Business Communication PDF

WRITTEN REPORT GROUP 5 MEMBERS: Milambilin, Nicko Mora, Maverick Paloma, Carl Heinz Portillo, Marjorie Joy Ubaldo, Rhea Elaine Business Communication Definition The process of exchanging information within and outside an organization to achieve business objectives, imp...

WRITTEN REPORT GROUP 5 MEMBERS: Milambilin, Nicko Mora, Maverick Paloma, Carl Heinz Portillo, Marjorie Joy Ubaldo, Rhea Elaine Business Communication Definition The process of exchanging information within and outside an organization to achieve business objectives, improve decision-making, and foster collaboration. Types of Business Communication Internal Business Communication Anything that is sent from a subordinate to a manager or someone higher up the organizational hierarchy is considered to be this form of business communication. Lateral Business Communication Communication among coworkers in the workplace is referred to as lateral communication. This could be interdepartmental communication or even departmental business. External Business Communication Any communication that deals with clients, potential clients, vendors, or partners is considered external communication. Roles of Business Communication Top to bottom Top-to-bottom communication is an organizational communication approach in which information flows from senior management. When major business choices are taken at the highest levels, businesses require an efficient method of communicating the decision throughout the organization. As a result, many firms adopt top-to-bottom communication to guarantee that information flows freely from senior management to IC-level personnel. Peer to peer A lot of our daily work depends on having a good connection with our co-workers. Being able to successfully interact with our colleagues assists us in getting our duties done by answering questions, exchanging information, and providing feedback. Not to mention that excellent communication can increase workplace fun and vitality. Bottom to top It is an organizational communication strategy in which information is disseminated throughout the corporation from lower-level managers and team members. While bottom-up communication is not as prevalent as top-down communication, it can be incredibly effective. It not only allows employees to contribute to higher-level decision-making, but also allows them to give feedback and have confidence that it will be forwarded to senior management. Importance of Business Communication Clear and effective business communication is critical for teams, employees, managers, and executives to perform their jobs and fulfill their responsibilities. Without the right processes and tools in place, the flow of information is interrupted and people are left in the dark. This can lead to serious consequences for the company, from unsatisfied employees and customers to lost profits. The transparent flow of information is an obvious overarching goal of a business communication process. Here are some deeper problems that successful business communication solves. 1. Email overload and lack of everyday productivity and clarity In many workplaces, people are simply overwhelmed by the number of messages they receive in a single day. In his book Message Not Received, Phil Simon said the average person receives 120-150 emails per day. Because of this, we can easily misplace or completely overlook a crucial piece of information in our inboxes. But with a business communication system in place, companies can reduce digital distractions and create space for ideas and thinking. 2. Horizontal and vertical communication silos Teams and departments don’t always exchange essential information. Sometimes there’s no direct way of reaching out to a department manager when there’s an issue inside a team. These silos form easily and often without anyone noticing but can easily be remedied with a business communication plan in place. 3. Poor communication with remote employees Remote work is here to stay. The State of Remote Work report from Buffer shows that 98% of employees would like to work remotely for at least some of the time: Among the struggles when it comes to working remotely are collaboration and communication, which indicates the value of the right communication systems in place. 4. Employee turnover/low employee engagement When the best workers from your organization leave, it puts your ability to serve customers at risk. It’s also expensive. Losing an employee can cost the business: But when companies communicate effectively, they are 50% more likely to report turnover levels below the industry average. 5. Poor customer service If there’s poor communication in an organization, two things happen when it comes to customer service: In fact, one study found that employee attitude improvement impacts customer satisfaction, which then results in an increase in revenue. Methods/Channels of Business Communication Business communication involves various methods and channels through which information is exchanged within an organization and with external stakeholders. Here are some common methods of business communication: 1. Email: Electronic messaging for formal written communication and document exchange within and outside the organization. 2. Face-to-face meetings: In-person gatherings facilitating direct communication, ideal for discussions, decision-making, and collaboration. 3. Video conferencing: Virtual face-to-face communication using technology, enabling real-time interaction for remote teams or clients. 4. Telephone/Conference calls: Voice-based communication over the phone, including conference calls for multi-participant discussions. 5. Instant messaging (IM): Real-time text-based communication for quick and informal exchanges within a team or organization. 6. Memoranda (Memos): Written documents conveying official announcements or updates for internal communication. 7. Presentations: Communicating information using visual aids, such as slides, in person or virtually. 