In business, reputation and credibility need to be built up in order to get clients’ trust and confidence. Having a sense of professionalism will bring a lot to the business, especially in a long term relationship with employees and clients. There is a need to make sure that every business deal is attended to promptly. Business communication encompasses not only communicating with external contacts but also with employees within the organization.
This will aid the business in being well-organized and every matter whether it is a problem, an inquiry or a sales letter will be attended to properly and promptly. It does not mean that only a client’s inquiry should be responded promptly but also feedbacks or problems arising inside and outside the business as well. This is done to have a balance within the internal and external factors, especially in relation to dealing with people, whether they are employees or other external contacts. Types of Business Communication
It is very important to know the type of business communication used in order to know the specific etiquettes and standards to use in a specific situation. Here are some of the communications used in business. Electronic Communication comprises different modes of communication out from the traditional way. It includes e-mail, fax, teleconferencing and voicemail. This is used for external contacts and for people within the business organization. Employment Communication is a mode of communication used for employees but specifically for accepting applicants for a job.
It includes application letter, follow-up communications, interview and resumes. Nonverbal Communication is a mode of communication that uses body language and other means of communicating without the use of uttering words. It includes body language, expression, gestures, professional appearance, time or space. Verbal Communication is a mode of communication that uses the uttering of words in communicating to external contacts and employees. It includes feedback, instructions, presentations, and telephone. Written Communication is a mode of communication that requires writing in order to communicate.
It includes letters, memos, proposals and reports. Application It is very important that when engaging into whatever type of business communication every person in the business organization from the top to lower rank should know the basic concepts of business communication, and how to apply them in the daily operation of the business. Take note that a little mistake in giving out the information because of wrongfully conveying the message in any ways can cause damage to the business and worse can cost millions to the company. A business cannot afford to lose money due to a mistake.
As much as possible, precautions should be undertaken to avoid such losing of money due to things like improperly conveying the message. It is advisable that when a person in the business organization is communicating either through a co-employee or a client, knowing what needs to be done is the right ingredient in order to communicate effectively. Success of any business lies in effective communication. The more effective the communication is, the better the results are. Communication is effective when it produces desired action in the reader or audience.
Effective communication is essential for the survival and progress of a business concern. The ability to communicate effectively is an essential quality of a businessman. A person may be intelligent but he may not be able to get his message across to others. Ideas are generally common but the ability to convey then to others is rare. A successful communicator exercises a good effect on the minds of his readers, employees, supervisors, customers, suppliers, investors and business associates. They form a good impression of the company and the communicator.
He builds the goodwill of the company he represents. Goodwill of a person or company attracts customers and wins friends. Therefore, the ability to communicate effectively both orally and in writing is an asset for the communicator. Through successful correspondence, he leads his business to success. The letters, reports, memos etc. He writes to the people demonstrate his ability or lack of it. A successful communicator is able to run the affairs of a business house. He can plan well and control the working of his organization.
He has the skill to transfer his policies, decisions, objectives and job instructions to the persons working with him at all levels. So this skill is quite essential for a businessman to perform his managerial functions. Convey Messages Simply put, communication allows a process to take place. The sender sends a message through a medium. The receiver receives it, processes it and then gives a feedback which completes the communication process. Without this process, no two people could ever communicate effectively. There would be no information dispatched and hence no work done!
That is the importance of communication in the workplace. Clarity of Ideas When one communicates with another in a business scenario, it is important to understand that the message has to be conveyed in such a way that there is complete clarity in what is being said. The message should be so clear that all doubts and vague and unclear thoughts will be dispelled. The communication process also allows for the person who has received the message to give a feedback and therefore the communication format achieves a 360 degree solution. Get Work Done
It is only through the adaption of the varied communication processes like speech, body language, gestures and other feedback mediums that any work can be expected to get done. An instruction, for example, that is given by a boss to his subordinate needs to be carried through till the final stage of execution. If the process of communication and feedback is missing, an end result is never possible. Avoid Misunderstandings When two people work together, there is bound to be miscommunication at times, which can lead to misunderstandings and other problems in the workplace.
Which naturally affects the work adversely and the business suffers. Communication offers a platform whereby all the misunderstandings can get cleared and one can hope for solutions. This is crucial if there has to be a success made of the plan. Increase Productivity and Efficiency When there is a proper communication process taking place then the productivity and efficiency of the employees increases. This is because the right information is dispelled and the correct action executed. Therefore there is no, or very less scope for mistakes to happen. Employee Job Satisfaction
When there is scope for open communication at the work place. There is a clear path provided, whereby the seniors and subordinates can talk and solve workplace conflicts amongst themselves. If a surety is provided by the employers that open workplace communication will be given scope and it will be accepted in a healthy manner, then the problems and conflicts that a company faces will be dispelled and the productivity will increase, thereby increasing the profits as well. Along with that, the employees will have a scope for improvement in their work and duties.
Every time they make a mistake or are unable to carry forth their duties effectively and they get a feedback and ways of improvement from their employers, they will begin to understand the pulse of the job and get better at it. If you look at an overall picture of the business worlds then you will realize the importance of communication in business-no matter how big or small. The success and failure of any business truly depends on the modes of effective communication employed. If you have a business, you know what you need to do now.