Effective Business Communication Routines - Essay Example

In practice, communication is an unavoidable venture in running day-to-day business and, therefore, the way communication is to be done must be effective in disseminating the message. It is worth noting that communication is a process that involves delivery of messages from the sender to the recipient and back. In both ways, the message delivered should have qualities such as clarity, accuracy, brevity, preciseness, and sensitivity to needs and emotions of the recipients. (Belch &Belch, 1993).

Stacks and Salwen (2008) stated that efficient communication is subject to regulation by specific moral values. Business ethics control a companies’ course of action as per the accepted moral standards and principles. Ethics are applicable to the way a company relates to the customer and the society as a whole. Stacks and Salwen (2008) further, added that ethics in business language refers to the practical use of regulations, values, and set standards of discipline related to a business setup.

Ethics act as a guide to business behavior and order that propels the business in the right direction. This order controls preparation of documents and fosters good relationship between employees and clients. This relationship is fostered when communication is done effectively and positively leaving no chances to arrogance in routine messages and replies (Stacks & Salwen, 2008). In order to prepare an effective business communication message, there is a need to apply the three-step process of writing routine positive messages and replies.

Body Nearly all communication activities performed by officers in a business firm can be viewed in two perspectives: Firstly, all communications dealing with real work for instance contacting business clients. Secondly, communication actions dealing with internal issues for example communicating across departments or management. Internal communication is divided into two parts: Important communication, whereby a new message with an attached value is passed for instance an answer or resolution to a puzzling problem, talks, team consultations, and planning.

The other part of internal communication is routine which includes; submitting reports and assignments to relevant departments and authorities, sharing experiences in the face of a problem or a challenge just to mention a few. This paper focuses on Routine Replies and Positive Messages a sub section of internal communication (Guffey & Almonte, 2008). The letter below is an example of a complain letter to the accounts department in a business firm whose services were not satisfactory. It follows the three-step progression of writing routine positive messages (Bovee & Thill, 2008).

The tone is professional, expects a fair adjustment and all correspondents has been documented. It comprises of three parts delivering the message, which are; Problem statement in the first paragraph, Details of the letter, and explanation of the problem in the second paragraph and action or solution expected in the third paragraph. Managing director, Print Point Company, 8452 Green valley. February 1, 2012. To: The chief accountant, Accounts department, Dear Sir, RE: DEPARTMENTAL COMPLAINTS As someone who has worked with this firm for a long time, the board was very dissatisfied with the quality of work done by your department in the last financial year.

We expected you to