INTRODUCTION AND DEFINITION OF BUSINESS COMMUNICATION

INTRODUCTION:

The word communication is derived from a Latin word “COMMUNICE” which means to share or exchange ideas and information. Without communication both individual and business life is not possible; it is required in business as blood is required for a human life. It cost the organization if not use properly according to one survey conducted in America in the past years that due to miscommunication 60 million dollar is spent.

One thing we must kept in mind that is the Attitude and wording. We should keep in mind while communicating. It’s very interesting we observe the both changes as the occasions and places changes; you focus on the following diagram.

Know you think about your wording and attitude in these many places and think which kinds of words you are using and your attitude (polite, harsh etc).

As for as the definition of communication is concern it can be define in many ways and has been define by many authors simply we can define communication as:

Definition No1:

“Communication is the exchange of ideas and information”

But more formally communication is defined by the founder of business communication Herta A Murphy   :

Definition No2:

“Communication is the process transmitting and receiving verbal and non verbal messages”.

According to this definition communication is a process which means it should be completed step by step to accomplish the communication goal, in this process either we receive or give information both verbal(when we use words to communicate)and nonverbal(when we don’t use words but use symbols, gestures, postures etc) to communicate .

Definition No3:

“It’s a two way process of exchanging ideas and information”.

According to this definition communication is a two way process it mean there should be the sender and the receiver somebody must send a message and the other receive it.

 It is a big mistake that people consider communication as business communication but it’s too much different, not only common people but many authors has made no distinction in business communication ,effective business communication and communication. Here in this chapter we will separately define all these.

Business Communication

   “It is the exchange of business related ideas and information.”

EXPLANATION:

 In business communication we exchange business related ideas and information ,in a business organization most of the time we are communicating business related issues it’s the fixing the prices of commodities discussing the profits, expenses etc these all must be counted in business communication it should be kept separately from communication ,communication is a common concept intend to every situation ,not necessarily business ,but business communication is directly connected with business related issues. e.g., communication of contractors, suppliers, distributors, sales man, customer etc

Effective Business Communication:

We discussed business communication in detail but one thing which is very important, if we discuss business matters it’s of course business communication but is it necessary that it should be effective?

Suppose we talk to the supplier and negotiate about the prices and there is disagreement between the parties, we are agree its business communication but is it effective communication? Let suppose another example we applied for a tender mention in the news paper, we submit proposal like other businessmen but we fail to get the order, and other companies survive, is it effective communication? No doubt all these were Business communication but not effective communication. Then what is effective communication.

Definition:

Effective Business Communication:

 “It is the exchange of business related ideas and information in such a manner to achieve the organizational goals.”

EXPLANATION:

The communication will be considered effective if it brings the desire objective of the organization, the communication through which we can convince people toward our organizational goal. If we fail to achieve the desired objective of the business its business communication but not effective business communication.

Basic Organizational Plans for Effective Business Message

1. Direct (deductive) Approach

The direct or the deductive approach is used when we know the receiver, the reaction of the receiver and the matter is of routine. Or when there is good news

2. Indirect (inductive) approach

Indirect or inductive approach is used when we don’t know the receiver, the reaction of the receiver and when the matter is not of routine or when the there is any bad news.

Beginnings and Endings

Two things are very important in a business message one is the opening and other is the closing the opening is important because

“ The first impression is the last” and the closing is important because “what ever is read last is remember first” . That’s why we should focus on the opening and closing of messages.    

Opening paragraph

The opening paragraph is different In the two basic organizational plans in direct approach its will be a good news and in indirect it will be a buffer statement

Clear and precise:

The opening paragraph should be clear and precise it should be clear from all doubts and ambiguities and it should not be as lengthy as three four pages it should be only 3.5 lines.  

Check for completeness:

Check the opening paragraph whether its complete in all aspects or not.

Closing paragraph:

Closing paragraph should possess the following

Motivate the reader:

One should try to close the paragraph in such a way to motivate the reader don’t say negative words that he can deny.

Positive close:

The closing paragraph should be positive avoid using negative although you may be on right.

Invite future contract:

If possible do mention future contracts further help if you can provide at this time due to many reasons.

Concise and complete:

The closing paragraph should be concise, correct and complete check it many time to avoid any misshapen.

Composing the Message

When we have completed the five planning steps and determine the opening and closing paragraphs know we can write the first drafty.

Draft your message

Writing first drafts is of course very difficult, if we have the same topic different writers will write in different way, it’s the process of drawing what ever we have in our mind ,its necessary that we should have to write our all ideas on a page what ever we want to include in our message. of course there may be too many mistake because a first draft can not be a perfect draft that’s why it need to be polish, the following steps will polish the document for errors and mistakes.

