Nature and Models of Business Communication

Nature of Business Communication

1. Communication is related to human activity: Communication exchanges are actually directly linked with every human being’s lifetime. It is very necessary. Taking pleasure in restful lifetime, acquiring person-to-person interactions, creating a flourishing point out and so on. Aren’t probable without having communication exchanges.

2. Communication involves two or more parties: At least, two parties are involved in virtually any communication exchange process. This party exactly who communicates information is known as sender and the party exactly who is provided with the info is known as a device. Even so in some instances some sort of sender could send out a message for you to many receivers.

3.Communication could be one-way or maybe two-way process: Communication might take the design involving two-way or maybe one-way process. With two-way communication, the receiver sends his feedback to the sender after receiving the message. One-way communication means you move involves information receiving. In this particular means of communication receiver doesn’t present his or her reaction to your sender.

4. Success of communication depends on a proper understanding of the parties involved: Powerful communication comes about if your receiver feels your concept you might say your sender posts the idea. If the receiver doesn’t deliver his or her reaction to your sender, your sender is not going to fully grasp your receiver’s view. In this case, your communications are going to be inadequate. As a result, to make your communication prosperous the two senders and receiver got to know your side effects of different.

5. Conversation in organization flows in a variety of styles: With organization, information flows in a variety of recommendations, for example way upward direction, down way, horizontal way and many others.
Nature of Business Communication
It is a process.
It is inevitable.
Meaning based.
Communication could be intentional and unintentional.
Communication is systematic.
A two-way traffic.
Communication is a social process.
A dynamic process.
Continuous process.
Communication involves interaction and transaction.
It is contextual.
Needs proper understanding.
Leads achievement of the organizational objective.
Dispels misunderstanding.
It shares thoughts and ideas, which produce response.
It is the life blood of the business.

Business Communication Models

Depending on the product or service a company offers, it seeks a communication style that contributes to its process and, therefore, overall success. Business communication experts and leaders say that for success there should be frequent, open and thorough communication. However, variations in situations and goals mean there are numerous ways to handle communication.

Empowerment

Companies that thrive of innovation, creativity and expansion often subscribe to the empowerment model of communication. Empowerment means giving employees more autonomy and latitude to come up with ideas, own responsibility and take on tasks. The foundation of this employee-driven work approach is giving employees a voice by encouraging them to step forward with ideas for new products and processes. Empowerment managers engage employees in conversation, elicit input in decision-making and foster safe environments in which brainstorming and creative thinking are the norm. The empowerment model involves two-way and multi-way conversations.

Controlled

When precise work with significant controls are required, management typically keeps communication controlled and top-down. Work environments with significant security risks typically divide knowledge and duties to prevent enabling anyone from being able to steal or sabotage. Banks are an excellent example. Tellers know how to run specific transactions and very little else about the bank's larger policies and operations. Branch managers oversee teller cash handling and check to make sure there is no theft but have little latitude to change bank product or service policies. 

Until you reach the very top levels, employees and even mid-level managers have specific duties and scopes. The divisions make sure no one is in a position to mishandle or misappropriate large sums of money. Military and scientific research organizations often have similar approaches. People are told what upper management feels they need to know.
Business Communication Models

Direct Marketing

Representatives come to your door. Perhaps you only learn about their product through postcards or mailers. Companies which use direct marketing want to keep the communication between you and them -- no advertising middle-men. There are several reasons companies choose to employ direct marketing and direct sales for their communications model. 

One is to create an intimate relationship between company and customers. Another has to do with cost savings. You can reach more people with direct mail and email blasts than you can with broadcast advertising. Representatives usually only get paid commission -- so their labour is free until it's successful. Whatever the reasoning, it's highly successful for a number of large, well-known cosmetic and home-product companies.

