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What is business communication?

Monday, July 25, 2016

Business communication is the sharing of information between people within and outside the organization that is performed for the commercial benefit of the organization. It can also be defined as relaying of information within a business by its people.

An overview
Business communication (or simply "communication", in a business context) encompasses topics such as marketing, Brand management, Customer relations, advertising, public relations, CSR, reputation management, all varieties of interpersonal communications, financial reporting, stakeholder information etc.  It is closely related to the fields of professional comm. Professional communication and technical information.

Media channels for business communication include the internet, print media, radio, television, social media including FB, Twitter etc, ambient media and word of mouth.. Business communication can also refer to internal communication that takes place within an organization.

Business communication is a common topic included in the curricula of Undergraduate and Master programs of many colleges and universities.

There are several methods of business communication, including:

  •     Web based communication - for better and improved communication, anytime anywhere
  •     Video conferencing which allows people in different locations to interact
  •     Reports, including annual reports, which document the activities of the organisations
  •     Presentations very popular method of communication in all types of organizations, usually involving audiovisual material, like copies of reports, or material prepared in PowerPoint or Adobe Flash
  •     Telephone meeting which allow for long distance transmission of voice and exchange of data / information
  •     Face-to-face meetings, which are personal and should be succeeded by a written follow up, and
  •     Suggestion box, which is primarily used for upward communication, because some people may hesitate to communicate with management directly, so they opt to give suggestions by drafting one and putting it in the suggestion box.

Effective business communication
A two way information sharing process which involves one party sending a message that is easily understood by the receiving party. Effective communication by business managers facilitates information sharing between company employees and can substantially contribute to its commercial success.

For business communication to be effective these qualities are essential:
1.    Establish clear hierarchy
2.    Use of visuals for enhancing effectiveness
3.    Conflict Management
4.    Consider Cultural Issues
5.    Good Written communication

Face-to-face communication helps to establish a personal connection and will help sell the product or service to the customer. These interactions can portray a whole different message than written communication as tone, pitch, and body language is observed. Information is easier to access and delivered immediately with interactions rather than waiting for an email or phone call. Conflicts are also easily resolved this way, as verbal and non-verbal cues are observed and acted upon.

When using email to communicate in the business world, it is important to be careful with the choice of words. Miscommunication is very frequent as the reader doesn’t know what non-verbal cues one is giving off, such as the pitch, tone, or expressions. Before beginning an email, make sure the email address one is using is appropriate and professional as well as the message one is going to send.

When making a business call, make it clear who is on the line and where one is from as well as one's message when on the phone. Smile and have a positive attitude as the recipient will be able to read the caller and that will affect how they react. Always be polite and accept that one may have many more to call.

When listening to another employee or customer speak it is very important to be an avid listener. Here are some obstacles that you might have to overcome:

  •     Filters and Assumptions
  •     Biases and Prejudices
  •     Inattention and Impatience
  •     Surrounding Environment

Listening and skills to listen are integrally important part of communication. In the forthcoming article, let us learn more on how to listen to avoid misunderstandings and establish a perfect understanding of the points the other person is making as well as to help the person at the other end to fully understand your points.

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