Evaluating International Business Communications Situations - Essay Example

EVALUATING INTERNATIONAL BUSINESS COMMUNICATIONS SITUATIONS By + of ] [Date of Submission] Contents 1. Executive Summary 2. Introduction 3. Main Finding 3.1 Different ways of communication 3.2 The sensitivity and cultural differences in UK market 3.3 The Principles of Business Communications 3.4 To propose a communication plan for Holidays in China for British people 4. Conclusion 5. Reference 1. Executive Summary Communication is important for human beings to relate effectively despite their social or cultural backgrounds. The paper evaluates the different ways of communication that people use in the contemporary world. In particular, the communication strategies to be used in ensuring the communication and promotion of Holidays in China amongst the British public shall be discussed. In addition, the paper shall list the principles of communication to be considered, and at the same time come up with a communication plan for the British holiday takers planning to visit China. 2. Introduction Globalization has been known to provoke massive reactions in regards to its effects, both positive and negative, though the new opportunities it creates to people cannot be overemphasized. The creation of multinational companies all over the world is one such major opportunity that globalization creates, and this tends to encourage the interconnection of people from very diverse cultural and social backgrounds that would otherwise never have come together. As a result, globalization has produced workforce with the diverse cultural backgrounds at the same workplace and/or business encounters who have to work at an international level. These cultures are represented by individuals who come together at the workplace and have to learn how to communicate and tolerate one another with their diverse backgrounds. Intercultural communication occurs whenever a message is produced by a member of one culture for consumption by a member of another culture, a message must be understood. Because of cultural differences in these kinds of contacts, the potential for misunderstanding and disagreement is great (Pinto, ). 3. Main Finding 3.1. Different Ways of Communication Communication can only be said to be effective when it reaches out to the receiver in the manner in which it was intended to by the sender. As such, the idea, information or opinion being transmitted to the receiver must be carried out in a manner that ensures it is correctly understood, and that it is received on time by the receiver. This aspect emphasizes the importance of choosing the right mode of communication at both the individual as well as the organizational level for optimum communication. The various forms assumed by communication include formal vs. informal communication and verbal vs. non-verbal communication among others. Informal communication method is the one whereby the flow of information does not follow the known and established organizational channels. People make communication using unofficial lines that tend to follow unofficial patterns and may flow in ay direction. This kind of communication results from informal relations created by friendships or other informal relations between individuals (Karmakar, ). On the other hand, formal communication is the kind of communication that follows designated standards and procedures in a formal setting, in most cases being an organizational setting. This kind of communication involves the transmission of instructions/ directions and orders from the management to the junior staff (downward communication), feedback from the junior staff to the management (upward communication) and information amongst peers (horizontal communication) (Pinto, ). Verbal communication involves the use of the spoken word and may be in form of face-to-face communication, telephone calls, conference calls and online virtual chats. On the other hand, non-verbal communication does not include the use of words but gestures only. It may be used in sign language when the people communicating do not understand one another’s language, or it may be used alongside verbal communication (Jolanta and Walker, 2014). Either way, non-verbal communication is not universal and different hand or body signals mean different things in different places. Forms of non-verbal communication include “body language, gestures, posture and carriage, vocal noises (like shrieks and grunts), and degree of eye contact” (Martha, 2011, p. 5). 3.2. The Sensitivity and Cultural Differences in the UK Market The multicultural challenge continues to face the different aspects of doing business as globalization continues to be felt in the contemporary market place. The cultural differences between China and the UK markets and may be classified as either high-context or low-context culture. The high context cultures include the Mediterranean, Asian, African and Arab cultures, and they are known to often leave much information unspecified. They assume that the message has been understood by context, clues that are non-verbal and between-the-lines interpretations. The UK culture on the other hand is a low context culture and expects messages to be communicated in a specific and explicit manner. This is an aspect that the Chinese organizers should take note of. In matters that pertain to spending time, saving time or wasting time, the UK business people tend to give full attention to the set agendas, while discussing them sequentially. In contrast though, the Asian community tends to be more synchronic in nature and view matters pertaining to time as a sort of circle, and this influences the manner in which they approach their deadlines, investments, planning and strategy thinking.The individualist dimension of the UK culture in comparison to the collectivist dimension of the Asian community also brings out a major cultural diversity between the two communities. This may bring about differences in communication because whereas the people from the UK tend to prefer fast and on point decision making by the persons they are dealing with, the Chinese may tend to take more time as they make consultations with other parties. The British are rather direct and also prefer and explicit style of communication which may not be the way the Chinese do their business (Fitzgerald, p). 