Food Science - UNIT 1 Principles of Food Science

Introduction
Man’s basic drive is for food to satisfy his hunger. Food is intimately woven into the physical, economical, psychological, intellectual and social life of man. It is a part of his culture and is filled with many different meanings and symbolism's for all individuals at various ages and stages of their maturity.
Food is source of power.
Food is source of security.
Food is a status symbol.
Food is a symbol of hospitality and friendship throughout the world. (We offer our hospitality to guest through an offer of food or a drink)
Food is an outlet for emotion.

Introduction
The food industry, be it the processing industry or the catering industry is one of the largest and most needed industry in the world today, fulfilling one of our basic need, ie; food.
Development of food industry can be traced back with various examples of food preservation, being time immemorial. Improvement in equipment and machinery has made possible to increase the capacity of food processing plants.
The aesthetic value of food of food is important. To be able to offer the consumer quality cuisine, basic knowledge of food science and its application is necessary. Every food handler should know foods composition, structure, behavior and the changes that takes place during cooking, holding and storage as well as what happens to food once it is consumed ie, its digestion , absorption, and metabolism in the human body.

Definition

Food is defined as anything solid or liquid which when swallowed, digested and assimilated and nourishes the body.
Food science is a systematic study of the nature of food materials and the scientific principles underlying their modification, preservation and spoilage.
Study of the characteristics of foods including chemical properties, biochemical properties, physical properties, and effects of these on the quality of products it also covers application of this information to development of new products and efficient food processing techniques. (Dictionary of food science).

Definition
It is a discipline in which the biological and physical sciences and engineering are used to study the nature of foods, the causes of their deterioration, and the principles underlying food processing. It deals with acquisition of new knowledge to elucidate the course of reactions or changes occurring in foods whether natural or induced by handling procedures.
Food is a mixture of many different chemical components. The study of food science involves an understanding of the changes that occur in these components during food preparation whether natural or induced by handling procedures many physical and chemical reaction occur during food preparation these reactions may be a result of the interaction between components with the medium of cooking, and the environmental conditions like heat cold light and air to which they are subjected during cooking.
Study of food science also includes understanding the nutritive value of different foods and methods of preserving them during cooking this information provides a foundation of theory and method on which they build the study of food preparation.

Scope of Food Science

With liberalization of Indian economy, all-round industrial growth has been witnessed in all sectors with improvement in social and economic conditions of our people.
This has created demand for more and better quality foods. With advancement in production technology, high yield levels will lead to large amount of marketable surplus of food grains and crop residues, demanding appropriate handling, processing, preservation, storage, marketing and utilization.
The development of processing industries to preserve the perishable agricultural produce will not only improve economic and nutritional status of our population but it may help in employment generation in rural as well as urban areas of the country.
Scope of Food Science
The importance of food science  lies in the fact that it has capability to provide food to our population through scientific conservations, eliminating avoidable losses and making available more balanced and nutritious food.
High value products from low grade material can be produced by innovative and appropriate processing and packaging technologies and also from by-products and residue waste using integrated approach.
 The role of food technologist does not stop at farm level but it continues till the harvested crops and animal products are processed, preserved and further modified into useful and nutritious products, until it is utilized by the consumer.
Moreover, with development of processing industries, it is quite likely that the demand for food scientists and technologists will increase in the next few decades.
Food Science and its relation with other Sciences
To understand food science the basic concepts of physics, chemistry, biology, mathematics and their applications ie. Biochemistry, microbiology and food technology are necessary to prepare, package, store and serve wholesome high quality products.
All foods are chemical compounds which undergo various chemical reactions at all stage from production to consumption These reactions are based on the laws of chemistry. Many processes used while preparing food involve physical changes apart from chemical changes.

Food Science and its relation with other Sciences

There are 3 states of matter – Gases, Liquid, Solids.
As temperature is increased or decreased Solids get converted to Liquid which further converts to Gases, with change in chemical compounds. But decomposition of organic compounds place , undergoing various chemical reactions take place instead of change in state when temperature is raised.
Many foods are complex mixtures of chemical substances. In processed foods additives are added to improve colour, texture, flavour etc. These additives are chemical compounds. It undergoes further chemical changes during storage, cooking, processing as well as in the human body during digestion of food by action of chemical substances
During preparation and storage food is subjected to various physical conditions which affects its quality eg. temperature and pressure changes.

