Forms Of Business Communication

 

Business Communication is the process of exchanging messages or information between

two or more parties for the purpose of promoting business growth. Businesses today are

heavily dependent on information to meet Organizational needs. Effective communication

plays a key role in fulfilling these needs and contributes significantly to Organizational

success. Despite its importance, business communication has not grown, as it should.

Realising this, both industry and academic sectors have begun training employees and

students on business communication and its relevance. It has become all the more evident

that business communication is vital for effective functioning of business notes. This note

gives us an insight into what business communication is all about.

2.0 OBJECTIVES OF THE NOTE.

On completion of this note, you should be able to:

· Explain the concept of business communication.

· Discuss the importance of business communication to an organization.

· List the different forms of business communications.

· Describe the hierarchy of business communication.

3.0 MAIN CONTENT.

3.1 Business Communication.

Business communications are used to promote a product, service, or an organization;

relay information within the business; or deal with legal and similar issues. It is also a

means of relying between a supply chain, for example the consumer and manufacturer.

At its most basic level, the purpose of communication in the workplace is to provide

employees with the information they need to do their jobs.

Business Communication encompasses a variety of topics, including Marketing,

Branding, Customer relations, Consumer behaviour, Advertising, Public relations,

Corporate communication, Commnotey engagement, Research & Measurement,

Reputation management, Interpersonal communication, Employee engagement, Online

communication, and Event management. It is closely related to the fields of professional

communication and technical communication.

Business is conducted through various channels of communication, including the

Internet, Print (Publications), Radio, Television, Ambient media, Outdoor, and Word of

mouth.

Business Communication can also refer to internal communication. A communications

director will typically manage internal communication and craft messages sent to

employees. It is vital that internal communications are managed properly because a

poorly crafted or managed message could foster distrust or hostility from employees.

3.2 The Importance of Business Communication

Effective business communication is crucial for the success of individuals as well as

organizations. Good communication skills help individuals to effectively interact with

others in an organization. These skills are important for career development as they boost

confidence; ensure clarity of thought and information flow. Good communication is a

pre-requisite for good managers.

It is essential for organizations too. An organization is benefited by the internal and

external information gathered and passed on by employees. The management can use

such information to gain an edge in business.

3.3 The Basic Forms of Business Communications

The basic forms of business communication are of two types, namely non-verbal and

verbal communication. It can be in the form of meetings, speeches or writing, gestures or

expressions.

3.3.1 Non-verbal business communication

Non-verbal communication is a primitive form of communication that does not involve

the use of words. It rather uses gestures, cues, vocal qualities, spatial relationships etc. to

convey a message. It is commonly used to express emotions like respect, love, dislike,

unpleasantness, etc. in business environment.

Non-verbal communication is less structured compared to its verbal counterpart and is

most often spontaneous. As it is not planned, it is sometimes considered more reliable

than verbal communication, as it reflects the communicator’s true feelings.

Non-verbal communication enhances the effectiveness of the message as gestures and

body language are registered more easily and more quickly with the audience than verbal

communication. Non-verbal communication, when combined with verbal

communication, makes a presentation more effective and has greater impact on the

business

3.3.2Verbal Business Communication

However, non-verbal communication has its limitations. Many complex ideas, thoughts

or messages have to be communicated sequentially to be meaningful. Verbal

communication involves the arrangement of words in a structured and meaningful

manner, adhering to the rules of grammar. The message is then conveyed to the stake

holder in a business in either spoken or written form.

1. Speaking and Writing

Effective verbal communication involves the use of both speech and writing to transmit a

message. While oral communication is more effective in reaching a focused target

people, as it involves interaction and additional non-verbal cues to augment the speech,

written communication is necessary for reaching a large number of scattered stake

holders in a business. These include the customers, workers and management of the

organization

Depending on the situation and the requirements, businesses use both the spoken as well

as written channels for communication.

