Importance of Effective Business Communication - Coursework Example

Communication in Business Table of Contents Communication in Business Table of Contents Importance of Effective Business Communication 3 Types ofGeneral Communications In Business 4 Verbal communication 4 Non verbal communication 5 Written communication 5 Types of Business Communications 6 External communication 8 Example 8 Recommendations to Students 8 Conclusion 9 Abstract Communication is one of the most critical parts of organisation process. People associate effective leadership to good communication programs. For effective leadership to be applied, employees and the management of the organisation should possess good communication skills and competence. The body of the paper attempts to identify and analyse various general communication skills and communication skills required to achieve effective communication. The paper outlines an example of how people can achieve effective communication in organisations and the recommendations to students on how to develop and nurture skills and competence in business communication. The conclusion highlights the major idea developed in the discussion that effective communication is an integral part of organisation development. Communication in Business One of the most integral elements of successful business performance is communication. Many people associate success in business operations to effective communication. People believe that when communication is effective, all business operations are easily achieved and this leads to success in performance and achievement of business objectives. When the management and leadership of the organisation uphold effective communication, the business operation run smoothly thus enhancing the organisation to achieve its goal and objectives (Conrad and Newberry, 2012). People associate good leadership with good communication as leaders outline goals and motivate employees to achieve these goals through effective communication. It is therefore it is necessary that managers acquire the effective communication skills. There are several types of communication skills and competences such as verbal, nonverbal, and written communication. Types of business communications include internal communication and external communication. This paper attempts to outline how business communication is essential in business operations and the skills required to achieve good communication ability. Importance of Effective Business Communication It is essential for members in any organisation to develop excellent business communication skills and competence to demonstrate effective leadership. A leader must show knowledge and ability to share ideas using different skills in communication. Motivation and guidance on how to achieve organisational goals are mostly based on communication skills. Business communication is critical in ensuring that employees exercise communication in an efficient manner to ensure that the organisation activities are achieved within the stipulated time. Increased efficiency through effective communication leads to high production due to the fact that employees get motivated by excellent communication practices in the business place. Employees and the leadership of the organisation demonstrate unity and teamwork when there is effective communication in the organisation and thus they can achieve a common goal easily because all members work towards the success of the project and business operations (Jacobson, 2009). Types of General Communications In Business Gaining knowledge and information of skills required to achieve excellent business communication is vital for business owners, managers and employees. Interaction is a critical component where managers and employees keep on engaging on various issues that affect organisational operation and it requires that all parties possess necessary skills on communication. There are various types of business skills and competences that people should develop to achieve effective business communication. It is therefore necessary to for any manager or employee to gain skills required for interactions regardless of the business one engages in. There are various types of general communications in business and they include verbal, nonverbal, and written communication (Gallagher, 2013). Verbal communication Verbal communication is one of the most important tools of communication and should be honed by managers or employees who mostly deal with the pubic or participate in public relations. Clear and effective verbal communications involves straightforward language that is neither too simple nor too flowery for the audience to get the point effectively. The main objective is to ensure that one passes the point through spoken words in a simple manner. There are other higher levels of verbal communication that entail persuasive speaking to achieve certain objectives like negotiation and other activities like marketing and public relations. Managers can use the verbal communication skills to lure business partners in the business projects, motivate employees and also apply negotiation skills to ensure that the business can benefit from investors or creditors. Employees who are involved in marketing and public relations can effectively achieve their objectives through verbal communication. Most informal communication in the organisations is done using the verbal system and it ensures effective and immediate feedback and solution to a problem (Roy, 2008). Non verbal communication This type of communication is usually difficult for many people because it involves such features like body language, gestures and cues that are usually delivered while you are listening to someone speak. It requires that some employees especially those in customer service to develop competency in listening. When communication is taking place the respondent should demonstrate such characteristics like nodding of the head, opening body organs like arms and shoulders, and inclining forward towards the speaker. Verbal communication is more relevant when one is showing response when someone else is communicating. It is essential when one has developed good listening skills so that he can demonstrate the nonverbal signs required when listening (Hamilton, 2011). Written communication Written communication is often overlooked but serves an integral part of business communication. All areas of organisation require that employees should have fine written communication skills. Most official communication in companies is undertaken using written communication and thus all members of such an organisation should be competent in written communication. Written communication involves mastery of grammar when writing to avoid spelling