EFFECTIVE COMMUNICATION

Introduction to Business Communication

This topic is aimed at making you understand better how to communicate with each other especially in the workplace. The blood of each and every organisation is communication as it cement or disrupt an organisation. We are by nature social beings and communication plays a significant part in our daily personal and professional lives. What comes to your mind as you think about the word communication? Perhaps you are thinking about words like, “talking, speaking, listening, understanding and body language”. All these activities are involved in communication. Learner, do you know what communication is? Are you aware that any task or transaction that requires more than one person can only be successfully completed with communication? Communication is a part of our lives that we take for granted, but throughout life we are involved in the communication process. It is difficult to imagine what life could be, without communication.

We can now define the word communication:

Communication – is a two-way interactive process whereby information is sent from one party, that is, a business, an individual or a group, through a channel to another party, who reacts by providing feedback. It is an act of sending information from the mind of one person to the mind of another person. Communication is what we do to give, and get understanding, it is the process of sending and receiving messages. Communications is the flow of accurate information which customers need and are entitled to have. People communicate for different reasons.

Learner, what are some of the reasons that makes you engage in communication with other individuals in your daily life? People communicate to affect other person’s behaviour as to act in a particular way, to offer information to people and businesses, to convey thoughts and feeling, and for the purpose of socialisation, that is, engaging in an interaction with someone. Are you aware that businesses exchange information to promote their products to their potential customers?

We can now define business communication.

Business communication – is the process of sharing information between people within and outside the company in order to promote organisation’s goals, objectives, aims and activities, as well as increase in profits within the business. Businesses must ask not only how can we reach our customers but also, how can our customers reach us? Communication is an interactive dialogue between the business and its customers. For the success of the business, communication must be effective. 

Learner, are you aware that successful communication occurs when there is an understanding? People need to interact so that they come up with something.

Now, let us explain what effective communication is.

Effective communication is a process whereby people exchange ideas, thoughts, knowledge and information such that the purpose or intention is fulfilled in the best possible manner and there must be an understanding of each other. Effective communication helps us better understand people or situations and enables us to build trusting and respectful relationships, resolve conflicts and create environments where ideas and problem-solving can flourish.

Learner, do you know that noise is anything that distracts, distorts or spoils the message or its intention? Our ability to communicate and understand others is dependent upon how we interpret and make meaning out of the information we take in. As simple as communication seems, much of what we try to communicate to others and what others try to communicate to us, we get misunderstood thus affecting our communication. We take in information using our senses, including hearing what others say, seeing body language and experiencing emotional responses. We then make meaning out of the information through the elements in the communication process in order to understand each other effectively.

Do you understand that effective communication is who, that says what, in which medium, to whom, with what effect? This could be shown in a flow diagram below.

Elements in the communication process

Learner, now we need to explain the communication process which consists of the steps taken when communicating between the source and a receiver. The following are the key elements:

·        Sender or source: this is the person who starts the communication process. The source is the creator or encoder of the message to be shared, that is, the information, belief, feeling or idea communicated.

·       Message: this is the information shared or subject matter in the communication process. The message is what is communicated verbal or non-verbal, that is, the content translated into symbolic code such as language, pictures and gestures.

·     Channel: this is the communication medium either formal or informal in the communication process through which the message is carried. For example, a letter, messenger, telephone or grapevine.

·    Receiver or destination: this is person for whom the message is intended for in the communication process who tries to understand the message in the best possible manner, that is, the party who decodes or convert the message by getting its meaning. 

·       Feedback: this is the receiver’s response to the message in the communication process. It is the process of ensuring that the receiver has received the message and understood it in the same sense as the sender meant it. 

Importance of business communication

Learner, so we have discussed the elements of the communication process. Let us now move to the importance of business communication. Learner, remember as said before that effective business communication is the art of sharing information in a positive and helpful way. Whether this information is being conveyed or given to employees or customers, it is important that a good atmosphere is created.

Learner, do you know that business communication is the most vital factor in the efficient and smooth running of the business? By understanding the importance of business communication is essential since managers specifically and organisations in their entirely, accomplish their set objectives and reduce errors. It promotes managerial efficiency and makes employees in an organisation to develop a spirit of cooperation. Communicating in a business is crucial to achieve short-term and long-term goals. Good communication is a tool in achieving productivity and maintaining strong working relationships at all levels of an organisation.

Learner, now that you are aware how important it is to communicate in a business, are you aware that people and business do not just communicate for fun, but they do it to succeed? Why is business communication important? Think about it. So, let us look at the importance of business communication:

·     To place orders – as to have their supplies on time and not delay production so that everything is just-on-time in the business.

·     To attend to customers complaints – as to deal with complaints promptly in order to satisfy customers and provide the best customer service, so that customers would be willing to come back and buy products from the business.

·      To distribute information within the business – as to inform all employees in the business about what is occurring within and how it affects them. This enables workers to be aware of what is expected of them in the workplace.

·     To provide information to the public – as to inform every stakeholder of what is happening within the organisation so that individuals make informed decisions when doing business.

·   To promote products – as to create awareness of the company’s products by means of advertisements and more in order to be able for the business to yield highest profits.

To To give instructions to employees or to receive feedback from them – so that employees know what to do and also for them to be able to speak to the management whenever necessary.