Essentials of Business Communication
There are many ways to communicate, but for it to be effective the message must be given and understood clearly. There are many varieties of communicating e. g. * One way communication from sender to receiver. * two way communication from sender to receiver, receiver feeding back to sender, consists of meetings and interviews etc, * Informal communication is casual meetings and party’s etc. Open communication which requires no specialist knowledge and is easily understood, * Closed communication which is an organizations language that is well understood by individuals within the organization. * Body communication is the body language expressed when communicating.
Vertical communication is information passed down from the management to the lower levels or suggestions passed upwards, keeping management informed. Horizontal communication is information exchanged between individuals on the same level, * Telephone is a popular way of communicating, techniques have changed over the years allowing a wider variety of ways to communicate e. g. internet, social networks, smart phones and video conference. The 7 elements of business communication are: 1. Structure – is procedure used by organizations to achieve its objectives and stabilization, when correct strategies are met the business will control and communicate successfully to benefit the company as a whole.
Each company has its own way of organizing structure to meet the needs required, for large organizations the structure is broke down into groups/departments to maintain management. Structuring your communication is highly important and has to be easily absorbed and understood, it consists of 3 structural elements: an opening, body and close: Opening allows the audience to understand quickly, the communication must be to the point, sharp and short.
Body language must be appropriate and expressed well to achieve the desired effect. Closed, re-enforcing by presenting key information at the end, this will be remembered and influence the power of persuasion enhancing communication to help quickly reach a decision. 2. Clarity – to have precise, bold and accurate speaking, which is well structured, logical and clearly defined, by making it clear you can achieve a more effective understood form of communication. 3.
Consistency – Consistency is vital when retaining a business structure, if uniformity and reliability are maintained it achieves a successive business. Business requires density, firmness, discipline and viscosity; this helps to prevent bad attitudes, behavior and practice. Forming an agreement in business with individuals and improving compatibility. 4. Medium – Medium is the action taken/needed, in arising conditions midway between average and extreme situations, which can then be dealt with and accomplished resolved and communications can therefore carry on.
Relevance, as communication is the centre of all activity within organizations, the importance must be precise and to the nature intended in order to manage day to day activities, implementing these strategies aids the exchange of information in order of importance. 6. primacy/recency – Primacy is the first in importance and the essential way of communicating within a business, organizing has to be timely to allow more flexibility and quicker responses. This is a necessary and effective business tool.
Recency is communications that are prior to being immediate, seen as recent communication of lesser importance. 7. rule 7+ 2 – the combination of 3 elements: Tone of voice – the manner in which it is expressed. Words – a combination of the choice of words used to express an affirmative response. Expressions – facial/gestures and body language, to communicate clearly the appearance characterized by the person must be consistent. This rule deals specifically with the feelings and attitudes, the likes and dislikes, the communication truly only becomes effective when combining the body language and voice tones of the speaker.
Effects if communication is good: Business will function well, more understanding to aid making critical decisions, accurate information and in time, less stress levels, will work to its full potential, adequate information is received. Effects if communication is poor: develop organisational problems, bad decision making, inadequate information received, stress levels are high, business will not work to full potential, unacceptable behavior, loss of money and jobs.