mistakes and unclear structure of information. Clear written information is more effective that verbal or nonverbal communication because it is often used to give directions or such aspects like confirmation of a certain principle in the organisation. Once a written communication is delivered effective adherence to the requirement of the communication is expected and defiance leads to consequences like punishments (Gopal, 2009). Types of Business Communications Business communication entails the internal and external environment of the organisation. There are various aspects that are involved in the internal environment of the business and they require that the management employ measures that are essential to ensure communication is effective between various departments and between managers and employees. External environment comprise of supplies, customers, distributers and creditors or financiers. Effective external communication enhances good relationship with these agencies and helps the organisation to achieve its objectives (Gordon, 2001). Internal communication Internal communication entails all communication that occurs within an organisation. It entails formal and informal methods of communication and it may be done within departments or from managers to employees. Effective internal communication ensures that various concerns facing the organisation are addressed. Good internal communication in the organisation can increase job satisfaction rate among the employees and productivity would also increase while grievances would decrease. There are three types of business communications and they include upward communication, horizontal communication and downward communication (Guffey and Loewy, 2010). Upward communication involves flow of information and work details from the subordinates to their superiors. Employees engage in a process where they deliver information to their managers. This system helps to eliminate a vacuum that would be created if employees were prohibited to communicate to their superiors. This system helps to ensure employees and managers exchange information, employees give ideas, provision of feedback and for purpose of achieving job satisfaction. Horizontal communication occurs where communication is done between people of same level or similar employment rank in an organisation. It enhances coordination and collaboration between departments to achieve organisational goals. It is usually used for problem solving, building goodwill, improving teamwork and accomplishing tasks as well as boosting efficiency (Sehgal and Khetarpal, 2006). Downward communication involves communication from the superiors or managers to those who are lower in ranking. It is basically focused on dissemination of information that is based on directions and instructions to subordinates. It is effective where the upward communication has succeeded. The main purposes of downward communication are transmission of vital information, announcing decisions, giving instructions, obtaining feedback, boosting morale, and increasing efficiency (Walker, 2011). External communication External communication takes place between the organisation and other parties that are not part of the organisation but interact in various ways. These agents may include suppliers, distributers, customer, and creditors. Effective communication with customers ensures better profits, sales volume and public credibility. Effective external communication helps to improve corporate image, public goodwill and overall performance while external communication is essential in achieving organisational goals and customer satisfaction (Madhukar, 2006). Example One of the most effective tools for effective communication entails good listening skills. Employees who exercise good listening skills are able to understand the idea that the speaker puts across thus saving time and ensuring efficiency in execution of the task that the instructions relate to. It is important to be a good listener because even when the information requires to be transmitted to other areas, the messenger will be effective in delivering such information. Recommendations to Students Communication requires proficiency in both written and verbal communication. This can be developed while you are still in school because through reading and speaking, one is able to develop proficiency and mastery of language. Class presentations are essential in developing good communication skills as it helps one to gain confidence in public speaking and learn his weak areas in public speaking that requires improvement. Listening skills are essential in communication. For one to be a good communicator, he has to posses listening skills to help on ensuring that immediate and effective feedback is done as well as ensuring effective transmission of information (Sengupta, 2011). Conclusion In conclusion, communication is an important part of organisation process and it ensures there is collaboration, unity, teamwork, efficiency in production to achieve organisational objectives and goals. Leadership should mainly focus on effective communication where all departments receive information at the required time. Good leadership is attributed to good and effective communication. References Biesenbach, R. (2011) Act like you mean business: essential communication lessons from stage and screen, St. Johnsbury, Vt, Brigantine Media. Conrad, D. & Newberry, R. (2012) Identification and Instruction of Communication Skills for Graduate Business Education, Journal of Education for Business. Gallagher, K. (2013) Skills development for business and management students: study and employability, Oxford, Oxford University Press. Gopal, N. (2009) Business communication, New Delhi, New Age International. Gordon, T. (2001) Leader effectiveness training, L.E.T.: proven skills for leading todays business into tomorrow, New York, N.Y., Berkley Pub. Group. Guffey, M. E., & Loewy, D. (2010) Business communication: process and product, Mason, OH, South-Western/Cengage Learning. Hamilton, C. (2011) Communicating for results: a guide for business and the professions, Belmont, Calif, Thomson/Wadsworth. Jacobson, S.K. (2009) Communication skills for conservation professionals, Washington, DC, Island Press, viewed 14 Feb. 2014 from . Madhukar, R.K. (2006) Business communication, New Delhi, Vikas Publishing House. Roy, S. (2008) Mastering the art of business communication, New Dehli, Sterling Paperbacks. Sehgal, M.K. & Khetarpal, V. (2006) Business communication, New Delhi, Excel Books. Sengupta, S. (2011) Business and managerial communication, New Delhi, PHI Learning Private Limited. Walker, R. (2011) Strategic management communication for leaders, Australia, South-Western Cengage Learning. Read More