Note on Concept, Importance, Types and Means of Communication

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source:www.slideworld.com
source:www.slideworld.com

Concept of Communication

The process of exchanging information between two or more persons is called communication. It involves the flow of information from a sender to receiver. It is one of the important infrastructure of development. Communication is done by means of electronic, print, radio, waves and so on. We need to communicate to share information with other. The development of means of communication has made interpersonal relations close, interactive and easy. Communication plays an important role in the development of the country. It reduces the distance and makes the flow of information faster. It also saves time, budget and labor, Information, ideas and opinions can be shared among many persons at any given time through modern means of communication.

According to Keith Davis,“Communication is the process of passing information and understanding from one person to another"

According to peter Stimson,“Communication is the exchange of information between people or groups"

Importance of Communication

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source:www.slideshare.net

The following are the importance of business communication

  • Efficient Operation:

Communication plays a vital role all over the world. To run the office smoothly and efficiently communication is necessary. Means of communication has made interpersonal relation close and easy. Without communication it is impossible to exchange feedback.

  • Basis of planning:

Planning is the process of organizing the activities required for achieving the desired goal. Planning helps an organization to chart a course for the achievement of its goals. Communication can be used as the basis for better planning.

  • Aids in decision making:

Decision-making is the process of identifying and choosing alternatives based on the values and preferences of the decision-maker. Figures and alternatives require information, data, facts and other reports. Communication assists for effective decision making.

  • Facilitates control:

Control is the comparison of actual work with standard work set. It helps to set the standards and targets.

  • Effective co-ordination:

The process of organizing people or groups so that they work together properly and efficiently is called coordination. It requires the exchange of feelings, problems, ideas, information etc. between two or more members.

Types of Communication

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source:www.slideshare.net

Communication can be categorized into the following types:

  • Internal communication:

The process of exchanging information between the persons within the organization is called internal communication. The information, ideas, facts etc. are transferred from sender to receiver in the same organization.

  • External communication:

The process of exchanging information between the persons of various organizations is called the external communication. The information ideas, facts etc. are transferred from one organization to another organization.

  • Written Communication:

The transformation of information through written words is called written communication. The information under written communication can be in the form of notes, memos, letters, forms, notices, invoices, reports, brochures, e-mail, fax etc.

  • Oral Communication:

The exchange of information through words and sounds is called oral communication. The oral communication is done through mechanical devices such as telephone, intercom, dictating machine, loudspeakers, voice mails etc.

Means of Communication

source:aulaecoplanet.blogspot.com
source:aulaecoplanet.blogspot.com

The tools and technology used for exchanging information between people and organizations are called means of communication. The means of communication plays a vital role for the effective transfer of information. There are various means of communication. They are classified into four categories.

  • Oral means of communication:

When messages or information is exchanged or communicated orally then it is called oral communication. It is word-based communication system but in oral form. Face to face conversations, group discussions, counselling, interview, radio, television, telephone calls etc. is used to express meaning of oral communication. Telephone, Radio, and television are the examples of oral means of communication.

  • Written means of communication:

The process of transforming message from one place to another place through written matters is known as written means of communication. Written communication has great significance in today’s business world. It is an innovative activity of the mind. Effective written communication is essential for preparing worthy promotional materials for business development. Fax, Electronic mail, Internet, Telegram are the examples of written communication.

  • Electronic means of communication:

Communication,which is done using electronic media is known as electronic communication. Internet,e-mails,telephones,mobiles,Internal communication links, a voice in a tap, bells buzzers,loudspeaker,voice mails are the examples of electronic means of communication. People can easily share conversation, picture, image, sound, graphics, maps, interactive software and thousands of things via electronic communication.

  • Visual means of communication:

Any image that is used to communicate an idea, whether it's a sign, poster, drawing, photograph, or television advertisement, can be included in the field of visual communications. It is one of the most important way which helps people to communicate and share information. Diaphragms, pictures, charts, and pages of computer images can be presented using visual means of communication.

References:

Khanal, Soma Raj, Surendra Thapa Aslami and Sitaram Dhakal.Business Studies.Kathmandu: Taleju Prakashan, 2067.

Pant, Prem R., et al.Business Studies.Kathmandu: Buddha Academic Publishers and Distributors Pvt. Ltd., 2010.

  1. The process of exchanging information between two or more persons to a mutual understanding to each other is called communication
  2. Especially by means of electronic, print, radio, waves and several other means that may be e- mail, internet, telephone, radio, television, letter, fax, magazines, newspapers.
  3. The process of exchanging information between the persons within the organization is called internal communication.
  4. The tools and technology which are used for exchanging information between people and organizations of different places are called means of communication.
.

Very Short Questions

The process of exchanging information between two or more persons to a mutual understanding to each other is called communication. It involves the flow of information from a sender to receiver. It is one of the important infrastructures of development. Especially by means of electronic, print, radio, waves and several other means that may be e- mail, internet, telephone, radio, television, letter, fax, magazines, newspapers and such other means used in everyday communication. The process of exchanging information between two or more persons to a mutual understanding to each other is called communication. It involves the flow of information from a sender to receiver. It is one of the important infrastructures of development. Especially by means of electronic, print, radio, waves and several other means that may be e- mail, internet, telephone, radio, television, letter, fax, magazines, newspapers and such other means used in everyday communication.

Communication is therefore, vital to business.  Every business has to ensure be ensure effective communication system so that it can achieve success,. To ensure business communication, the business people must have clear idea about business communication.

According to Keith Davis, “Communication is the process of passing information and understanding from one person to another"

According to peter Stimson, “Communication is the exchange of information between people or groups"

Accordingly, business communication is a medium of business by which it clearly expresses itself to various stakeholders.

