Business Communication

Business Communication

The sharing of information between people within an enterprise that is performed for the commercial benefit of the organization. In addition, business communication can also refer to how a company shares information to promote its product or services to potential consumers.

There are four element of business communication, namely :

1.     Sender / encoder

Sender or encoder is the person who sends message. In oral communication the encoder is speaker, and in written communication writer is the encoder. An encoder uses combination of symbols, words, graphs and pictures understandable by the receiver, to best convey his message in order to achieve his desired response.

2.     Receiver / decoder

The person to whom the message is being sent is called ‘receiver’/’decoder’. Receiver may be a listener or a reader depending on the choice of medium by sender to transmit the message. Receiver is also influenced by the context, internal and external stimuli.

Receiver is the person who interprets the message, so higher the chances are of mis-communication because of receivers perception, opinion, attitude and personality. There will be minor deviation in transmitting the exact idea only if your receiver is educated and have communication skills.

3.     A message

Message is the information that is exchanged between sender and receiver. The first task is to decide what you want to communicate and what would be the content of your message; what are the main points of your message and what other information to include. The central idea of the message must be clear. While writing the message, encoder should keep in mind all aspects of context and the receiver (How he will interpret the message).Messages can be intentional and unintentional.

4.     Channel / medium

Medium is the channel through which encoder will communicate his message. How the message gets there. Your medium to send a message, may be print, electronic, or sound. Medium may be a person as postman. The choice of medium totally depends on the nature of you message and contextual factors discussed above. Choice of medium is also influence by the relationship between the sender and receiver.

The oral medium, to convey your message, is effective when your message is urgent, personal or when immediate feedback is desired. While, when your message is ling, technical and needs to be documented, then written medium should be preferred that is formal in nature. These guidelines may change while communicating internationally where complex situations are dealt orally and communicated in writing later on.

Guidelines for Effective Communication :

1. Clarity of Purpose: The message to be delivered must be clear in the mind of sender. The person to whom it is targeted and the aim of the message should be clear in the mind of the sender.

2.     Feetback : shared activity each others.

3.     Common set of symbols : connecting to signs, picture, text, etc

4.     Focus on the need of the receiver : serving the needs of clients such as complaints, questions, and so on.

5.     Active listening : both sender and receiver are listening each others.

6.    Politeness : it means when we are communicating with someone, we must have a good behavior and knowing the etiquette.

7.     Avoiding connotation : not using a style of words, but using the actual meaning of the words. (denotation)

8.     Socio-psychology Aspect : related to the psychiatric community.

1.     What do you mean by “Effective Communication”, how does the knowledge process help us in communicating effectively?Effective communication means transmitting your message clearly and concisely so that it is understood. The knowledge process also has many advantages to knowing situations so that the effective communication can occur.

2.     What is the major mistake in communication?

Trying to win a conversation

A conversation is not a match (except debate), so there is need for a win-lose. A speaker will feel satisfied if views prevail, but a Communicator would be satisfied if the opponent's speech clearly captures the meaning (or even affected) Although he lost the match to argumentation.

Often interrupt

Not only discourteous but also you don’t appreciate receiver’s opinion. This is one of the big mistake in communication.

3.     Why is desirable to avoid the use of jargon in business communication?

We must avoid a jargon, In order to doesn’t happen miscommunication or misunderstanding between sender and receiver.