Business communication

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Business communication is the act of information being exchanged between two-parties or more for the purpose, functions, goals, or commercial activities of an organization. [1] Communication in business can be internal which is employee-to-superior or peer-to-peer, overall it is organizational communication. External communication is business-to-business or business-to-consumer, the act being outside the organization. These methods can happen verbally, non-verbally, or written. It is often that these external and internal forms come with barriers which can cause conflicts between the sender to the receiver. Barriers that can effect communication on both external and internal is language, intercultural communication and behavior, and environmental. [2]

Contents

Overview/History

The word communication has been derived from the Latin word "Communicare" which means to impact, participate, or transmit. Now communicare is also obtained by the word "Communis" that is known to share. [3] Thus, communication may be defined as the interchange of thoughts and information to bring about mutual understanding on the subject's significance.

Business communication focuses primarily on achieving goals/aims and, in the case of a public company or organization, increasing the dividends of shareholders. [4]

Thirty years ago organizational communication and company policies were still in use of via paper, which now in the digital age there is companies allowing information to be exchanged virtually. From desktop to mobile, communication and commerce has been digital as desktop computers are becoming relic. [5]

Types of business communication

Internal

Internal communication also known as workplace communication or organizational communication is the interchange of information within the organization. From employee-to-employee or employee-to-superior the purpose of all information is to develop trust and/or to increase productivity. [6]

Organizational communication involves meetings, exchange of email messages, or collaboration for projects. It is determined that the success of communication within the individuals of the organization underlined the companies success. For business leaders it is important for them to understand the role of communication in order to motivate employees in accomplishing goals for the company. Low engagement in an organization can cost the global economy trillions of dollars a year. [7]

Since information is being shared up and down the hierarchy of communication channels, it is shared in various forms such as; verbal, written, and digitally within teams and the company as a whole.

Importance of internal communication

  1. Boosts up employee productivity and satisfaction; communication between staff and leadership where employees feel encourages to give out their ideas and opinions on matters, makes them feel valued.
  2. Promotes the supply for information; information being passed at the right time to the right people decreases the chances of information overload.
  3. Sharing goals and objectives; keeping employees a flow of the companies goals makes them feel well-informed and capable of taking action on it. When conflict arises in detaining certain goals then, being allowed to communicate fast between the company reduces stress and faster thinking to get things done. [8]

External

External communication is any party outside the company such as; business-to-business or business-to-consumer. The audience can be the suppliers, clients, potential business partners, associations, and the news media among others. Whether the messages be informational or promotional the aim for external communication to take place is to share information about the business and its products or services. [9]

Business-to-consumer communication, also known as direct-to-consumer, is when a company directly communicates with its consumers about product details or company information. The opposite is when a consumer leaves reviews on a product (or service), which may identify how the company could improve its product.

Importance of external communication

Methods of business communication

These internal and external types of business communication occur through verbal and non-verbal methods of communication. [11]

Therefore, business communication can be broken down into different categories such as;

Electronic communication

Almost all businesses require the use of technology to communicate outside and inside an organization. [12] They are;

Non-electronic communication

There will be time where in an organization will have to require documents are non-electronic and submitting physical paperwork. [13] They are;

Written Communication

Written forms of communication can be provided electronically and non-electronically. [14] They are;

Written documents have saved time and money, keeping a record of what was said in order to avoid any unfair dismissal claims.

Verbal communication

Verbal communication can leave costumers or stockholders confused and unsatisfied if communicated poorly. In using positive language you are most likely to achieve a positive outcome. [15] They are;

Barriers to business communication

There are several barriers that a business might experience when communicating with business partners. Such barriers can prevent one from receiving or understanding messages others use to convey information, ideas, and thoughts. [16] [17] [18] [19]

Language

Language is an essential source for human communication because without it, it is not easy for people to communicate among each other. Individuals use language to convey their thoughts, feelings, opinions, information, and emotions to other people.

Language barriers can make communication between internal and external parties difficult with misunderstandings, inefficiencies, and mistrust. Forms of barriers can be cultural differences, psychological differences, and dialects and jargon. [20]

Intercultural communication and behaviors

Intercultural communication is often used to describe a range of communicational issues that increase inside an organization of different variety of religious, social, ethnic, and educational backgrounds. Intercultural communication becomes more complicated because individuals interpret communication between colleagues based on past experiences and their cultural backgrounds. If two people of different cultural backgrounds interact, intercultural communication is most likely to take place. [21]

Different cultures also have different behaviors on what they consider to be a polite behavior and negative behavior. An example to be set is, in certain cultures it is the right norm to bargain about prices while in other cultures it may seem rude. [22]

Environment

Environment barriers in business communication become to be distractions, errors, faults, or anything outside the person you are communicating with. Among space, noise and climate, time becomes an environment barrier when an organization that expects quick results will not afford slack from their employees.

