Effective Business Communication

• Business communication shares information between people inside and outside a company.
• The purpose is to promote an organizations goals, objectives, and activities, and to increase profits.

Importance of Effective Communication

• Internal communication involves the exchange of messages between members of the same organization.
• External communication involves the exchange of messages between an organization and outside entities.
• External entities include customers, suppliers, and investors.
• One-way communication transmits a message that requires no feedback.
• Two-way communication happens when the receiver responds to the message received.
• Formal communication is channeled through an organization's structure and is usually recorded.
• Informal communication happens outside official channels and is usually not formally recorded.

Process and Qualities of Effective Communication

• To communicate effectively one needs to be clear and unambiguous
• To communicate effectively one should consider the context and the sender
• To communicate effectively one must ensure the receiver can access the information
• To communicate effectively one must be timely and appropriately detailed

Benefits of Effective Communication

• Minimizes mistakes by managers and employees.
• Helps everyone in a business understand their role and what is expected.
• Ensures that the business's values and objectives are clear.
• Provides customers with necessary information about goods and services.
• Reduces business costs.
• Helps businesses take advantage of new opportunities

Methods of Communication

• Businesses use a variety of internal and external communication methods.
• The choice of communication methods may be limited in specific situations.

Verbal Communication

• Formal verbal communication is done through meetings, interviews, presentations, and lectures
• Informal verbal communication includes face-to-face conversations and telephone calls.
• Strengths of verbal communication includes that video and phone calls connect people in different locations.
• Strengths of verbal communication includes face-to-face communication containing facial expressions, body language, and tone of voice to enhance understanding
• Real-time communication allows for quick information exchange and query/dispute resolution.
• Time and distance constraints in verbal communication can be weaknesses.
• The need for listening skills can be a weakness in verbal communication
• Internet or audio/video issues can hinder verbal communication, which is a weakness.

Visual Communication

• Formal visual communication incorporates presentations, displays/noticeboards, maps, and diagrams.
• Informal visual communication includes gestures and body language.
• Videos, charts, photographs simplify complex communications, and may be used by a manager showing sales figures using a pie chart in a meeting.
• Limited feedback may require follow-up to check understanding in visual communication.
• Verbal or written explanations may be needed to support some diagrams/charts.

Written Communication

• Formal written communication includes reports, letters/emails, press releases, and brochures.
• Informal written communication includes text and instant messaging.
• Written communication provides a record that can be reviewed later.
• Instant messaging (WhatsApp, Slack) enables fast, real-time communication for quick exchanges or urgent matters.
• Written communication can be misunderstood or lack context.
• Literacy and/or technical skills are needed for written communication

Recommending Communication Methods

• Businesses customize their communication methods and style over time.
• Limited budget small businesses may use posters, leaflets, and social media for customer communication.
• Larger businesses with bigger budgets can use TV and billboard promotions

Barriers to Communication

• Barriers to communication impede the flow of information and lead to misunderstandings, conflict, and inefficiency