8. Social media: Utilizing online platforms for business communication, including customer engagement and brand promotion. 7 C’s of an Effective Communication Whatever field you operate in, you will need to interact professionally with others to close deals or work on projects. The seven C’s of effective communication assist you in increasing productivity and engagement by communicating messages that your audience can simply understand. 1. Completeness It is necessary to communicate completely. The audience should receive all the information they require from it. The sender must take the receiver’s viewpoint into account and correctly relay the message. 2. Conciseness Conciseness implies wordiness, i.e. communicating what you want to say in the fewest words possible while maintaining the other C’s of communication. Effective communication necessitates conciseness. Here’s how concise communication helps- 3. Consideration Consideration entails “putting oneself in the shoes of others.” Effective communication must include the audience’s opinions, background, mindset, education level, and so on. Make an effort to imagine your audience, their needs, emotions, and difficulties. Make sure that the audience’s self-esteem and emotions are not jeopardized. Modify your message’s terms to meet the needs of the audience while keeping your it complete. 4. Clarity When you are able to transmit your thoughts and opinions into the recipient’s mind, you know communication is effective. You don’t want the recipient to make assumptions or have a hazy understanding of what you’re expressing. Only when they completely grasp your message will they be able to make the appropriate decision. It might occur when you employ plain and straightforward language to express your point to the recipient.  5. Concreteness Concrete communication entails being specific and explicit rather than vague and generic. Concreteness boosts confidence. Simply delivering your message through statements and questions will not captivate your audience. It is important to back up your claims with appropriate facts, numbers, and statistics. Otherwise, your audience will not know whether your message is genuine or not. 6. Courtesy Courtesy in a message indicates that the message should reflect the sender’s expression while also respecting the receiver. The sender should be honest, polite, prudent, contemplative, empathetic, and enthusiastic. 7. Correctness Communication correctness implies that there are no grammatical errors in communication. Information correctness or factual accuracy is important in both verbal and nonverbal communication. You must choose the appropriate words at the right time while also ensuring that the information is reliable. Etiquette of Business Communication Business communication etiquette refers to the set of norms, conventions, and practices that govern how individuals interact and communicate in a professional setting. Following proper etiquette in business communication is essential for maintaining professionalism, fostering positive relationships, and ensuring effective communication. Here are some key aspects of business communication etiquette: First, We must introduce ourselves. It is polite to introduce yourself when you start a new job or meet a new coworker. Saying your name and shaking their hand firmly but briefly will accomplish this. Arrive on time. Develop the habit of being on time for work. Make sure you have enough time to prepare for the day before work. Also, leave sufficiently early if traffic is heavy on your way from home to work. Dress to Impress. Make sure you are aware of the dress code for the workplace before starting your tenure of work. More workplaces have adopted more relaxed dress standards. Keep in mind to still dress in a style that makes everyone feel at ease even if this is the way things are at work. Listen, Speak, and Discuss. Find out the communication style of your team. For instance, some groups would rather discuss projects via instant messaging apps so that participants can review the specifics at a later time. Asking a quick query in person, however, would be more suitable. Business Communication vs. Organizational Communication Business communication and organizational communication are related concepts, but they have distinct scopes and focuses within the broader field of communication studies. Here are the key differences between business communication and organizational communication:  Business Marketing communication communication Scope Primarily focuses on the Encompasses a broader communication processes scope, addressing and activities related to the communication processes business or commercial within the entire aspects of an organization. organization. It includes It encompasses both business-related interactions with external communication and stakeholders (customers, internal communication clients, suppliers) as well that pertains to the overall as internal communication functioning of the within the business organization, including its context. culture, structure, and internal relationships. Context Often emphasizes Takes a holistic approach, communication related to considering specific business communication in the functions, such as context of the entire marketing, sales, customer organization. This includes service, and external communication about relations. It is more organizational values, focused on achieving policies, and the overall business goals and work environment. objectives. Purpose Primarily geared towards Aims at fostering a positive achieving business organizational culture, objectives, such as enhancing employee promoting products, engagement, and attracting customers, and facilitating effective ensuring efficient business collaboration among operations. members of the organization. Internal vs. External Includes both internal and Encompasses both focus external communication internal communication but may place a stronger among employees and emphasis on external