Business communication

What is communication

Communication is defined as “The flow of material

information perception, understanding and imagination

among various parties”.

Components of communication

Sender/ encoder

Message

Medium

Receiver/ decoder

Feedback

Business communication

• Business communication means, “Flow of information ,perception etc. either within a business organization or outside the organization among different parties.

• Business communication differs from other types of communication not by meaning, but by its objectives.

• Communication is important because it is about how information is sent and received within firms

Inward and outward business communication

Inward: This is the information, which the organization receives from

external agencies.

Outward:The communication maintained by the organization/firm with the outside world in order to ensure the market stability of the business.

types of business communication

Inward communication Government

Suppliers

Customers

Competitors

Shareholders

Media

Other organizations

Outward communication Advertisements

Public relations

Tenders

Letters

Telephonic conversations

Emails

Notices

Crises communication

A type of communication designed to protect the individual, company or organization facing a public challenge or some internal/external loss to its reputation.

Need for Crises communication

Investigation from government agencies

Environmental regulations

Legal, ethical or financial issues

Decrease in annual profit

Infra structural disaster

Features of crises communication

Crises communication is basically the prevention of the situation before they accelerate the full blown disaster/crises. Its basic features are as follows:

Quick , efficient and effective response

Maintenance of positive image

Maintenance of emergency technological requirements

Handling the outside communication e.g. media and news agencies

Internal and external organizational communication

Internal Setting goals and objectives (customer services,

product quality, employees satisfaction and market dominance etc)

Making and implementing decision.

Appraisal of whether the desired outcome is being achieved ( manual papers, reports, computers)

Manufacturing the products( purchasing raw material, distributing to the working class, marketing is done through effective communication)

Interaction between employer and employees ( applications, complaints about new policies and circulars, business meetings.

external Hiring the employees ( advertising the vacancies,

receiving the applications, interview calls, conducting interviews)

Dealing with customers through brochurs, sale calls and proposals.

Negotiating with suppliers and franchisers for specific requirements and demands ( filling out loan applications for the lenders.

Informing the investors through balance sheets, income statements and ratio analysis

Interacting with the government ( communication of government rules, filling taxation forms and other documents).

Channels of business communication

In organizations, communication flows/ works in specific paths or channels.

• Communication between managers and subordinates is known as vertical communication.

• This is because the information flows up or down the hierarchy

• Communication between departments and functions is known as Lateral communication

Vertical/Lateral Communication

Principles of business communication

For transmitting effective written or oral messages, Certain principles must be followed. These principles are advocated by Francis J. Bergin provide guidelines for choice of content and style of presentation adapted to the purpose of the receiver of the message. These principles are also called 7 Cs of communication.

7Cs of Communication

1.Completeness

2.Conciseness

3.Clarity

4.Correctness

5.Consideration

6.Courtesy

7.Concreteness

Completeness

Every communication must be complete and adequate.Incomplete messages keep the receiver guessing, create misunderstanding and delay actions.

Every person should, therefore, be provided with all the required facts and figures.

Conciseness

In business communication, you should be brief and be able to say whatever you have to say in fewest possible words because:

. A concise message saves time and expense for both sender and receiver.

concise messages are inherently more interesting to recipients as they avoid unnecessary information.

Clarity

Your message should be clear and unambiguous:

1. Choose short, familiar, conversational words.

2. Construct effective sentences and paragraphs.

3. Achieve appropriate readability (and listenability).

4. Include examples, illustrations, and other visual aids, when

desirable.

Correctness

. The term correctness as applied to business messages means right

level of language and accuracy of facts, figures and words.

1. If the information is not correctly conveyed, the sender will lose

credibility.

2. superiors will vitiate decision making process.

3. outsiders will spoil the public image of the firm.

4. To convey correct messages, grammatical errors should also be

avoided.

Consideration

Consideration means to keep the audience and the reader in your mind while preparing the message. Consider yourself at their place:

their desires, problems, circumstances, emotions, and probable reactions to your request.

handle the matter from their point of viewThis thoughtful consideration is also called "you-attitude

Courtesy

You should be courteous enough to make your message smooth and deliver it the way others can easily comprehend.

• Courteous messages help

to strengthen present business friendships, as well as make new friend

Be sincerely tactful, thoughtful, and appreciative. • Omit expressions that irritate, hurt, or belittle. • Grant and apologize good-naturedly.

Concreteness

• Communicating concretely means being specific, definite, and vivid rather than vague and general.