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Communication thus, was derived from the Latin word that was communis which means common. It is an integral element of interpersonal behaviour in organisations. It plays a prominent role at all levels of organisation. It is basically the simplest form of conveying information from one person to another.
Business communication includes such topics as marketing, brand management, customer relations, consumer behaviour, advertising, public relations, corporate communication, community engagement, reputation management, interpersonal communication, employee engagement, and event management.
It is closely related to the fields of professional communication and technical communication.
Media channels for business communication include the Internet, print media, radio, television, ambient media, and word of mouth.
Business communication is also referred as internal communication.
In organisation communications manager manages the internal communication and craft messages that are sent to employees.
It is the most essential because internal communications are managed properly because a poorly crafted or managed message could foster distrust or hostility from employees.
METHODS OF COMMUNICATION
Language is the most useful method of communication as it conveys ideas and messages
Easily if the Parties to the communication understand the language used. Communication by
Using language is Called verbal communication .however it is possible to communicate
without using language. For Example: posters, signs etc can also convey Meaning.
Communication through symbols is called non-Communication.
â€¢ VERBAL COMMUNICATION:
Verbal communication is a type of communication that involves use of words for
â€¢ NON-VERBAL COMMUNICATION:
Non-verbal communication is a mode of communication which only majorly uses body
Language and various other physical gestures as a means for communicating.
This is transmitted by written words in form of letters, memos, circulars, bulleteins, reports, instruction, manuals, magzines etc.
Written communication generally moves downward. As upward communication in written communication is generally discouraged, or the workers reluctant to use it. The dynamic management must discourage it by installing a suitable suggestion system under which workers are allowed to write their grievances and suggestions freely.
Written communication in today's busy word is of great need as it is a very innovative activity of the mind. Its effectiveness makes profitable business prospects. But one needs to take care of the choice of words and sentences. Writing is that aspect that is treated to be more reliable and speech.
ADVANTAGES OF WRITTEN COMMUNICATION ARE:
More precise and explicit.
It is very difficult to alter the contents of written message.
Used to issue more specific instructions and orders to the subordinates.
Only way out when message is quit lengthy as from oral communication one cannot communicate all points.
This helps to elababorate verbal communication and keep a record of it
It is permanent means of communication.
More clear and specific.
Response to this type of communication is generally well-thought out.
DISADVANTAGES OF WRITTEN COMMUNICATION
Takes long time to covey message.
Poor writing skills and quality have a negative impact on organization's reputation.
If poorly drafted can make misunderstanding and confusion in the mind of receiver.
Feedback is not immediate in this.
Response is not sponteous.
Generally formal in nature.
Too much paper work and e-mails burden is involved.
NEED TO USE CLEAR, CONCISE & MODERN ENGLISH IN WRITTEN COMMUNICATION IN THE BUSINESS ENVIRONMENT:
CONCISE: In business communication we should use as few words as possible in the message keeping in mind that the briefness is not affecting the meaning of the message. A concise message should be meaningful without being lengthy. It serves the following needs:
It saves time & expense for both sender & receiver.
It contributes to emphasis, by eliminating unnecessary words & let important ideas stand out.
It helps us to maintain coherence within relevant facts used in short but meaningful one.
A letter should be as long or as short as is necessary to tell the story effectively.
Conciseness in business communication can be activated by observing the following guidelines:
Avoid wordy expressions.
Include only relevant material.
Avoid unnecessary repetition.
Organize your message well.
Example: wordy: at this point of time,
Wordy: due to the fact that,
CLEAR: The message must be put in simple terms to ensure clarity. Words must mean the same thing to both sender & receiver. For ensuring clear message we need to ensure following consideration:
Choose precise, concrete & familiar simple words.
Construct effective sentences & paragraphs.
It serves the following needs:
It will help to communicate effectively
There will be clear understanding of facts.
No conflicts will arise.
There will be better feedback.
It helps to build trust.
Examples: Pompous words (avoid them) Simple words(use them)
Long phrases (avoid them) Single words (use them)
At a later date Later
At the present moment Now
A written communication should use modern English to serve following needs.
It would help to make clear understanding of the fact.
