Business Communication - Assignment Example

? Contents 0. How is Communication Defined 2.0. Barriers to Effective Communication: 3 2 Overcoming the barriers: 6 3.0. Who receives the messages? 8 4.0. The types and tools of Business communication we use: 8 4.1. Written 9 4.2. Verbal 9 4.3. Electronic 10 5.0. Forms of Communications that take place in an Organization: 11 5.1. External Communication: 12 5.2. Internal Communication: 13 5.2.1. Upward Communication: 13 5.2.2. Downward Communication: 14 5.2.3. Horizontal Communication: 15 5.2.4. Diagonal Communication: 16 Conclusion: 17 Bibliography 18 5. C. Basu, List & Explanation of the Five Kinds of Audiences in Business Communication, Demand Media, 2013, retrieved 3 November 2013, 18 1.0. How is Communication Defined? Communication is commonly referred to as an exchange of words, ideas and thoughts. However communication is also understanding, receiving and interpreting the messages in the same way as the sender intends. Communications has significant meaning in today’s world and as the report progress, a comprehensive analysis of communication and its various factors will be presented. “Communication is the process of sending and receiving messages. Effective communication is therefore when others understand your message and respond to it the way you want them to.”1 “Communication is interchange of thoughts, opinions, or information, by speech, writing, or signs.”2 Hence it can be concluded that in order to communicate effectively, one must go through a series of stages. This is known as the communication cycle and has been discussed below. The messages we send pass through eight prominent stages and form the communication process. Those who encode or create messages are known as senders and those for whom these messages are intended, are called receivers or the audience. The diagram below summarizes the process:3 Medium is defined as the transmission tool of communication which enables the message to flow to the audience. It can be vocalized, written in words or drawn and then sent through different channels to reach the audience. The channels can be verbal, written or electronic and, it must be realized that our messages undergo a lot of disruptions or barriers in these channels that may distort the original messages and completely alter their meanings. Distorted messages need to be avoided by the businesses of today as they directly affect the image, profitability and performance of a company. The possible barriers to effective communication are identified in the next section. 2.0. Barriers to Effective Communication: Selection of appropriate channels is essential to avoid “Channel and information overload” which occurs when the channel cannot handle all the messages that are being sent. An example of this is while communicating face to face. During this, a person might find himself talking to two people at a time causing them to forget the original message and mix up the signals being sent. Noise is another factor that affects every part of the process; it can be physical or psychological. Physical noise is for instance, the commotion produced by traffic outside the office which serves as hindrance to effective communication between people. Psychological noise on the contrary, refers to one’s biases, prejudices, dislikes, lack of concentration and preconceived notions about the issue at hand. Barriers to communication may just be a simple distraction caused by noise or a complete misunderstanding due to one’s judgments. Messages need to be clear-cut, to the point and receiver friendly. They should avoid vagueness and the use of words which have multiple meanings. Humans tend to make their own abstractions using past experiences, cultural backgrounds and knowledge. Our evaluations of messages can be different, for example, one might omit information that sounds casual to him/her but can prove to be extremely important for others. We now try to bring together all the barriers to effective communication through the table illustrated as follows:4 Therefore it becomes a pressing need to identify the audience before sending the message out. Many daily transactions in businesses are stalled only because of misinterpretations, miscommunication and misunderstandings. The world’s progressing, to stay competitive and ensure survival; businesses need to be effective communicators and information receptors. 2.1. Overcoming the barriers: Senders while encoding the messages during the first stage can avoid the barriers that may arise in the stages ahead, if the seven Cs of communication are observed religiously: 1. Correctness Messages need to have the right grammar, punctuation and accurate language usage. No factual fallacy must occur while encoding. 2. Clarity Clarity simplifies comprehension. Receivers generally do not grade one’s vocabulary; all they want is to interpret messages as per the sender’s expectations. 3. Conciseness Brevity is beautiful; it not only saves time and reiteration but also offers less chances of channel and information overload. 4. Completeness The desired response will only occur if messages are defined, to the point, audience oriented and structured having the ability to bring expected outcomes. Missing out on any detail can distort messages. 