     ·         Collect data

     ·         Choose relevant data

     ·         Write first draft

    ·        Check errors

Revising your message

In this stage we revise the message, revising a message means we add necessary and delete unnecessary information. It further purify the message.

Determine your organizational plan:                                                                                   

In the revision stage we must determine the organizational plan in which it will be written, whether it will be written in direct plan, indirect plan; however the organizational plan should consist of the following:

      ·         Introduction

      ·         Body

      ·         Positive close

Check for 7c’s:

The whole document should be check out keeping in mind the 7c’s, confirm the use of seven c’s.

Editing and proof reading your message                       

Editing and proofreading make sure that the document has no error in grammar spelling etc

The following should be kept in mind while proof reading the document

      ·         Point out error and mistakes

      ·         Grammar and spelling

      ·         Punctuation word choice etc

Process of Preparing Effective Business Messages

Effective writing and speaking mechanism, that should be adopted in both business and personal life. Effective writing is always entertained.

Five planning steps

      ·         Identify your purpose

      ·          Analyze your Audience

      ·         Choose your ideas

      ·         Collect your data

      ·       Organize your message

      1.         Identify your purpose

The most important step of writing an effective business message is to determine your purpose, ask your self why you are writing. your purposes may be

      ·         To inform someone

      ·         To announce some thing

      ·         To persuade some one

      ·         To negotiate some thing

      ·         To refuse something etc

     

      2.        Analyze your Audience

The second most important step is to determine who your receiver is ask your self to whom you are writing. Until and unless you don’t know who is your audience is you may not be able to convey your message as you need it. you must determine before writing whether:

The age , gender, race, language ,nation, education, opinions, views, religion, profession  etc

      3.         Choose your ideas

Keeping in view the purpose and the audience in mind draft your ideas accordingly, select the ideas that should be used for convincing the receiver, judge the importance all ideas and select the one that should be used in writing.

      4.         Collect your data

For the support of your ideas you must have enough date that you can represent it to influence the reader, you must have some figures, illustrations, background information, product knowledge etc

      5.        Organize your message

Before you start writing you must outline the major contents that should be used in the message, the best organization method is you should use first,

      ·         Introduction

      ·         Body

      ·         Conclusion

Basic Organizational Plans for effective business message | Business Communication

 

Direct (deductive) Approach

The direct or the deductive approach is used when we know the receiver, the reaction of the receiver and the matter is of routine. Or when there is a good news

Indirect (inductive) approach

Indirect or inductive approach is used when we don’t know the receiver, the reaction of the receiver and when the matter is not of routine or when the there is any bad news.

Beginnings and Endings

Two things are very important in a business message one is the opening and other is the closing the opening is important because

“ The first impression is the last” and the closing is important because “what ever is read last is remember first” . That’s why we should focus on the opening and closing of messages.    

   

Opening paragraph

The opening paragraph is different In the two basic organizational plans in direct approach its will be a good news and in indirect it will be a buffer statement.

Clear and precise:

The opening paragraph should be clear and precise it should be clear from all doubts and ambiguities and it should not be as lengthy as three four pages it should be only 3.5 lines.  

Check for completeness:

Check the opening paragraph whether its complete in all aspects or not.

Closing paragraph:

Closing paragraph should possess the following

Motivate the reader:

One should try to close the paragraph in such a way to motivate the reader don’t say negative words that he can deny.

Positive close:

The closing paragraph should be positive avoid using negative although you may be on right.

Invite future contract:

If possible do mention future contracts further help if you can provide at this time due to many reasons.

Concise and complete:

The closing paragraph should be concise, correct and complete check it many time to avoid any misshapen.

Composing the Message

When we have completed the five planning steps and determine the opening and closing paragraphs know we can write the first drafty.

Draft your message

Writing first drafts is of course very difficult, if we have the same topic different writers will write in different way, it’s the process of drawing what ever we have in our mind ,its necessary that we should have to write our all ideas on a page what ever we want to include in our message. of course there may be too many mistake because a first draft can not be a perfect draft that’s why it need to be polish, the following steps will polish the document for errors and mistakes.

     ·         Collect data

     ·         Choose relevant data

     ·         Write first draft

     ·         Check errors

Revising your message

In this stage we revise the message, revising a message means we add necessary and delete unnecessary information. It further purify the message.

Determine your organizational plan:                                                                  

In the revision stage we must determine the organizational plan in which it will be written, whether it will be written in direct plan, indirect plan; however the organizational plan should consist of the following:

      ·         Introduction

      ·         Body

      ·         Positive close

Checkfor 7c’s:

The whole document should be check out keeping in mind the 7c’s, confirm the use of seven c’s.

Editing and proofreading your message                       

Editing and proofreading make sure that the document has no error in grammar spelling etc

The following should be kept in mind while proof reading the document

      ·         Point out error and mistakes

      ·         Grammar and spelling

      ·         Punctuation word choice etc