What Is Business Communication?
Today we are going to discuss Business communication. Interestingly, we discussed the essence of communication in our last blog.
Followed by this today we will be discussing specifically Business communication, which is most important for any Organization.
Business communication plays a major role in achieving the Goals of the Organization. In the business world, every organization needs to be goal-oriented and should have clarity in Business communication internally as well as externally.
Business communication essentially refers to the method of sharing all types of information primarily referring to communication within the company like rules, regulations, policies, employee internal communication ( from top-down to bottom-up). Earlier Business communication was related to paperwork and telephonic discussions. But today thanks to technology, there are innumerable methods of Business communication within the organization like web-based announcements, employee portals, emails, video conferencing, and remote-based working and automated communication. Especially when the organization is global and employees are in large numbers with more division, Business communication becomes critical.
As per Wikipedia https://en.wikipedia.org/wiki/Business_communication
How effectively the communication is shared plays a major role in making sure the communication is clear and it is understood well by everyone concerned.
Trust you would have realized some times or even many times the Business meetings which are regularly held are boring and exhaustive. There will be no specific objective but considered too long and objective less. You will also feel that employees are never engaged in such meetings and are always physically present and mentally absent.
Most of the timings the periodical meetings cover the same subject and it is repetitive. Especially the operations and marketing meetings are monotonous and most of the time employees are disinterested to even attend the meeting.
If the above status is true and I am sure that is the start of poor Business communication and stands that you are team is not happy with the Communication style and can understand from this that you need to work on the same to improve the Business communication.
Here it is not based on the hierarchy and it does not matter who you are in the organization? and what position you are holding?
If these type of meetings becomes uninteresting, then it is obviously the responsibility of everyone in the organization to change the style of Business communication, so that Business meetings are effective and carries outcome.
The main tips are as below, for making the meeting effective as well as to make the Business communication interesting
- meetings need to be short and brief
- meetings need to be goal-oriented
- meeting needs to be with interesting contents
- meetings should not be repetitive
- The clarity in Business communication should be the core aspect of the meeting
it’s also about knowing your audience in an intimate manner, building trust, and getting them to engage with you, and becoming involved with you, so that what starts out as a lecture or a speech soon turns into a discussion. It takes a lot of effort to communicate effectively but once you get it right you will see more productivity and less stress within your team.
All the same, you’re probably wondering whether there is any real or tangible benefit of effective communication to a business. There are actually many advantages of business communication, and they are strong enough to warrant learning to communicate more effectively.
When your business or team communicate in an effective manner, the flow of information is smooth and free, traveling from side to side and top to bottom without any inhibitions. Your team members and employees will feel empowered and ready to act because they have a better understanding of what they should do, how it works in synergy with the work of others, and how it contributes to the business goals of the team in general.
It’s important when everyone feels in sync with what the business is doing, why it is doing it, and how it needs to be done. If there is an important change to the general structure of things, team members will know immediately and they can assess the tasks they have to carry out to figure out which ones will be affected by the change and who needs to know about the change and the impact it has on the general workflow.
As a leader, you will also benefit from having the big picture of where everyone fits in the grand scheme of things, such as where every employee has reached in their task and what you need to do for them to help them keep up with the rest of the team. When effective communication happens in a business or a team, there are no unpleasant surprises during meetings, updates, and reviews because everyone is on track about what is going on.
Team morale is one of the key benefits of effective communication in business. When there isn’t good communication within a team, there is usually a failure to pass on information. The members of the team that are kept in the dark will eventually develop feelings of resentment toward their teammates and leaders because they will feel like people are keeping secrets.
If an employee or team member believes that they are being left out of the loop, the trust within the team will slowly face and create negative energy in the workplace.
The result is a reduction in team morale and in overall productivity as a result. When there isn’t good communication within a team, there can also be surprises that aren’t especially pleasant, such as the miscommunication of a project’s missing deadlines, and errors that go unreported.
On the other hand, when a team communicates effectively, the team members develop trust because everyone feels like they are in the loop and that they’re getting the complete picture of what is going on in the business. Additionally, everyone can focus on what matters, which is their work.
They know that if anything happens or changes, they will be told about it in a timely manner and will know where to get assistance on the matter.
