Definition of Business Communication

The definition of business communication has taken a whole new meaning in

today's environment with technology, virtual teams, horizontal sharing etc.
Business communication is performed by relaying information to people
throughout the organization in many different ways. Some of these methods include
the phone, email, and in person. All methods have different factors to whether or not
they are effective. The definition of business communication includes all departments,
staff, clients, and people involved are aware of what is going on and there is no
confusion.
Communication is one of the most important factors in any organization or
relationship. Without communication, things do not work properly and can be mixed
up. When you can communicate properly in a business then things run smoothly and
there is no confusion. Today, technology has allowed for many outlets and highways
of communication to take place through the use of cell phones, pagers, email, and
even holding old fashioned meetings.
Cell phones are one of the most common forms of business communication today.
Most companies provide cell phones for their employees and they require them to
carry them on and off the job. This allows people to be available when they are off the
clock if there is an emergency and they need to be called in. This form of
communication is good to be able to get in touch with someone but when you have an
important topic to discuss, it is best it is not done over the phone.
When it comes to updating the definition of business communication, email
communication would be a standard item to be added. Email has become one of the
most common forms of business communication. There's a set of norms and ethics
that come with email communication, considering that it eliminates the interpretation
of body language, tone and gestures. An email is a conveyed message that allows
interpretations if it is not clearly stated. At the same time an email is an
official document that can be saved and used pro or against you. It is best if you never
delete an email from a client or other staff members. This is because you can use it
later to refer back to if you need to. Also, email is required to back up for a business
for up to 7 years for legality purposes. Email provides a copy and proof that
something was said to you. If you have an agreement through email it can hold up in
court. One thing to keep in mind is that if you need to speak to someone about
something that is serious it is not always best to use email. There are certain rules
about business communication through email that you must learn also. For example,
using capital letters in a sentence can be construed as you screaming at the other
person. Although you may not mean anything of the sort, many people follow these
guidelines for email.
Speaking to someone in person is the best method of business communication.
Technology has allowed you to communicate with people around the world through
other methods to save company money. However, when you speak to someone in
person it is more certain that there will not be any misunderstanding when you walk
away from the conversation. Today, you can set up a web conference if you want to
meet with someone in person on the other side of the world. This still allows you to
have face-to-face meetings without being in the same room.
The definition of business communication has many forms and many different
methods with a company. The goal is to relay a message to another person
successfully without there being any confusion about what you mean.
Misunderstandings occur all of the time and some people are easily offended. It is
important to be aware of issues that might arise with attitudes and the way messages
need to be conveyed.


3.0 Importance of Communication
Good communication means your message is being sent and those receiving it
clearly understand it in its entirely. Because of this, they are more likely to respond
to it in a positive manner. When this occurs, it means the message was communicated
effectively. A customer who receives poor communication from an employee will
most likely have an unfavorable response to a company. The reason for this could be
because the person listening does not possess a clear understanding of what the person
doing the talking is actually saying. Perhaps the request is unclear, or maybe the
person listening did not pay close enough attention.
Communication is one of the most basic functions of management in any
organization. Its importance can never be over emphasized. It is the process of
transmitting ideas, thoughts, information, opinions, and plans between various parts of
an organization or sometimes to those on the outside of an organization who have a
vested interest in the business and need to know the information.
Human relations cannot be present without communication. Good and effective
communication is required for both personal relationships and successful business
relationships. You can use business software and other popular applications for
writing communications, or you can utilize the telephone and in-person methods for
the spoken part. No matter how you communicate, make sure there is both talking and
listening going on and that you take the time to carefully consider what is being said
to you.
All three forms of communication are important to a business. The written
communications can serve as a record of sorts while the phone conversations can
facilitate the beginning of a great business relationship. The in-person communication
will also help to further promote the business principles as well as the products. Face-
to-face communication is especially important between companies and their
customers. This is what keeps them coming back time and time again and what can
place the business in the forefront of many situations that are perfect for acquiring and
maintaining customers.

