Importance and nature of business communication

Majority of people spends more time in communication than doing anything else. Most of the time in a day is one to one speaking, writing and listening when not talking or listening you may be communicate in other ways like understanding, lettering, gesturing etc or taking information by seeing, feeling or smelling. All of these are forms of communication

Communication has enabled us to organize to work in groups, as such communication is vital to our success and well being in civilization.

The communication can be defined as the process through which two or more person come to exchange ideas and understanding among them.

The definition involve two aspects in communication

First there is something which is transmitted, such as facts, feelings, ideas etc. further indicates there must be a receiver if communication is to be occur. The sender must consider the receiver while framing and delivering it, falling there is either no response or wrong response.

Second is understanding

The person to whom message is send understanding it. In the same sense in which the sender wants him to understand.(The greater degree of understanding in the communication , the more changes that action will be in the correct direction)

As per “William scot” managerial communication is a process which involve the transmission and accurate copy of ideas ensured by feedback for the purpose of producing actions which will accomplish organizational goals.

Some important feature (objective) of communication

1. Information

2. Advice

3. Order

4. Suggestion

5. Persuasion

6. Warning

7. Motivation

1. Information

The most important objective is passing or receiving information about a fact or circumstances, which can be done by spoken or written language or by using other signals or signs.

External information

1. About its product i.e consumer response

2.Information about the availability of credit i.e terms and conditions of credit and available financial institutions.

3. information about advertisement media, their efficiency, suitability or expenses.

4. Latest development in field of technology

Internal information

Employees to be given free information on

Information on job assignment

Information of decision making and status power

Information of policies and activities of the organization

2. Advice

Giving advice is another objective of communication. ( where information is neutral advice is to influence one’s opinion or behaviour)

Importance of advice

Commercial activities have become complex and specialized. No one man can handle all activities like finance, taxation and public relation etc.

Expert advice is required to run business successfully. Similarly, supervisory staff has a good experience and being in close contact with management area in a position to guide and advice their subordinate staff. Advice flows horizontally and downward.

How to make advice effective

1. it should be man and works oriented

2. advice should not be given to a person to make him feel conscious of his inferior knowledge or skill.

3. Advice motive is to be for betterment of worker and adviser should feel it and he should give this feeling to the worker.

4. it should be in right tone to promote better understanding between the advisor and subordinate.

5. The subordinate should be given freedom to react, to have two-way communication.

The counseling is similar to advice, difference being advice has a personal touch where counseling is almost professional.

3. order

Order is an authoritative communication, it is directive to subordinate whatever be the size or nature of organization orders are absolutely necessary.

Types of order

1. Written order

2. Oral order

3. General and specific order

4. Procedural and operational order

5. Mandatory and discretionary orders

Written order

The order is of a highly responsible nature, so for keep in record an to be specific.

The task is repetitive in nature, so to avoid issue oral order every time.

The person is being remotely situated

Oral orders

The job is required to be done immediately.

The job is of ordinary nature.

There is a permanent superior- subordinate relation and necessary of order is not felt.

General or specific orders

If order are related to one particular activity they are specific. There are a number of activities having operational similarities general orders may be issued to cover all of them.

Procedural and operational orders

Procedural order are specific procedures to be adopted and operational are more closely related to job in hand.

Mandatory and discretionary orders

M.O. have to obeyed. D.O. are usually in the nature of recommendations and suggest what is desirable, what should be done.

(the head office may issue discretionary orders to the branch manager , being present on the spot, knows better whether the orders are to be carried out or not)

Traits of effective order

It must be clear and complete.

Its execution should be possible

It should be given in a friendly way

Instructions is a particular type of order where subordinate is not only ordered to do a job but it also given guidance on how to do it.

4. Suggestion

Its incorrect that ideas comes only top man, lower staff being in touch with operative aspects capable of giving some positive suggestions.

Advice comes from expert, order from higher authority as such recipient is conscious of his inferiority and may resist it, accepting a suggestion is his discretion so is usually welcome. Its mild form of communication and as it flows horizontally or vertically may hurt some-one ego but enlightened executives welcome positive suggestions.

5. Persuasion

It may be defined as an effort to influence the attitude, feelings or beliefs of others. (buyers have often to be persuaded to buy a particular article)

6. warning

If employees don’t abide by the norms or violate rules it may be necessary to warm him. (Negligence tempering with records, mishandling of equipments, lack of regularity and punctuality, gossiping, spreading rumors, misleading new employees are some of the actions which call for warning)

While issuing warnings the followings are to be keep in mind

1. some are general, like “no talking” is not aimed at a person, as such are given in the form of notices.

2. mostly warning are to a particular person and involve disciplinary action. Before issuing truth to be verified and should not involve personal prejudices and should be fair.

3. it should not given in the presence of others.

4. it is useful to investigate causes of undesirable behaviour.

5. The aim should be for the betterment of organization.

8. raising morale

its for mental health as high moral and efficient performance goes hand in hand.

9. motivation

it energizes the activities of a person and changes his behaviour towards attainment of desired goals. Its different for persuasion. The communicator enjoys upper hand, but in motivation he keeps himself in back ground. He does not order but motivates them to work willingly and eagerly.