What is communication? List at least three (3) communication barrier and briefly discuss them.

Communication is an act that is being used to convey different meanings from one individual or group of individuals to the other by using different signs or ways. Communication can be dome through speaking, writing, emotions and symbols as well. It depends on person to person and it also varies from person to person along with the place to place as well. Communication in basic is the integral instinct of all the living things. As we are living in a modern world, here we completely rely on the good way of communication. Good communication here just don’t mean to the process of transferring information from one person to the other but it is a complete art of listening or reading the information in an appropriate way, processing it and then transferring it in an appropriate way. So there is a huge amount of the effort that goes into the communication. (Cornelissen, 2008)

Communication barriers: There are number of different reasons due to which the interpersonal communication fails completely. There exists number of different barriers in the communication and these barriers may take place at any level of the communication process. These barriers may lead towards the distortion and it further leads towards the misunderstanding as well. Three common barriers that takes place in communication are: (Lunenburg, 2010)

1.    Language Barrier: This is the most common barrier in communication among people that are not from the same culture or the same area. People at different areas use different language and when they get to communicate with the others they feel problem in understanding and this is called as the language barrier. One should use the language that can be understood by everyone.

2.    Physical Barrier: communication becomes really easy at the short distances and at shorter distances more communication channels are present easily and very less of the technology gets used. There is no doubt in it that the modern technology at times serves to reduce out the effect of this physical barrier but still this is the second most common communication barrier.

3.    Attitudinal Barrier: This is the barrier that includes the behaviors or different perceptions that helps in preventing the people from communicating with one another in an effective way. This barrier may take place due to the personality confliction, poor management or even the lacking in motivation as well.

b. Effective communication is vital in any organization. Describe 7 steps to make communication more effective in your organization.

Communication is not just a word here but it may act as a barrier between the individuals working in the company. When there is no communication thing between the different individuals or the leader then how would they be able to share their ideas, how would they be able to be creative and then innovative as well. All these things seems to be less important but in actual this helps a lot. Communication with the employees is not being done at all by the leaders whether on small scale or the large one. Lines need to be opened between the leader and employees. A leader should bring out time so that he or she can communicate with them in a better way.

7 different steps to make communication more effective:

Establishing trust: There are few people who just distrust other people naturally due to a reason that they are completely unaware of the fact that what other person is thinking. Try to establish trust on your colleagues along with the other people around you, here I don’t mean to trust blindly all of a sudden at start. Things need time but still trust is an important factor in making a communication more effective. (Fagerlin, 2011)

1.    Speak clearly and concisely: Always try to communicate in a better way. Things need to be clear and to the point. Long conversations make communication very boring so always try that one should talk to the point.

2.    Reorganization of different problems in communication: It is one of the wise thing to completely avoid saying anything that is questionable which makes a listener confused or unessentially provoke out the negative reaction as well. So always try to be soft spoken while communicating as it makes thing easy.

3.    Body language should appropriate and it should also go along with the tone of the language that what is being said. So this is another important step.

4.    There are many different communication issues that may take place due to the technology and it is really important to recognize these issues that are being caused by the technology for effective communication. (Reiss, 2012)

5.    Last one is always try to ask open ended questions to make communication effective rather than just asking yes or no answered questions. More effective one is with their communication then more successful one becomes personally as well as professionally. 

Q2
Distinguish the differences between the following business communications:

a. Fax: This fax machine is being designed for two different processes sending as well as receiving of the documents so this machine is used to send and receive the business communication documents.

b. Report: These are also the kind of documents that are being designed for the recording along with the conveying of different information to a reader. These reports are the part of business. They serve to the document particular information for the particular audience, functions and the goals as well.

c. E-mail: This Email is also a mode of communication, these are being used by the different businesses for the promotion of different services along with their products. This is really helpful to manage out the communication. Collaboration and sharing can be done by the help of email. (Bovée, 2016) 

Q3
Deliberate the differences between the following business communications:
a. Business letter: This is the kind of letter that is being used by the different organizations for the communication purpose in a very professional way with different customers, different companies, clients, shareholders and etc. Formal language is being used in the business letters along with the specific format as well. These are being used to convey the messages and important information.

b. Minutes of meeting: This is the official recording for the different proceedings of a meeting along with the decisions reached there. This is the full, clear and concise record for the business transacted at the meeting along with the different decisions as well.

c. Advertisement: This is a kind of marketing communication which can be sponsored by the different employees easily, this is a kind of non-personal message for the promotion along with the selling of different products, idea or their service.

References of communication:

Bovée, C. L. (2016). Business communication today. Pearson Education India.

Cornelissen, J. P. (2008). Corporate communication. . The International Encyclopedia of Communication.

Fagerlin, A. Z.-F. (2011). Helping patients decide: ten steps to better risk communication. ournal of the National Cancer Institute,, 1436-1443.

Lunenburg, F. C. (2010). Communication: The process, barriers, and improving effectiveness. Schooling,. 1-10.

Reiss, E. (2012). Usable usability: simple steps for making stuff better. .