3.3. Principles of Business Communication The best assurance to the composition of an effective business message, whether written or oral, is to ensure that the principles of business communication are applied. To start with, the message should be simple and short. This is indicated by KISS, standing for Keep It Short and Simple. The principle requires the sender of the message to make use of short and simple words, sentences, paragraphs in construction of their messages. This ensures that the messages are concise, straight forward and easy to understand. In this way, the recipient does not spend time trying to decipher what a particular word, sentence or paragraph means. Also, there is no risk that the recipient could get a different meaning from the one intended by the sender. It is also important for the sender to communicate effectively by adopting a businesslike style that is also easy to understand. As much as the business owners may be on informal terms, it is necessary that business be treated as such, and this goes a long way in building long term business relationships and good will. Use of professionalism is key to business (Krizan, et.al. p. 97). Other principles include objectivity, consistency, completeness, relevance and audience knowledge (Maheshwari, p.203). 3.4. Communication Plan for Holidays in China for British People In this day of advanced technology, use of the internet in communication would be most appropriate in communication between the British holiday takers and the Chinese hosts. This would include emails, online chats, conference calls and video calls. This makes the planning procedure more effective since it is real time and both parties get to pass information in regards to questions, instructions, feedback, comments and complains in time. However, owing to the fact that some financial transactions are bound to take place, this will necessitate some more formal and concrete communication in form of signed letters and agreements. Upon agreement by the two parties involved in the business, the mail could be sent via courier services due to acknowledgement of receipt, as well as to avoid conflicts that could occur in the future. Information should be clear, simple and concise and in case of any unclear matters from either side, the same should be communicated and both parties satisfied. Terms and conditions relating to the whole event should be communicated and clarified in advance and these include any additional payments to be made, the instances at which they are to be made and the reasons for the payments. 4. Conclusion As stated earlier, intercultural communication due to globalization and the aspect of different cultures in the world is inevitable. For this reason, and the fact that it is simply impossible to come up with a single trans-cultural form of communication, it is imperative that individuals learn the aspect of embracing other cultures in their day to day lives. This ensures that people are able to pass messages to others who belong to their cultures, and the recipient of the message receives the message in the same way that the sender intended it to be received. Therefore, encouraging inter-cultural understanding and tolerance is very important for the much needed growth and relations that exist between human beings. Reference List Communicating Across Cultures. 16th April 2014. https://www.asme.org/engineering-topics/articles/business-communication/communicating-across-cultures Di Luzio, A., Gunther, S. And Orletti, F., 2001, Culture in Communication: Analyses of Intercultural Situations. Philadelphia, John Benjamins. Differences in Communication Culture. Web. 16th April 2014. http://business.uni.edu/buscomm/buscomcourse/ReadingsSummer07/Differences%20in%20Communication%20Culture.pdf Fay, Martha, 2011, Informal communication of co-workers: A Thematic Analysis of Messages. Qualitative Research in Organizations and Management. Vol. 6. No.3: pp.212-229 Fitzergerald, H., How Different are we?: Spoken Discourse in International Comunication. New York, Multilingual Matters Ltd. Jolanta, A. and Robyn, W., 2014.Leadership Styles in Multicultural Groups: Americans and East Asians Working Together. Journal of Business Communication. Vol. 51, no.1; pp.72-92 Karmakar, A.,2012, Principles and Practice of Management and Business Communication. New Delhi, Dorling Kindersley Pvt. Ltd. Krizan, A.C et.al., 2011, Business Communication. Ohio, Cengage Learning Maheshwari, 2004, R.P. Principles of Business Studies, New Delhi, Pitamar Publishing Company, PVT.Ltd Pnto, D., Intercultural Communication: A three step method to dealing with differences. The Netherlands, Garant Publishers Scollon, R., Scollon, S.W. and Jons, H.R. 2012, Intercultural Communication: A Discourse Approach. Oxford, John Wiley & Sons Read More