Business communication

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Business communication is communication that promotes a product, service, marketing, 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 is to speak, pause, and listen.[2] Communicate what is needed 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 the information clearly.[3] All in all, to be effective in business communication, one must be clear, brief, focused, and committed [4] One makes an impression on everyone with the way one handles their communication skills from one's voice to one's body language.

Face-to-face[edit]

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 one is representing the company. Speak clearly and ask questions to understand the needs and wants, let the recipient respond as one resolves 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[edit]

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 one is giving off, such as the pitch, tone, or expressions. Before beginning an email, make sure the email address one is using is appropriate and professional as well as the message one is going to send. Again, make sure the information is clear and to the point so the recipient isn’t confused. Make sure one includes their signature, title, and other contact information at the end.[citation needed]

Telephone[edit]

When making a business call, make it clear who is on the line and where one is from as well as one's message when on the phone. Smile and have a positive attitude as the recipient will be able to read the caller and that will affect how they react. When leaving a message, make sure one is clear and brief. One should state their name and who they are and why they 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 too early or too late, as it is important to respect other's time. Also be mindful of where one is and the noise level as well as the people one is around when trying to reach someone by phone.[7]

When making a sales call, hope for the person one are trying to connect to does not answer the phone. Leave up to five enticing messages and one's target audience will be ready to speak when one either gets a call back or one calls and reaches the person. The enticing message prepares the person to speak to the representative. It may be that the person is not interested based on what one had said in each voice message. Always be polite and accept that one may have many more to call. If the individual is reached, one might ask if there might be someone better suited for the advertised program.

If one is calling and leaving voice messages, include time of availability for callbacks. There is nothing worse than a callback coming to one when one is not available. Use the telephone as a great communication tool. Be polite and always put oneself 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.

Choosing Communication Media[edit]

When choosing what media to use when communicating a message, it is important to consider who are the respective audience and the objective of the message itself. Rich media are more interactive than lean media and provide the opportunity for two-way communication: the receiver can ask questions and express opinions easily in person. [8] To help such decision, one may roughly refer to the continuum shown below.

From Richer to Leaner[9]

1.Face-to-Face Meeting 2.In-Person Oral Presentation 3.Online Meeting 4.Videoconferencing 5.Teleconferencing 6.Phone Call 7.Voice Message 8.Video 9.Blog 10.Report 11.Brochure 12.Newsletter 13.Flier 14.Email

Organizations[edit]

  • Founded in 1936 by Shankar with the Association for Business Communication (ABC),[10] 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,[11] 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]