Business Communication and ICT - Essay Example

? Business Communication Introduction Good communication (both verbal and nonverbal) is the groundwork of successful relationships, whether personal, professional, or even in business. Nonverbal communication is a powerful tool of communication. In fact, research in this area indicates that people utilize nonverbal communication more than verbal communication. Nonverbal communication refers to communication with a person or party devoid of exploiting any form of speech to catch the attention of the person or to pass a message. Nonverbal communication expresses thoughts without using spoken words. It also utilizes clues that make the message appealing to the recipient. Importance of Nonverbal Communication Nonverbal communication enhances the intensity of the message. It also reinforces verbal messages by accenting the message. Nonverbal communication also complements verbal messages. However, nonverbal stimuli may in some cases contradict verbal messages and be a hindrance to understanding of the message. Nonverbal cues also serve the purpose of regulating verbal communication (Goby 2007, p.426). Lastly, nonverbal communication is critical since it substitutes verbal messages and, thus, gives the sender of the message variety. Types of Nonverbal Communication Non verbal communication can be categorized into two: non verbal messages created by the body and nonverbal messages shaped by broad setting such as space and time. Nonverbal communication includes paralanguage, facial expressions, touch, gestures, general appearance and dress, posture, eye contact, body language, and written communication. Paralanguage encompasses aspects such as vocal characterizers, vocal qualifiers, and vocal segregates. The types of nonverbal communication such as eye contact are effective in gaining trust between the sender and receiver of the message. They also have a bearing on attitude change and persuasion (Goby 2007, p.428). The above non verbal stimuli also determine the degree of interest in the sense that it enables the sender to interest the receiver. Nonverbal Communication in Businesses Goby (2007, p.430) observes that most of the people elevate verbal communication over nonverbal communication by thinking it is the most obvious means of communicating. Contrary to this widely held notion, most messages are communicated through nonverbal clues. Empirical research conducted on this topic suggests that almost 90% of meaning of a message is transmitted in nonverbal forms. Verbal as well as non verbal communications stimuli are critical when transacting business. The two may determine its success or failure in equal measure. Nonverbal communication forms an integral part of communication within businesses. Most businesses utilize the following elements of nonverbal communication: eye contact, gestures, facial expression, appearance and dressing, posture, and written communication. Nonverbal communication underlines the power relationships in the business setting. The key function of nonverbal communication is to facilitate relationships within the business. These relationships incorporate managers, authorities, staff, and customers. The triumph of a business is pegged on effective communication between within these relationships (Goby 2007, p.432). Goby (2007, p.432) concludes that, in business interactions, appropriate eye contact is critical in businesses since it helps the audience to build trust in the sender. In a business setting, the receivers of a message rely on visual clues in deciding whether to attend to or dismiss the message. Communicators should establish a close eye contact with their audiences as it promoted openness. Good eye contact also enhances building of trust between sender and receiver. People will unlikely buy products or services from a sales person who declines to make constant eye contact. The buyer may deem the seller to be unconvinced about the product and hence treat him/her suspiciously. Facial expressions also form part of nonverbal communication in businesses. Facial expressions enable communicators in businesses to project attitudes as well as emotions. Non verbal communication avails extra means of expressing issues such as approval, growth, and achievement. Facial expressions convey varying communication in a business setting and are monitored keenly by the recipient of the message. It also worth noting that the non verbal cues exists within a cultural context. For instance, a handshake that signifies greetings or affirmation of a business deal may mean differently in other cultures. Hence, businesses should ensure that their nonverbal communication matches the cultural setting in which they operate. The appearance and dressing of a person in a business setting also play a critical part on people’s perception on the business. Dressing and grooming are essential in determining the impression one has on self and others. It also has a bearing on one’s behavior and image. The mode of dressing should be appropriate and consistent exhibiting finesse and quality. The dressing and appearance should project the right image to clients. In a business setting, the employees should look professional embodying the values and culture of the organization. The dressing should project the accepted mode of professional dressing within the culture. Whereas some business executives dress down to reflect personal choice of wardrobe, it may be considered sloppy and uncultured in other business environments (Goby 2007, p.426). Dressing and grooming in the business setting should inspire confidence within oneself as well as make others comfortable. Appearance has an immense influence in interpersonal interaction and business networking. Businesses should harness the power of both verbal and nonverbal communication in sending messages and analyzing feedback, in order to be successful. Business should be perceptive to the power of non verbal communication in the operations of the entity. Effective nonverbal communication has an immense contribution to businesses since it provides the parties with a means of interpreting their thoughts and attitudes. Employees within a business engage in frequent communication with its clients, suppliers, personnel, government personnel, and the media. #2 Information Communications and Technology (ICT) ICT is abroad term