Business Communication: Definition, Types & Importance PDF

GROUP 1 Business Communication : Its Basic Concept and Characteristic Agenda Business Communication The Changing Workplace Definition Organizational Communication Language in Business The Importance of Business T...

GROUP 1 Business Communication : Its Basic Concept and Characteristic Agenda Business Communication The Changing Workplace Definition Organizational Communication Language in Business The Importance of Business The Technology in Business Communication Skills The Role and Importance of Technology in Business Why We Do Communicate? The Impact of Technology in Basics for Communicating Business Effectively What is Business Communication? The process of sharing information between people within and outside a company to achieve organizational goals. It involves various forms of communication, such as verbal, written, and digital, and is crucial for the effective functioning of any business Effective Business Communication: Clarity Medium Consistency Feedback Structure Ethics Relevancy  Types of Business Communication Internal Communication This occurs within the organization and includes formal and informal communication. Examples include emails, memos, and meetings. Internal communication plays a pivotal role in keeping employees well informed about company policies, goals, and expectations. Internal Communication Benefits of Internal Communications: 1. Keeping Employees Informed. 2. Establishes Employee Connections 3. Builds a Positive Workplace Environment. Internal Communication Example Methods for Internal Communication: Written Communication: Emails, reports, and memos. Verbal Communication: Meetings, phone calls, and presentations. Digital Communication: Video conferences, instant messaging, and social media.  Types of Business Communication External communication involves communication with people outside the organization, such as customers, suppliers, and stakeholders. Examples include marketing materials, customer service interactions, and public relations efforts. In essence, external communication is communication between a company and any people, organizations, or businesses outside that company.  Types of Business Communication External communication Example of External Methods of Communication: Maintaining good relationships with existing customers. Sharing news and developments about the business. Building brand identity. Improving brand awareness. Communicating with suppliers.  Types of Business Communication External communication examples of external communication tools: Email Press releases Website content Presentations/brand information. Newsletters Live events & conference Social media  Types of Business Communication Formal and Informal communication Formal communication follows established channels and protocols, such as official reports and corporate announcements. Informal communication happens through casual conversations, social interactions, and unofficial channels, which can also significantly impact organizational culture and employee engagement. Types of Business Communication Written and Verbal communication Written communication includes emails, reports, and memos, requiring clarity and precision. Verbal communication encompasses meetings, presentations, and phone calls, where tone and delivery play a crucial role in effectiveness. Types of Business Communication Non-verbal communication This includes body language, facial expressions, and other forms of non-verbal cues that can convey messages and emotions. Understanding and interpreting nonverbal signals are essential for effective communication. LANGUAGE IN BUSINESS  Language is important to online business A major survey with nearly 9,000 consumers globally found that 76% of those who shop online prefer websites that offer information in their native language. The results reveal that: - 40% of respondents would not buy from websites that lack content in their native language. - 65% prefer online content in their own language, regardless of its quality. - 73% want product reviews available in their language. - 66% make use of online translation services.  Advantages in learning other languages Learning foreign languages has a lot of advantages. Being skilled in languages besides your own can really boost your job opportunities and help you move up in your career, especially as more companies operate globally and remote work becomes the norm. According to a 2019 survey by Rosetta Stone, 35% of people in hiring or management roles said that knowing another language helped employees achieve things like: - Getting job offers. - Receiving interview invitations. - Earning recommendations for promotions or raises. Best languages to learn for international business When deciding on a language to learn, it's important to think things through. You should consider where international business is happening, what industry you're interested in, and which language is most common in that field. Being skilled in a second or third language can really change your career path and improve your current job or any professional role you might have. The five top languages 1. English 4. French 2. Mandarin Chinese 5. Arabic 3. Spanish The Importance of Language Proficiency in Business: Top Five Reasons. 