
BUSINESS ORGANIZATION & CHANNELS Q.1 How do you analyze how people work together? 1. ANALYZE YOUR ORGANIZATION

• All business organization depends on communication.

• There are certain written and un-written rules of communication that guide you as to how and with whom you are supposed to communicate in the organization.

• In order to understand them it is important to understand how people work together and what goals they work towards.

A. How People Work Together

• Refer to All Chapter Notes Q.2 What things can you learn from org structure? The hierarchy chart lets you know

• Extent of authoritarian’s structure.

• Emphasis on downwards comm. / upward comm.

• Reporting relations who reports to whom.

• Location of people. Q.4 How do you analyze what goals people work towards?

B. What goals people work for Analyzing what goals people work for includes

1. Formal goals 2. Informal goals


1. Formal Goals Formal goals are officially published like as:-

• Recruiting brushers

• Annual reports

• Company’s policies, procedures and job description

• What company chooses to emphasize

2. Informal Goals These goals are often called culture. This is the values, expectations and beliefs the group members share. The goals are not published but they are present in the atmosphere.

• Listen to the stories people say about the company (Myths)

• Analyze company’s atmosphere like décor dress, security ANALYZE CHANGES IN BUSINESS ENVIORNMENTS The business people have to be aware of changes in business environment that have drastically influenced the business communications:- A. Electronic communication B. International communication C. Non discriminatory communication Q.5 List giving example of each of aspects of business communication that electronic communication has affected.

A. Electronic Communications The recent tends and developments in electronic communication have brought about noticeable changes. Computers have brought about a revolution in communications. The important changes include:-


I. Gathering information

With the help of electronic data base and storage system has immense ability to store information. It is also readily available through easy access. Besides that information available in webs around the world is also available through internet.

• You can file data efficiently / systematically

• You can store data under many heads

• You don’t require big space, files and admirals for the storage.

II. Writing With the help of word processes and programming of your liking and requirement you can compose to write yourself.

• You can revise on the computer itself correct it and save time effort.

• Correct your writing with the help of stored dictionary

• Take the print out.

• E Mail is another way of electronics writing making business writing a totally changed affair. In this system you type in your own computer and send it else where even internationally.

III. Speaking

• Use of graphics

• Ability to print out charts. pie bars and line graphs

• Sizes and shapes of lettering

• Scanning of printers and presenting

• Tele conferencing

• Picture teleconferencing

• Two way interactive talking / seeing / simultaneously


Q.6 What two major kinds of analysis and observations do you need to keep in mind in the increasing international business environment?

B. INTERNATIONAL COMMUNICATION The second trend affecting the business environment is increasing international presence. Business was confined to different countries. Now we have large multi national companies. Many cross cultural communications problems stores from what you say and how you say. Language One learns foreign language to be able to work with foreign companies to be able to communicate with people. Expression How directly can you express yourself defers from cultures. Gestures Gestures also vary across cultures thumbs up okay sign, speaking to someone with hands in pocket (Germany) Emotions In America emotions has no value in business communication. In Mid East / Saudi Arabia weeping, laughing, shouting is considered as an appropriate adult behaviors. Touching Americans discourage touching business colleague, greeting in Latin America hand shake ranging to hundreds. Saudi Arabia Mid East – embracing. Distance America 10 inches to 2 feet lating America it is differ at. Place and things differ amongst cultures An America you discuss business everywhere except church In India it is impolite to discuss business at home.


C. NON DISCRIMINATORY COMMUNICATIONS

Another factor which has come in is the alleviation of discrimination. ( Civil rights ) We must know what we should avoid and what should we prefer

• Be aware of racism

• Be aware of sexism

• Be aware of common pitfalls ALYZING THE CHANNELS OF COMMUNICATION There are two channels of communication:

1. Directional flow, and 2. Communication channels

1. DIRECTIONAL FLOW OF COMMUNICATION

The directional flow in which we send a message within and outside organization affects the communication. The research reveals that:-

• Information gets distorted as it flows up

• Information gets lost as it flows downwards

• Lateral communication gets blocked by rivalry and jealousy amongst peers.

