Business Communication

No
1

Name Student
Tariq Aziz Awadh Ahmed

I.D
41J1321

Al-Shahri
Teacher Name: Mr. Mohammed Kesbeh

Business communication
Introduction
Business communication is the sharing of information between people within an
organization that is performed for the commercial benefit of the organization. It
can also be defined as relaying of information within a business by its people.
Communication is neither transmission of message nor message itself. It is
the mutual exchange of understanding, originating with the reciever.
Communication needs to be effective in business. Communication is essence of
management. The basic functions of management
(Planning, Organizing,Staffing, Directing and Controlling) cannot be performed
well without effective communication. Business communication involves
constant flow of information. Feedback is integral part of business
communication. Organizations these days are verly large. It involves number of
people. There are various levels of hierarchy in an organization. Greater the
number of levels, the more difficult is the job of managing the organization.
Communication here plays a very important role in process of directing and
controlling the people in the oragnization. Immediate feedback can be obtained
and misunderstandings if any can be avoided. There should be effective
communication between superiors and subordinated in an organization,
between organization and society at large(for example between management
and trade unions). It is essential for success and growth of an organization.
Communication gaps should not occur in any organization.
Business Communication is goal oriented. The rules, regulations and policies of
a company have to be communicated to people within and outside the
organization. Business Communication is 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, satellite communication to support business

communication. Effective business communication helps in building goodwill of

an organization.
Business Communication can be of two types:
1. Oral Communication - An oral communication can be formal or informal.
Generally business communication is a formal means of communication,
like : meetings, interviews, group discussion, speeches etc. An example of
Informal business communication would be - Grapevine.
2. Written Communication - Written means of business communication
includes - agenda, reports, manuals etc.

Overview
Business communication (or simply "communication", in a business context)
encompasses topics such as marketing, brand management, customer
relations, consumer 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 that takes
place within the organization.
Business communication is a common topic included in the curricula of
Undergraduate and Master programs of many colleges and universities.
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;
Reports - important in documenting the activities of any department;
Presentations - very popular method of communication in all types of
organizations, usually involving audiovisual material, like copies of reports,
or material prepared inMicrosoft PowerPoint or Adobe Flash;
telephone meetings, which allow for long distance speech;
forum boards, which allow people to instantly post information at a
centralized location; and
face-to-face meetings, which are personal and should be succeeded by a
written followup.
suggestion box,it is mainly for upward communication as because some
people may hesitate to communicate to the to management directly so
they can give suggestion by drafting suggestion in suggestion box.

Effective business communication

A two way information sharing process which involves one party sending a
message that is easily understood by the receiving party. Effective
communication by business managers facilitates information sharing between
company employees and can substantially contribute to its commercial
success.

Face-to-face
Face-to-face communication helps to establish a personal connection and will
help sell the product or service to the customer. These interactions can portray
a whole different message than written communication as tone, pitch, and body
language is observed. Information is easier to access and delivered
immediately with interactions rather than waiting for an email or phone call.
Email
When using email to communicate in the business world, it is important to be
careful with the choice of words. Miscommunication is very frequent as the
reader doesnt know what non-verbal cues one is giving off, such as the pitch,
tone, or expressions. Before beginning an email, make sure the email address
one is using is appropriate and professional as well as the message one is going
to send.
Telephone
When making a business call, make it clear who is on the line and where one is
from as well as one's message when on the phone. Smile and have a positive
attitude as the recipient will be able to read the caller and that will affect how
they react. When leaving a message, make sure one is clear and brief. One
should state their name and who they are and the purpose for contacting them.
Listening
When listening to another employee or customer speak it is very important to
be an avid listener. Here are some obstacles that you might have to overcome:
Filters and Assumptions
Biases and Prejudices
Inattention and Impatience

 Surrounding Environment
A good way to overcome these factors is by using LOTS Better Communication
method. This method includes four steps in order to produce good listening
skills and the ability to respond with an educated statement. The four steps to
this method are:
1. Listen
2. Observe
3. Think
4. Speak
Doing all of these things while showing good eye contact and body posture will
assure the speaker that he/she is getting full attention from the listeners.
Choosing Communication Media
When choosing a media of communication, it is important to consider who are
the respective audience and the objective of the message itself. Rich media are
more interactive than lean media and provide the opportunity for two-way
communication: the receiver can ask questions and express opinions easily in
person. To help such decision, one may roughly refer to the continuum shown
below.
From Richer to Leaner
1.Face-to-Face Meeting 2.In-Person Oral Presentation 3.Online Meeting
4.Videoconferencing 5.Teleconferencing 6.Phone Call 7.Voice Message 8.Video
9.Blog 10.Report 11.Brochure 12.Newsletter 13.Flier 14.Email
Types of Business Communication
There are two types of business communication in an organization:
Internal Communication

