Unit: 2. Business Communication(BBS II)

Unit: 2. Business Communication

2.1. Definition of Business Communication

We are unable to define business communication precisely because the indicators are too varied and cover a wide range of business functions, including marketing. In theory, however, any communications made by a firm are included in corporate communication. This is represented both internally in how we communicate with our staff and outside, whether the audience is made up of clients, business partners, or members of the press. In terms of a company identity, business communication ought to project a consistent message through all mediums. For instance, a consistent communication strategy should identify the kind of conversation to be had and reflect the company culture. By using a consistent communicative approach, business communication aims to be able to control the effect as effectively as feasible. To increase group cohesion and set up communication to function more effectively, internal communication seeks to implement all essential steps. External service providers like suppliers, partners, possible investors, and consumers like customers and prospects are the target audiences for external communication.

2.2. Nature of Communication: Communication has the following features:

a.       Two-way process: The process of understanding between two or more people—the sender and the receiver—is known as communication. A person cannot speak to themselves.

b.       Continuous process: In both commercial and non-business organizations, there is a constant exchange of ideas and opinions. Constant communication fosters comprehension and the sharing of knowledge important to judgment.

c.       Dynamic process: Depending on the sender and receiver's moods and behaviors, communication between them takes on many forms and media; as a result, it is a dynamic process that constantly adapts to various circumstances.

d.       Pervasive: In all organizations and at all levels of power, communication is crucial. The word "pervasive" refers to something that is used or applied everywhere. It permeates everything.

2.3 Brief History of Business communication:  People used to speak verbally years ago. Greeks employed phonetic writing systems. Humans used body language and sound to communicate before they invented written languages and alphabets. Several indelible symbols emerged as humankind's capacity for communication increased: Egyptian hieroglyphics, wooden totem poles, and religious emblems like the Star of David and the Moon and star The fundamentals of communication as we know it now are a synthesis of written and oral practices.

                            2.4. Purpose of Business Communication:

                                  Business communication takes place for the following purposes: 

•     The purpose of this message is to give the staff commanding instructions. It might have a directive or non-directive nature. At this stage, the employer gives orders for his staff to carry out certain tasks.
•      It is held to strengthen the bond between commercial enterprises and the services they provide.
•       It aids employees in comprehending the organization's regulations and procedures. Also, it aids in the transmission of knowledge between levels that are higher and lower. The primary goal of corporate communication is to disseminate information inside the organization.
•       It aids in the evaluation of organizational activities. So, it is beneficial to evaluate the outputs of a worker or a group of workers within any business.
•      It is the best resource for supplying guidance. People at higher levels provide lower-level people instructions, which help them complete their tasks.
•      It facilitates wise decision-making. If given accurate knowledge, people may make decisions with ease; hence, workers should receive direction regarding their safety and security while at work.

        2.5. Functions of business communication

1. Assisting with planning: One of the most crucial management tasks is planning. Business communication aids in planning by providing data, logistics, opinions, ideas, and other items from both inside and outside the firm. It is impossible to create and carry out a successful plan without adequate communication.
2. Managing Coordination and Cooperation: An organization has many different departments, and cooperation between and among these divisions is essential for creating a friendly environment within the organization. By establishing a connection between the many divisions and providing pertinent information, business communication promotes cooperation. Communication improves coordination by delivering essential information, and better understanding and cooperation ensure coordination.
3.  Creating Inspiration: Through business communication, managers inspire their staff members. The top management always tries to dictate to the lower levels so that they can work diligently to accomplish organizational goals.
4. Motivating: Another crucial role of business communication is encouraging the recipient to respond favorably. The primary function of communication in organizational settings is to inspire cooperation among them in order to achieve shared goals.
5. Assisting in Decision Making: Management must make decisions in a variety of areas to ensure that organizational activities run smoothly. By giving information in pertinent areas, business communication aids management in making informed decisions quickly.

        2.6. Importance of business communication

1.  Effective management: Communication is essential to management's efficient operation. Only an effective communication system will allow for the completion of a managerial assignment.
2. Strengthen relationships and morale: Good communication places an emphasis on the involvement of the workforce in management. It promotes positive workplace relationships between management and employees and raises employee morale. 
3. Good communication is a prerequisite for effective leadership. Effective communication benefits from two-way communication. The management of the subordinates falls to the leader. Leadership is crucial for ordering quality. And that can be acquired through a suitable communication system. 
4. Mutual trust and confidence: For the organization to function effectively, labor and management must have mutual trust and confidence in one another. Effective communication aids in reducing misunderstandings and fostering trust between parties.
5. Better decision: The ability to make better decisions is a sign of an organization's success. Decision-making is hampered when information, data, and other facts are not effectively delivered. Hence, when the relevant department, organization, and person are informed of the facts. Making quick decisions is simple.
6. Staffing: Timely, accurate information transmission aids in the selection, placement, socialization, promotion, and transfer processes.
7. Another important managerial concern: Without communication, it is impossible to carry out any managing task, including planning, organizing, directing, and controlling.

        2.7.    Components of business communication: The eight crucial components of communication are a source, message, channel, receiver, feedback, environment, context, and interference. Communication involves understanding, sharing, and meaning.

        2.8.           Types of Business Communication:  The internal (upward), internal (downward), internal (lateral), and external are the four fundamental categories of business communication.

1.  Internal, Upward Communication: Every business communication that is sent from a subordinate to a manager or someone higher up the organizational structure falls under this categorForfor leaders to truly have a pulse on the business's operations, information must flow upward. The majority of upward communication is built on organized forms, reports, surveys, templates, and other tools that support employees in providing accurate and timely information. A sales report, for instance, would list the overall number of pitches along with the actual sales; it might also request input, such as a rundown of any issues or accomplishments that management would like to monitor. 
2. Internal, Downward Communication: Any form of communication from a superior to one or more subordinates falls under this category. A memo, a speech directive, or a letter are all examples of forms of communication. When speaking with subordinates, leaders should maintain a professional and transparent tone. For instance, a memo about a new operational process can include new rules and safety specifications. The wording used to describe the safety criteria should be clear and precise, leaving no opportunity for interpretation. 
3. Internal, Lateral Communication: Talking, messaging, and emailing among coworkers in the workplace are referred to as lateral communication. This could be interdepartmental communication or even departmental business. When the fulfillment manager has a query concerning a particular order and is contacting the sales representative by email or the office message system, this is an example of a cross-department communication scenario. To coordinate timetables and provide updates on status reports, those in the same department may communicate. It should always be encouraged for coworkers to speak in a polite and businesslike manner when at work. E
4. External Communication: Any communication that involves clients, potential clients, vendors, or partners is considered external communication. Moreover, government offices or regulatory bodies might get involved. Sales presentations and marketing materials must be entertaining to pique the customer's interest, but they must also be factually sound. Be clear and succinct when communicating with external parties for partnerships or other business administration needs, whether verbally or in writing. By being brief and direct, it shows respect for the time of others.

      2.9. Principles of Effective Business Communication

    Clarity, Adequacy, Attention, Timing, Integrity, Strategic Use of Informal Organization, The balance between Adaptability and Uniformity, and Interest and Acceptance

      2.10.        Challenges in business communication

Let's have a look at the top ten internal communication challenges and see how they can be avoided.

a.       A Lack of Feedback.

b.       Email Overload.

c.       Overall Lack of Communication.

d.       Device Chaos.

e.       Onboarding New Employees.

f.        Language Barriers.

g.       Balancing Internal and External News.

h.       An Overload of Irrelevance