Types of Information

Information refers to data, facts, or knowledge that is communicated or received concerning a particular topic, event, or situation. It can take various forms, including verbal, written, visual, or digital, and can be transmitted through different channels such as speech, text, images, or multimedia.

Order

An order is a directive or command given by someone in authority to instruct others on what actions to take. It is typically clear, concise, and straightforward, leaving little room for interpretation. Orders are often used in military, organizational, or managerial contexts to ensure tasks are carried out efficiently.

We can classify orders in various ways:

1. Written and Oral orders

Written orders are usually given when:

• The order is of a highly responsible nature.
• The task is repetitive in nature, and it is cumbersome and inconvenient to issue oral orders every time the task is to be done.
• The person being ordered is remotely situated and it is not possible to give him oral orders.

Oral orders are given when:

• The job is required to be done immediately.
• It is an ordinary job and there is no need of maintaining any written record.
• There is a kind of permanent superior-subordinate relationship between the giver and the receiver of the order and the order-giver does not feel the need of entering into the cumbersome process of issuing written orders.

2. General and specific orders

If orders are related to one particular activity, they are specific. If there are a number of activities having operational similarities, general orders may be issued to cover all of them.

3. Procedural and operational orders Procedural orders specify procedures to be adopted. They are general by nature. Operational orders are more closely related to the job in hand. They specify how a particular job is to be done.

Advice

Advice is guidance or recommendations offered to help someone make decisions or solve problems. It is based on the adviser's knowledge, expertise, or experience and is given with the intention of assisting the recipient. Advice can be solicited or unsolicited and is usually offered in a supportive and helpful manner.

While offering advice, the adviser should keep the following points in mind:

1. Advice should be both man-oriented and work-oriented, i.e., it should be related to a specific piece of work, and should be given in such away that it suits the individual needs of the recipient. This means that when explaining the complexities of a task, the adviser should consider the recipient's level of understanding.

2. Advice should not be given to a person to make him feel conscious of his inferior knowledge or skill. If the adviser adopts a patronizing tone, the other person is likely to resent it. So the adviser ought to be very friendly in his attitude.

3. The only justified motive of giving advice is the betterment of the worker. The adviser should genuinely feel this motive and convey it to the worker. He should so mould his tone and phrase his language that he makes the other person feel absolutely at ease.

4. When subordinate staff are given the freedom to respond, advice can facilitate a two-way channel of communication. It may perhaps bring about some excellent suggestions for the improvement of the organisation's functioning.

Suggestion

A suggestion is a proposal or idea put forward for consideration or action. Unlike an order, a suggestion does not carry the same level of authority and is usually presented as an option rather than a directive. Suggestions can be offered in various contexts, such as brainstorming sessions, problem-solving discussions, or interpersonal interactions.

A suggestion is supposed to be a very mild and subtle form of communication. Still, since it flows horizontally or vertically upwards, it may hurt someone's ego to recognize its utility and readily accept it. But enlightened executives should set aside the ridiculous notions of false self-importance and welcome positive, constructive suggestions with an open mind.

Some business houses make a provision for suggestion boxes, which are placed at some convenient place in the office or the factory. Workers are encouraged to drop their suggestions into these boxes. Sometimes these suggestions have to be written on specially prepared cards. If an employee does not want to reveal his name, there is a provision for it. These suggestion boxes are opened at regular intervals, the suggestions received are scrutinized and the employees offering the best suggestions are awarded prizes.

Motivation

Motivation involves inspiring or encouraging someone to take action, pursue goals, or overcome challenges. It often involves appealing to a person's emotions, desires, or values, to stimulate enthusiasm, determination, or commitment. Motivation can come from external sources, such as encouragement from others, or internal sources, such as personal goals or aspirations.

A motivated worker in a company does not need much supervision; they approach their work as if it were their own, with their interests closely tied to its successful performance and completion.

An office or factory that enjoys the support of motivated workers shows much better results than another office or factory in which workers are commanded to work

Offering monetary incentives is perhaps the most effective form of motivation. People working on a contract basis are always motivated to work, for their earnings increase in proportion to their work. People work reluctantly during office hours but willingly stay back to work overtime.