external communication communication to reach with various stakeholders customers, clients, and but is broader in its other stakeholders. consideration of the entire organizational context. Interdisciplinary Often integrates elements Takes a more approach from marketing, public interdisciplinary approach, relations, and other incorporating insights from business-related organizational behavior, disciplines. management, sociology, and psychology to understand communication  within the organizational context. Communication Barriers We jeopardize ourselves and others when we fail to communicate properly, regardless of the mode of communication: spoken, nonverbal, written, listening, or visual. Apart from physical and technological hurdles, there are a few communication barriers that every employee and management should seek to eliminate. Cultural differences Understanding cultural differences in communication is critical. You must think globally; remember that in Japan, one’s surname comes before their given name. There may also be regional differences within the organization’s limits, and failing to appreciate cultural differences could insult someone. Inability to listen to others Active listening is a significant component of effective communication. You can’t engage with someone if you’re not listening to them because you’ll make assumptions about their needs based on your preconceptions rather than facts. Lack of transparency and trust When there is a lack of transparency and trust, it is difficult to express anything. For example, if your employees believe you are withholding something, they will be worried, and some will speculate, making it more difficult for them to absorb any attempt you make to communicate with them. Communication style Everyone has a unique style of communicating. Some people are quite straightforward, while others choose to be more oblique. Some employ specific facts, while others rely on broad strokes, and so on. Sometimes one individual is so entrenched in their communication style that they find it difficult to communicate with others who use a different style. Conflicts in the workplace Conflict can arise for a variety of causes, and when it happens, it impedes efficient communication. What is crucial is that you strive to resolve the issue, not the nature of the conflict. When disagreement is not resolved, it escalates, and individuals begin to take sides, making effective communication even more difficult. 10 Differences Between Business Letter & Personal Letter Written communications are very different from verbal ones. And when it comes to personal and professional writing both are completely different poles. A proper business communication requires being set according to professional courtesy. There are certain predetermined organizational structures that need to be followed. Personal written communication on the other hand does not require following any set rules and can be written with a lesser formal approach. Personal business letters are written to concern personnel regarding issues where information is exchanged with suppliers, customers, banks, insurance companies and external parties. Whereas in a personal letter you exchange personal or family affairs with friends, teachers, students, lovers, family and relatives. 1. Personal business letters are formal written communication between colleagues with the same objective but work for different companies. It helps a great deal in maintaining professional relationships and developing contacts within your network. On the other hand a personal letter is a communication between friends for strictly non-official purposes. In this case, a handwritten personal letter is also legible. 2. The format of personal business letters is normally kept formal. They have single spacing, are left justified with no paragraph indentation. They strictly have to be typed. Personal letters on the other hand require following no set format. It is up to the writer to decide on what and how he wants to write the letter. 3. The language is kept very formal in personal business letters. Salutations and closings are chosen very carefully to the most professional business sentiment. Colons are used more often (for example, RE:, DATE:). Personal letters require no such formalities. Because of their informal tone, senders often ignore the basic punctuation and capitalization standards. 4. Personal business letter has a lot of business related issues and information to include. Whereas personal letters are restricted only to personal or family affairs. 5. Personal business letters are normally kept short and to the point. One does not go for useless exaggeration in such letters as none has the time to kill in leisure in the business world. Whereas in personal letters, length does not matter. All you need is to convey the right sentiment in the right way. 6. Personal business letters are categorized according to its purpose. However, personal letters do not fall into any set categories. 7. Salutations in personal business letters are kept formal. Examples may be Sir, Dear Sir, and Dear Mr. X etc. In the case of personal letters, salutations are not at all formal. You may use Dear Friends, My Dear X, Dear X etc. 8. In personal business letters, the language is kept quite easy and simple. Use of professional tone is highly advocated. Whereas on the other hand, the language used in personal letter is poetic, emotional and caring. 9. Whenever any personal business letter is exchanged between organizations, a copy of it is preserved for future reference. In the case of a personal letter, stocking of the sent letter is not necessary. 10. Personal business letters use a direct and persuasive method whereas personal letters are only direct. Reference: https://www.onlinemanipal.com/blogs/what-is-business-communication https://www.foundletters.com/personal-letters/differences-between-business-personal -letter/ https://www.nextiva.com/blog/what-is-business-communication.html