. E). Religion: In these days many countries accept religious diversity; we are tolerant of Protestant, Catholic, Jewish, Hindu, Muslim, and many other personal beliefs.
Other foreign countries are less tolerant-Iran, for instance -of diversity in religion. And Muslim religions are found in many parts of the world, affecting the values (and attire) of people professing these faiths. For instance, these three religions forbid consumption of alcohol; thus no liquor is served at business affairs . Religious holidays affect international communication, interrupting work schedules or delaying responses to requests . The International Herald Tribune is the excellent international newspaper that lists the current and upcoming holidays around the world.
To communicate well internationally, it also pays to understand the diversity patterns within one’s own country. (F) Social Norms: In various ways any national environmental constraints -education, law and regulations, economics, politics, religion – affect a nation’s social norms. In many countries a male line of the family profoundly influences some business decisions . Then the family and how its members relate to one another – decisions buying patterns, pooling of resources, facial interests- affect behavior and business communication.
Beyond the immediate family a bond may exist between persons, based on caste, class, age, or even special interests. Be aware of a nation’s social norms. (G) Language: An important constraint that undergrads all the preceding variables is language. Obviously, unless both sender and receiver understand a common language, the opportunities for successful business communication are significantly limited. English is a world language- and to a major extent the language of business. But, you will do a better Job overseas if you know some basic vocabulary of your host country.
Your informal contacts and your off- the – road visits and travels will take you to places where “no speak the English” will be heard. Younger people overseas often know English: fewer older people do. Yet interpersonal bonds are forged between you and your host by your trying to learn the language-with all your errors. Each language has its own sentence patterns and vocabulary. Thus, writing and speaking in a second language are more prone to errors. It is an easy task to find sports for this assertion: Language problems are often core to communication misunderstandings.
Published support – in a study of international business immunization – appears for the countries of England, Belgium, Germany, France, Poland, India, Japan, Hong Kong, Canada, Brazil, Peru and South Africa. Undoubtedly businessperson and scholars from other countries would also agree. SOON. 3. Discuss in detail the theories of Philosophy concerned with ethical and moral issues? Answer: Philosophy is a set of ideas about how to live and how to do something. It is a particular set of ideas about knowledge, truth, the nature, and meaning of life. (A).
Descriptive Ethics: Reflects facts about the moral Judgments or beliefs of a person or group of people. Descriptive ethics is about what motivates pro-social behavior, how people reason about ethics, what people believe to have overriding importance, and how societies regulate behavior (such as by punishing people for doing certain actions). We know that empathy helps motivate pro-social behavior (such as giving to charity) and we know that our beliefs about what has overriding importance is somewhat based on the culture we live in. (B). Normative Ethics: Involve discovering, formulating and defining fundamental moral principles.
It asks what actions are good concerned with normative ethics and with what is moral and right. A number of this normative philosophical perspective exists but for more important ones that can affect business and personal decisions are: a). Theologies: A moral perspective that attempts to pattern action according to God’s will. What would God have me to do in this situation? (b). Demonology: The study of moral obligation or duty. The deontological considers moral obligation to be no able by intuition and without reference to the concept of good.
Deontological evaluate acts regardless to their consequences, e. G. Always speak the truth without regarding consequences. (c). Teleology: Study of evidence of design in nature. Events can be explained by final causes. (d). Utilitarianism: It is a form of teleology that argues that an act is morally right if it maximizes utility. SOON. 4(a). Give a brief overview of the non-verbal communication cues? Answer: Non-verbal communications include facial expressions, the tone and pitch of the voice, gestures displayed through body language and the physical distance between the communicators.
When we interact with others, we continuously give and receive wordless signals. All of our nonverbal behaviors-?the gestures we make, the way we sit, how fast or how loud we talk, how close we stand, how much eye contact we make Ђ?send strong messages. These messages don’t stop when you stop speaking either. Even when you’re silent, you’re still communicating nonverbally. Nonverbal communication includes: Body Movements, Posture, Eye Contact, Para-language, Closeness or Personal Space (Proteomics), Facial Expressions, Physiological Changes.
Nonverbal communication cues play these roles: Repetition: they can repeat the message the person is making verbally. Contradiction: they can contradict a message the individual is trying to convey. Substitution: they can substitute for a verbal message. For example, a person’s eyes an often convey a far more vivid message than words do. Complementing: they may add to or complement a verbal message. A boss who pats a person on the back in addition to giving praise can increase the impact of the message. Accenting: they may accent or underline a verbal message.
Pounding the table, for example, can underline a message. SOON. 4 (b). Explain the basic organizational plans for preparing effective business messages? Answer: Whether you are preparing a written or an oral business message, to be effective you need to plan, organize, draft, revise, edit, and proofread. Essential also is thoughtful adherence to communication principles— The sac’s and awareness of legal and ethical aspects. Identify your purpose Analyze your audience Choose your ideas Collect your data Organize your message.
Identify your purpose: – The objective of your message is almost always twofold: – The reason for the message itself, And— The creation of goodwill. Analyze your audience: – See your message from your receivers’ point of view: – Their Needs, – Their Interests, – Their Attitude, -And— Their Culture. Choose your ideas: The ideas you include depend on – The type of message you are sending, – The situation, And the cultural context. Collect your data: Be sure to collect enough data to support your ideas: – Check names, – Dates, – Addresses, – And statistics for precision.
Organize your message: The order in which you present your ideas is as important as the ideas themselves. Organizing your material before writing your first draft can prevent rambling and unclear message. Basic Organizational Plan: – Direct (Deductive) Approach. – Indirect (Inductive) Approach. Direct (Deductive) Approach: – Deleting Buffer. – Receptiveness. – Main Idea. – Explanation. – Courteous Close Indirect (Inductive) Approach: Adding Buffer. – Resistance. – Buffer. – Decision / Main Idea. – Positive Friendly Close. Composing the Message: – Drafting your message. – Revising your message. Editing and proofreading you message. Drafting your message: No two people prepare their first draft in same way: – Just putting the ideas. The important thing is to get the most important information in your message on paper… Early. Revising your message: – Does your message accomplish its purpose? – Have you chosen the most effective organizational plan? – Are your points supported by adequate material? – Is your language following sac’s? Have you used variety in sentence structure? Editing and proofreading you message: Check mistakes for: – Punctuation, – Word choice. – Grammar, – Or Spelling.
SOON 4 (C). Explain the short and long reports, what are important points to be included in executive summary in long reports? Answer: Short Reports: Business and industry, as well as university, often demand short technical reports. They may be proposals, progress reports, trip reports, completion reports, investigation reports, feasibility studies, or evaluation reports. As the names indicate, these reports are diverse in focus and aim, and differ in structure. However, one goal of all reports is the same: to communicate to an audience. Your audience for an academic report is already very well informed.
