Implications of Business Communication
1.0 Introduction
Sharing or exchanging information from one to another is called communication. The main objective of communication is to pass the information and the receiver should understand the information. In a company, communication means transferring information or exchanging messages between employees and different groups. In increase, the cooperation between the different departments in the organization communication plays vital roles (Marsha, S. 2007). The flow of information and sharing information helps employees to make a better relationship with different departments of the organization. An organization needs to make sure the better communication process in an organization because it helps the organization to make a better business decision (Rush, M., 2018). To ensure better communication and make a better relationship with different departments in the organization managers are using different types of communication among them an e-mail, notice board, meeting, telephone conversation and face to face communication is the most popular one. An organization faces different types of barriers when he uses different media for communication.
2.0 Literature review
Communication In business, communication helps an organization to control and coordinate its organization and by providing a flow of information it helps companies to achieve their organizational mission and vision (Marsha, S. 2007). Communication is the process of sharing information, exchanging ideas, knowledge, and views that enhance the cooperation between the different departments of the organization. An organization that maintains a better communication process can provide better customer service, make a better relationship with its stakeholders. Communication also provides all the relevant information to the employees which helps them to operate their organizational activities effectively.
Email:
Communication through email is a good way to keep connected with all the relevant people of the organization. In modern times an email is the best way to communicate with the employees, suppliers, customers, government authority to exchange information. Email is very easy to use and it is a form of written communication and because of this it is acceptable all over the world (Klient, 2018). Good sides of email communication are – it is easy to use, this process is not expensive, keep connected all the people 24/7, people can send written messages, files, images and scanned documents. The bad side of email is sometimes email stores in the junk folder because this receiver could not find the messages and it delays the organizational decision-making process.
Face to face communication:
Most of the managers in the business world believe in direct communication because in this process managers can directly give the instruction to the employees and helps them to understand the instruction. Face to face communication is better because in this process sender and receiver can understand the different signs, symbols, and gestures used in the communication (Fusion, J., 2018). The negative sides of the face to face communication are it can create personal conflicts sometimes if people do not have a better relationship.
Notice board:
Most of the organizations hang or put important business information in their notice board. Notice board is a good way of communication because the manager just updates information on the notice board and everyone can see or read the messages. The Notice board also helps the organization to increase its co-operation between different departments. The good side of the notice board is manager can save time and it does not need any costs. The negative side is managers must be updated notice boards because if it is not updated sometimes employees get wrong messages.
Telephone:
A telephone is widely used is all the organizations to communicate with different departments and different parties who are related to the business. It is very easy to use anyone who can ask any information from the department group just to make a call or send the information it increases the operational effectiveness. By communicating regularly with different department organization can easily make a better relationship with their co-workers. The negative side of the telephone is much more expensive than the email, face to face and notice board. Another drawback of telephone communication is sometimes people miss the information and it hampers the organizational process.
Meeting:
The meeting is one of the most common ways of communication. Managers regularly arrange a meeting with their employees to discuss different organizational issue. Meeting is very effective because employees and managers can talk to each other which can solve the organizational problem easily (Rush, M., 2018). The con of meeting communication is it requires a long time to make organizational decisions and it is also an expensive process. Nowadays most of the companies arrange video conferencing with all of their employees instead of meeting because it works similarly but cost-effective.
2.1 Principles of better communication
An organization should follow some steps when they make communication with different parties of the organization and these are describing in the following-
Define goals and expectation
When people make a communication they should define the goals and expectations to the receiver or the employees. When employees know exactly what to do they perform according to this which helps companies to achieve organizational objectives.
Completeness:
The messages, instruction or the information shared through the different communication channel it must be complete information because if the information is incomplete it can arise confusion (Picardi, R. P. 2001).
Deliver the message clearly:
The messages or information send to a team, department or individual must be clear and straightforward so people can understand easily.
Select the right communication medium:
Face to face communication allows people to do direct communication, email is good for written communication because of this sender should analyze the circumstances and choose the right communication medium to give information (Picardi, R. P. 2001). A manager should take time to think about the best medium to give the message of his employees effectively.