1. Access to Global Markets 2. Building Strong Relationships 3. Understanding Local Culture 4. Competitive Advantage 5. Problem Solving and Informed Decision-Making The Importance of Business Communication Skills WHAT ARE BUSINESS COMMUNICATION SKILLS? Strong business communication skills are really important for professionals to share information well in the workplace. These skills cover basic communication techniques like active listening and also include important methods for building professional relationships, such as negotiation and networking. EXAMPLES OF BUSINESS COMMUNICATION SKILLS: Collaboration Skills Active Listening Negotiation Skills Feedback and Input Diplomacy Skills Delegation Skills Non-verbal Written Communication Communication Presentation Skill Conflict Resolution Public Speaking Skills Decision-making Skills THE IMPORTANCE OF BUSINESS COMMUNICATION SKILLS: 1. Valued in the Workplace Being able to listen well, express your thoughts clearly, and create a friendly environment is really valuable in any workplace. This includes a variety of skills like: - Paying close attention to what others say and showing real interest in their ideas - Handling phone calls in a professional way - Encouraging teamwork and interaction among colleagues - Clearly stating your thoughts or questions - Convincing others effectively. THE IMPORTANCE OF BUSINESS COMMUNICATION SKILLS: 2. In Demand by Businesses The skills that employers really value include: - Communication (both written and verbal) - Organizational skills - Teamwork - Critical thinking - Analytical skills Communication skills remain one of the most highly demanded attributes by employers, as indicated by research from LinkedIn. THE IMPORTANCE OF BUSINESS COMMUNICATION SKILLS: 3. Helps your career progression 4. Allows you to speak concisely 5. Builds better rapport with customers 6. Influences how you learn 7. Enhances your professional image 8. Building better teams 9. Preventing misunderstandings and conflict 10. Improving customer service 11. Meeting goals and earning success 12. Promoting creativity and innovation  Why do we Communicate? Why We Do Communicate? In everyday life communication helps us build relationships by allowing us to share our experiences, and needs, and helps us connect to others. It's the essence of life, allowing us to express feelings, pass on information and share thoughts. We all need to communicate specially in business it is an important skill a human must have in order to excel in this aspect. Basics of Effective Communication Basics of Effective Communication 1. Understanding the Purpose 2. Clarity and Conciseness 3. Active Listening 4. Non-Verbal Cues 5. Feedback Loop Basics of Effective Communication 6. Empathy and Emotional Intelligence 7. Adaptability 8. Avoiding Assumptions 9. Environment and Setting 10. Continual Learning Changing Organizational Communication Workplace:  WHAT IS ORGANIZATIONAL COMMUNICATION?  ORGANIZATIONAL COMMUNICATION Organizational communication refers to the flow of information around an organization. It enhances the effectiveness of communication since, communication is crucial for smooth operations and achieving organizational goals. Enhances decision-making, problem-solving, future planning, and overall productivity as it reduces Ambiguity and unclear information that make problems more challenging TYPES OF ORGANIZATIONAL COMMUNICATION FORMAL INFORMAL FORMAL COMMUNICATION Definition: Structured information flow adhering to organizational hierarchy FORMAL COMMUNICATION Definition: Structured information flow adhering to organizational hierarchy TYPES OF FORMAL COMMUNICATION VERTICAL HORIZONTAL  VERTICAL Upward Communication: From lower to higher levels (e.g., reports, feedback, exit interviews). Downward Communication: From higher to lower levels (e.g., group meetings, company publications). HORIZONTAL Exchange of information at the same organizational level (e.g., department meetings, workshops). HORIZONTAL  INFORMAL COMMUNICATION Definition: Unstructured and spontaneous interactions.  INFORMAL COMMUNICATION 1.Single Strand Chain – Transfer information from Person to Person 2.Cluster Chain – Transfer information from Person to Cluster of People 3.Chain of Probability – Transfer information from Person to a Random Person 4.Gossip Chain – Transfer information from Person to a Group people  INFORMAL COMMUNICATION Importance: Fosters relationships and can expedite problem- solving. Considerations: Balance between effective informal communication and potential distractions or gossip. Technological Channels in Organizational Communication 1. Email Use: Formal and informal communication; essential for documentation and correspondence. 2. Instant Messaging Apps Use: Real-time, informal communication; quick updates and team collaboration (e.g., Slack, Microsoft Teams). 3. Video Conferencing Software Use: Virtual face-to-face meetings; crucial for remote work and presentations (e.g., Zoom, Google Meet). Technological Channels in Organizational Communication 4. Internal Social Media Sites Use: Enhance internal communication and employee engagement (e.g., Yammer). 5. Chatbots and Audio Notes Use: Efficient for routine inquiries and conveying tone; useful for quick updates (e.g., Otter.ai for audio notes). TECHNOLOGY IN BUSINESS THE ROLE AND IMPORTANCE OF TECHNOLOGY IN BUSINESS TECHNOLOGY Why is technology important in business/businesses nowadays? THE ROLE OF TECHNOLOGY IN BUSINESS As the time goes by, technology will only play a bigger role. The use of Modern Digital Tools Saves critical time and expedite processes. IMPORTANCE OF TECHNOLOGY IN BUSINESS ENHANCED COMMUNICATION AND COLLABORATION INCREASED EFFICIENCY AND PRODUCTIVITY ENHANCED SECURITY AND RISK MITIGATION MARKET EXPANSION AND GROWTH EMPLOYEE EMPOWERMENT AND ENGAGEMENT COMPETITIVE ADVANTAGE  Technology has completely changed the way that businesses operate, and today, more than ever, they want to use it to increase employee productivity, establish brand awareness, and increase profits. Technology has revolutionized several commercial domains, such as accounting, data gathering, sales, and digital marketing. Businesses can now operate across multiple places because to globalization. This is a scenario that has been made easier by the exchange of technology and communication between countries and their customers. Businesses can either keep production local yet sell both locally and internationally, or they can outsource production while selling both domestically and worldwide.  Cybersecurity is a top priority for organizations since every organization has information that they want to be shielded from rivals, hackers, and other parties attempting to harm the firm. Businesses can now assist both internal and external customer service initiatives with the use of technology. technology allows organizations to assess employee satisfaction levels and, consequently, make more informed and superior judgments. THANK YOU FOR LISTENING