B.Com Business Communication Long Question Answers Notes

8 Participative Management: Oral communication promotes participative management system. All persons concerned with an issue are invited to discuss it and take appropriate decisions.

Limitations

Limitations of oral communication are as follows:

1. Presence of Both Parties: Oral communication becomes possible only when both the parties are present. If receiver is not present, presence of oral communication is lost.

2. Poor Retention Power: The listener cannot retain oral messages in his memory for a long time. The speaker himself may not recall what he actually said.

3. Unsuitable for Lengthy Messages: When message is lengthy, then oral communication is not suitable because the chances of its misunderstanding and forgetting are very high. Lengthy message fail to retain listeners attention so the oral communication fails.

4. No Record for Future: Oral communication provides no record for future reference. In the absence of record, oral message have no legal validity.

B.Com 1st Year Introducing Business Communication Long Question Answers Notes

5. Less Effective: Usually people take less care while speaking in

comparison to writing. Therefore spoken word tends to be less effective than the written words.

6. Lack of Responsibility: Since oral message have no documentary Proof, it becomes difficult to hold person responsible for mistakes, inaccuracy, untruth in oral communication.

7. Possibilities of Misunderstanding: Due to noise and poor expression, oral communication is likely to be misunderstood. The speaker may not be able to make himself quit clear or the listener may be inattentive.

B.Com 1st Year Introducing Business Communication Long Question Answers Notes

Q.8. In an effective communication, conciseness and clarity. Discuss.

(2016)

Or Discuss principles of effective communication. (2014, 15)

Or Explain in brief seven Cs of Effective communication. (2017,18)

Ans. Principles of effective Communication: In order to make the letters, memoranda, reports, presentations and other forms of communication effective, one should follow certain scientific principles. Are of fundamental importance and relevant to all media but they are most important to written communication.

The principles of effective communication are as follow:

1. Clarity

la) Clarity of Thought: The communication cycle begins with the generation of an idea in the mind of the transmitter. A great deal of clarity is needed at this stage, for its beginning is fuddled, it is likely to move the entire communication process. The communicator must be clear about three points:

What is the objective of communication?
What is to be communicated?

(iii) Which medium will prove to be the most suitable for this purpose?

(b) Clarity of Expression: The receiver learns about an idea in the transmitter’s mind through the coded message. If encoding is faulty, the message may be misinterpreted. So, it is important to be careful while encoding the message. Since most of the messages are transmitted with the help of words, the transmitter should be careful about the meanings and organisation of words.

2. Completeness

In business communication, completeness of facts is absolutely necessary. Incomplete communication irritates the reader, for it leaves him baffled. If wrong actions follow an incomplete message, they may also prove expensive.

For Example: You are ordering jeans and shirts by mail. Your communication must include all the relevant facts like size, colour, catalogue number, quantity, mode of payment, mode of despatch, the date by which you need the jeans and shirts, etc. In the absence of any of these details, your order may no be filled to your satisfaction.

You should organise your message in such a way that the receiver has no doubts about anything contained in it.

3. Conciseness

Time is invaluable. Do not make him feel that he is wasting his time in going through your unnecessarily lengthy letter. letter. Be as brief as possible. Brevity in expression effectively win the attention of the reader. However, brevity should not be affected at the cost of appropriateness, clarity, correctness, completeness or courtesy. The following four simple rules will help to acthieve conciseness in the given message:

(a) Include only relevant facts. (c) Avoid trite and wordy expression. (d) Proper organisation of the message.

4. Consideration

In our letters, we must show consideration for the reader. This can be done in the following ways.

(a) Adopt the You-attitude: We know that we are primarily interested in ourselves. Naturally every other person is interested more in himself than in a third party. It follows, therefore, that whe we write letters to other’s, they are effective and the reader’s respond to our letters well only when we write from their point of view, so to make our letters more effective, we must avoid is and wes and have as many yous as possible. In any case, we should not forget the reader’s point of view in the whole of our letter.

(b) Avoid Gender Bias: Now that the business world is no longer dominated by men, it is extremely important to avoid gender bias. Using he when a message is going to a lady will certainly cause offence So take timely precaution.