Effective Business Communication Increases Customer Satisfaction
Effective communication is contagious. When the communication within the company flows smoothly, then it will flow on to the customer with the same ease and smoothness. A team that communicates well with each other will also communicate well with the business’s customer. Customers, in general, do not like it when they get conflicting information from different employees in a business.
The sales representative tells them that a product will be ready for delivery or deployment within a certain time frame. Meanwhile, the engineering department, which is in charge of making the product, has no idea that such a promise has been made and is likely to miss it.
The end result is that the customer begins to lose their trust in the business and become suspicious of whatever they are told by representatives of the business.
The situation is almost just the same as with employees within a business. The major difference is that, while the lack of trust within the team leads to decreased employee morale, the same leads to reduced sales and the loss of opportunities when it is the customer that is losing trust.
On the other hand, a team that communicates well will foster trust in the customer because the customer will know they can always count on them. They won’t be as quick to switch to another company.
Effective Business Communication Improves Productivity
Perhaps the greatest and most positive effect of effective business communication is the increase in the rate of return of the investments the business makes across the board. This doesn’t just apply not only to monetary investments but also to investments of labor and time, as well.
When your team members and employees know their roles and tasks, the roles and tasks of their colleagues, and what is expected of them, they can apply more focus and effort to their work and less effort and focus on the general workplace within which they are situated.
When the team leader has a clear view of the big picture in terms of the resources available within the organization, then they are better able to distribute work among their team members and also to balance it so that no single team member is overwhelmed with work while another one is just cruising by.
As a result, the team leader can get the team to work to its maximum potential. Issues that could potentially distract the team from the important stuff are resolved in a quick and effective manner.
Customers don’t have to keep asking for rework, and the gains just multiply themselves by allowing the team to be even more productive.
Ultimately, the benefits of effective communication within a business are countless and any business would do well to recognize this. When you work to improve the flow of information within the business, you are, in effect, working to
Business communication skills
Business communication skills can be broadly classified as two types
Internal Business communication skills – refers to within the company with all the employees.
External Business communication skills – refers primarily to the customers, prospects, stakeholders, and to the world at large.
we also have another interesting method of classifying the business communication skills
verbal Business communication skills
Nonverbal Business communication skills
written Business communication skills
The objective of Effective Business communication
End of the day, how well the internal communication is organized decides the effectiveness of Business communication. It becomes more important and sets the framework of how well the employees within the organization understand the Goals and objectives of the organization and they interact with each other in a smooth way to achieve the company vision without sacrificing the company values. Everyone works for the same goal as they understand every day what they communicate with each other.
Tips to improve your Business communication skills (verbal )
- Think before you communicate
- Process in your mind, and prepare the important points
- Be brief, while you are talking
- choose words carefully
- Speak with confidence
- Vary your tone and keep modulation depending on the context
- Listen and then speak
- Always observe the response and nonverbal clues from the respondent or team
Tips to improve your Business communication skills (Nonverbal)
- Pay attention to nonverbal signals
- Keep good eye contact
- Observe the tone of speech from the respondent or from the group
- Consider the place and context and give importance
- Confirm by asking questions and give breaks and speak
The perspective of the respondent or the audience is very important, We may have the command on the subject or topic we are speaking or communicating with the other person or a team or a group at large, but this does not mean that the audience will have the same knowledge or level of understanding. So the effective verbal communication always involves the concept of communicating in a simple way wherein the other person or group is able to understand and enjoy your level of speech.
Types of Business communication
while it is important to understand the above from the point of view of Business communication skills, we also need to understand as the word communication goes is always between the sender and receiver. Based on this aspect the types of communication are classified.
4 main types of business communications.
- Internal upward communication.
- Internal downward communication
- Internal lateral communication
- External communication
- Internal upward communication is communication that comes from a subordinate to a manager or an individual up the organizational hierarchy
- Internal downward communication is communication that flows from top superiors to down the level subordinates
- Internal later communication how people and departments communicate across the organization. People of the same or similar level communicate among themselves.
