Business communication

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Business communication is communication that promotes a product, service, or organization; relays information within a business; or functions as an official statement from a company.

Overview[edit]

Business communication (or simply "communications", in a business context) encompasses such topics as marketing, brand management, customer relations, consumer behavior, advertising, public relations, corporate communication, community engagement, reputation management, interpersonal communication, employee engagement, and event management. It is closely related to the fields of professional communication and technical communication.

Media channels for business communication include the Internet, print media, radio, television, ambient media, and word of mouth.

Business communication can also refer to internal communication. A communications director will typically manage internal communication and craft messages sent to employees. It is vital that internal communications are managed properly because a poorly crafted or managed message could foster distrust or hostility from employees.

Business communication is a common topic included in the curricula of Masters of Business Administration (MBA) programs of many universities. AS well, many community colleges and universities offer degrees in Communications.

There are several methods of business communication, including:

  • Web-based communication - for better and improved communication, anytime anywhere ...
  • video conferencing which allow people in different locations to hold interactive meetings;
  • e-mails, which provide an instantaneous medium of written communication worldwide;
  • Reports - important in documenting the activities of any department;
  • Presentations - very popular method of communication in all types of organizations, usually involving audiovisual material, like copies of reports, or material prepared in Microsoft PowerPoint or Adobe Flash;
  • telephoned meetings, which allow for long distance speech;
  • forum boards, which allow people to instantly post information at a centralized location; and
  • face-to-face meetings, which are personal and should be succeeded by a written followup.
  • suggestion box,it is mainly for upward communication as because some people may hesitate to communicate to the to management directly so they can give suggestion by drafting suggestion in suggestion box.

Effective Business Communication[edit]

Communication is the top quality that employers look for.[1] Effective business communication starts by asking the right questions to understand the customer’s needs and wants to be able to recommend a product or service customized to the customer. One good tip would be to speak, pause, and listen.[2] Communicate what you need and then pause to let the recipient process and respond to the information. With an average of 1800 messages being sent by workers through memos, telephone, email, faxes, and face to face, it is important to listen and pay attention to the recipient and send your information clearly.[3] All in all, to be effective in business communication you need to be clear, brief, focused, and committed [4] You make an impression on everyone with the way you handle your communication skills from your voice to your body language.

Face-to-face Communication Face-to-face communication helps to establish a personal connection and will help sell the product or service to the customer.[5] These interactions can portray a whole different message than written communication as tone, pitch, and body language is observed.[6] Information is easier to access and delivered immediately with these interactions rather than waiting for an email or phone call. Conflicts are also easily resolved this way as verbal and non-verbal cues are observed and acted upon. Communicating professional is very important as you are representing the company. Speak clearly and ask questions to understand the needs and wants, let the recipient respond as you resolve the issue. Decisions are made more confidently during a face-to-face interaction as the recipient asks questions to understand and move forward with their decision.

Email Communication [7] When using email to communicate in the business world it is important to be careful how things are worded. Miscommunication is very frequent as the reader doesn’t know what non-verbal cues you are giving off, such as the pitch, tone, or expressions. Before beginning an email make sure the email address you are using is appropriate and professional as well as the message you are going to send. Again, make sure the information is clear and to the point so the recipient isn’t confused. Make sure you include your signature, title, and other contact information at the end.

Telephone Communication [8] When making a business call make it clear who you are and where you are from as well as your message when on the phone. Smile and have a positive attitude as the recipient will be able to read you and that will affect how they react. When leaving a message, make sure you are clear and brief. State your name and who you are and why you are calling them as well as contact information. If replying to a voicemail try to respond as soon as possible and take into consideration the time of day. Don’t call to early or too late, as it is important to respect other’s time. Also be mindful of where you are and the noise level as well as the people you are around when trying to reach someone by phone.

[9]

When making sales call, hope for the person you are trying to connect to does not answer the phone. Leave up to five enticing messages and your target audience will be ready to speak to you when you either get a call back or your call and reach the person. The enticing message prepares the person to speak with you. It may be that the person is not interested based on what you have said in each voice message. Don't worry, you have not wasted your time. Always be polite and accept that you have many more to call. If you do reach the individual you might ask if there might be someone better suited for your program. If you have reached the correct person and they accept your call you will be way ahead of any competition because you have handled the call appropriately.

If you are calling and leaving voice messages include your time of availability for call backs. There is nothing worst than a call back coming to you and you are not available. Use the telephone as a great communication tool. Be polite and always put yourself in the other person's position. For more tips on making business calls and leaving enticing messages see Harlan J Brown's book on Telephone Participation.

Memorandum Communication [10] Memorandums are straight to the point and used within a company to communicate information to individuals or departments. Make sure the memo includes a subject and stays brief but to the point. Include what the recipient needs to do after reading the memo and a signature or initials of whom it is from. Business memos should have a center title in uppercase and to, from, and date aligned to the left. To begin, state the problem, and then discuss the causes of the problem and why it exists, and end with what to do to solve the problem while offering assistance.

Organizations[edit]

  • Founded in 1936 by Shankar with the Association for Business Communication (ABC),[11] originally called the Association of College Teachers of Business Writing, is “an international organization committed to fostering excellence in business communication scholarship,research ,education, and practice.”
  • The IEEE Professional Communication Society (PCS) [2] is dedicated to understanding and promoting effective communication in engineering, scientific, and other environments, including business environments. PCS's academic journal,[12] is one of the premier journals in Europe communication. The journal’s readers are engineers,writers, information designers, managers, and others working as scholars, educators, and practitioners who share an interest in the effective communication of technical and business information.

References[edit]