Forms of Business Communication
In the second week we learnt of the non verbal communication which are listening and communication. This concept is a critical factor and has always been considered a crucial component in any business environment. The defining attributes of non verbal communication include silence, empathy, attention to both non verbal and verbal communication. Additionally, listening is a conscious act that requires conscious commitment from the listener. This paper will analyze the main forms of business communication. What are the rules of business communication to follow. What is the significance of non-verbal communication in business communication? How are things with business communications in different countries?
Business communications is the interaction of business partners, aimed at organizing and improving one or another type of activity. This process of transmission and perception of information has its own goals and objectives that must be achieved and solved for the successful cooperation of the parties. When business communication must comply with certain ethical standards that facilitate the rapid search for answers to controversial issues and out of difficult situations (de Jager & Brown,2016). How the minds of entrepreneurs are arranged The brain of an entrepreneur does not work in the same way as in most people. This view gets more and more scientific evidence through research. We have prepared a useful article in which we tell how entrepreneurial thinking differs and how to train it.
Functions, Role and Features of Business Communication For any business, it is very important to form productive relationships and efficiently use your own resources. Well-established communications allow the organization to achieve the best results at all levels of its activities and achieve its managerial goals. In the course of a business conversation, the subjects exchange information, ideas, and express their points of view on certain issues. Today, the concept of business communication is interpreted in three ways. The first is that communication is a means of connecting any objects of the material and spiritual world (Sheel, Sindhwani, Goel & Pathak, 2012). That is, it is a certain structure, acting as a kind of intermediary between individual and socially-conscious information. In accordance with the second interpretation, communication is communication in which information is exchanged between subjects of interaction. And finally, the third option: communication is the transfer and mass exchange of information to influence society and its main components.
Communication is an essential human need. They are very important for his personal and professional life, as well as organizational activities. If communication is carried out in the sphere of official relations, then it is a business one and its goal is to solve specific problems or achieve the desired results taking into account the interests of all its participants (Ulmer, Sellnow & Seeger, 2017). . Improving management efficiency and making the necessary rational decisions for this is very helpful to correct communication. The process of business communications gives rise to ideas that are later transformed into solutions for the business. However, the basis of all types of management activities is the exchange of relevant knowledge and data.
Rules of Business Communication
professional business communication can be defined as the interaction of partners, the purpose of which is to organize and optimize a certain activity, be it scientific, industrial, service or other The objectives of listening and communication concept are to establish productive and mutually beneficial cooperation, bringing together positions and tasks, improving partnerships. In contrast to the personality-oriented interaction, the subject of which is the nature of the relations of its participants, communication in business communication pursues goals that go beyond the limits of the communication process. Within the framework of such a conversation, people communicate with each other using nonverbal cues in order to solve a common for all, specific task of the enterprise, and this forces people to behave within certain limits.
Business communication is characterized by the following features: All participants of communication are interconnected (Brink & Costigan, 2015). At the same time, likes, dislikes, and formal restrictions do not play any role. The parties to business communication interact in accordance with conventional restrictions, that is, they comply with legal, social norms and regulations (they act on the basis of instructions, protocol, internal regulations, traditions at the enterprise, and so on). Participants adhere to formal role-playing principles of interaction, taking into account their positions, rights and functional duties, they remember about subordination and business etiquette (Cenere, Gill, Lawson & Lewis, 2015). . Communication in business communication is largely formalized, detached, “cold.” This is due to a rather strict regulation of the tasks and motives of the parties, the ways of communication between them. Every employee of the enterprise follows a certain behavioral set.
The environment in which business communications are conducted is rather specific. Due to the fact that in any organization a hierarchy is built, relations between subordination, dependence and inequality are firmly established between departments and employees. As a result, often there are difficulties with the effectiveness of feedback, the transfer of complete and accurate information on the hierarchy steps. According to (Kelly, 2018) only 20-25% of information emanating from an employee of the top management comes to the direct executors and is interpreted by them correctly. This is due to the distortion of information, and the reluctance of the management to tell subordinates in detail how the company is doing in general (employees are required to clearly follow specific instructions without any further questions).
At the same time, people tend to think of the available data. To avoid such problems, all decisions, orders and orders are best recorded in writing, and also not forget that it is through feedback that the most effective interaction of all steps of the hierarchical pyramid in the company can be achieved. In the activities of any enterprise is very important exchange of information. If there are no internal and external communication links or they do not work, the company ceases to function normally (Goldberg & Rosenfeld, 2014). . This can be explained by the following reasons: it takes a long time for department heads to find and process the necessary information; data is duplicated, since the same information is provided by various sources to departments of the company and management; some departments and some heads lack information, while others, on the contrary, are “loaded” with it; employees are not aware of how the company works, what goals it sets for itself, what position it occupies in the market; orders of higher-level persons in an organization as a result of this are often carried out inaccurately, the process of interaction between employees and departments of the company is disrupted, and so on.
