Let's know about business communication!
Communication is an essential requirement for all human performance and interaction. It welds individuals into groups; by developing common interest, by crystallizing common concepts, by establishing relationships, by extending cooperation, by creating unity, sharing experience and by establishing a common heritage.
Let us now briefly discuss what communication is. What role does it play? And how does it help us in our day-to-day activity? The word ‘communication’ is derived from Latin words, ‘communicare’ or ‘communico’. Both these word means ‘to share’. It is a process of exchange of ideas, opinions and as a mean that individuals and organisations share meaning with another In others words, it refers to the transmission and reception of facts, ideas, feelings or attitudes, thoughts and opinions. It is an interaction with people for exchange of facts, ideas, feelings or attitudes, thoughts and opinions
Some definitions of communication are discussed below.
“Communication is the process of passing information and understanding from one person to another. It is the process of imparting ideas and making oneself understood by others” –Theo Haimann/Hofmann
“Communication is an exchange of facts, ideas, opinions or emotions by two or more persons”. – George R. Terry
“Communication means the act of making one’s ideas and opinions known to others”. – F.G. Meyer
Business Communication encompasses a verity of topics including marketing, branding, customer relations, consumer behaviour, advertising, public relations, corporate communication, interpersonal communication, employee appointment, online communication and event management etc.
Definitions of Business Communication.
“Business Communication is a system that affects change within the total organisation”. –Ricks and Gow
“Business Communication is the expression channelling, receiving and interchanging of ideas in commerce and industry”. – Brenner
Features of Communication process –
1) Communication is an exchange of facts and opinions. Therefore it is a two way process.
2) There cannot be any communication without a message.
3) Communication is a continuous process.
4) A message when conveyed has its reaction too, The reaction of the receiver of any message is also a part of the message and meaning of the message is complete when reaction of the message materializes.
5) The main objective of communication is to be understanding.
6) It is a universal process.
7) Communication can be in any form i.e.- non verbal, oral, written.
8) Communication is something more than information because it includes practical exchange a part from sending information.
9) It is an important part of direction.
Elements of Communication process –
1) Communicator / Sender
2) Communicatee / Receiver
4) Medium of Communication / channel
5) Reaction / feedback
1) Communicator / Sender –
Sender is a person who speaks out or sends or transmits or communicates massage. Sender is a first starter of Communication process
2) Communicatee / Receiver –
The Receiver is directed audience of the message. He gets the message interprets and tries to the total meaning of the message as transmitted by the sender.
3) Message –
Message is information. It may be written or spoken. It is o be sent from one person to another. The Information, orders, observations, report that communicated.
4) Medium of communication / Channel –
Channel is the vehicle or medium of convening message to the receiver. It may be written, oral, audio visual or live projections. The written medium can be in the forms of letters, memos, reports, manuals, introduces, the circulars, face to face interview and so an.
5) Reaction –
Communication manipulates the receiver to act in a desired manner. When the sender receives the response of the other person he comes to know whether the receiver has understood the message or not .finally, the receiver completes chain of communication by responding to the message.
Scope of business communication:
Business Communication involves flow of information. One-way Communication informs the receiver where as two-way Communication is exchange of information and ideas. Today there is no such thing as one way Communication. In fact, it is always a two way process involving transmission and reaction. Feedback is a core part of every business Communication because it is necessarily an action oriented affair. A two-way Communication establishes and builds long lasting relationships between people.
The personal dialogue through words, telephone, fax, e-mail, television, books; advertising, etc. are all examples and means of Communication in business. E-commerce has been emerging as a powerful method of modern business.
Importance of business Communication –
1) Effective communication is an essential ingredient in management-employee relations.
2) Communication is a tool of supervision.
3) Communication is a tool of information
4) Good communications are essential to co-ordination.
5) Development of information and understanding
6) Releasing the emotional tension of workers.
7) Encouraging ideas, suggestions etc.
8) Free exchange of ideas and information.
9) Maintaining good human relations.
10) Basic tool for motivation and morale.
Principles of effective communication –
Communication is a process of transmitting the ideas. It is a two way process. Transmitted message should e completely understood by the person who is at destination. As far as possible message should be kept brief. The knowledge level of the Communicatee has to be taken into consideration. Able Communicator doesn’t was his time in unwarranted Communication. Need and objective of the Communication should be analyzed in advance. Normally, following principles are kept in mind by the executive, who is responsible for the Communication.
1) Clarity about the purpose of communication –
Before beginning the process of communication one should be clear about the purpose for which one want to communicate. If one is clear about the objectives, it would be easier and intelligible and effective.
2) Systematic arrangement of the message –
The message to be conveyed must be organized on a systematic manner. Proper attention should be given towards neatness, type-spacing, paragraphs, style, and layout the letter.
3) Message should be suitable to the needs of the receiver –
The message to be conveyed should be suitable to the needs of the receiver. The message should be encoded in language, picture or symbols which can be easily understood.
4) Selection of purpose media –
Different Medias are available to communicate. If one wants to place order for goods, one can go personally, send a massage, write a letter, send a telegram or telephone the message. The message should be communicated clearly.
5) Selection of appropriate time –
Many message fail to achieve desirable result because they do not reach their distinction at an appropriate time.
6) Feedback and prompt action on receiving response –
Feedback is goods for effective communication for it helps to ascertain whether the message has been properly understood.