that embraces all forms of computer (hardware and software) and communication equipments that create and design, store, manipulate, retrieve, receive, or transmit information electronically in various formats such as digital. ICT also involves the integration of these products to enhance a seamless storage, recovery, manipulation, dissemination, and reception of digital data. ICT can be branched into two: traditional computer based technologies such as usage of computers to accomplish certain tasks and digital communication technologies (Alam and Noor 2009, p.114). The latter allows people and organizations to communicate and share digitized information. Traditional computer based applications are used in both standard office applications as well as in specialist applications such as accounting. The communication bit of ICT dwell primarily on networks such as Local Area Network and Wide Area Network. Local Area Network enables sharing of hardware facilities, software applications, and data. In Local Area Network, the computers must be in proximity. WAN; on the other hand enhances external communication such as the Internet whereby it exploits geographically isolated network. Role of ICT’s in Business ICT is integral in making the business efficient and cost-effective through lowering of overheads and ultimately increasing profits. Similarly, they align the business to the needs of its clients. ICTs have a bearing on the function of most of business elements such as design, manufacturing, marketing, distribution, sales and feedback, and research and development. ICT increases the amount of information available in the market place hence allowing individuals and businesses to make knowledgeable decisions (Alam and Noor 2009, p.116). ICTs have also transformed the business landscape through the creation of business linkages and opportunities. These linkages crisscross business sectors, cultures as well as geographical areas. Types of ICT’s in Businesses ICTs have been integrated virtually in all businesses. This section analyzes three ICTs that are common in most businesses, namely: e-business and e-commerce, email, and website. The three components of ICT are sustained by the Internet which is a group of interconnected computer networks. Email is a critical communication tool within the business world. Email enhances effective internal and external communication within the businesses. Growth in email usage by businesses is motivated by its convenience. Parties within an organization can communicate effectively using email since it is fast and reliable. It also enhances the prospect of feedback. An email address is also universal, and one must log in to access other services such as shopping online, entertainment, and paying bills. Email provides a useful database for storing information on the client’s addresses and potential customers. Email also enables businesses to keep records through maintenance of correspondence between businesses and their contacts. This in turn, saves on paper use thus lowering costs. Email is more environmentally-friendly compared to other forms of communication within the business such as fax or postal mail. Email is also an effective tool of managing businesses. In addition, businesses which advertise online utilize electronic mails to get potential customers. This is because email enhances credibility and trust between a business and its clients. Email is also an effective tool for dealing with feedback and queries raised by clients. E-commerce offers features that enable clients to order and pay on-line hence reducing transaction costs. Similarly, it enables the business to exploit accessibility to fresh markets. E-business, on the other hand, integrates supply chain as well the economy in a value- chain integration thus reducing costs incurred such as selling directly to consumers. This in turn, eliminates routine administrative tasks such as invoicing. The online business exchanges are aimed at improving business procedures and effectiveness. Some of the benefits of these approaches include enhancing accessibility of the catalogue, and prices to clients and potential customers 24/7 (Alam and Noor 2009, p.115). They also enhance acquisition of market, industry, and competitor information through research. E-commerce and e-business avails fresh delivery channels through electronic delivery of some products and services. E-commerce and e-business make the marketing function of businesses be cost effective. They also enable large varieties of products to be put on sale hence giving customers a wide choice. Website refers to a collection of centrally managed web pages that feature information in the structure of text, images, multimedia files. A website display information on an organization or individual to internet users in an accessible manner. A website is both a marketing and business tool. Website enhances the visibility of business within the market. It also enhances the diffusion and gathering of information that may be critical to the business. Websites provides points of contact for clients, potential clients, strategic partners, and potential employees. Website provides businesses with an opportunity to promote their products through online advertising. Websites also contribute to an increase in consumer satisfaction since most of support information that clients need is available on the website. Businesses can as well utilize the website to conduct surveys. Conclusion ICTs enhance the ability of businesses to reduce transaction costs while improving speed and dependability. They also cut down on inefficiencies arising from poor coordination between firms in the value chain hence extracting highest value from transactions. ICTs also avail effective communication tools for communication between managers, employees, and clients. When well integrated, ICTs has the potential of improving the firm’s performance in terms of amplified market share, extended product range, and tailored products for clients. References List Alam, S., & Noor, M., 2009. ICT Adoption in small and medium enterprises: An empirical evidence of service sectors in Malaysia, International Journal of Business and Management 4(2), pp. 112-125. Goby, P., 2007. Business communication needs: A multicultural perspective, Journal of Business and Technical Communication 21(4), pp. 425-437. Read More