Significance of Non-Verbal Communication in Business Communication
That is why one of the main management goals in an enterprise is to form a communication system. It is necessary to develop and launch it, and then constantly monitor how it functions. Communication in business communication is an important working tool whose purpose is to provide people with an understanding of their organizational roles and integrate organizational relationships. For a manager of any level, the importance of information exchange is difficult to overestimate. In accordance with expert data, from 75 to 95% of working time employees spend on business communication. That is why for effective performance and good results, it is important that the manager competently lined up communication, applying high-quality practical skills. A specialist should competently conduct dialogues, meetings, negotiations, meetings, work with documents, and so on (Hargie, 2016). Business communications are carried out in order to achieve the following goals: to establish effective interaction based on information exchange and meeting the need for communication; improve interpersonal relationships; regulate and optimize the behavior of company employees; establish effective information channels directly within and outside the company; to ensure the implementation of the plans of the company
In ten years I wish to be in the management level in the career that am in. Therefore, the two main concept that will help me in my career are listening and non verbal communication skills. The ability to establish contacts, to cause trust and sympathy of his interlocutors will be useful to any person – both in personal and professional fields. This can be learned using special psychological techniques, for example, the technique of active listening.
This helps one to create an atmosphere of comfort and trust, and their clients to express or more fully realize their feelings and experiences. If this technique is used in business or everyday communication, the interlocutor opens in the same way, feeling that he is supported and willing to understand (Guffey & Loewy, 2015). In addition, active listening can neutralize the emotions of resentment or anger, and therefore, nullifies the possibility of conflict.
Many people think that “listening actively” means giving and nodding your head, although in fact you can disagree with what you heard or even think about something else. Sometimes – even ask again or repeat what was said in your own words to show attention and interest. However, this behavior in the conversation – is not active listening. All these skills help in the following ways;
Business Communications in Different Countries
demonstrates interest – turns to the interlocutor, slightly repeating his position and leaning slightly in his direction;
supports and encourages – says: “I am interested, continue,” “I have enough time, it is important for me to hear what you say”;
specifies – asks to tell about additional details, says: “Did I understand correctly that .”;
Paraphrasing – repeats what he hears in his words, highlighting the most important, summing up. The interlocutor can change or correct his point of view, having heard it from other lips;
develops the idea – picks up the partner’s train of thought, shows that he understands the logic of his reasoning;
expresses his attitude – he says: “What you said is very important,” “Your words touched me”;
shows understanding – shows that the interlocutor’s feelings are natural, that another in his place would have experienced the same thing.
Invaluable attitude. You maintain a neutral positive attitude and recognize the right of another person to differ from you and have an opinion. You do not seek to agree with him or convince him. You respect his personality and views.
Goodwill and courtesy. You keep calm and avoid categorical statements. Make contact and look into the eyes of the interlocutor with attention and participation, but not experiencing. Encourage him to speak, but do not ask too many questions and do not interrupt, even if he speaks very emotionally and for a long time. And also do not rush him and do not strive to fill the pause, if he pauses.
Sincerity. You must really want to listen and understand your interlocutor. If you are not interested and you resort to the technique of active listening just like that, you better not use it at all. It will not bring any results, you will not get to the point, trying to unravel the causes of the behavior or mood of your partner, and he will most likely be disappointed and the conversation will be spoiled. If you are tired, not feeling well or are not disposed to have a serious conversation – postpone the conversation or just let the person speak out, but do not substitute formal active present listening with formal politeness (Bovee & Thill, 2014). Do the same if your partner is not ready to talk and avoids talking about your problems or feelings.
Proper behavior and a sincere desire to listen and understand the interlocutor will make communication trustful and more pleasant, will allow your partner to let off steam and speak out, say more than he intended, without manifestations of aggression or hostility. Only in this way will you be able to get to know him and build a more positive and effective relationship. All this will help in my career growth in my field.
References
Bovee, C., & Thill, J. (2014). Business communication today. Pearson Higher Ed.
Brink, K. E., & Costigan, R. D. (2015). Oral communication skills: Are the priorities of the workplace and AACSB-accredited business programs aligned?. Academy of Management Learning & Education, 14(2), 205-221.
Cenere, P., Gill, R., Lawson, C., & Lewis, M. (2015). Communication Skills for Business Professionals 7. Cambridge University Press.
de Jager, T., & Brown, I. (2016, September). A Descriptive categorized typology of requisite skills for business intelligence professionals. In Proceedings of the Annual Conference of the South African Institute of Computer Scientists and Information Technologists (p. 14). ACM.
Guffey, M. E., & Loewy, D. (2015). Essentials of business communication. Nelson Education.
Goldberg, D. M., & Rosenfeld, M. (2014). People-Centric Skills: Interpersonal and Communication Skills for Auditors and Business Professionals. John Wiley & Sons.
Hargie, O. (2016). Skilled interpersonal communication: Research, theory and practice. Routledge.
Locker, K. O., & Kaczmarek, S. K. (2009). Business communication: Building critical skills. New York, NY: McGraw-Hill Higher Education.
Kelly, A. C. (2018). The intercultural communication of the business world: A review of the literature and application to Colombian and English-speaking professionals.
Sheel, S., Sindhwani, B. K., Goel, S., & Pathak, S. (2012). Quality of work life, employee performance and career growth opportunities: A literature review. International Journal of multidisciplinary research, 2(2), 291-300.
Ulmer, R. R., Sellnow, T. L., & Seeger, M. W. (2017). Effective crisis communication: Moving from crisis to opportunity. Sage Publications.
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