Characteristics of effective business communication
Communication simply means the transfer of information from a sender to a receiver, with the information getting understood by the receiver. Communication may also mean the process of people sharing thoughts, opinions, ideas, and emotions. This is one of the most important features that play important roles in human relationships. It is not in the business world alone, but also in everyday human interactions. Through communication, various human ideas and information are transferred from one person or group of people to another. Moreover, the characteristic living that is epitomized by human nature is specifically nurtured by the interaction and idea-sharing that marks the clear understanding of one another. Therefore, communication is a crucial tool in the realm of business. It plays some of the significant roles that are important in business and its expansion (Krizan, et. al. 2007).
The characteristics of effective business communication include:
- Knowing your audience. A manager should know the type and the group of people he/she is communicating with. This is a critical characteristic because; when the manager knows the audience he/she will be able to know the type of words and phrases to be used while communicating to a specific group of people. When the manager knows the audience it will be easy to know the type of channel to use. This channel will specifically be convenient to a specific type of group. This helps the communicator to know the type of style to be used in such communication; choosing the right style helps one to know individual differences; which is one of the critical ideas in the field of business and everyday communication. Moreover, when one knows the audience he or she is handling, the audience will thus be free to communicate back and exemplify issues that may be of importance to the company or any organization (Rosenhauer, 2009).
- Communicating confidently and creating trust. This is done through a strong and clear voice, a good posture and a smile. This type of character is very important because it will enable the employees to take seriously whatever they are being told by the managers. This will also enable the manager to be trusted by the employees. It is applicable in oral communication. Moreover, non-verbal communication has played a great deal in confident communication marked by trust and belief in the ideas being expressed. One of the major circumstances in which confidence and trust are necessary is in the handling of crises that can be stumbling blocks to the development of the company or any organization (Walker, 2005).
- Clarity of message. The manager should ensure that the information being passed is not complicated so that it can be clearly understood. This is a very critical characteristic because when the message is not clear it can be distorted altogether, and may bring conflicts in the organization. As much as the organization or management is required to yield the desired results, there should be a clear understanding of the ideas of improvement and support in the organization.
- Use of simple words and phrases. In written communication use of simple words and phrases means using words that are familiar to the audience. It is a very important characteristic because the message cannot be easily distorted and hence communication is effective.
- Use of colorful language. This is evident through body language that one is confident and is in command of a given situation. This makes the information that is being passed more interesting and attractive otherwise the audience will not be interested in the information being passed.
- Knowing the right channel to use. A channel is the medium selected to carry the message. The channels can be in various ways and categories. These categories depend on the nature and the intention behind the message itself. It is therefore very important to have the consideration of the category that is to be used in having the message delivered. Examples include face-to-face discussions, memorandum, magazines, newsletters, radio, telephone and many others. These mediums contain non-verbal codes, language, and paralanguage codes. The manager should decide which channel is most appropriate for communication. Before selecting a particular channel, the communicator should consider the importance of the message, needs, and abilities of the receiver, cost of the channel, whether a permanent record is needed, and whether formality or informality is needed. Choosing the right channel enables effective and efficient communication (Lehman, 2001).
- The purpose of communication. The purpose must first be clarified before any dialogue begins. It is what you want as a result of the communication; it’s the successful outcome that one needs at the end of the communication. A clearly noted aim means the difference between gains and losses. While thinking through the purpose initially takes time. There will be a continuum of habit that clarifies the intended outcome. This usually leads to good results being obtained. Moreover, there is clarity in the nature in which the results will be exemplified in the display list.
Delivering the Information
To: All Staff Members
From: The Management
Date: 13th October 2010
Re: A Meeting to Give a Report on Effective Business Communication.
The organization is currently experiencing a lot of conflicts. This is due to communication breakdown as a result of the distortion of information. The management has therefore decided to solve the problem through educating the staff on effective business communication methods and strategies.
There will be a meeting on 15th October 2010 that will be held at the meeting room from 8.00 am to 1.00 p.m. There will be guests who will deal widely with effective business communication.
Your attendance will be highly appreciated. Please keep time.
The assistant human resource manager
The reason for using the memorandum is because it is a document typically used for communication within a company or organization. A memo can easily be remembered because it gives urgent information. It informs readers of specific information. The writing use of memos is mostly dependent on the urgency of the information that is to be passed across. When the information to be passed across is very urgent, memos have been the only interoffice mode of communication. This is because it is dependently reliant with ease in its circulation. Many companies and organizations have relied upon this mode of communication because of its efficiency in reaching many people within a very short period. Moreover, the system is very effective. This is portrayed in its clarity of information transfer. Writing of memo persuades people to take action, give feedback on issues or react to a situation (Lehman, et, al.2010).
Krizan, K. C. et. al. (2007). Business Communication. New York. Cengage Learning.
Lehman, C. M. et, al. (2010). Business Communication (with Teams Handbook). New York. Cengage Learning.
Lehman, C. M. (2001). Himstreet and Baty’s Business Communication: Building High Performance Team. Chicago. Cengage Learning.
Rosenhauer, S. (2009). Cross-Cultural Business Communication: Intercultural Competence as a Universal Interculture. Chicago.GRIN Verlag.
Walker, R. (2005). Strategic business communication: an integrated, ethical approach. New York.Thomson Higher Education.