LESSON 1: NATURE OF BUSINESS COMMUNICATION

INTRODUCTION
“To effectively communicate, we must realize that we are all different in the way we perceive the
world and use this understanding as a guide to our communication with others.”

-ANTHONY ROBBINS -
I N T E N D E D L E A R N I N G O U T C OM E S
By the end of this lesson, you should be able to:
1. define business communication;
2. determine the aims of business communication; and
3. discuss the principle of effective communication.
REFERENCE
Singh M. K. (2015). Business Communication. Anmol Publication PVT. LTD.
L E T’ S D I S C O V E R T H I S!
Directions: Look up the meaning of the following words from a reliable source and use each word correctly in a
sentence. NOTE: Your answers should follow this format.
Example. – capital
Capital – it is a stock of accumulated goods especially at a specified time
The company needs a big capital to start an international business.

1. refund
2. endorsement
3. wholesaler
4. retailer
5. syndicate
6. voucher
7. distributors
8. frozen assets
9. attest
10. bankrupt
DISCUSSION

INTRODUCING BUSINESS COMMUNICATION

Business communication is neither transmission of message nor message itself. It involves constant flow
of information. It is goal oriented, regulated by certain rules and norms. In early times, business communication
was limited to paper – work, telephone calls etc. But now with advent of technology, we have cell phones, video
conferencing, emails, and satellite communication to support business communication. Effective business
communication helps in building goodwill of an organization. It uses concise and straightforward language that
gets the point across completely and in a manner that encourages efficient action. According to communication
coach Ric Phillips, writing on the Evan Carmichael website, it is important to present your information in a
conversational tone that invites interaction, rather than a confrontational tone that can cause an argument.
Effective communication presents the information in a manner that is not emotional but instead professional.
With a business communication, you sometimes get only one chance to make your point.
Business communication encompasses such topics as marketing, brand management, customer relations,
customer behavior, advertising, public relations, corporate communication, community engagement, reputation
management, interpersonal communication, employee engagement, and event management. It is closely related
to the fields of professional communication and technical communication. Media channels for business
communication include the Internet, print media, radio, television, ambient media, and word of mouth. Business
communication can also refer to internal communication. A communications director will typically manage
internal communication and craft messages sent to employees. It is vital that internal communications are
managed properly because a poorly crafted or managed message could foster distrust and hostility from
employees.
Communication is the top quality that employers look for. Effective business communication starts by
asking the right questions to understand the customers’ needs and wants to be able to recommend a product or
service customized to the customer. One good tip is to speak, pause, and listen. Communicate what is needed
and then pause to let the recipient process and respond to the information.

Business Communication
 LESSON 1: NATURE OF BUSINESS COMMUNICATION

There are several methods of business communication, including:

 Web-based communication – for better and improved communication, anytime anywhere..
 Video conferencing which allow people in different locations to hold interactive meetings;
 E-mails, which provides an instantaneous medium of written communication worldwide;
 Reports – important in documenting the activities of any department;
 Presentation – very popular method in communication in all types of organization, usually involving
audiovisual material, like copies of reports, or ,material prepared in Microsoft PowerPoint or Adobe
Flash;
 Telephoned meetings , which allow for long distance speech;
 Forum boards, which allow people to instantly post information at centralized location; and
 Face – to –face meetings, which are personal and should be succeeded by a written follow-up;
 Suggestion box, it is mainly for upward communication as because some people may hesitate to
communicate to the management directly so they can give suggestion by drafting suggestion in
suggestion box.
PRINCIPLES OF EFFECTIVE COMMUNICATION
Effective communication helps us better understand a person or situation and enables us to resolve
differences, build trust and respect, and create environments where creative ideas, problem solving, affection,
and caring are flourish. By learning these effective communication skills you can better connect with your
spouse, kids, friends and coworkers.
Many definitions describe communication as a transfer of information, thoughts or ideas to create
shared understanding between a sender and a receiver. The information may be written or spoken, professional
or social, personal or impersonal to name a few possibilities. Basically, THE COMMUNICATION PROCESS
INVOLVES A SENDER, RECEIVER, MESSAGE, CHANNEL AND FEEDBACK. However, this
simplistic description significantly under- represents what can actually be a very complex process.
Essential issues to be aware of in any communication situation are:
 Content refers to the actual words or symbols of the message that are known as language –
the spoken and written words combined into phrases that make grammatical sense. Importantly, we
all use and interpret the meanings of words differently, so even simple messages can be
misunderstood. And many words have different meanings to confuse the issue even more.
 Process refers to the way the message is delivered – nonverbal elements in speech such as tone
of voice, the look in the sender’s eyes, body language, hand gestures and state emotions (anger,
fear, uncertainty, confidence, etc.) that can be detected.
 Context refers to the situation or environment in which your message is delivered. Important
contextual factors than can subtly influence the effectiveness of a message include the physical
environment (example a patient bedside, ward office, quite room, etc.), cultural factors (examples
international cultures, organizational cultures and so on) and developmental factors (example First,
second, third year student, experience in similar clinical settings, stage of the practicum etc.).
The goal of communication between sender and receiver is understanding the message being sent.
Anything that interferes with this can be referred to as “noise”. Communication noise can influence our
interpretation of messages and significantly affect our perception of interactions with others.
There are six basic principles that may be helpful when addressing new ideas, problems, or
visions to a client.
1. Listen: Assess your audience’s level of experience and know whom you are talking to. Are they from the
Philippines? Are they familiar with the specific topic? Knowing this will start the conversation off on the right
path.
2. Basics: Are those technical terms getting in the way of your conversation? Help your client feel that you are
willing to help them understand the process. Help them understand the technical terms for a better
conversation.
3. Preparation: Coming prepared is the key to staying one step ahead of your client. Creating a fluent and
convincing story line that consists of a beginning, middle, and will buy you some street cred.
4. Visuals: “A picture is worth a thousand words”. Sometimes where words fail, a picture can provide a
foundation for discussion. When appropriate, consider using a graphical representation to jump-start a
conversation.
5. Conciseness: Get to the point and make your words count.
6. Relate: Use your own personal experiences, difficulties, and successes to strengthen that bridge with your
first – time (or returning) client.
Effective communication combines a set of skills including nonverbal communication, attentive
listening, the ability to manage stress in the moment, and the capacity to recognize and understand your own
emotions and those of the person you’re communicating with.

