NAME: MIRING’U MARY WAMBUI

REG NO: SCT021-C005-0252/2023

UNIT NAME: COMMUNICATION SKILLS

UNIT CODE: HRD 0223

LECTURER: BETHLINE JEMBE

Discuss the relevance of business communication in the society (5marks)

Business communication is an essential component of society at large and goes beyond simply
sharing information within an enterprise. This is the reason why:

Economic Function:
Contracts, discussions, and transactions that propel economic activity are made easier by
effective business communication. Effective communication is essential for the effective
exchange of products and services, whether it's between businesses (B2B) or consumers (B2C).
This is why it's important for economic growth and development.

Information Flow:
Employees, investors, consumers, and regulators are just a few of the stakeholders to whom
business communication provides essential information. This information flow is essential for
preserving transparency, promoting confidence in society, and helping people make well-
informed decisions.

Collaboration and invention:

In the linked world of today, collaboration frequently leads to invention. When people and
organizations communicate effectively, they may exchange ideas, work together on initiatives,
and take advantage of a variety of viewpoints to spur innovation across sectors, ultimately
improving society as a whole.

Social responsibility:

Companies use a variety of platforms to inform the public about their beliefs, guidelines, and
procedures. Building trust and credibility in communities is facilitated by open and moral
communication regarding environmental sustainability projects, corporate social responsibility
programs, and charitable endeavors.
Employment and Career Development:

In the workplace, effective communication abilities are highly regarded. The verbal, written, and
nonverbal communication skills that are critical for success in the workplace are all included in
business communication. By acquiring these abilities, people boost corporate productivity and
efficiency, which promotes economic growth.
Briefly explain the two main models of communication. (4mks)

The linear model and the transactional model are the two primary models of communication:

Linear Model:
the A sender encodes a message and delivers it to a recipient via a channel; recipient
then decodes the message. This is how communication is shown in the linear model, which is a
one-way process. This approach presupposes that there is no feedback or interaction and that
communication moves straight from sender to recipient. This representation is oversimplified
and fails to take context or noise into consideration.

Transactional Model:
According to this model, messages are sent and received concurrently by the sender and the
recipient in a dynamic, two-way process. This approach highlights how interactive
communication is, with both sides exchanging feedback continuously and modifying their
messages in response to it.
Alani is a student of JKUAT trying to understand the levels of communication and how they can
be used explain. (4mks)

Intrapersonal Communication:
Self-communication is the focus of this level. It's about the conversations, ideas, and
introspection that take place within a person's head. Making decisions, reflecting on oneself,
addressing problems, and self-awareness all depend on intrapersonal communication. For
instance, Alani can evaluate her strengths and shortcomings, consider her objectives, and make
decisions on her personal and academic lives via intrapersonal communication.

Interpersonal Communication:
In this level, conversations take place between two or more individuals, usually face-to-face. It
encompasses both spoken and unspoken interactions between people. In order to convey
emotions, settle disputes, and forge connections, interpersonal communication is essential. In
order to work with classmates on group assignments, ask professors for assistance, and
communicate with friends and family, Alani can employ interpersonal communication.

Group Communication: At this level, conversations take place in smaller groups.

Discuss written communication and its advantages and disadvantage(4mks)

Written communication refers to the exchange of information through written symbols, such as
letters, emails, reports, memos, or text messages. Here are its advantages and disadvantages:

Advantages:

1. Clarity and Precision: Written communication allows for precise expression of ideas.
Writers can carefully craft their messages, revise as needed, and use specific language to
ensure clarity. This reduces the chances of misunderstandings and misinterpretations.
2. Permanent Record: Written communication provides a permanent record of information
exchanged. This can be useful for reference purposes, legal documentation, or
accountability. Unlike oral communication, written messages can be archived and
retrieved at any time.
 3. Distribution and Reach: Written communication can reach a wide audience
geographically dispersed. With advancements in technology, messages can be sent
instantly to recipients around the world via email, social media, or other online platforms.
This facilitates efficient communication across borders and time zones.
4. Formal Communication: In formal settings such as business or academic environments,
written communication is often preferred for its professionalism and formality. Formal
documents like reports, proposals, or contracts carry weight and authority, lending
credibility to the sender's message.

Disadvantages:

1. Lack of Immediate Feedback: Unlike verbal communication, written communication

lacks immediate feedback. Senders may have to wait for recipients to respond, which can
slow down the exchange of information and hinder real-time collaboration.
2. Interpretation Challenges: Written messages can be open to interpretation, leading to
misunderstandings or ambiguity, especially if tone or context is unclear. Without non-
verbal cues like facial expressions or tone of voice, readers may misinterpret the intended
meaning of a message.
3. Time-Consuming: Composing written messages can be time-consuming, particularly for
complex or lengthy documents. Writers must invest time in drafting, editing, and
proofreading to ensure accuracy and clarity, which can delay communication.
4. Lack of Personal Connection: Written communication lacks the personal touch and
immediacy of face-to-face interaction. It may feel impersonal or detached, especially in
sensitive or emotional situations where empathy and rapport are essential.

Discuss the difference between setting, environment and context in the process of
communication. (4 marks)
Setting: The physical, or tangible, elements of a communication environment include the time,
place, and physical surrounds. It serves as the instantaneous context for communication. A
boardroom, school, or virtual meeting space, for instance.

