Business Communication ::

Business Communication is highly essential in marketing, brand management, customer relations, consumer behaviour, 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.Business communication enables all the persons in an organization to work  towards a common purpose. In order to achieve the objective, people in a business organization collect facts and evaluate alternatives, and they do so by reading, asking questions, talking or by plain thinking.Without efficient communication, one can not even imagine to do work with others and hence  unable to earn profit. This is why communication is called lifeblood of a business organization. Different employees and officials in an organization need to communicate to eachother. Mostly, the organizations have a variety of formal and informal objectives to accomplish . These objectives may be financial results, product quality, market dominance, employees satisfaction, or service to customers.  These thoughts are put into a written form. Once a decision has been made, it has to be implemented which requires communication. Employees are informed about policies and decisions of employers through circulars, reports, notices etc. Employers also get in touch with employees through application, complaint etc. So, communication plays a vital role in the interaction of employer and employee.

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 that takes place within the organization.

Business communication is a common topic included in the curricula of Undergraduate and Master programs of many colleges and universities.

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;

  • 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;
  • telephone 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 follow-up.
  • 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.

A two way information sharing process which involves one party sending a message that is easily understood by the receiving party. Effective communication by business managers facilitates information sharing between company employees and can substantially contribute to its commercial success.

Face-to-face

Face-to-face communication helps to establish a personal connection and will help sell the product or service to the customer. These interactions can portray a whole different message than written communication as tone, pitch, and body language is observed. Information is easier to access and delivered immediately with 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 professionally 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

When using email to communicate in the business world, it is important to be careful with the choice of words. 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

Telephone

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 the purpose for contacting them. 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 .

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 call backs . There is nothing worse than a call-back 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.

Listening

When listening to another employee or customer speak it is very important to be an avid listener. Here are some obstacles that you might have to overcome:

  • Filters and Assumptions
  • Biases and Prejudices
  • Inattention and Impatience
  • Surrounding Environment

A good way to overcome these factors is by using LOTS Better Communication method. This method includes four steps in order to produce good listening skills and the ability to respond with an educated statement. The four steps to this method are:

  1. Listen
  2. Observe
  3. Think
  4. Speak

Doing all of these things while showing good eye contact and body posture will assure the speaker that he/she is getting full attention from the listeners.

Choosing Communication Media

When choosing a media of communication, 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. To help such decision, one may roughly refer to the continuum shown below.

From Richer to Leaner

01.  Face-to-Face Meeting
02.  In-Person Oral Presentation
03.  Online Meeting
04.  Videoconferencing
05.  Teleconferencing
06.  Phone Call
07.  Voice Message
08.  Video
09.  Blog
10.  Report
11.  Brochure
12.  Newsletter
13.  Flier
14.  Email

If a company wants to hire some one, it advertises the vacancy, receives applications, calls the candidates, takes the interview and then offers job to the successful candidates. The whole process requires communication. Sales letters and brochures, advertisements, personal sales calls, and formal proposals are all used to stimulate the customer’s interest. Communication also plays a part in such customer related functions as credit checking, billing, and handling complaints and questions. To obtain necessary supplies and services, companies develop written specification that outlines their requirement. Similarly, to arrange finance, they negotiate with lenders and fill out loan applications.