What is Business
Communication ?
Before we talk
about Business Communication, we should know what is the meaning of business
and communication.
- Business
: An organization or economic system where goods and services are
exchanged for one another or for money. Every business requires some form of
investment and enough customers to whom its output can be sold on a consistent
basis in order to make a profit.
- Communication
: Communication is neither the transmission of a
message nor the message itself. It is the mutual exchange of understanding,
originating with the receiver. Communication needs to be effective in business.
Communication is the essence of management. The basic functions of management (Planning, Organizing, Staffing, Directing and Controlling) cannot be performed well without effective
communication.
So, the explanation
about business communication is any information used to promote product or service between some people to get some benefit for the organization or a
company.
Business
Communication can be of two types:
1. Oral Communication - An
oral communication can be formal or informal. Generally business
communication is a formal means of communication, like : meetings,
interviews, group discussion, speeches etc. An example of Informal
business communication would be - Grapevine.
2. Written Communication - Written means of business communication includes -
agenda, reports, manuals etc.
Element
of Communication
1. Sender/Encoder.
The
person who intends to convey the message with the intention of passing
information and ideas to others is known as sender or communicator. Since the
subject matter of communication is theoretical and intangible, its further
passing requires use of certain symbols such as words, actions or pictures etc.
Conversion of subject matter into these symbols is the process of encoding.
2. Receiver/Decoder.
Receiver
is the person who receives the message or for whom the message is meant for. It
is the receiver who tries to understand the message in the best possible manner
in achieving the desired objectives. The person who receives the message or
symbol from the communicator tries to convert the same in such a way so that he
may extract its meaning to his complete understanding.
3. Message.
a
verbal, written, or recorded communication sent to or left for a recipient who
cannot be contacted directly. This is the subject matter of the communication.
This may be an opinion, attitude, feelings, views, orders, or suggestions.
4. Channel.
Its
also known as medium. There’s 2 kind of channel, direct and indirect. The
example of direct is face to face. For indirect, the example of it such as
skype, email, mobile, print media and many more.
Guidliness for effective communication
1.
Clarity of Purpose.
The
message to be delivered must be clear in the mind of sender. The person to whom
it is targeted and the aim of the message should be clear in the mind of the
sender.
2.
Share Activity.
All of component should be active and give
their contribution when they have a business. All of component is have a
relation.
3.
Common Set of Symbol.
We should use general language that everyone
know. Don’t use any kind of symbol or gesture that doesn’t familiar. we should
be a good listener and be sensitive to their needs and emotions. This way he
can understand things from their perspective and make communication more
effective.
4.
Focus on the Need of Receiver.
You
should be focus on the need of receiver. Don’t talk about something that
doesn’t have relation with it. It should not include any unnecessary details.
It should be short and complete.
5.
Active Listening.
We also should understand about the business
and all aspect of it. Listen carefully if our partner speaking and give their
suggestion.
6.
Controlling Emotion.
When you have a business relation, you are
not allowed to be temperament. If something wrong, the first step that you must
to do is make it clearly. Because emotion can not clear the problem.
7.
Politeness.
When we want to tell the message, we should
tell it in politeness. Don’t use a dirty word because it will make a bad
assumption to our partner.
8.
Clarity Assumption.
We should tell to our partner the business
that possible to happen. It should be relevant and real. Don’t make a high
expectation if you couldn’t make it true.
9.
Avoiding Connotation.
Don’t use a connotation word. Use a real word
to make it clear.
10. Socio-Psychological Aspects.
We should make our socio-psychological aspect
matching with our partner. If we have business with a high class person, so we
should use a standard of high class.
11. Completeness.
The
message delivered should not be incomplete. It should be supported by facts and
observations. It should be well planned and organized. No assumptions should be
made by the receiver.
What do you mean by
“Effective Communication?”. How does the knowledge of the communication process
help us in communicating effectively?
Effective communication is a critical leadership skill, but it takes
practice. We should have the knowledge of communication process. It will help
us when we try to communicating with our business partner. Of course its very
important to know about communication process. When we know what is the step,
how to use good language when we speak to another, we will have a good communication
with our business partner. Effective communication is
not merely about exchanging information
between you and your audience. It is about making what you want to
say, what you actually say and what your audience interprets, consistent.
Improving your communication skills can make a world of a difference in
your relationships with others. However, the biggest benefit that
results from using effective communication is possibly that it improves
your relationships with others. These skills allow you to communicate
even difficult messages without creating conflict or destroying trust.
What is the major mistake in communication?
There are so many mistake in
communication that could make the business broke. There are: Not give eye
contact, interrupting, having bad argument, being vague or unclear, making an
inappropriate joke, being fake and many more. But I think, the major mistake in
communication is assuming that your message has been understood. So, please always
take time to check that people have understood your message. For example, when
you send out an email, you could encourage people to respond with questions, or
to reply if they haven't understood part of your message. Or, if you've given a
presentation, build in time for people to discuss your main points, or leave
time for questions at the end.