The following are the importance of business communication

  • Efficient Operation:
    Communication plays a vital role in all over the world. To run the office smoothly and efficiently communication is necessary. Means of communication has made interpersonal relations close, interact and easy.. Without communication it is impossible to exchange feedback.

  • Basis of planning:
    Planning is the process of thinking about and organizing the activities required achieving the desired goal. Planning helps an organization chart a course for the achievement of its goals. Communication can be used as the basis for better planning

  • Aids in decision making:
    Decision-making is the process of identifying and choosing alternatives based on the values and preferences of the decision-maker. Figures and alternatives require information, data, facts and other reports. Communication assists for effective decision making.

  • Facilitates for control:
    Control is the comparison of actual work with standard work set in the management to correct in future. It helps to set the standards and targets.

  • Effective co-ordination:
    The process of organizing people or groups so that they work together properly and well is called coordination. It requires the exchange of feelings, problems, ideas, information etc. between two or more members.

 Communication can be categorized into the following types

  • Internal communication:

The process of exchanging information between the persons within the organization is called internal communication. The information, ideas, facts etc. are transferred from sender to receiver in the same organization. It takes place across all levels and organizational units of an organization.

  • External communication:

The process of exchanging information between the persons of various organizations is called the external organization. The information ideas, facts etc. are transferred from one organization to another organization. Examples of these people and entities include customers, potential customers, suppliers, investors , shareholders, and society.

  • Written Communication:

The transformation of information through written words is called written communication. The information under written communication can be in the form of notes, memos, letters, forms, notices, invoices, reports, brochures, e-mail, fax etc.

  • Oral Communication:

The exchange information through words and sounds is called oral communication. The information is passed from one place to another by speaking. The oral communication is done through mechanical devices such as telephone, intercom, dictating machine, loudspeakers, voice mails etc.

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  • ___________is the process of transferring information between people or groups for mutual understanding and confidence.

    Office machines
    Communication
    Trade
    Elelctricity
  • According to_______,"Communication is the process of passing information an understanding from one person to another".

    James Stephenson
    Peter Stimpson
    R.N ownes
    Keith Davis
  • According to_________,"Communication is the exchange of information between people and groups."

    S.P Arora
    J.C Denyer
    Peter Stimpson
    James Stephenson
  • According to__________,"Communication is the transfer of information from a sender to receiver with the information being understood by the receiver."

    R.N ownes
    S.P Arora
    Keith Davis
    Kroontz and Weihrich
  • _________are the importances of Communication.

    Efficient operation
    Basis of planning
    All
    Aids in Decision making
  • ________is a thinking before doing a wok.

    Planning
    Records management
    Co-operation
    Decision making
  • ________is the process of solving the programs through selecting the best alternatives .

    Co-operation
    Decision making
    Records management
    Planning
  • Establishment of cordial relationship between the managers,workers and the departments is known as________.

    Cooperation
    Coordination
    Direction
    Communication
  • The process of exchanging information between the persons within the oranization is called__________communication.

    Internal
    External
    Written
    Oral
  • The exchange of information from one employee to another within the same department is called ________communication.

    Interdepartmental communication
    Intradepartmental Communication
    Internal Communication
    External Communication
  • The exchange of information between the personnel of different department is called ____________.

    Intradepartmental Communication
    Interdepartmental communication
    Internal Communication
    External Communication
  • The process of exchanging information between the persons of various organizations is called___________.

    External communication
    Written Communication
    Oral Communication
    Internal Communication
  • The transfomation of information through written words is called_________.

    External communication
    Internal Communication
    Oral Communication
    Written Communication
  • The exchange of information through words and sounds is called _________.

    External communication
    Oral Communication
    Internal Communication
    Written Communication
  • Which means of communication can be uses to be face-face conversion,interviews,group meeting and team briefings?

    Electonic means of communication
    Oral means of communication
    Written means of communication
    Visual means of communication
  • Which means of communication can transfer information with a written record and verbal speech ?

    Written means of communication
    Visual means of communication
    Oral means of communication
    Electronic means of communication
  • Which can be used to support oral,written or electronic communication ?

    Electronic means of communication
    Visual means of communication
    Oral means of communication
    Written means of communication
  • ________can be defined as the network of information existed among the insiders and outsiders to solve the problems of a business organization.

    Records management
    Co-operative Organization
    Business Communication
    Business letter
  • The information obtained from outside the business is called ____________.

    Internal information
    Record Retention
    Business letter
    External information
  • The information obtained from inside of the business is called____________.

    Record Retention
    Internal information
    Business letter
    External information
  • _________are the several sources of external information.

    All
    Television and radio media information
    Online information
    Print information
  • According to_________,"Corresspondence can be defined as communicating in writing on subjects of mutual interst either within the organization or with an outsiders."

    Keith Davis
    Y.K Bhusan
    J.C Denyer
    S.P Arora
  • ________are the qualities of good business letter.

    Simpicity
    All
    Completeness
    Clarity
  • _________is the initial part of a letter which consists of letterhead,date and reference number.

    Body of the letter
    Heading
    Complementary close
    Enclosure
  • _________refers to the combination of name,address,telephone number,fax number,post box number etc.

    Complementary close
    Subject
    Body of the letter
    Heading
  • The letter written by the buyers to the supplier to know about the products,prices,means of delivery,quality,quantity and other terms and conditions of the business is called an__________.

    Complaint letter
    Application letter
    Enquiry letter
    Order letter
  • The letter written by the buyers after getting response from the supplier is called an______.

    Complaint letter
    Order letter
    Application letter
    Enquiry letter
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