5. Consideration The usage of you-attitude, empathetic tone and evaluating receivers’ desires, emotions, and perceptions is a must before communicating the message to the audience. 6. Concreteness Being concrete is equal to creating authentic messages that are free of errors. They help in confidence building of both the sender and receiver. Generalization and vagueness can cause one to siphon various interpretations from a message. 7. Courtesy Courtesy helps relations to flourish and bloom because valuing opinions of others and understanding their views makes them feel respected. It provides flexibility and builds goodwill. 3.0. Who receives the messages? Receivers/audiences are classified into five broad categories and the way they interpret, perceive and handle information depends on the characteristics of each category. The following bullet points summarize the essentials of effective communication; the table categorizes the five types of audiences and their characteristics: Senders must communicate ethically, even when choices are not crystal clear. Messages should be organized, expressed coherently and presented clearly. Expectations and responsibilities must be clarified thorough messages. Facts rather than vague impressions. “Effective communication involves tailoring the message so that it meets the interests, objectives and requirements of the audience.”5 4.0. The types and tools of Business communication we use: Communication is the pumping heart of any organization, the messages conveyed on daily basis act as blood, ensuring healthy function of it. Today we use three broad methods to communicate effectively; each method has its own merits and can be used in suitable situations. 4.1. Written Written communication is an all-encompassing term for messages carried out through writing and includes internal business memos, formal letters, bulletin board notices or posters. It helps in sending similar messages to multiple people spread over various time zones and localities while also saving on time and offering uniformity. By written communication one can convey technical messages involving important instructions that may otherwise be missed if any other type of communication is used. Diagrams and charts are often used during written communication because it allows easy understanding and reviewing by receivers. It also creates a paper evidence for important messages which can be referred again for better understanding, let us take examples of legal situations which often arise in organizations and need to be documented, acknowledged and recorded as evidences. We cannot just verbally deal with such scenarios and rely on our memory to draw conclusions.6 4.2. Verbal Verbal communication involves spoken words in the form of messages intended to be transferred to others in the organization; it is categorized as the most common way in which individuals communicate. Meetings, in-person interviews, telephones and video conferencing are all examples of verbal communication; it is faster and allows instant feedback. It is easier to ask for corrections or request to repeat the verbal messages for better understanding. Audience can also figure out nonverbal nuances and inferences, urgency in tone, the emphasis on certain words as the sender communicates verbally, nonverbal communication includes gestures, posture and body language. However business operations today are not limited to specific languages and areas; globalization has reduced verbal communication to some extent and the increasing global business operations have created challenges for managers to speak to other employees employed in different places with different time zones. Language, social, cultural barriers and time differences often limit the scope of verbal communication. Therefore to overcome such obstacles, businesses use wide varieties of communication tools to ensure effectiveness. For example, the sales representative at the grocery store chooses to interact with the customers and engages in verbal communication to demonstrate the advantages of a new product or a boss communicating with his regional heads in different countries using video conferencing.7 4.3. Electronic Technology has created new avenues to make communication just a click or flick away. E-mailing, web conferencing, social networking, company websites, online advertising, blogging, Facebook, Linkedin, online chat and text messages are all electronic tools and their usage is a common practice for communication. It facilitates mass messages that are meant to reach larger audiences in cost effective manner. Electronic communication methods are considered as important tools to access offshore businesses, connect with stakeholders and the general public. Organizations modify messages and use different electronic communication channels to contact audiences located in various places. Electronic communication gives them flexibility and allows wider spread of information, if used smartly it can reap a number of benefits and curb large costs that businesses incur daily. For example Online Surveys today can be sent out to large masses and help save paper, enterprise resource planning or the ERP keeps the essential business processes integrated and allows managers to view and encourage business performances based on targets.8 5.0. Forms of Communications that take place in an Organization: How people communicate