Business communication studies

Higher learning institutions offer communication courses, and many are now offering business communication courses. These courses teach students how to communicate more effectively. [23] [24] Attending these courses help students understand the communication barriers they might experience when communicating with others. It is suggested that 93% of employers believe that clear communication skills are more important than the students' actual major area of study. [25] Communication competence is an ability that is sought after by employers and often leads to professional success. [26]

Organizations

See also

Related Research Articles

A corporate identity or corporate image is the manner in which a corporation, firm or business enterprise presents itself to the public. The corporate identity is typically visualized by branding and with the use of trademarks, but it can also include things like product design, advertising, public relations etc. Corporate identity is a primary goal of corporate communication, aiming to build and maintain company identity.

Organizational learning is the process of creating, retaining, and transferring knowledge within an organization. An organization improves over time as it gains experience. From this experience, it is able to create knowledge. This knowledge is broad, covering any topic that could better an organization. Examples may include ways to increase production efficiency or to develop beneficial investor relations. Knowledge is created at four different units: individual, group, organizational, and inter organizational.

Within the realm of communication studies, organizational communication is a field of study surrounding all areas of communication and information flow that contribute to the functioning of an organization. Organizational communication is constantly evolving and as a result, the scope of organizations included in this field of research have also shifted over time. Now both traditionally profitable companies, as well as NGO's and non-profit organizations, are points of interest for scholars focused on the field of organizational communication. Organizations are formed and sustained through continuous communication between members of the organization and both internal and external sub-groups who possess shared objectives for the organization. The flow of communication encompasses internal and external stakeholders and can be formal or informal.

Cross-cultural communication is a field of study investigating how people from differing cultural backgrounds communicate, in similar and different ways among themselves, and how they endeavor to communicate across cultures. Intercultural communication is a related field of study.

Symbolic communication is the exchange of messages that change a priori expectation of events. Examples of this are modern communication technology and the exchange of information amongst animals. By referring to objects and ideas not present at the time of communication, a world of possibility is opened. In humans, this process has been compounded to result in the current state of modernity. A symbol is anything one says or does to describe something, and that something can have an array of many meanings. Once the symbols are learned by a particular group, that symbol stays intact with the object. Symbolic communication includes gestures, body language and facial expressions, as well as vocal moans that can indicate what an individual wants without having to speak. Research argues that about 55% of all communication stems from nonverbal language. Symbolic communication ranges from sign language to braille to tactile communication skills.

Communications management is the systematic planning, implementing, monitoring, and revision of all the channels of communication within an organization and between organizations. It also includes the organization and dissemination of new communication directives connected with an organization, network, or communications technology. Aspects of communications management include developing corporate communication strategies, designing internal and external communications directives, and managing the flow of information, including online communication. It is a process that helps an organization to be systematic as one within the bounds of communication.

Intercultural communication is a discipline that studies communication across different cultures and social groups, or how culture affects communication. It describes the wide range of communication processes and problems that naturally appear within an organization or social context made up of individuals from different religious, social, ethnic, and educational backgrounds. In this sense, it seeks to understand how people from different countries and cultures act, communicate, and perceive the world around them. Intercultural communication focuses on the recognition and respect of those with cultural differences. The goal is mutual adaptation between two or more distinct cultures which leads to biculturalism/multiculturalism rather than complete assimilation. It promotes the development of cultural sensitivity and allows for empathic understanding across different cultures.

<span class="mw-page-title-main">Recruitment</span> Process of attracting, selecting and appointing candidates to a job or other organization

Recruitment is the overall process of identifying, sourcing, screening, shortlisting, and interviewing candidates for jobs within an organization. Recruitment also is the process involved in choosing people for unpaid roles. Managers, human resource generalists, and recruitment specialists may be tasked with carrying out recruitment, but in some cases, public-sector employment, commercial recruitment agencies, or specialist search consultancies such as Executive search in the case of more senior roles, are used to undertake parts of the process. Internet-based recruitment is now widespread, including the use of artificial intelligence (AI).

Marketing communications refers to the use of different marketing channels and tools in combination. Marketing communication channels focus on how businesses communicate a message to their desired market, or the market in general. It is also in charge of the internal communications of the organization. Marketing communication tools include advertising, personal selling, direct marketing, sponsorship, communication, public relations, social media, customer journey and promotion.

<span class="mw-page-title-main">Active listening</span> Technique of both listening to what is said and replying with an accurate summary

Active listening is the practice of preparing to listen, observing what verbal and non-verbal messages are being sent, and then providing appropriate feedback for the sake of showing attentiveness to the message being presented.

The uncertainty reduction theory, also known as initial interaction theory, developed in 1975 by Charles Berger and Richard Calabrese, is a communication theory from the post-positivist tradition. It is one of the few communication theories that specifically looks into the initial interaction between people prior to the actual communication process. Uncertainty reduction theory originators' main goal when constructing it was to explain how communication is used to reduce uncertainty between strangers during a first interaction. Uncertainty reduction theory claims that everyone activates two processes in order to reduce uncertainty. The first being a proactive process, which focuses on what someone might do. The second being a retroactive process, which focuses on how people understand what another does or says. This theory's main claim is that people must receive information about another party in order to reduce their uncertainty and, that people want to do so. While uncertainty reduction theory claims that communication will lead to reduced uncertainty, it is important to note that this is not always the case. Dr. Dale E. Brashers of the University of Illinois argues that in some scenarios, more communication may lead to greater uncertainty.