However, it may not always be possible, or even desirable, to offer monetary incentives, as such a practice is likely to set unhealthy precedents. It implies that workers will refuse to work whenever such motives are absent.

Persuasion

Persuasion is the act of influencing someone's beliefs, attitudes, or behaviors through argumentation, reasoning, or emotional appeal. It involves presenting a case or argument in a convincing manner to sway the recipient's opinion or decision. Persuasion is commonly used in advertising, marketing, politics, and sales to persuade people to buy products, support causes, or change their attitudes.

The art of persuasion consists of four important steps:

• Analyzing the situation: This is the preparatory step. The communicator analyses the situation to find out why the need of persuasion has arisen and what will be the advantages and disadvantages of the new course of action being suggested. He also studies the psychology of the man to be persuaded in order to plan a suitable strategy.

• Preparing the receiver: It is but natural that people resent being persuaded to change their views or behaviour. The receiver has to be prepared for it. This can be done by putting him in a pleasant frame of mind. He may be complimented on some of his outstanding qualities and achievements. An appeal may be made to his adaptability and open-mindedness.

• Delivering the message: The third step is to deliver the message. The message should be delivered stage by stage, with the help of forceful arguments, beginning with those parts of the message, which are easier to accept and delaying the unpleasant parts as much as possible.

• Prompting action: If the first steps have been taken carefully, the receiver of the message will be easily persuaded to adopt a different course of action (or hold a different view).

Warning

A warning is a notification or alert issued to inform someone of potential danger, risk, or harm. It is intended to prevent accidents, injuries, or negative consequences by prompting individuals to take precautionary measures or avoid certain actions. Warnings can range from verbal cautions to written notices and are often used in contexts such as product labeling, safety regulations, or public announcements.

Warning is a forceful means of communication, for it demands immediate action. But in order to retain its effectiveness, it should be used sparingly and discreetly.

Some warnings are general. "No smoking", "No talking", "Beware of the dog" are general warnings. They are not aimed at any particular person, nor are they likely to hurt anybody's feelings. Such warnings are usually given in the form of notices. They are almost akin to information.

More often, warnings are given to particular persons. They involve disciplinary action in the form of reprimand. Reprimands are very demoralizing; they may also evoke resentment. Before reprimanding an employee, it is very important to ascertain the truth of the charges leveled against him. Reprimand should never spring from personal prejudices.

Reprimand should not be administered to a person in the presence of others. It will make him fell humiliated and nobody likes to be humiliated. The worker should be summoned in the privacy of the supervisor's room and dispassionately talked to.

It is also useful to investigate the causes of the worker's undesirable behaviour. He may be burdened by some domestic or personal problems. Or he may be nursing some personal grudge against the supervisor or the organization. If the supervisor can succeed in taking him out of his problems, the warning given to him will become constructive.

The aim of giving a warning should be the betterment of the organization. It should not be used to cause disruption. It is very important to be judicious in the choice of words used in administering warnings and reprimands.

Education

Education is an import ingredient of the process of communication. It involves both teaching and learning and extends over considerably long periods. The main purpose of education is to widen knowledge as well as to improve skills.

It is carried on at three levels in business communication:

• Management Education: Knowledge is multiplying fast. Each new day brings with it innovations, which if suitably applied can revolutionise the working of an organization. Managers are required to keep abreast of the latest innovations. In other words, they have to be educated. Their education can take place through books, lectures, seminars, case studies, study tours, etc. Junior managers have to be educated to assume responsibility when they succeed to higher positions.

• Employee Education: Just as the managers are required to keep abreast of the latest innovations in the field of commerce and technology, when these innovations are introduced in the office or the factory, the employees have to be educated to use them. Such a programme of education is called re-orientation. Employees can be educated through talks, demonstrations, bulletins and house organs.

• Education for the outside public: The outside public needs knowledge on the new products being introduced into the market, the relative merits of the various brands already existing, the availability of the substitutes, complementary and supplementary products, comparative prices, concessions and discounts, if any. This useful knowledge is offered through advertisements, specially sponsored features in the newspapers, information talks and article