Communication is the affection of every organisation. Everything you do in the
abode after-effects from communication. Therefore acceptable reading, writing,
speaking and alert abilities are capital if tasks are activity to be completed and goals
achieved. As you beforehand your career you will acquisition assorted affidavit why
acknowledged advice abilities are important to you, for example:
1. To defended an interview.
You will charge acceptable advice abilities to accomplish abiding your appliance
letter is apprehend and acted upon.
2. To get the job.
You will charge to acquaint able-bodied during your account if you are to
advertise yourself and get the job you want.
3. To do your job well.
You will charge to appeal information, altercate problems, accord instructions,
assignment in teams, collaborate with colleagues and clients. If you are to accomplish
co-operation and able teamwork, acceptable animal relations abilities are essential.
Also, as the abode is additionally acceptable added global, there are abounding factors
to accede if you are to acquaint able-bodied in such a assorted environment.
4. To beforehand in your career.
Employers appetite agents who can anticipate for themselves, use action and
break problems, agents who are absorbed in the abiding success of the company. If
you are to be apparent as a admired affiliate of the organisation, it is important not
aloof to be able to do your job well, but additionally to acquaint your thoughts on how
the processes and articles or casework can be improved.

4.0 Problem and Effects of Communication
Problem and effects of communication between the manager, Anwar Patel and his
subordinate:
Manager was overfriendly with his subordinates. This lead to the loss of
respect for being the role of a manager.

Manager used to smoke, exchange smutty jokes, and even shared the story of
his life and spicy episodes about the lives of the directions at certain times or
occasions. This all show that there was no formal relationship between the
Manager and his subordinates.

Since subordinates took the Manager for granted, which as a result of
increased in absenteeism and cases of subordinates refusing to carry out the
orders of their supervisors and there were even workers who were found in a
drunken state on the plant.

At times manager may leak confidential information of the organization. This
will further cause the weakening of the authority of the hierarchy officials.

Manager used to over communicate with the employees. He used to talk
unnecessary things.

All these show us that due to over communication there can be disturbance in the
smooth functioning of the organization.




5.0 Solutions
Solutions to overcome the problems:
Manager should have a limited communication.

There has to be a formal relationship between manager and the subordinates.

A Manager should maintain the hierarchy in order to strengthen the authority.

Manager is not supposed to leak the confidential information of the
organization.

Manager should not be so informal that he start drinking, smoking, etc with
his subordinates because this will lead to loss of respect


6.0 Effective Approaches of Communication with
Employees
Employee communication and consultation offer many benefits although, done
well, they require time and money. In particular good employee communications and
consultation can:
improve organisational performance - time spent communicating at the outset of
a new project or development can minimize subsequent rumour and misunderstanding
improve management performance and decision making allowing employees
to express their views can help managers and supervisors arrive at sound decisions
which can more readily be accepted by employees as a whole; this may be particularly
important at times of emergency or where new practices or procedures are being
introduced
improve employees' performance and commitment - employees will perform
better if they are given regular, accurate information about their jobs such as updated
technical instructions, targets, deadlines and feedback. Their commitment is also
likely to be enhanced if they know what the organisation is trying to achieve and how
they, as individuals, can influence decisions
help develop greater trust - discussing issues of common interest and allowing
employees an opportunity of expressing their views can engender improved
management/employee relations
increase job satisfaction - employees are more likely to be motivated if they
have a good understanding of their job and how it fits into the organisation as a whole
and are actively encouraged to express their views and ideas.
encourage a more flexible working environment - employers can help to
promote a good 'work-life balance' within the organisation by talking to all their staff
about developing flexible working policies and practices.
Communications and consultation are not, and should not, be an end in
themselves. Nevertheless, used properly they have a key role to play both in ensuring
the business success of organisations and in involving and empowering employees.