In anthropology, high-context and low-context cultures are ends of a continuum of how explicit the messages exchanged in a culture are and how important the context is in communication. The distinction between cultures with high and low contexts is intended to draw attention to variations in both spoken and non-spoken forms of communication. The continuum pictures how people communicate with others through their range of communication abilities: utilizing gestures, relations, body language, verbal messages, or non-verbal messages.

Brand engagement is the process of forming an emotional or rational attachment between a consumer and a brand. It comprises one aspect of brand management. Brand engagement impacts brand attachment and positively influence on customer purchase intentions. Brands can form these attachments through different strategies that will promote their brand and overall customer satisfaction.

Risk communication is a complex cross-disciplinary academic field that is part of risk management and related to fields like crisis communication. The goal is to make sure that targeted audiences understand how risks affect them or their communities by appealing to their values.

<span class="mw-page-title-main">Analytical skill</span> Crucial skill in all different fields of work and life

Analytical skill is the ability to deconstruct information into smaller categories in order to draw conclusions. Analytical skill consists of categories that include logical reasoning, critical thinking, communication, research, data analysis and creativity. Analytical skill is taught in contemporary education with the intention of fostering the appropriate practices for future professions. The professions that adopt analytical skill include educational institutions, public institutions, community organisations and industry.

<span class="mw-page-title-main">Interpersonal communication</span> Exchange of information among people

Interpersonal communication is an exchange of information between two or more people. It is also an area of research that seeks to understand how humans use verbal and nonverbal cues to accomplish several personal and relational goals. Communication includes utilizing communication skills within one's surroundings, including physical and psychological spaces. It is essential to see the visual/nonverbal and verbal cues regarding the physical spaces. In the psychological spaces, self-awareness and awareness of the emotions, cultures, and things that are not seen are also significant when communicating.

Workplace communication is the process of exchanging information and wisdom, both verbal and non-verbal between one person/group and another person/group within an organization. It includes e-mails, text messages, notes, calls, etc. Effective communication is critical in getting the job done, as well as building a sense of trust and increasing the productivity of employees. These may have different cultures and backgrounds, and can be used to different norms. To unite activities of all employees and restrain from any missed deadline or activity that could affect the company negatively, communication is crucial. Effective workplace communication ensures that all the organizational objectives are achieved. Workplace communication is tremendously important to organizations because it increases productivity and efficiency. Ineffective workplace communication leads to communication gaps between employees, which causes confusion, wastes time, and reduces productivity. Misunderstandings that cause friction between people can be avoided by effective workplace communication. Effective communication, also called open communication, prevents barriers from forming among individuals within companies that might impede progress in striving to reach a common goal. For businesses to function as desired, managers and lower-level employees must be able to interact clearly and effectively with each other through verbal communication and non-verbal communication to achieve specific business goals. Effective communication with clients plays a vital role in development of an organization and success of any business. When communicating, nonverbal communication must also be taken into consideration. How a person delivers a message has a lot of influence on the meaning of this one.

Sports communication is a field of communication studies that specializes in the elements of communication in sports. Sports communication can be defined as "a process by which people in sport, in a sport setting, or through a sport endeavor, share symbols as they create meaning through interaction". This field encompasses the study of interpersonal and organizational communication among participants within a sport, fans, and the media. Researchers also examine the way that sports are represented and communicated in the media. Many careers in the sports industry are involved in the interpersonal and organizational communication process. These range from technological occupations, like media and marketing, to team psychologists who focus on relationships between players.

Workplace relationships are unique interpersonal relationships with important implications for the individuals in those relationships, and the organizations in which the relationships exist and develop.

Cultural communication is the practice and study of how different cultures communicate within their community by verbal and nonverbal means. Cultural communication can also be referred to as intercultural communication and cross-cultural communication. Cultures are grouped together by a set of similar beliefs, values, traditions, and expectations which call all contribute to differences in communication between individuals of different cultures. Cultural communication is a practice and a field of study for many psychologists, anthropologists, and scholars. The study of cultural communication is used to study the interactions of individuals between different cultures. Studies done on cultural communication are utilized in ways to improve communication between international exchanges, businesses, employees, and corporations. Two major scholars who have influenced cultural communication studies are Edward T. Hall and Geert Hofstede. Edward T. Hall, who was an American anthropologist, is considered to be the founder of cultural communication and the theory of proxemics. The theory of proxemics focuses on how individuals use space while communicating depending on cultural backgrounds or social settings. The space in between individuals can be identified in four different ranges. For example, 0 inches signifies intimate space while 12 feet signifies public space. Geert Hofstede was a social psychologist who founded the theory of cultural dimension. In his theory, there are five dimensions that aim to measure differences between different cultures. The five dimensions are power distance, uncertainty avoidance, individualism versus collectivism, masculinity versus femininity, and Chronemics.

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