Communication in Businesses

Summary:   Communication is an essential part of a succesful business, and with modern technology

Effective communication plays a very important role in the organization because it assists the members of the organizations to
better understand themselves. It helps to understand the needs and the expectations of the others. Effective communication
enhances the effectiveness of the message. It is also important when you communicate with the customers because it develops an
image and expressionin the mind of the customers. Effective bottom-up and up-down effective communication enhances the
coordination among the members. Moreover, the conflicts are reduced through the effective communication. Therefore, effective
communication is considered very important for an organization to improve its culture and internal environment.

Effective communication in business is absolutely imperative when it comes to the success of a business; this is
because every aspect of business and all concerned with it require communication, in essence the communication
between those involved in the business can potentially make it or break it. Communication can be conducted using a
range of different tactics, in this essay we will explore and discuss the varying forms of communication and the
participants in business communication and in business related situations.

It can be observed that all large businesses and companies greatly value communication, these businesses use an
array of mediums and tactics to communicate effectively. Meetings can be held on a regular basis to ensure those in
higher positions within the business are aware of the direction the business is taking, how to improve the business
and its productivity, and to share ideas with one another. Communication can also be used to promote the business
through advertising and marketing the product or service the company offers.

Meetings don't necessarily have to have to involve members of the business converging to one location as modern
technology allows us to conduct meetings by using telephones, the internet and video phones as mediums for
communication. Communication methods can also vary, participants at a meeting can present there ideas visually as
presentations using software such as Microsoft PowerPoint, they can also use tables, figures and graphs to
communicate relevant matters.

But communication in business is not limited only to those who hold a post of authority in a company, employees at
the lower levels of a business can also communicate with each other in order to explore more efficient methods of
working or to discuss new ideas, they can also communicate with their superiors to generate constructive feedback
and points which could help better the style in which they operate.

The participants in business communication can be, and should be anyone working for a company ranging from
lower level worker to the owner of the business, effective business communication is essential to sustain the
business and to help better it and further allow it achieve its goals. In order to attain effective communication the
lines of communication need to be opened up for all concerned with the business, ways of attaining constructive
feedback and being open to ideas are the key to business success.

Forms of communication involved in business can be verbal interaction between a number of people involved in a
business which can be used at meetings, feedback (constructive) between two people or perhaps even customers or
conferences, visual communication with the use of pictures, figures tables and graphs which can be used during
meetings, seminars and presentations, or written can involve notes, memos, financial reports, or business related
letters.
 To recap effective communication between ever is the most important factor involved in the success of a business
regardless of the number of employees it has, its profit levels, or the size of its operation. Furthermore, ineffective
use will inevitably cause the business to collapse as ideas and information concerning the business will not be
exchanged between the participants in a business, a business must fully use communication in all its forms and
involve all members of the business in communication to build the business and allow it to prosper.
The Importance of Effective Communication for Organizational Performance

Lack of effective communication may lead to:

 Misunderstandings
 Lack of information
 Decrease in employees’ performance
 Decrease in company’s turnover, as a result

Ineffective or poor communication is frustrating for employees, and becomes a source of a conflict. Managers' inability to clearly express their thoughts,
ideas and demands leads to employees' inability to perform work well, according to the company’s demands.

Such a situation may take place when an employee is not truly aware of what is requested of them. This decreases the satisfaction an employee gets
from the job.

Benefits of Effective Communication in the Workplace

If a manager is able to communicate their ideas clearly, so that employees definitely know what is asked of them, the subordinates will, consequently,
perform their jobs correspondingly. On contrast, an aggressive way of managing reports results in employees’ getting more and more frustrated, often
guessing what their real faults were.

Read on 
 The Company Intranet and Video Conferencing
 Effective Communication
 Business Communication Skills

A good style of management, as well as a positive approach to communication, ensures that an employee and a supervisor understand each other,
and are more effective at the workplace.

Effective communication in the workplace provides employees with a clear understanding of what is demanded from them, with knowledge of what to
do and what to expect. For organizations, such a communication style creates effective performance of the staff, and, consequently, increases
customer loyalty and profit.

Solutions

 A manager should make sure one’s communication style is positive and effective.
 The employees, if they understand the situation correctly, should communicate the problem to the supervisor, or to the higher management
in order for the company to take certain measures for solving the problem.
 Any problems can and should be communicated both among the employees and up to supervisors.
 The atmosphere inside the company should be encouraging for effective communication so that employees, thanks to their management,
clearly realize how important communication is for each staff member personally, and to the company in general.
 It is very important for communication to be ‘two way’, as Business Performance outlines, – employees should not only listen, but always
have a chance, and be encouraged to ask questions, discuss, express own ideas.
 Feedback mechanisms and sharing best practices internally should be an integral part of organizational performance, and performance
management system in particular.

Effective Business Communication

Face-to-face meetings can result in awkward pauses and initial shyness for those who are not brimming with confidence. To help you over
this hurdle, you can approach the meeting fully prepared and well armed if you have a look at the following factors.
In order to get your message across, think about what you are trying to achieve during the dialogue:

 What information do you wish to convey?