Food chemistry

It is the science that deals with the composition, structure and properties of food and  with chemical changes that take place in food.
It forms a major part of food science and is closely related to food microbiology
The chemical composition of food tells which micro-organism can grow on it and the changes that take place in the food because of their growth.
Changes can be desirable and undesirable which can lead to contamination of the food and further leading to food poisoning, food infection or just spoiling of the food rendering it unfit for consumption.

Food Microbiology

Microbiology is the study of micro organisms. Micro organisms are very small, usually single celled organisms which are not individually visible to the naked eye. If they are present in large number in food can lead to food poisoning. They are being used by man for production of certain foods eg. bread and yoghurt.
Interactions between Micro-organisms, plants and animals are natural and constant. Since the human food supply consists basically and animals or products derived from them, it is understandable that our food supply can contain micro-organisms in interaction with the food.
A knowledge of the factors that favors or inhibit the growth of Micro -organisms is essential to an understanding of the principle of food spoilage and preservation.
Food chemistry and food microbiology are intimately related to food processing because the processes to which food needs to be subjected to improve its texture, flavor and aroma depend on its composition and ingredients. The time and temperature for food processing depends not only on the chemical composition of food but on its microbial load and the type of packaging to be used.

Food Processing

The growing public demand for meals away from home has made the problem of serving safe, wholesome food more critical and challenging. This makes it imperative for food handlers to understand and implement the basic principles of the food science to enable them to prepare and serve high quality products over extended hours.
Rapid urbanization has lead to increase in demand of convenience foods (foods that require little labor and time to prepare eg. frozen peas). To these food additives are added to restore properties and to bring certain changes for storage. The special requirements for them are:
They need to be handled properly.
Not to be stored in open.
Maintenance of hygienic condition.
Similarly numerous food choices exist like canned foods, snacks, soups etc.

Conclusion

Thus food science covers all the aspects of food from properties of food materials and influences of all factors affecting food, beginning from growing the food to harvesting or slaughter i.e. all stages, from raw till it is consumed like processing, nutritive value, shelf life, novel sources of food, fabricated food and food analogs, conservation and re-use of resources to make more food.

Hence we can say that study of food science will be of benefit to all food professionals.

Communication Cycle and Elements of Communication

THE COMMUNICATION PROCESS/CYCLE

                                                                                                                                                                                 

•        The transmission of sender’s ideas to the receiver and the receiver’s feedback or reaction to the sender constitute the communication cycle.

•        The process of communication begins when one person (the sender) wants to transmit a fact, idea, opinion or other information to someone else (the receiver).

•        This facts, idea or opinion has meaning to the sender.

•        The next step is translating or converting the message into a language which reflects the idea. That is the message must be encoded. The encoding process is influenced by content of the message, the familiarity of sender and receiver and other situation of factors.

•        After the message has been encoded, it is transmitted through the appropriate channel or medium.

•        Common channel in organization includes meetings, reports, memorandums, letters, e-mail, fax and telephone calls.

•        When the message is received, it is decoded, by the receiver and gives feedback to the

  sender as the conformation about the particular message has been carefully   

  understand or not.

ELEMENTS OF COMMUNICATION

The process of communication involves the following elements:

1. Sender or transmitter: The person who desires to convey the message is known as sender. Sender initiates the message and changes the behaviour of the receiver.

2. Message: It is a subject matter of any communication. It may involve any fact, idea, opinion or information. It must exist in the mind of the sender if communication is to take place.

3. Encoding: The communicator of the information organises his idea into series of symbols (words, signs, etc.) which, he feels will communicate to the intended receiver or receivers.