2. Listening

Businesses have so far not paid much attention to listening as a skill. Equal importance

should be given to listening and expression. Oral communication cannot be effective

unless the audience is good at listening and most of its content is forgotten after a

presentation. Developing good listening skills is essential for grasping the contents of an

oral presentation and retaining them.

3. The Process of Business Communication.

Business Communication also goes through a process, involving the following phases.

• Sender

• Message

• Channel

• Receiver

• Feedback

4.Barriers to Business Communication.

The process of communication is susceptible to many barriers. These can be categorised

into problems caused by the sender, problems in message transmission, problems in

reception, and problems in receiver comprehension.

5. Dealing with Business Communication Barriers.

Though most communication barriers require situation specific handling, a few basic

methods for dealing with them are available. These methods such as know your subject,

focus on the purpose, know your audience, and be Organized.

3.3.3 Methods of Business communication.

There are several methods of business communication, they are:

· Web-based communication - for better and improved communication, anytime

anywhere ...

· e-mails , which provide an instantaneous medium of written communication

worldwide;

· Reports - important in documenting the activities of any department;

· Presentations - very popular method of communication in all types of

organizations, usually involving audio-visual material, like copies of reports, or

material prepared in Microsoft PowerPoint or Adobe Flash;

· telephoned meetings, which allow for long distance speech;

· forum boards, which allow people to instantly post information at a centralized

location; and

· Face to face meetings, which are personal and should be succeeded by a written

Follow up.

3.4 Hierarchical in Business Communication.

People communicate in businesses with each other most often by oral communication.

This talking takes place between mangers, co-workers and subordinates alike. In

organizations, communication skill is used to send messages 64% of the time. That is

why it is important to understand all the concept of communication.

3.4.1 Vertical Business Communication.

This is the form of communication between a worker and his or her boss. There is sign of

seniority in this type of business communication. Have you ever noticed how people

communicate differently to their bosses than they would communicate to their coworkers?

This difference in communication is due to the chain of command. Managers or

"bosses" are typically in an influential position over their employees. Managers have

authority or the right to give orders and expect the orders to be obeyed. Many employees

may feel that any bad attitude or disagreement with their superior may result in a bad

relationship with the boss and therefore create a bad work environment or job description.

Communication from a manager to a subordinate is also different. One reason for this

may be because of the arising concern by managers not to offend their workers or say the

wrong thing. In today’s society, lawsuits run rapid over conversations that some

employees may take offensive from their bosses. Managers have a responsibility to know

and follow guidelines of good business communication etiquette.

3.4.2 Horizontal Business Communication.

The communication process among workers of the same level is called the horizontal

form of business communication. There is actually no sense of seniority like the

horizontal communication. However, it also attracts mutual respect in business

communication context. In most cases, employees talk to their coworkers in a friendly

manner. The overall standard is that workers will speak more freely and openly to their

fellow workers than to their superiors. When workers talk to each other and relay

information on to other workers it is called the "grapevine". The grapevine is the

unofficial way that communication takes place in an organization. It is neither authorised

nor supported by the organization. Information is spread by word or mouth and even

through electronic means today. The grapevine can be used by an "open" company and it

will have accurate information however, in an authoritative culture the rumor mill may

not be accurate.

3.4.3 Quasi-Vertical Business Communication

The last type of difference in communication in which there is an intermediary between

the communicators. This could be found in a situation where the communication between

the management of an organization and the workers is achieved through the labour union

which the workers belong to. They do so to emphasise status and independence.

4.0 CONCLUSION

Communication can be seen as the bedrock of any business organization. There the study

of business communication should be paramount to correct communication barrier in

various organizations.

5.0 SUMMARY

This note has led us into the knowledge of what business communication is all about. In

order for any human association to be functioning, effect communication system must be

present. This is also applicable to every business organization. We also examined

importance of business communication, forms and methods of business communication.

We finally dealt with hierarchy in business communication.