Business Communication Assignment 1

What is Business Communication ?

Before we talk about Business Communication, we should know what is the meaning of business and communication.

1. 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.
2. 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.