 External Communication
1. Internal Communication
Communication within an organization is called Internal Communication. It
includes all communication within an organization. It may be informal, formal
function, or department providing communication in various forms to
employees.
Effective internal communication is a vital mean of addressing organizational
concerns. Good communication may help to increase job satisfaction, safety,
productivity, and profits and decrease grievances and turnover.
Under Internal Business Communication types, there come:
Upward Communication
Upward communication is the flow of information from subordinates
to superiors, or from employees to management. Without upward
communication, management works in a vacuum, not knowing if the
messages have been received properly, or if other problems exist in
the organization. By definition, communication is a two-way affair. Yet
for effective two-way organizational communication to occur, it must
begin from the bottom.
Upward Communication is a mean for the staff to:
Exchange information
Offer ideas
Express enthusiasm
Achieve job satisfaction
Provide feedback

 Downward Communication
Information flowing from the top of the organizational management
hierarchy and telling people in the organization what is important
(mission) and what is valued (policies). Downward communication
generally provides information which allows a subordinate to do
something. For example, instructions on how to complete a task.
Downward communication comes after upward communications have
been successfully established.
This type of communication is needed in an organization to:
Transmit vital information
Give instructions
Encourage 2-way discussion
Announce decisions
Seek cooperation
Provide motivation
Boost morale
Increase efficiency
Obtain feedback
Both Downward & Upward Communications are collectively called Vertical
Communication
Horizontal/Literal communication
Horizontal communication normally involves coordinating
information, and allows people with the same or similar rank in an
organization to cooperate or collaborate. Communication among

employees at the same level is crucial for the accomplishment of the

assigned work.
Horizontal Communication is essential for:
Solving problems
Accomplishing tasks
Improving teamwork
Building goodwill
Boosting efficiency
2. External Communication
Communication with people outside the company is called external
communication. Supervisors communicate with sources outside the
organization, such as vendors and customers.
It leads to better:
Sales volume
Public credibility
Operational efficiency
Company profits
It should improve:
Overall performance
Public goodwill
Corporate image
Ultimately, it helps to achieve:

 Organizational goals
Customer satisfaction

IMPORTANCE OF COMMUNICATION
Communication is an integral instinct of living things. The importance of
communication is best understood when there is a lack of it. There is
more to communication than just talk and gesture. Listening, understanding
and interpreting are as much integral to communication as words verbal,
written or gestured. Yes, even gestures in communication play a crucial role in
conveying and interpreting the message! Similarly, how we communicate or
express ourselves goes a great way towards determining how our expressions
are interpreted. To quote Karl Popper, "It is impossible to speak in such a way
that you cannot be misunderstood". Faulty or incomplete communication can
completely mar the purpose of communicating and may result in damaging
consequences. This is where understanding the importance of communication
and communicating the right way comes into picture. Not everyone is equally
endowed with the ability to effectively express himself and this is where
the importance of communication skills can be truly fathomed. The importance
of communication is equal in every walk of like, be it in personal, professional
or social life.

Conclusion
Communication is life blood of
a business organization. No organization can succeed or progress, build up
reputation, and win friends and customers without effective communication
skills. In fact successful communication is the bed rock of ground and pleasant
relationship between the seniors and sub ordinates, between the workers and
the management, between the customers and the sellers good and efficient
system of communication helps in better coordination and
efficientcontrol. It results in clear understanding, good production, healthy clim
ate within theorganization willing cooperation among the various levels, if
businessman can communicate effectively and successfully. Profit and
prosperity shall knock at the doors of firm, organization or shop keeper through
effective system of communication. Poor and ineffective communication system
may result in mismanagement, bad business and sure show down.
Communication can build or destroy trust depending or use of words. A poorly
worded message or talk may result in communication breakdown. On the other
hand planned and well meant communication helps in better service, removes
misunderstanding and doubts; builds up good will, promotes business and
earns favorable references. It is the key to success in business and trade. A
good businessman believes in the saying, 'take care of communication and
success shall take care of itself.

References
1. (http://www.businessdictionary.com/definition/effectivecommunication.html)
2. (http://www.healio.com/orthotics-prosthetics/humanresources/news/print/o-and-p-business-news/%7Bab5bdfed-6cea-47d6b2bb-9b57d79c406a%7D/face-to-face-communication-the-trust-thathelps-build-a-business)
3. Newman, Amy, and Scott Ober. Business Communication: In Person, In
Print, Online. 8th ed. Mason: South-Western, 2013. 18. Print.