It is therefore essential that pitfalls be removed.


There are four types of directional flow in formal communication:

A. Downward Communication B. Upward Communication C. Lateral Communication D. Outward Communication

A. Downward Communication

In this, information flows from higher level to lower levels. For example: staff meetings, manuals, policy statements, instructions, job descriptions, newsletter, telephone conversation etc. It is typically used for four purposes:

i. To explain standards, such as informing employees about specific job instructions.

ii. To provide feedback to the employees, such as giving performance appraisals.

iii. To encourage participation, such as giving new ideas or upward feedback on current policies, and

iv. To motivate or inspire, such as showing how an employee’s job fit into big picture or company’s general mission.

There are four important things to be kept in mind to avoid pitfalls in downward communication:

• Information may be garbled on the way.

• Tone is very important. Avoid an overbearing or patronizing insulting, sarcastic tone as well as the one having artificial warmth or friendship.

• Downward communication must be clear in a way that your desires, wishes, or required actions must be understood.

• Finally the downward communication must be based on mutual trust. If either side doesn’t trust the other, its prejudice will stand in the way of true communication


B. Upward Communication One of the noticeable changes in business communication environment in the past few years has been the increase emphasis on upward communication. This means the flow of communication from subordinates to their supervisors. The most typical forms of upward communication are reports, memos, meetings, and interviews. It typically accomplishes three purposes:

i. To report on activities or accomplishments of a person or a division. ii. To offer suggestions and opinions, and

iii. To increase participation in management functions such as planning or controlling.

Following are the pitfalls of upward communication:

• Employees try to conceal their opinions, ideas and problems from supervisors.

• Employees avoid honest opinions due to fair of punishment from seniors.

• Lack of trust between employees and managers.

C. Lateral Communication Communication between people at the same hierarchical rank, but in different areas or functions, is called horizontal or lateral communication. This flow of communication is becoming increasingly important as business become more large, complex, and specialized. Even in small companies, lateral communication is important in order to coordinate various functions by encouraging team work among peers. There are three purposes of Lateral Communication:

i. Communication between people at same level but in different functional areas.

ii. Helps in better coordination among various functions.


iii. Encourage teamwork. Major blocks to lateral communication include:

• Departmental isolation,

• Lack of time and communication opportunities, and

• Jealously or rivalry between groups. The main thing to keep in mind is that it is in your best interest and the best interest of your company to keep this flow of communication open.

D. Outward Communication It is also known as External Communication that is the external audiences of your communication include suppliers, dealers, vendors, manufacturers, current customers, former customers, government agencies and community groups.

• The most common external writing is usually in the form of letters to answer questions, deal with complaints, request information, or sell products to your customers.

• It is done by advertisements, press releases, direct mailings or personal visits.


2. COMMUNICATION CHANNELS Q.8 How would to analyze channels of communications? OR Q# Explain in detail the Channels of Communication. All communication regardless of its directional flow uses one or more of the three channels:

I. Writing. II. Speaking to one person.

III. Speaking to a group. These channels analyzed in terms of:

a) Time b) Cost c) Place d) Detail e) Primacy f) Relationship g) Permanent record h) Response

Write if:

• You have time to prepare and Your audience’s time is limited

• Secretarial, material and postage costs are not prohibited.

• You need to communicate detailed information.

• You need a permanent record

• You do not need an immediate response or no response at all.


Speak to a group if:

• You have time to prepare and your audience has time to attend

• It does not involve too much cost

• You need the same people to discuss the same information

• You want to build a group relationship and you want group response. Speak to person if:

• You do not have time to prepare.

• You need a very fast answer

• Telephone cost is not prohibited

• You do not need to communicate detailed information

• You want to build your individual relationship

• You do not need a permanent record and

• You need extensive and immediate feedback.

Ch 2-The Environment- Business Organizations and Channels

Documents

Transcript of Ch 2-The Environment- Business Organizations and Channels