BUSINESS
COMMUNICATION
The Definition
of Communication
Etymologically communication comes from the Latin word "Communis"
(Together), while according to the dictionary, communication includes phrases
such as sharing of information or knowledge, giving or exchanging ideas mind,
information, or the like with writing or speech. Another definition is limited
to situations stimulus-response. Message deliberately delivered to
get a response, such
as the questions need answers, instructions given should be followed, or ad
serving for stimulants to get people to buy a product.
According to William C. Himstreet and Wayne
Murlin Baty, communication means a process of exchanging information between
individuals through the usual system (commonly used) either with symbols, signals,
as well as with the behavior or actions.
The Definition
of Business
Business in the dictionary Indonesia is defined as commercial, trade or trade.
So the definition in general Communication Business is the sharing of
information between people within and outside the 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.
Business
communication can be of two types internal and external. When communication
occurs within the same organization, it is called internal business communication and it’s related to maintaining and
improving the morale of employees, procedures and prescribing methods,
directing the workers, keeping the management informed and announcing policies
and organization changes.
On the other hand, when communication occurs between and among people
belonging to different business organizations, it is called external business communication.
External communication is related to selling and obtaining goods and services,
maintaining liaison with concerned parties.
The simple form of Business Communication
There are
elements in Business Communication:
1. Source (Sender)
Sender is an individual, group, or organization who initiates the
communication. This source is initially responsible for the success of the
message. A process by which the sender formulates an idea to communicate is
selected first. The first step the sender is faced with involves the encoding
process. In order to convey meaning, the sender must begin encoding, which
means translating information into a message in the form of symbols signs that represent
ideas or concepts, which is then communicated. This process can be influenced
by external factors, or it can come about internally by thinking about a
particular subject. For Example A politician giving a speech or A parent
lecturing a child.
2. Message
A message can be an idea, concept, emotion, feeling that a person wants
to share with another person. A message can be verbal or non-verbal form of
communication. It is based on the source or idea, but the message is crafted to
meet the needs of the receiver. The purpose to send a message is to evoke
meaning to the other person. A message can be intentional or non-intentional.
Messages can be encoded into a variety of formats oral, written or visual. For
Example Speech is a channel, signs, gestures, symbols are different ways in
which a message can be transmitted.
3. Encoding
Encoding is the process of assembling the message (information, ideas
and thoughts) into a representative design with the objective of ensuring that
the receiver can comprehend it. Communication
is only established when it results in both the source and the receiver
understanding the same information.
People who are great communicators are great encoders; they know how to
present their message in a way that their audience (receivers) can easily
understand. They are also able to
identify information that is superfluous, irrelevant or even accidentally
offensive, and eliminate it in advance through anticipation.
4. Channel
It’s the medium through which communication is transmitted from one
person to the reliever. Most channels
are either oral or written. Common channels include the telephone and a variety
of written forms such as memos, letters, and reports. The effectiveness of the
various channels fluctuates depending on the characteristics of the
communication. In case of immediate feedback Oral Communication is convenient.
In a situation where the message must be delivered to more than a small group
of people, written channels are often more effective. Although in many cases,
both oral and written channels should be used because one supplements the
other.
5. Decoding
Decoding is the process where the message is interpreted by the receiver
. The receiver begins to interpret the message through words, signs, symbols
sent by the sender translating the message to its set of experiences in order
to make the message meaningful. Successful communication takes place when the
receiver correctly interprets the sender’s message. For Example A student
searches the definition of a word unknown to her in the dictionary, interprets
the meaning and gains information.
6. Receiver
Receiver is the individual or individuals to whom the message is
directed to. The extent to which a receiver comprehends the message will depend
on a number of factors, which include the following: knowledge of the
individual regarding the message, their receptivity to the message. All
interpretations by the receiver are influenced by their experiences, attitudes,
knowledge, skills, perceptions, and culture. For Example An audience receives
the politician’s speech, Student receiving a lecture from the teacher in a
classroom.