- external communication is communication that refers to how the company as a whole and its employees communicate external world primarily customers and other stakes holders
Process of Business communication skills
The Process of Business Communication has the Sender, receiver, message, media, encoding, decoding, response, and finally noise, which can create disturbances at any stage of the Business Communication Process.
According to Mr. Kreitner, the business communication process is a chain made up of identifiable links. this chain includes sender, message, encoding, receiver, decoding, and feedback.”https://bizcommunicationcoach.com/what-is-business-communication-process-process-of-communication/
Effective business communication
Business communication aligns the Goals of the organization and drives them towards achieving the Organization’s vision, mission, and goals. What makes Effective communication in an organization, and the benefits derived from the same are goal-oriented. There are the biggest advantages in implementing effective communication strategies in the organization.
6 Outstanding Business communication benefits
- The excellent working environment
- Better marketing strategies
- Enhanced Productivity
- Improves creativity and Innovation
- The employee is confident, empowered, and loyal
- customer delightment
Excellent working environment
At the outset when you are in perfect communication with all the employees, there will be no delays in communication. The employee feels very happy that he does not have any missing information to perform his daily jobs. The employee feels, whatever is required will be clarified and required information is available across the company for him to perform the work immediately.
It gives you happiness. Imagine a situation wherein the employees do not communicate with each other and do not know what to communicate, there will be chaos and the frustration levels in working for the company is high. Even on a single day if the communication technology like a PBX, telephone, or server is down, the employee gets upset. So it is the responsibility of the company to provide good communication technology and also it is the responsibility of all employees to communicate effectively.
Better marketing strategies
when the internal and external communication channels are effective, the marketing experts can work on better communication strategies for customers. As well know it is important to market the products effectively to reach out to the customers.
If the company is not clear in its ad copies, product brochures, corporate communications, etc the overall go-to-market strategy cannot be effectively decided..It becomes very easy for the marketing team to communicate effectively with the customers if the companies internal communication and external communication strategies are clear,
Better communication between the employees removes the misgivings and removes the gaps in communication in the workplace. Working together as a Team improves. When an organization has good teams, naturally the productivity improves. Between superiors or in other words team leaders and subordinates the communication will be smooth and this motivates the team members to work well and enhance productivity.
when the communication is unclear, Decisions are slow and withheld and reduces productivity. When everyone understands the common objective and is on the same page it enhances the productivity
Improves Creativity and Innovation
when the team feels free to talk and is able to express themselves, new ideas are created. When the employees are empowered to communicate freely, they come out with innovative methods to address issues as well as to resolve issues. This definitely improves the creative and innovative skills. The superior and subordinate communication improves, naturally the new ideas and new methods can be implemented.
this creates an open communication office where employees are allowed to express their thoughts and ideas specifically towards any improvement. This can result in product innovation as well as process innovation. These help the company to improve customer satisfaction.
End of the day, every company looks are employee happiness, productivity, customer delightment, and sustained profits. This is possible only when there is constant innovation here we talk about in modern times Borderless organization wherein hierarchies are not encouraged and everyone is empowered to meet even the CEO of the organization and discuss if they have a concern on the product or customer satisfaction levels. Multinational companies follow this and used this open communication as a communication effectiveness strategy.
The employee is confident, empowered, and loyal
Effective communication makes the employee happy and he feels he is being respected in the organization as his voice is listened to and heard. This results in his general confidence levels when performing the work and he feels an empowered status which improves his involvement in the job as well as improves the loyalty to the organization.
Customer Delightment & Business communication
Employees are responsible for serving your clients each day. If they can’t hear what your customers are saying because your Telecoms service is facing problems, or they can’t collaborate with team members over a customer issue, then they won’t be able to offer excellent service. When employees are able to communicate better with customers, it improves customer satisfaction.
turn around time in answering the customer queries improves the response levels and customers get delighted when their queries are immediately answered. But how does it happen? Unless employees are well informed on the company customer policies and have a clear idea on what to communicate to customers when they come up with the queries. It is not possible to make the customers happy.
Today the importance of customer communication is rapidly growing as well as demanding. The effectiveness of technology, employee response time, and level of services decides the customer delightment.
I would like to end this blog by referring to some good resources which are useful and worth reading on the topic of Business communication Books. If anyone is interested please comment on this and would like to suggest the same.