in an organization determines the structure and performance of it, managers often send messages and seek for feedback, at times commands are sent down which should be converted into actions whereas many organizations engage employees to generate ideas and promote creativity. Drawn below is a table which distinguishes the different forms of communication practiced in the organization.9 5.1. External Communication: Stakeholders like customers, suppliers, government agencies, public and those who are not directly involved in the functioning of the organization are categorized as outsiders to the firm; communication with them is an integral aspect because organizations do not operate in a vacuum. It helps to improve company image, promotes goodwill and attracts potential employees. For example, Companies find it necessary to report the Corporate Social Responsibility they carry out all around the year and make their financial statements open to public so as to encourage prospects of fair growth and attract investment. 5.2. Internal Communication: All messages that travel inside organizations and are done solely to communicate with the employees present within it, are contributors of Internal Communication. They can be divided into informal or formal, pass from departments to employees or managers to employees. Effective internal communication results in successfully addressing organizational concerns or employee grievances, and helps in carrying out instructions or adapting to a change in policy. Organizations that stress in effective internal communication often notice better motivation, job satisfaction, safety, productivity, increase in profits and decrease in absenteeism or turnover. Internal communication is further divided into: 5.2.1. Upward Communication: Messages which travel from bottom to top in an organization form the upward chain of communication. They facilitate the exchange in ideas, information and feedback. Employees enjoy a great amount of job satisfaction when they know that they are being heard. As the example shows below: 5.2.2. Downward Communication: The information which travels down the organization’s hierarchy often containing those messages considered valuable and important to the firm’s success. Such a type of communication is prominent in Authoritarian Leadership. The example below shows a scenario: A combination of both upward and downward communication is known as vertical communications. 5.2.3. Horizontal Communication: The interaction within departments or fellow peer groups, to inform about new policies, ideas and information is referred to as horizontal communication. It dissolves inter departmental differences and encourages them to work together in an integrated manner. 5.2.4. Diagonal Communication: It refers to an eclectic usage of upward, downward and horizontal communication regardless of relying on just one type of method. Diagonal communication encourages better feedback at all levels. It offers sound understanding, motivates employees and gives a sense of belonging and involvement. But such communication has chances of generating futile criss-cross transmission of messages which may turn into meaningless gossip or grapevine sessions. This kind of exchange of messages can become chaotic if not monitored. Organizations need to tailor communication according to the need of the situation.10 Conclusion: Modern day organizations understand the vital importance effective communication holds. It is crucial to their success and profitability. Miscommunication gives a bad image to the organizations, which not only operate as infants but international giants as well. Both of the structures cannot afford to lose out the market share that offers them the revenue for the goods and services they sell. Messages and information keeps on zooming over, through, in and out of our heads but effective communication is the name of retaining, forwarding and producing those essential messages which at the end of the day provide benefits and reap greater opportunities to succeed. Businesses need to realize the significance of each communication tool and various channels that help transmit the information and senders and receivers must respect the notions of efficiency and effectiveness. Correct usages of languages, observance of 7 Cs, cost benefit analysis of communication tools and channels, employee engagement, giving timely commands are a few tools ensuring effective communication. However it is entirely an organization’s prerogative to choose a method that will prove to be the best amongst all and contribute to its progress. Bibliography 1. C.L. Bovee, J.V. Thill, B.E. Schatzman Business Communication Today (9th Edition), Prentice Hall, 2007 2. B.R. Anderson, Professional Selling, iUniverse, 2000 3. U. Nazir, Foundations of Business Communication, Compiled course for Business Communication, p.27, 2013 4. Barriers to Communication, Communication Theories, 2013, retrieved 3 November 2013, 5. C. Basu, List & Explanation of the Five Kinds of Audiences in Business Communication, Demand Media, 2013, retrieved 3 November 2013, 6. J.Thill, C.L Bovee, Excellence in Business Communication (10th Edition), Prentice Hall, 2012. 7. Kinds(Types) of Communication employed by Business Organizations, Communication Theories,2013,retrieved 3rd November 2013, Read More