Conciseness:
Information that going to be share must be short, relevant and concise so the receiver can understand easily.
Correct:
The sender must be assured the information is accurate before sending this to the receiver because inaccurate messages negatively affect the organizational operation.
3.0 Analysis and Discussion
The implication of communicating through email is that it is a good way to keep connected with all the relevant people of the organization. It is the best way to communicate and develop internal communication with the employees, colleagues to make the communication conflict-free (Joseph, 2015). Email communication is in written communication form and it has the validity to develop the communication mechanism for future references to deal with any previous dealings to get clarity from the previous email to solve the problem. So, to utilize the effectiveness of communication principles, email communication must have the requirement of email clarity in proper format feedback is must, the correctness of email language as well as spelling, completeness needs to follow.
The implication of communication to develop body language of both parties could be evaluated in a face to face communication to communicate easily and the aspect of facial expressions could be well known and understood while talking or discussing the problem or subject matter, and it is very easy to interpret signals of nonverbal communication while it is done face to face communication. It is well for persuasion, decision-making, leadership, accountability, and to focus on the specific issues. So, to utilize the effectiveness of communication principles, face to face communication must-have the requirement of attention need to follow.
The implication of notice boards in internal communication has a great impact to deliver the message to all the employees from a particular area (Wiley, 2018). It is a good way of communication because it improves the internal relationship among the employees as manager just update information on the notice board and everyone can see or read the messages. As a result, it may reduce conflict in communication. So, to utilize the effectiveness of communication principles, notice board communication must-have a requirement of clarity of the notice, the correctness of language as well as spelling, completeness of notice and conciseness of notice is needed to follow.
The implication of telephone communication has a great role in responding immediately to deal with the problem or going through the process of the decision-making process (Shelly, 2018). To communicate with different departments and to achieve the collaboration of interdepartmental communication telephone is a great medium. Overall, it increases operational effectiveness. So, to utilize the effectiveness of communication principles, telephone communication must have the requirement of proper attention and simplicity is need to follow.
The implication of meeting is that it develops the practice of participatory communication management and democracy practice in terms of communication to determine the effectiveness of internal communication and it must increase the efficiency of communicating with diverse people to deal with the problem solve and decision-making process (Reily, 2016). Meeting increases the effectiveness in communication because members in the meetings can talk to each other which can solve the organizational problem easily. So, to utilize the effectiveness of communication principles, a meeting must have the requirement clarity, proper feedback, proper participation and attention is a need.
Therefore, presentation skill is the core strength area for communication whereas shyness is the weakness to communicate mass people. In that, there are some ways to deliver good communication skill like (Barnwell, 2015),
- The way of communication should be user friendly for both parties
- The clarity of the subject line is a must to avoid the conflict.
- It is required to avoid a load of sentences while writing a message for communication rather it is wise t be concise and simple.
- Develop the presentation skill with regular practice and participation in each case of communication.
- Feedback from the opposite partner is must be needed.
4.0 Conclusion
It could be concluded that the best ways to recover the barriers in communication just to follow the principles of effective communication and then it will be easy to develop better internal communication for facilitating inter-department cooperation and communication within the organization.
5.0 References
Barnwell, D., 2015. Overcoming Communication Barriers. Journal of Management, pp. 152-158.
Fusion, J., (2018), ‘Face-to-Face Communication in Business’, Business Communication and Etiquetti
Joseph, 2015. Email in Internal communication. Business Communication, pp. 12-28.
Klient, (2018), ‘Uses of Email in Business Communication’, Business Communication, pp. 16-26.
Marsha, S. (2007), ‘Effective workplace communication’, Skills for success in life and on the job, 4th edition, Indiana polis publications
Picardi, R. P. (2001), ‘Skills of workplace communication’ Quorum books
Reily, 2016. Effectiveness of Meeting. Management, pp. 119-128.
Rush, M., (2018), ‘Principle of Effective Business Communication’, Business Communication and Etiquetti
Shelly, 2018. Internal Communication and Telephonic Communication. Business Communication, pp. 85-92.
Wiley, 2018. Internal Communication: Notice Board. Business Communication, pp. 01-10.
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