Business Communication
 LESSON 1: NATURE OF BUSINESS COMMUNICATION

The English Language as a Medium of Business Communication

In business, most written communication use the English language. In this regard, a good command of
English language is a must. A solid foundation in English usage is a prerequisite for effective communication.
A good command of English enables individuals to write good business letters. Approximately ninety percent
of business transactions are carried on through letters.
English proficiency has a practical and social value. Business establishment want men and women who
can speak and write well in English. Promotion in most companies depends partly on the employee’s ability to
speak and write clearly in English. Prospective employers show a strong preference for applicants who can
express themselves well in English. Companies have the certainty that such individuals can be relied upon to
write letters, conduct a meeting, make presentations, or prepare a report.
Business English
Business English is standard English used by all educated people. It is not a special language
exclusively for business men. Business English is simply adapted to business concerns and situations to elicit a
favourable response from readers create a good impression and obtain the desired results.
Business writing is considered a composition since it makes use of the principles and rules of grammar.
Business letters, like compositions, are organized with a beginning paragraph, body, and closing. Unity,
coherence, and emphasis are requisites to business letters just like ordinary compositions.
Since a great extent of business transactions are carried out in writing, it is a must to develop one’s
writing skill. It gives an individual self-confidence; it promotes human relations and the company’s interests.
An effective letter can even increase company sales and consequently the company’s profits. Proficiency is not
achieved overnight. It can only happen by having a sound foundation on certain principles of grammar that are
appropriate for business writing.

Consider the following examples:

Select the appropriate vocabulary – use words that are familiar to the reader.
Observe parallelism – parallelism is a grammatical device of putting the elements of a sentence (like phrases,
clauses or words) in the same form.
Avoid wordiness
Observe agreement of subject and verb
Determine the proper place of modifiers
Distinguish carefully the singular and plural forms of some words which are used in business communication
Avoid trite words, phrases or expressions
Accuracy and clarity in writing

Instruction: Study the following sentences and identify the error. Rewrite the sentences correctly
following rules of grammar.
1. Each of the employee have something to present.
2. Everyone of the guys are planning to have a program for Christmas.
3. Mr. Cruz, with his wife and kids, have gone to Boracay.
4. Jerry and him will work for the vice-present.
5. The head gives recognization to whomever does a great job.
6. I am agreeable to you sending the notice to the other department.
7. That task is your’s.
8. Her clinic is only open on Saturday in the morning.
9. Rina only wanted to take a leave at the end of the month.
10. This product is easily available, offers economy and it is easy to operate.
11. The manual gives instructions for operating the TV set and how to adjust it.
12. The employee could not find the report which displeased the officer.

Business Communication
 LESSON 1: NATURE OF BUSINESS COMMUNICATION

A COURSE MODULE IN
BUSINESS COMMUNICATION

HERMALYN Y. BELOY
Course Instructor

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Business Communication