4. Communication channel: The sender has to select the channel for sending the

information. Communication channel is the media through which the message passes. It is the link that connects the sender and the receiver.

5. Receiver: The person who receives the message is called receiver or receiver is the person

to whom the particular message is sent by the transmitter. The communication process is

incomplete without the existence of receiver of the message. It is a receiver who receives

and tries to understand the message.

6. Decoding: Decoding is the process of interpretation of an encoded message into the

understandable meaning. Decoding helps the receiver to drive meaning from the message.

7. Feedback: Communication is an exchange process. For the exchange to be complete the

information must go back to whom from where it started (or sender), so that he can know

the reaction of the receiver. The reaction or response of the receiver is known as feedback.

8. Brain drain: On whole process there is a possibility of misunderstandings at any level and

is called brain drain. It may arise on sender side if they do not choose the adequate medium

for delivery of message, by using default channel and it may also arise when receiver does

not properly decode the message. In other words, we can say that it is breakdown of cycle at

any level.

Types of Communcation

BHM 109 - Communication Unit 1

 

What is communication?

The word communication has been derived from the Latin word communis, which means to share or to participate.

Communication stands for sharing or transmission of information, an idea, an opinion, an emotion, a fact or an attitude. It includes both, the act of communicating as well as the message to be communicated.

Communication involves LISTENING, UNDERSTANDING and RESPONDING.

Thus communication is the process of passing information and understanding from one person to another with three sides to it:

(i) Transmission of subject-matter or message

(ii) Involvement of two parties to complete the process of communication

(iii) The person to whom the message is transmitted understands it in the same sense in which the sender of message wants him to understand it

 What is Business Communication?

The term business communication is used for all messages that we send and receive for official purpose like running a business, managing an organization, conducting the formal affairs of a voluntary organization and so on. 

Business communication is marked by formality as against personal and social communication.

The success of any business to a large extent depends on efficient and effective communication.

It takes place among business entities, in market and market places, within organizations and between various group of employees, owners and employees, buyers and sellers, service providers and customers, sales persons and prospects and also between people within the organization and the press persons.

Business communication can be internal when it is directed to persons within the organisation such as superiors, co-workers or subordinates.

Business communication can be external when directed to customers, suppliers, government, public, etc.

Importance of Business Communication

In business, reputation and credibility need to be built up in order to get clients’ trust and confidence. Having a sense of professionalism will bring a lot to the business, especially in a long term relationship with employees and clients.

·       There is a need to make sure that every business deal is attended to promptly.

·       Business communication encompasses not only communicating with external contacts but also with employees within the organization.

·       This will aid the business in being well-organized and every matter whether it is a problem, an inquiry or a sales letter will be attended to properly and promptly.

The role or importance of business communication is discussed below:

ü  Exchanging information: Communication is mainly the exchange of information between two or more parties. Through communication, organizations exchange information with internal and external parties. Communication also brings dynamism in organizational activities and helps in attaining goals.

ü  Preparing plans and policies: Communication helps in preparing organizational plans and policies. Realistic plans and policies require adequate and relevant information. The managers collect required information from reliable sources through communication.

ü  Execution of plans and policies: For timely implementation of plans and policies, managers must disseminate those in the whole organization. In order to disseminate the plans and policies to the internal and external parties, managers rely on communication.

ü  Increasing employee’s efficiency: Communication also helps in increasing the efficiency of employees. With the help of communication, organizational objectives, plans, policies, rules, directives and other complex matters explain to the employees that broaden their knowledge and thus help them to be efficient. 

ü  Achieving goals: Effective communication helps the employees at all levels to be conscious and attentive. It ensures timely accomplishment of jobs and easy achievement of goals. 

ü  Solving problems: Through various communication channels, the managers can be informed of various routine and non-time problems of the organization and accordingly they take the necessary actions of steps to solve the problems. 

ü  Making decisions: Making timely decisions requires updated information. Through effective communication, managers can collect information from different corners and can make the right decisions. 