Environment: refers to the larger socio-cultural, psychological, and emotional atmosphere in

addition to the actual physical surroundings. It encompasses elements such as interpersonal
dynamics, society standards, and corporate culture. It affects the general atmosphere as well as
the way communicators understand and react to communications.

Explain characteristics of effective Communication. (5mks)

Clarity:
Effective communication is clear and easy to understand. Messages should be conveyed in a
straightforward manner, using simple language and avoiding jargon or ambiguity. Clear
communication minimizes the risk of misunderstandings and ensures that the intended meaning
is accurately received by the recipient.
Conciseness:
Conciseness refers to the ability to convey information succinctly and without unnecessary
detail. Effective communicators avoid verbosity and focus on delivering the essential points in a
concise manner. This helps maintain the audience's attention and prevents information overload.
Active Listening:
Effective communication involves active listening, where the recipient of the message pays
attention, understands, and responds appropriately. Active listening requires concentration,
empathy, and the ability to provide feedback or ask.
Discuss the difference between internal and external communication. (2mks)

Information shared between staff, management, and departments within an organization is

referred to as internal communication. It seeks to promote productive teamwork, guarantee that
everyone is on the same page regarding the organization's objectives, and preserve efficient daily
operations. Team meetings, internal emails, memos, and intranet postings are a few example
contacts between the company and other parties—like suppliers, investors, customers, and the
general public—represent external communication. Its main objectives are to establish and
preserve connections, improve the company's standing, and advertise its goods and services.
Press announcements, social media posts, marketing efforts, and customer service exchanges are
a few examples.

H discuss the organizational and physical barries of communication and countered

Effective communication is essential to the success of any firm. However, a number of obstacles
may stand in the way of an efficient information flow. Physical and organizational barriers are
two major categories into which these barriers can be divided. It is imperative to comprehend
and tackle these obstacles if one hopes to enhance communication inside a business.

Divides in Hierarchy

Definition: Communication can become skewed as it passes up and down the line of command in
businesses that have strict hierarchical systems.
To be countered, flatten the organizational structure, support upper and downward
communication routes, and promote open-door policies.
Functional Obstacles
Definition: When departments or functional units separate, information cannot freely flow
between them.
Using collaborative technologies and platforms, establishing frequent interdepartmental
meetings, and promoting cross-functional teams are ways to counter this.
Barriers Based on Culture

Definition: Communication can be hampered by differences in workplace culture, including

values, attitudes, and practices.
As a countermeasure, consider implementing training programs to promote a cohesive workplace
culture, cultivating inclusivity, and promoting the exchange of varied viewpoints.
Vocabulary and Jargon

Definition: Jargon or specialized terminology used inside a department might not be understood
by outsiders.
Resisted by making language more understandable, offering glossaries, and promoting the use of
succinct and unambiguous communication.
Style of Leadership

Definition: While laissez-faire leadership can result in a lack of direction, autocratic leadership
can discourage open communication.
Reversed by: Using a participative leadership approach that encourages feedback from all
organizational levels and offers precise direction.

I Discuss three different between communication between business communication.

Communication and business communication share many similarities, but they also have distinct
differences that set them apart. Here are three key differences:
1. Objectives and Goals
Broadcasting:

The goal of general communication can be many different things, such as social
engagement, the sharing of private information, the expression of feelings, and the
exchange of general information.
Goals: There can be a wide range of goals, such as amusement, forming bonds with
others, voicing viewpoints, or having informal conversations without planning to achieve
any particular result.
Business-to-Business:

The goal of corporate communication is to achieve certain business objectives.

Information is communicated in a professional setting to support decision-making,
problem-solving, and organizational efficiency.
Goals: The goals are usually more narrowly focused and include reaching business
objectives including raising sales, streamlining operations, resolving disputes, and
guaranteeing that business processes run smoothly.
2. Structure and Formalism
Broadcasting:

Formality: There are wide ranges in general communication about formality. Depending
on the situation and the communicators' relationship, it might be professional or informal.
It frequently has no set format and flows naturally from conversation.
Organization: It frequently lacks a set structure and rigid rules, being impromptu and
adaptable. Non-verbal cues are important, and the language employed might be more
casual.
Business-to-Business:

Formality: In general, business communications are more ordered and formal. It follows
business etiquette and professional standards. In reports, emails, meetings, and
presentations, for example, there are many rules and formats that must be followed.
Structure: It usually has a clear format and goal, and is more exact and organized.
Business communication frequently adheres to a particular tone and style that
complements the professional and corporate cultures.norms. Record-keeping and
documentation are also crucial components.
 3. Context and Audience
Broadcasting:

Audience: Anyone can be the audience for a broad message, including strangers, friends,
and relatives. The communication style and substance are determined by the relationship
and circumstance.
Context: It happens in a range of contexts, including social events, chance meetings, and
one-on-one conversations. The context need not be limited to work environments or
organizational setups.
J Define enconding

A key idea in communication theory is encoding, which is the process of transforming a message
or piece of information into a certain code or format that can be communicated and
comprehended by other people. This process entails converting concepts, ideas, or data into
symbols that may be expressed through a variety of media, such as words, gestures, pictures, or
sounds.