Business Communication

 Introduction

                           Communication is the activity of conveying information. The word communication has been derived from the Latin word "Communis", meaning to share. It basically involves a sender, a message and a receiver. Communication is giving, receiving or exchanging ideas, data, information, signals or messages through appropriate media, enabling individuals or groups to persuade to seek information, to give information or to express emotions. Communication is usually a two way process. 

                      Communication is a continuous and dynamic process involving more than one person. It is cyclic process denoting continuous flow of information. It essentially involves sender, message and recipient. The sender conceives ideas and encodes them into suitable medium, sends them through appropriate channel such as email, phone, speech to the recipient. The recipient decodes the message, understands it and encodes feedback and sends it to the sender. The process continues.                           Communication is the sum of all the things one person does understanding in the mind of another. It is a bridge of meaning. It involves a systematic and continuous process of telling, listening and understanding. 

                        Communication is as important and meaning full in individual life as in the society. Individuals make friends, buildup relationship and lead a true social life through communicating effectively with the fellow beings. Communication is the lifeline of a business organization. It is essential for realizing the objectives of an organization. It is also known as blood stream of an organization. 

                       Business communication is used to promote a product, service or organization, relay information within a business; or deal with legal and similar issues. It includes a variety of topics including; consumer behavior, advertising, public relations, corporate communication, research and measurement, reputation management and event management. It is vital that internal communications are managed properly because a poorly crafted message could foster distrust or hostility among employees.       

                       Business communication is goal oriented. The rules, regulations, and policies of a company have to be communicated to people within and outside the organization. Business communication is regulated by certain rules and norms. In early times, business communication was limited to paper - work, telephone calls, etc. But now with advent of technology, we have cell phones, video conferencing, emails, satellite communication to support business communication. Effective business communication helps in building goodwill of an organization. 

Business communication can be divided in two categories : - 

1) Oral Communication 

                 An oral communication can be formal or informal. Generally business communication is a formal means of communication like: meeting, interviews, group discussion, speeches, etc. 

2) Written Communication

                      Written Communication means, to communicate the plan, ideas, projects, etc. in writing. It includes agenda, reports, manuals, notes, vouchers, etc. 

Flows Of Business Communication

In an organization, communication flows in 5 main directions. And they are explained below.   

1) Downward Flow Of Business Communication

                           In this type of communication, the messages flows from a higher level in an organization to a lower level in an organization. In other words, communication from superior to subordinates in a chain of command is a downward communication. this communication flow is used by the managers to transit work - related information to the employees at lower levels. Downward communications is used by the managers for the following purposes: providing feedback on employees performance, giving job instructions, communicating the organizations mission and vision to the employees, highlighting the areas of attention. 

2) Upward Flow Of Business Communication

                          In this type of communication, the messages flows from a lower level to higher level in an organization. The subordinates or lower level use upward communication to convey their problems and performances to their superior. The subordinates tell how well they have understood the downward communication. The employees to share their views and ideas and to participate in the decision making process. Grievance Redressal System, complaints and suggestion box, job satisfaction surveys, etc. all help in improving upward communication. 

3) Lateral / Horizontal Business Communication

                           In this type of communication the messages flows from same levels of hierarchy in an organization. i.e. communication between peers, between managers at the same level of an organization. The benefits of horizontal communications are : - a) It is time saving. b) It facilitates co-ordination of the task. c) It provides social and emotional assistance to the organizational members. c) It helps in solving various organizational problems. d) It used for resolving conflicts of a department with other department or conflicts within a department. 

4) Diagonal Business Communication 

                            Communication that takes place between a manager and employees of other work groups is called diagonal communication. It generally does not appear on organizational chart. 

5) External Business Communication

                            In this type of communication, the messages flows from a manager in an organization to external groups, such as suppliers, vendors, banks, financial institutions, etc. 

Importance Of Business Communication

 1) Managerial Efficiency

                              Communication helps in the smooth operation of management. A managerial task can only be performed when the communication system is effective. 

2) Enhance Morale And Relations

                             Effective communication emphasizes the employees participation in management. It helps to build the employees morale and cordial industrial relations between management and employees. 

3) Effective Leadership

                               Effective leadership depends on effective communication. Two way communication helps in effective communication. A managerial leader must handle the subordinates. For ordering qualitative leadership is essential. And that can be obtained from a proper system of communication. 

4) Mutual Trust And Confidence

                         Mutual trust and confidence between labor and management are necessary for the effective movement of the organization. When there is effective communication, it helps to reduce misunderstanding and develop mutual trust. 

5) Better Decision

                             The success of an organization can be measured in better decisions. When the information, data and other facts are not effectively communicated , it hamper the decision making. So when the facts are communicated to concerned department, organization and person. It is easy to make decisions promptly. 

6) Staffing

                            When the information are correctly communicated in time, it helps in the function of selection, placement, socialization, promotion and transfer. 

7) Better Managerial Concern

                      All managerial functions such as planning, organizing, directing, controlling, staffing, budgeting, etc. can't be conducted without communication.     

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Conclusion

                       Business Communication is the communication that comes from a company, NGO, Organization or institutions and directed to their various public - goal. These may be internal employees, shareholders, etc., or external customers, media, governments, business associates, universities, general public, etc. Business communications therefore serves as a link between an organization and its public. 

                      The business communication is all about managing perceptions, effective and timely broadcasting of information, a positive corporate image and a positive relationship with all business stakeholders, organization, institution, government and non government agencies, they all need to have good image and reputation. Therefore, the business communication or corporate communication is a most important now a days.