ü  Improving industrial relation: Industrial relation is the relation between workers and management in the workplace. Good industrial relation is always desired for business success. Communication plays a vital role in creating and maintaining good industrial relation. 

ü  Publicity of goods and services: In the modern age, business is becoming highly competitive. Almost very competing manufacturer produces products of common consumption. However, all of them cannot sell equally well. The organization that can communicate better, can also sell better. 

ü  Removing controversies: Effective communication allows smooth flow of information among various parties involved in the negotiation or transaction. As a result, conflicts, controversies and disagreements can be resolved easily. 

ü  Enhancing employee satisfaction: If there is free and fair flow of information in the organization, it will certainly bring mutual understanding between management and workers. Such understanding enhances the satisfaction of employees.

ü  Enhancing loyalty: Effective communication helps the managers to be aware of the performance of their subordinates. In such a situation, the subordinates try to show their good performance. Later on, if management praises their performance, it will enhance employees’ loyalty. 

Thus business communication:

ü  Binds people together.

ü  Improves the morale in an organisation.

ü  Helps in proper planning and co-ordination.

ü  Forms the basis for decision-making.

ü  Helps in the efficient running of an organisation.

ü  Helps in achieving increased productivity at lower costs.

ü  Builds up mutual trust and confidence. 

Purpose of Communication

1. For instruction: The instructive function unvarying and importantly deals with the

commanding nature. It is more or less of directive nature. Under this, the communicator transmits with necessary directives and guidance to the next level, so as to enable them to accomplish his particular tasks. In this, instructions basically flow from top to the lower level.

 2. For integration: It is consolidated function under which integration of activities is

endeavoured. The integration function of communication mainly involves to  bring about inter-relationship among the various functions of the business organization. It helps in the unification of different management functions.

 3. For information: The purposes or function of communication in an organization is to

inform the individual or group about the particular task or company policies and procedures etc. Top management informs policies to the lower level through the middle level. In turn, the lower level informs the top level the reaction through the middle level. Information can flow vertically, horizontally and diagonally across the organization. Becoming informed or inform others is the main purpose of communication.

 4. For evaluation: Examination of activities to form an idea or judgement of the worth of task is achieved through communication. Communication is a tool to appraise the individual or team, their contribution to the organization. Evaluating one’s own inputs or other’s outputs or some ideological scheme demands an adequate and effective communication process. 

5. For direction: Communication is necessary to issue directions by the top management or manager to the lower level. Employee can perform better when he is directed by his senior. Directing others may be communicated either orally or in writing. An order may be common order, request order or implied order.

6. For teaching: The importance of personal safety on the job has been greatly recognized. A complete communication process is required to teach and educate workers about personal safety on the jobs. This communication helps the workers to avert accidents, risk etc. and avoid cost, procedures etc.

7. For influencing: A complete communication process is necessary in influencing others or being influenced. The individual having potential to influence others can easily persuade others. It implies the provision of feedback which tells the effect of communication.

8. For image building: A business enterprise cannot isolate from the rest of the society. There is interrelationship and interdependence between the society and an enterprise operating in the society. Goodwill and confidence are necessarily created among the public. Through an effective external communication system, an enterprise has to inform the society about its goals, activities, progress and social responsibility.

9. For employees orientation: When a new employee enter into the organization at that time he or she will be unknown to the organization programs, policies, culture etc. Communication helps to make people acquainted with the co-employees, superior and with the policies, objectives, rules and regulations of the organization.

10. Other: Effective decision-making is possible when required and adequate information is supplied to the decision-maker. Effective communication helps the process of decision-making. In general, everyone in the organization has to provide with necessary information so as to enable to discharge tasks effectively and efficiently.

Hence we can summarise by saying that communication is meant:

v To inform

v To reassure

v To teach

v To deliver news, whether good or bad

v To understand

v To explain

v To persuade

v To transact

v To organize

v To control

v To co-ordinate

v To direct