BUSINESS COMMUNICATION: Is It Necessary
Business Communication is the act of sharing facts, information, thoughts, and ideas with others. It is an important connection that brings people together in an organization. Employees cannot survive in the workplace without communication. In the workplace, you can achieve success only if you can communicate effectively.
Business communication is the communication that helps the organization reach new heights. It is the process by which information is shared between individuals and/or organizations so that an understanding response is created. The most important skills in business communication are listening, speaking, understanding, creating, reading, and writing. In organizations, both verbal and non-verbal communication are used. In the workplace, business communication happens in both verbal and non-verbal ways.
There are two scopes of business communication:
Internal communication
Internal communication is very important, as it happens within an organization. It starts with framing the corporate vision, mission, and captivating goals for their application.
Top management needs information and perspectives from intermediate and lower-level managers in order to make policy. That explains why proper company communication is required to implement appropriate policies in the right spirit.
Internal activities include maintaining and improving the morale of a company, giving commands to workers, announcing policies, organizing changes, etc. Different departments in an organization play an important role.
For example, in the HR department, the HR manager is responsible for a variety of tasks, such as conducting interviews, evaluating employee performance, explaining disciplinary laws and regulations, and so on, all of which require effective communication. Communication has a direct impact on employee motivation and morale.
External Communication
External communication is performed at a higher level, where we could build relations with all external agencies and stakeholders. If there is proper communication, then the external organizational climate will be based on trust, cooperation, innovation, and commitment.
External activities would include the sale and acquisition of goods and services, as well as reporting to the government and stakeholders on the company’s financial status and operations. Effective business communication reveals how an organization manages its advertising, publicity, and public relations duties. mind to think positively. Visit this blog right now!
Importance of Business Communication
Business communication plays a vital role in every walk of professional life. The major benefits of business communication in an organization are:
Sharing Information:
In business, communicating information efficiently and properly is critical to success. Clear and succinct messaging improves comprehension and decision-making.
The use of numerous channels, including emails, meetings, reports, and presentations, aids in the successful dissemination of information. Tailoring communication to the audience’s needs provides relevance and engagement, which promotes a collaborative and productive work environment. To learn more about Tally Prime: A Complete Guide, read this blog.
Control
Control is the ability to influence people’s conduct. When employees are expected to follow corporate policies and procedures and first report any work-related concerns to their manager, business communication provides the control function.
Motivation
The employee requires motivation at all levels. Regular business communication with employees can help to keep them motivated. Managers seek to push staff to perform well by providing incentives and prizes.
Emotional Expression
Business communication makes it easier for staff members to express or release their feelings and emotions in a variety of situations. It allows individuals to communicate their displeasure and unhappiness. Leaders in numerous firms receive training on how to deal with emotional difficulties and complaints from their staff.
Performance feedbacks
Employees need to identify how well they are performing and what they can do to improve standards. So, managers give their feedback through letters of appreciation, suggestions, etc.
Types of Business Communication
Business Communication is divided into two types:
Verbal Communication
Verbal communication refers to the sharing of information via spoken words. It’s one of the most popular modes of communication, and it’s necessary for everyday encounters, including informal discussions, business meetings, presentations, and public speaking.
Verbal communication includes not just what is said but also how it is expressed—tone, pitch, volume, and tempo are all important in transmitting meaning and emotions. Effective verbal communication necessitates clarity, conciseness, and attention to both the message and the audience receiving it.
It is a fluid process that can be influenced by cultural conventions, language proficiency, and personal communication preferences.
Factors of Verbal Communication In Business Communication
- Tone
The tone of voice can transmit a lot more information than the words themselves. It consists of pitch, volume, and intonation, which can transmit emotions, attitudes, and emphasis.
- Speed
The speed at which a person talks may impact how the message is received. Speaking too quickly may make it difficult for the listener to understand, and speaking too slowly may cause boredom or discontent.
- Accent
Accent is the tone in which we speak.
- Pitch
The frequency with which the vocal folds vibrate affects the pitch of the voice.
Non-Verbal Business Communication
Nonverbal interaction is the transmission of an idea through actions or elements that are not expressed through words. The two parties produce nonverbal cues during interpersonal situations and function in this ad conversation.
It is nonverbal and indirect. Most people trust deeds more than words. Researchers have discovered that the person listening concentrates more on activities than speaking.
It encompasses all implicit and explicit communications, whether deliberate or not. Although it is challenging to precisely stop them, they have a significant effect on the recipient. They ought to be well understood rather than disregarded.
Words are not as loud as actions. We don’t know that corporate communication is primarily non-verbal instead of oral or written, even though we spend 75 percent of our time expressing our thoughts and ideas to others.
Characteristics of Non-Verbal Communication
It involves the use of sign language, symbols, etc. that enable communication in the absence of words. It uses body language, proxemics, visuals, etc. for business communication.
Certain nonverbal communication functions, such as conveying emotions to control interactions, making impressions, extending a greeting, etc., are crucial in certain circumstances.
It can enhance interpersonal interaction and aid in the development of a company’s image. The company’s reputation as a team player is enhanced.
It provides scope for feedback. It happens only in face-to-face situations; feedback can be given immediately.
Its success depends on the attentiveness of the receiver and his capacity to understand this business communication. The receiver has to pay attention; otherwise, he will miss out on getting the message.
Factors of Non-Verbal Business Communication
- Facial Expression
There are so many ways in which the eyebrow, lips, and jaws can move. But research shows that people are accurate in judging facial expression. It expresses emotions like surprise, sadness, and fear, as well as attitudes like friendliness, anger, affection, etc.
A person’s face is a book you can read. Additionally, an applicant’s facial expressions reveal details about their mental processes. The face conveys a high-quality message, and its posture conveys the same concept.
- Posture
Our posture might also reveal our emotional state. Sitting with a slouched posture could be interpreted as uninteresting. The posture that we adopt with our arms or heads, as well as how we sit or stand, all affect how we communicate in business. Folding our hands indicates that we are on the defensive and disagree with the other person.
- Gestures
When a pupil in a class notices that the teacher is staring at them, they immediately sit up straight.
- Gestures can provide information.
- Gestures can indicate emotion.
- Gestures are used to support speech.
- Gestures help in giving feedback.
- Gestures express self-image.
- Eye contact
Eye contact is a very important form of non-verbal communication. When a candidate goes for an interview, if he maintains eye contact, it shows confidence. Avoiding eye contact will also indicate that a person is guilty of telling lies.
At the end of an event, people may signal ‘let’s go’ only by eye contact. If a person maintains good eye contact, it shows respect and interest.
- Appearance
People find it impressive when someone is well-muscled and in good condition. Individuals can alter their look by switching up their hairstyles, outfits, accessories, and other elements. Formal attire conveys a businessman-like demeanor, while casual attire conveys a laid-back, friendly, and informal attitude.