(i) Use Words free from Gender Bias: The chairperson handled the situation tactfully (and not chairman) the police was deputed (and not policemen).

(ii) Use a Slash to include both the Alternatives:

Dear Sir/Madam Gentlemen/Ladies

(c) Emphasise Positive, Pleasant Facts: On many occasions you may have to refuse, say ‘no, regret, disagree, complain or say ‘sorry’. To say this in plain words and a straightforward style is not difficult but its affect on the reader’s mind and repercussions on the firm are bad and far-reaching. We swallow sugar-coated pill without grumble. Similarly in a business letter, the reader accepts calmly and coolly all the no’s, regret and sorry’s if they are expressed in a positive manner.

5. Courtesy

Courtesy means a friendly and helpful behaviour towards others. Politeness begets politeness and encourages participative communication. This will make communication acceptable without irritation and the feedback will also be graceful.

6. Correctness

For effective communication, the sender should not transmit any message unless he is sure of its correctness. If the message is concerned with legal matter, the sender should know the correct legal position before he commits anything, moreover, the sender should send his message at the correct time and in correct style.

7. Concreteness

Concreteness means using specific, definite, clear and vivid information. Thus, the message should not be vague and general. Following points should be observed:

(a) Specific facts and figures should be used.

(b) Reliable statistics should be used to support the message.

(d) Active verbs should be used in place of passive verbs.

(e) Comparative information, if available, should be used.

Q.9. Give some more principles of effective communication apart from 7Cs of communication. Ans. The general principles of effective communication are as follows:

1. Principle of Informality: Besides the formal language, the informal language still retains its lusture. There are few problems which cannot be solved through a formal language and the solution comes via informal one. Informal language deserves a recognition in business communication.

2. Principle of Saving: Undue expenditure on business communication should be avoided and the number of messages should be minimised as far as possible. Any employee in a business organisation should not create any financial burden on the organisation.

3. Principle of Equality: An effective communication must be based on the principle of equality terms of objectives, policies and work procedure.

4. Principle of Adequate Medium: In addition to the above points, the medium of communication should also be appropriate so as to check the emergence of any mythophobiac music. The selection of medium should be done in view of the existing conditions and as warranted by the situation.

5. Principle of Simple Language: In an effective business communication, a simple language should be used which is easily understood by the receiver. Use of technical or ambiguous words should be excluded. The thoughts expressed in a message must be clear and immune to impurity.

6. Principle of Advice: In business communication, for planning communication procedure, suggestions or advice may be sought from the concerned people which encourages and motivates them and they will do better with a sense of participation in the organisational matters. This also facilitates their understanding in ‘when’ and ‘how’.

7. Principle of Completeness: The message which is sent to the receiver must be complete and comprehensive. If the receiver is more educated and experienced, he can understand more information with lesser efforts and time but on the contrary, if the receiver is less educated, he needs a wider detail to understand.

8. Principle of Clarity of Thoughts: This principle refers to the clarity of thoughts in the mind of the sender, himself, as what kind of a message is to be sent, he should understand it. More the clarity, more effective is the message.

9. Principle of Flexibility: The business communication procedure in any organisation should be subject to flexibility and adaptability because any message can be altered to suit the particular situation or the new changes in business environment.

10. Principle of Feedback: Feedback determines the fact that the receiver has been able to understand the message or not. In a face-to-face encounter, the message is easily understandable because it involves facial expressions, body language, whereas in written communication only feedback gives a confirmation of acknowledgement of the message.

11. Principle of Proper Time: If a message does not reach its destination in time, it carries no weightage. Prior to the necessity, keeping the time factor in mind, the message is sent otherwise it is rendered meaningless.

12. Principle of Attention: Just the receipt of a message does not imply that the job is over. The communication will be considered as complete when it is received and understood and arouses an interest in the mind of receiver.

Conclusion: It is easily understandable that to make business communication more effective, the use of seven Cs and other important principles is very essential. The message should be sent after its completion and then reviewed. In case of any error, it should be rectified before the transmission of message and by doing so, the communication can be made more effective.

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