7.0 Conclusion
1. Great Communicator
Good communication is one of the most important characteristic of leadership.
A good leader is able to communicate well not only with the people he is leading, but
with external parties as well.
So what does it mean to be a good communicator? For starters it means saying what is
required, not what is desired. Good leaders tell the truth like it is, without
sugarcoating or fearing of hurting others feelings.
A good leader knows what to say to get the best out of their followers. A good
basketball coach never praises his star player after a great game. This is so that the
player will keep on working hard to improve. However, after a lousy game the coach
is always the first person to go to the player, give him a pat on the back and encourage
him.
Criticize when necessary, give credit where it is due, encourage when encouragement
is needed and always listen to what your followers have to say. Being a good
communicator is also being a good listener.

2. Decision Maker
Part of a leader's role is to make decisions and provide direction to those under
him. Being a good decision maker means ;
Be timely - Being able to make decisions within the required time. Not
spending too much time analyzing an considering each decision.
Resolute - This means having the firmness and willpower to stick to each
decision long enough to see it bear fruit.
Flexible - To have the flexibility to change directions and decisions when it is
discovered that the initial judgment may not be the right one.
Sometimes it is not possible to have all the information to make a decision. Thus,
often times instinctive judgment is needed. A good leader trusts his judgment and has
the courage to use it.Courage to make decisions defines a good leader.
3. Clear Vision
Another characteristic of leadership is to have a clear vision. A good leader is
clear on what he wants. This clarity of vision is imperative to ensure that the whole
team is continually moving in the right direction. A ship needs a captain who knows
exactly where it is suppose to go. There's nothing worse than having the destination
constantly changed and the maps regularly replaced. A clear vision provides stability
and certainty.

4. Trust Others And Be Flexible
Trusting other people is another characteristic of leadership. A good leader
knows how to trust others, especially his followers. For everyone there is always this
natural urge to try to take everything on board, to review all work etc. All this to try to
ensure that everything is fine.
There is nothing wrong with that, however often times it is done excessively.
We must know that no one can do everything and be everywhere all the time. I've
seen many real life examples of leaders who just can't let go. They have no
confidence in their subordinates and don't trust them.
A good leader is trusts others. They believe in the abilities of others and are
flexible enough to accept that everyone has their own way of doing things. Good
leaders don't force their others to do things their way.
It is important to trust others because it encourages followers to be
independent rather than dependent. The leader then won't be bogged by having to
provide guidance and directions all the time to the follower.
Not only that, when trusted by their leader, people will usually perform better
and more creatively. It gives them more self belief and a boost in confidence.

5. Lead By Example
This is a common saying but it is still very important. A leader has to lead by
example. He has to set the standards. The leader must be the one putting in the most
effort. He has to be the one putting in the most heart and passion into the cause. Only
then will the followers be inspired to do the same. This is how the great leaders in the
history of the world have inspired millions.
Leading by example includes taking responsibility as well. Putting the blame
for any failures on others will only make a leader lose the respect of his followers. A
good leader always takes responsibility for everything.
6. Be Congruent
For a leader to inspire and influence his followers, he first needs to gain their
trust. Nothing helps gain trust more than showing congruency.
Congruency means having your thoughts, words and actions are all aligned. It
means practicing what you preach. Doing so proves a person's dependability and
trustworthiness. A leader who says one thing but does another will find it very hard to
gain his followers trust.

7. Be Part Of The Team
A good leader does not consider himself to be the boss. Rather he views
himself as part of the team, equal to all other team members. Leaders who consider
themselves as part of the team quickly gains the respect of the team members.
Followers will be more willing to help and give their best as they have a sense that the
team is 'one' and everyone is in this together.
8.0 Reference
Text book (BBA DIM 1008 Business Communication)
http://www.managementskillsadvisor.com/definition-of-business-
communication.html
http://www.212articles.com/benefits-of-effective-communication/
http://www.sixsigmaonline.org/six-sigma-training-certification-
information/the-importance-of-business-communication.html
http://www.scribd.com/doc/63785009/Case-Study-on-Communication
http://www.acas.org.uk/media/pdf/8/d/B06_1.pdf