Process of business communication
Process of business communication on the lowest level of communication in management is intrapersonal communication, which is made in a mind of a person, before he or she forms the message, when choosing a suitable ways of encoding it. Then comes interpersonal communication between two or three people. Normally, it is a dialogue or a conversation. Group communication is made within one social group and institutional communication - within a social institution. The highest level is mass communication, which includes creating one social communicational net. Business communication involves constant flow of information. The integral part of business communication is feedback.
Elements of business communication process
Communication process must be considered dynamic and continuous interaction. It makes it effective.
Basic elements of business communication process includes [1]:
- context of communication (information about environment of sender/receiver)
- sender (source of data/information) person who transmits a message. He started the communication process. He shares his impressions, opinions, goals and information with others.
- message (data of information with meaning for both sides)The message must be clear and complete.
- receiver (end of data transfer) The person who receives the message.
- medium of communication (noise) methods for example e-mail, face-to-face
- feedback return message.
Features of the process of business communication
Here are the key features of the process of business communication[2]:
- social process, including at least two people
- creative process which includes inventing new terms and absorbing knowledge
- dynamic process of receiving, understanding and interpreting information,
- uses special symbols and signs that can be commonly understood
- interactive process, based on relationships between at leas two parties
- it is a complex process, that consists of a lot of elements and stages
Types of the process of business communication
Business communication is different and unique from the other type of communication. In this communication the main goal is to earn money. A lot of organization train their employees in communication techniques because they know how communication is important.
The two types of Business Comunication is:
- Internal Communiction - within an organization. Can be formal or informal.
- External Communication - with people from outside the organization.
Componets of the process of bussines communication
There are listed the components process of business communication[3]:
- Idea
- Encoding
- Transmission
- Decode
- Message
- Reception
- Feedback
Role of the process of business communication
Business Comunication process is the most important part of business. Organization's success depends on effective communication. Now the organization are very large which has a big impact on communication - It is complicated. Success of business depends on communication between owner and employees, menager and owner, menager and employees etc. Business communication process play important role. Thanks to them, we can gain our goals, and make our organization stronger. Also we can become better than the competition. What is more we can find new ideas and new opportunity. Therefore, communication is essential for growth and success.
Methods of the process of business communication
A few methods of the process of business communication[4]:
- E-mail - written communication
- Video conferencing - interactive meetings
- Web-based communication - widely available
- Presentations - audio visual material
- Reports - activity documenting
- Forum boards - quick updating of information
- Telephone meetings - the most popular, long distance speech
- Face-to-face meetings - personal
Examples of Process of business communication
- An example of process of business communication is when a company's management team is trying to decide on a new marketing strategy. The process begins with the team discussing various options and looking at research and data. After the discussion, the team comes to a consensus and decides on the best approach. The decision is then communicated to the employees responsible for implementing the strategy. They then give feedback and make any necessary changes before the strategy is put into action.
- Another example of process of business communication is when a company is launching a new product. The process begins with the product team creating prototypes and conducting testing to ensure that the product meets the company's standards. After the tests are complete, the team then communicates the results to the marketing team. The marketing team then develops a strategy for launching the product, which includes creating promotional materials, setting a launch date, and organizing any events or promotions. The marketing team then communicates the strategy to the sales team, who then implements the plan.
- A third example of process of business communication is when a company is dealing with a customer complaint. The process begins with the customer service team receiving the complaint and gathering any necessary information. The team then communicates the issue to the management team. The management team then reviews the complaint and decides on the best course of action. The decision is then communicated back to the customer service team, who then implements the decision and communicates to the customer.
Advantages of Process of business communication
Business communication is an essential part of any business process. It involves the exchange of information between two or more parties in order to reach a common goal. The following are some of the advantages of business communication:
- It provides clarity: The communication process helps to ensure that everyone involved is on the same page. It helps to ensure that all parties understand the desired outcome, thereby eliminating any confusion or misunderstandings.
- It facilitates collaboration: Business communication allows for easy collaboration among team members. It is also often used to coordinate activities, as well as to share ideas and resources.
- It helps to build relationships: The communication process can help build strong relationships between team members, customers, and other stakeholders. This can lead to increased trust, loyalty, and understanding of the business.
- It increases efficiency: Effective communication can help to streamline tasks and processes, making the business more efficient and productive.
- It encourages creativity: Open communication encourages creative thinking and problem-solving. This can lead to innovative solutions and new ideas.
Limitations of Process of business communication
Business communication is an important process in any organization, but it can have some limitations. Below is a list of some of the main limitations of business communication:
- The receiver of the message may not understand the message in the same way as the sender intended it. This can lead to misunderstandings and misinterpretations.
- The sender may be unable to effectively express their ideas or thoughts in a manner that will be understood by the receiver.
- The sender may be unable to adequately convey the tone or emotion of the message. This can lead to confusion and can create a lack of trust in the relationship between sender and receiver.
- The receiver may not be able to take the message on board due to their own personal biases or limitations.
- The process of communication can be hindered by technological or mechanical limitations, such as poor internet connection or outdated equipment.
- The sender may not be aware of the cultural differences between them and the receiver, which can lead to potential misunderstandings.
- The sender may not be aware of the legal and ethical considerations that may be involved in the communication process.
- The sender may not be aware of the potential for information to be misinterpreted or misused by third parties.
Process of business communication is a vital part of any organization, as it helps to ensure smooth flow of vital information and messages between different departments and people. Here are some other approaches related to the process of business communication:
- Computer-mediated communication: This is a type of communication which involves the use of computers and other digital devices to send and receive messages. It includes emails, instant messaging, videoconferencing and other forms of digital communication.
- Oral communication: This is a type of communication which involves the use of spoken words or voice messages to share information. It includes face-to-face conversations, telephone conversations, and other forms of verbal communication.
- Written communication: This is a type of communication which involves the use of written words or documents to share information. It includes letters, memos, reports, and other forms of written communication.
In conclusion, the process of business communication involves a variety of approaches, such as computer-mediated communication, oral communication, and written communication. Each of these approaches has its own advantages and disadvantages which need to be taken into consideration when choosing a communication method.
| Process of business communication — recommended articles |
| Communication with stakeholders — Business communication process — Formal and informal communication — Exchange of information — Types of business communication — Ability to communicate — Internal and external communication — Communication and collaboration — Informal communication |
References
- Anbazhagan K. (2018), Form of Business communication, presentation
- Guffey, M. E., & Loewy, D. (2012). Essentials of business communication. Cengage Learning.
- Hasselbring, W., & Weigand, H. (2001). Languages for electronic business communication: state of the art. Industrial Management & Data Systems, 101(5), 217-227.
- Kumbhar V. M. (2013) Business Communications. M. A. Part - II ECONOMICS
Footnotes
Author: Justyna Tereszkiewicz
