Before getting in-depth knowledge of business communication it is necessary to know about communication and its importance in business. The term “communication” is derived from the Latin word that means to share, to convey or to take part in any conversation, meeting or dealings. It is a sort of sharing of ideas, facts and opinions among organization fellows in order to develop understanding on higher and lower levels. Formally, it is a source of interaction and a way to exchange one’s ideas, attitudes and feelings with others. One of the skills of human being is that he has crossed boundaries, to communicate with his fellow beings and shrunk the world by latest technology and termed this shrinkage as globalization. Communication has always played an important role in human’s life as it is the source of sharing love with the people of the same culture as well as with the people from different cultures belonging to different countries. It enables us to understand the meaning of life and makes our life successful.
Role of Business Communication
Business communication means the sharing of ideas and attitudes on official or organizational level. It is the transfer of messages to run a business or conduct interviews and meetings for organizational concern. The main difference between general communication and business communication is that it is the formal communication of organizations and individuals.
The whole success of Business Organization relies on the business communication that how effective and productive it is on an organizational level itself or with other organizations. This business communication is held between individuals of other organizations like employees, seller, customers, buyers, and it may take place between the individuals of that own organization. If this communication is handled properly, it will be effective in the promotion of the organization’s business otherwise it will affect the interests of the organization very badly.
Communication is the basis of any organization, but many mistakes are made in terms of communication. Individuals are often unable to maintain the successful communication in the organization. Either the sender has misunderstood the message to be conveyed or the receiver has quoted it wrongly.
There are two types of business communication. If the communication is held within the organization between the individuals to set the organization’s goals working as a team than it is the internal communication. It can be official communication or unofficial one. This communication may be in the form of interviews or in the form of writings, i.e., memos, fax and reports. If the communication is held outside the organization than it is the external communication. This communication takes place between the customers, sellers or buyers. It may be face to face or through emails and fax.
Purpose of Business Communication
Business communication takes place for the following purposes:
- This communication is held for commanding orders to the employees. Its nature may be directive or non directive. At this level the individual commands his workers to accomplish any particular task.
- It is held to build the relationship between business organizations and its services.
- It is helpful for employees in understanding the rules and policies of the organization. It helps to transfer the knowledge between higher and lower levels. To spread information in the organization is the main purpose of business communication.
- It helps in evaluation of activities held in the organization. It helps to assess the outputs of individuals or a team of workers in any organization.
- It is the best source for providing direction. Individuals at higher levels direct the individuals on the lower level in this way help them to accomplish their tasks.
- It helps in effective decision making. Individuals can make decisions easily if they are provided with the right and proficient information.
- Guidance is to be given to the workers about their safety and security during their job.
The communication cycle consists of the messages send by the sender and received by the receiver followed by good feedback. The communication cycle starts when the sender shares his ideas, feelings and facts with the receiver. The next step of the communication cycle is to translate the opinions in a language that is easy to understand. This process is known as encoding. Next step is to pass this encoded message through an appropriate channel. This channel may include fax, memos, letters and meetings. The last and final step is to decode the message. This decoding is done by the receiver as he has to give the feedback, whether he has understood the message sent by the receiver or not.
Components of Communication
Following are the components of communication that are necessary for an effective communication.
- A person who wishes to convey a message/information
- A person who has to receive that information
- The receiver may or may not be able to understand that information that has been sent to him
- The receiver has to give feedback about the information he has received.
Business Communication Skills
Oral and written communication skills are required for effective business communication. According to different surveys, top-ten skills are ranked every year that an employee possesses. The authoritative business executives hire consultants to guide them the best way of communication and to polish their skills. Below are mentioned some top skills that are required for an excellent communication for any employee.
- Strong communication skills, both oral and written
- Strong work morals
- Strong team work competence
- Good ability of analyzing
Your employees and co-workers will be affected by your way of communication. Therefore, for business communication you have to be perfect, you must have the skills to communicate with your seniors, juniors and co-workers in an efficient way. Your professionalism will not only take you to the success, but it will set your organization up to the success too. Either through verbal or through oral communication, you will assist your organization if you have the skills to communicate clearly and effectively.