Organise yourself beforehand. Jot down notes about your major points. Be positive and keep the message simple.

Clarity is Paramount for Effective Communication

What is communication? In short, it's signalling. The transmission, by speaking, writing or gestures, of information which evokes
understanding.

That's simple enough, isn't it? Straightforward in theory but in practice it's fraught with dangers - particularly if you have high expectations
from these important business connections.

Communication is not just speaking, writing or gesticulating. It's more than the transmission of information. Something else has to occur for
the communication to be complete. The other party in the communication process has to engage their brain and receive the message.

There are some points to remember when considering the various methods of communication and some hazards to be aware of when
dealing with business relationships:

 Only 7% of the impact you make comes from the words you speak.
 The rest is visual - your appearance, the sound of your voice and your body language.
 You can break that 7% further down into sections:
 the type of words you use
 the sort of sentences you use
 how you phrase them.

Voicing Your Thoughts

Pay attention to your voice. Tone, inflection, volume and pitch are all areas to consider. Most people don't need to develop their speaking
voice, but there are many who do not understand how to use it effectively.

The simplest way is to compare the voice to a piece of music - it is the voice that is the instrument of interpretation of the spoken word.

Those who have had some training in public speaking sometimes use mnemonics as memory joggers for optimum vocal effect. One simple
example is R S V P P P:

 Rhythm
 Speed
 Voice
 Pitch
 Pause
 Projection.

Success of any business lies in effective communication. The more effective the communication is, the better the results are.
Communication is effective when it produces desired action in the reader or audience. Effective communication isessential for the
survival and progress of a business concern. 

The ability to communicate effectively is an essential quality of a businessman. A person may be intelligent but he may not be able
to get his message across to others. Ideas are generally common but the ability to convey then to others is rare. 

A successful communicator exercises a good effect on the minds of his readers, employees, supervisors, customers, suppliers,
investors and business associates. They form a good impression of the company and the communicator. He builds the goodwill of
the company he represents. Goodwill of a person or company attracts customers and wins friends. 

Therefore, the ability to communicate effectively both orally and in writing is an assetfor the communicator. Through successful
correspondence, he leads his business to success. The letters, reports, memos etc. He writes to the people demonstrate his ability
or lack of it. 
A successful communicator is able to run the affairs of a business house. He can plan well and control the working of
his organization. He has the skill to transfer his policies, decisions, objectives and job instructions to the persons working with him at
all levels. So this skill is quite essential for a businessman to perform his managerial functions.

Communication is essential for life in general but in business settings, it is critical. Communication is more than just a matter of
speaking and hearing, especially within a business setting. Good communication, on the other hand, means that your message will
be sent and that the people or organizations understand the message in its entirety. Further, they are much more likely to respond in
a positive manner if the message was communicated effectively. A poorly communicated message will likely result in an unfavorable
response. 
Communication is one of the basic functions of management in any organization and its importance can hardly be overemphasized.
It is a process of transmitting information, ideas, thoughts, opinions and plans between various parts of an organization.
You cannot have human relations without communication. However, good and effective communication is required not only for good
human relations but also for good and successful business.
You can use softwares like business writing software for writing effective business communication, which is required at various
levels and for various aspects in an organization such as -
Importance of communication for manager and employee relations:

Effective communication of information and decision is an essential component for management-employee relations.
The manager cannot get the work done from employees unless they are communicated effectively of what he wants to be done? He
should also be sure of some basic facts such as how to communicate and what results can be expected from that communication.
Most of management problems arise because of lack of effective communication. Chances of misunderstanding
andmisrepresentation can be minimized with proper communication system.
For motivation and employee morale: 
Communication is also a basic tool for motivation, which can improve morale of the employees in an organization. Inappropriate or
faulty communication among employees or between manager and his subordinates is the major cause of conflict and low morale at
work. Manager should clarify to employees about what is to be done, how well are they doing and what can be done for better
performance to improve their motivation. He can prepare a written statement, clearly outlining the relationship between company
objectives and personal objectives and integrating the interest of the two.
For increase productivity:

With effective communication, you can maintain a good human relation in the organization and by encouraging ideas or suggestions
from employees or workers and implementing them whenever possible, you can also increase production at low cost.
For employees:

It is through the communication that employees submit their work reports, comments,grievances and suggestions to their seniors or
management. Organization should have effective and speedy communication policy and procedures to avoid delays,
misunderstandings, confusion or distortions of facts and to establish harmony among all the concerned people and departments.
Importance of written communication:

Communication may be made through oral or written. In oral communication, listeners can make out what speakers is trying to say,
but in written communication, text matter in the message is a reflection of your thinking. So, written communication or message
should be clear, purposeful and concise with correct words, to avoid any misinterpretation of your message. Written communications
provides a permanent record for future use and it also gives an opportunity to employees to put up their comments or suggestions in
writing.