This is a well known language today.
It would be easy to construct paragraphs.
Everyone can speak this easily.
It helps to get better feedback.
Communication play a very important role in our life & the effective communication is possible only if sender would be able to create proper understanding in the mind of receiver. Message must contain relevant facts & easily understandable language. We can take an example of Titanic tragedy. If there would be clearer communication many lives would have been saved.
THE GUIDELINES WHICH STAFF MEMBERS ARE ADVISED TO FOLLOW IN THE ORGANIZATION TO COMMUNICATE EFFECTIVELY ARE:
USE POSITIVE INSTEAD OF NEGATIVE STATEMENTS: your customers are more interested in your capabilities than in your limitations. Hence, adopt the attitude of using positive statements instead of using negative one. Avoid using can't do, sorry, regret, disagree rather adopt using please, thank you, welcome, happy etc. the way of speaking actually influence their behaviour.
Example: Positive statement: thank you for your order. The goods will be sent to you soon.
Negative statement: we regret to inform you about the delay of your order.
TIMELY MESSAGE: Considerable attention should be given to the timeliness of communication. Old information is worse than none at all. Even in an emergency one dare not overlook the situational, psychological, & technical aspect of timing.
BE SENSITIVE TO DIFFERENCES IN TECHNICAL KNOWLEDGE: Chances are, your customers have less technical knowledge than you do. Be careful, therefore, when explaining things to them. If you use acronyms, be sure you identify what the acronym means. The same acronym can mean different things, even in an IT context (for example, ASP can refer to "application service provider" or "active server page"). Be careful that you don't make two opposite mistakes: either talking over their head or talking down to them. Keep your eyes on customers when you talk to them and be alert to cues indicating that they don't understand. Ask them whether they understand what you're saying, if necessary.
USAGE OF STRONG AND POWER WORDS:
All this helps our business writing more forceful. The Strong words not only drive your sentences forward but also arouse the interest of the reader.
USE ANALOGIES TO EXPLAIN TECHNICAL CONCEPTS: A good way to explain a technical idea is to use an analogy. Though they have limitations, analogies are helpful in explaining an unfamiliar idea in terms of a familiar one. One of the best analogies I ever heard compared a firewall to a bank teller. When you enter a bank, you don't just go into the vault and get your money. Instead, you go to a window, where the teller verifies your identity and determines that you have enough money. The teller goes to the vault, brings it back to the window, and gives it to you, and then you leave.
BE CAREFUL OF MISINTERPRETED WORDS AND PHRASES: Sometimes the meaning of message is misinterpreted by the receiver just due to the way of our talking. We need to say something but our pronunciations convey something else. Even the wrongly spelt word can create misunderstanding. For example we must use the sentence like "I have trouble hearing you" instead of using "you need to speak louder" as sometime more focus on "you" shows your defensive attitude & receiver may feel down in conversation with you.
USAGE OF INDIVIDUAL WORDS IN PLACE OF CIRCUMLOCUTION:
Avoid use of more words than required in a sentence or circumlocution to express the purpose in your business communication.
AVOID USING LONG SENTENCES:
As their usage may include unnecessary words and clauses. One should keep in mind that the recommended average sentence length for communication effectiveness should range from 15 to 18 words for a clear and readable style.
ONE SHOULD USE TECHNICAL WORDS WITH LOT OF CARE:
Every profession has its own special vocabulary and technical words. The members of that professional group can easily understand these technical words and jargons. But, if you use these technical words in your business communication to an outsider, it will sound like a foreign language to him.
USE OF MORE AND MORE OF ACTIVE VERBS:
As the usage of active verbs Active verbs makes your business writing more direct, clearer, more informative and easier to understand.
AVOID DIFFICULT WORDS USAGE:
Use English words that are easy to use and understand instead of difficult and high-sounding words. Make your business writing more effective with simple and direct word, and avoid any possibility of misinterpretation of your words by the reader.
FEEDBACK: feedback is the effective way to judge whether receive has understood the message properly or not. Feedback helps to make the communication more effective & helps in removing deviations. Feedback completes the communication as it ensures the clarity of concepts & right interpretation of the meaning of message.