Components of business communication is from the bbs second year new course. TU has made the new English course book effective from 2078.
Components of business communication
Effective
communication skills are crucial for success in any profession. Successful
professionals know the importance of communication. They understand the process
and how it will help them be more successful.
Communication
is a complex process as it involves several components to work together.
Recognition of these components helps us understand the communication process,
that is, what exactly happens when we communicate. The following seven
components are important to make a communication cycle complete:
1. Environment
Communication
cannot happen in a vacuum; it takes place in a certain background. We can call
it an 'environment', which is composed of all the things that surround us. It
could be physical, mental, or emotional; it is something that stimulates us to
communicate or say something.
When we see,
hear, smell, feel, or touch something, the sensory experience urges us to
communicate. Additionally, mental states such as anger, happiness, and fear
also constitute the environment of communication.
The way we
communicate depends on what kind of communication environment we experience at
the moment.
2. Source or Sender
The sender
initiates the communication process. In face-to-face communication, for
example, if you say "hello" to somebody, you assume the role of the
sender. If the person replies, then the roles are reversed. The sender could be
a person, a group, or an organization. The sender is responsible for selecting
the message, identifying the receiver, selecting the channel, and removing
potential barriers to facilitate the communication. Once the sender has an idea
or information, he or she selects appropriate symbols, gestures, or words that
best carry the message. Then, he or she sends the message using an appropriate
channel or medium such as telephone, internet, or voice mail to reach the
intended receiver. The sender also expects and encourages feedback to make sure
that the communication cycle is completed. In communication, the nature of the
sender, his or her character, personality, knowledge, education, and culture
impact the effectiveness of communication.
3. Message
The message
is the content of communication. Symbols, words, gestures, and body language
that the receiver perceives are not messages in themselves; rather, the message
is the meaning or idea that the receiver gets out of them. The red traffic
light at the road intersection, for example, is only a symbol. Red is the color
that the driver sees or perceives. But the driver understands its meaning as
"stop." Thus, the language, gestures, visuals, and symbols, using
which we communicate, are not the meaning in themselves but they carry the
intended meaning. The message elicits a reaction or feedback from the receiver.
In business communication, understanding the type and nature of the message is
very important. Our communication strategy will also depend on whether a
message is a sensitive, complex, or routine one.
4. Channel
A channel is
the medium or a means through which the message is conveyed to the receiver. It
can be oral, written, or visual. Face-to-face conversations, speeches,
telephone, and radio are examples of oral media. Written media include letters,
memos, reports, emails, instant messages, blogs, social media posts,
newspapers, magazines, and newsletters. Similarly, videos, graphics, photos,
images, charts, diagrams, drawings, and illustrations can be taken as examples
of visual media or channels.
5. Receiver or Audience
The receiver
or the audience is the person who receives the message, interprets it, and
responds in the form of feedback. Since the receiver has to interpret and
analyze the message to understand the intended meaning, it is likely that the
receiver may not get the intended meaning. The receiver or the audience's
perspective, knowledge, and culture impact the way the message is interpreted.
This opens up the possibility of misunderstanding. To minimize possible
miscommunication, the sender has to take the audience into consideration (सोच-विचार). This is why adapting (अनुकूल गर्नु) a message to the audience's perspective
is crucial in business communication.
6. Feedback
Receivers do
not just passively absorb (लिनु) the message; they react to it, comment, or respond (प्रतिक्रिया देखाउनु). The receiver's response to the sender's message is called
feedback. Feedback can be verbal (written or spoken), nonverbal (gestures, body
language) or visual (images, graphics). In face-to-face conversation, the
audience provides feedback through nonverbal cues such as facial expression,
gestures, and eye contact. Feedback is an important component of communication
as it signals the completion of the communication cycle. Moreover, feedback
helps the communicator revise the message, add details, and explain ideas to
make it more effective.
7. Noise
In communication, noise refers to any interference (व्यवधान) that comes between the sender and the receiver, obstructing (बाधा पुर्याउनु) the smooth process of communication. Noise can be related to the channel and the message. The use of words and sentences that are difficult to understand is an example of noise related to language. Noise can also be physical and psychological. Physical noise includes background sounds and disturbances, whereas the communicators' mental and emotional states such as anger, frustration, and lack of motivation are a part of psychological noise.