7. Feedback
Feedback is an integral part of
communication process that allows the speaker to monitor the process and to
evaluate the success of the message communicated. This step conveys to the
sender that the message is understood by the receiver. After receiving a
message, the receiver responds through a channel and signals that response to
the sender. For Ex: The signal may take the form of a spoken comment, a written
message, a smile, rolling of eyes, a sigh or some other action. No response is
also a form of feedback. Without feedback, the sender cannot confirm that the
receiver has interpreted the message correctly.
Effective communication is
a part and parcel of any successful organization. A communication should be
free from barriers so as to be effective. Communication is a two way process
where the message sent by the sender should be interpreted in the same terms by
the recipient. The characteristics of effective communication are as follows :
- Clarity of Purpose: The message to be delivered must be clear in the mind of sender. The person to whom it is targeted and the aim of the message should be clear in the mind of the sender.
- Completeness: The message delivered should
not be incomplete. It should be supported by facts and observations. It
should be well planned and organized. No assumptions should be made by the
receiver.
- Conciseness: The message should be
concise. It should not include any unnecessary details. It should be short
and complete.
- Feedback: Whether the message sent by
the sender is understood in same terms by the receiver or not can be
judged by the feedback received. The feedback should be timely and in
personal. It should be specific rather than general.
- Empathy: Empathy with the listeners
is essential for effective verbal communication. The speaker should step
into the shoes of the listener and be sensitive to their needs and
emotions. This way he can understand things from their perspective and
make communication more effective.
- Modify
the message according to the audience: The information requirement by different people
in the organization differs according to their needs. What is relevant to
the middle level management might not be relevant to the top level of
management. Use of jargons should be minimized because it might lead to
misunderstanding and misinterpretations. The message should be modified
according to the needs and requirements of the targeted audience.
- Multiple
Channels of communication: For
effective communication multiple channels should be used as it increases
the chances of clarity of message. The message is reinforced by using
different channels and there are less chances of deformation of message.
- Make
effective use of Grapevine (informal channel of communication): The employees and managers
should not always discourage grapevine. They should make effective use of
grapevine. The managers can use grapevine to deliver formal messages and
for identification of issues which are significant for the employees. The
managers can get to know the problems faced by the employees and can work
upon it.
- The Conclusion:
Business Communication is the sharing of information between
people within an enterprise that is performed for the commercial benefit of the
organization. In addition, business communication can also refer to how a
company shares information to promote its product or services to potential
consumers.
In Business Communication consist of seven element:
1.
Source (Sender)
2.
Message
3.
Encoding
4.
Channel
5.
Decoding
6.
Receiver
7.
Feedback
The characteristics of effective communication
are:
1. Clarity of Purpose
2. Completeness
3. Conciseness
4. Feedback
5. Empathy
6. Modify the message according to the audience
7. Multiple Channels of communication
8. Make effective use of Grapevine (informal channel of communication
2. Completeness
3. Conciseness
4. Feedback
5. Empathy
6. Modify the message according to the audience
7. Multiple Channels of communication
8. Make effective use of Grapevine (informal channel of communication
Practice makes perfect J
1. What do you mean by ''Effective Communication''. How does the
knowledge process help us in communicating effectively?
Ø
Effective communication is the communication
that Involved between sender and receiver that have same meaning understanding
about a message that delivered. The purpose is the communication can be
accepted Easily by sender and receiver.
Knowledge process that have influence for Affect the course
effective communication, Because if a sender has a low or minimal knowledge
would be difficult, to respond the answer from the receiver, therefore it is
good senders who have extensive knowledge of various aspect.
2. What is the major mistake in communication?
Ø As the sender does not understand the context of
receiver problems, lack of comprehension the meaning of question and minim
knowledge that universal.
3. Why is desirable to avoid the use of Jargon in
business
Communication?
Ø
Jargon is a specific
term used in the field of Life (Environment) Specific. Jargon usually NOT
understood by organitation From Field the lives of others. So from the
definition we can know jargon avoid because business communication has a
language that is easily understood by the recipient of the message with their
jargon this will create an understanding that is not understood by the
recipient and make it smooth business communication effective.
http://greatonthejob.com/2011/06/the-5-biggest-communication-mistakes-we-make/
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