Definition
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.
Elements of Communication
1. Source
The source is the person (or thing) attempting to share
information. The source can be a living
or non-living entity. The only
qualifications necessary for a source are an origin of information (in
Information Theory, the source generates data that one would like to
communicate) and an ability to transmit this information, through a channel, to
a receiver.
2. Message
At first glance, the message is simply the information you
want to communicate. But it goes deeper
than that. Communication theorists
examine messages from a semiotic perspective (the study of signs and symbols, and
how meaning is created through them; note: it is not the study of meaning, just
how meaning is created).
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.
4. Channel
An encoded message is conveyed by the source through a
channel. There are numerous channel
categories: verbal, non-verbal, personal, non-personal, etc.
5. Decoding
This is where listening, and reading
directions carefully, makes its claim to fame—decode with care. In Encoding, communication is
only successful when it results in both the source and the receiver
understanding the same information. For
this to happen, there can be no errors in processing.
6. Receiver
Ultimately, the message is delivered to the receiver. A good communicator takes the receivers
preconceptions and frames of reference into consideration; how they will react,
where common ground is shared, their sense of humor, their moral conduct,
etc. All of these things will affect how
the receivers decode messages.
7. Feedback
A better word might be “reaction” or “responses.” The source judges its success based on the
feedback it receives, so pay close attention. Whether things go right or wrong, it serves as one of the most important
learning opportunities we have.
What is the Major Mistake in Communication?
I thought the answer is misunderstandings. While
communication is critical in any business, misunderstandings can cause more
harm than good. Garbled instructions and misread attitudes waste time, create
safety hazards or cause ill will between you and your client. To prevent
misunderstandings, your directions must be clear and without your emotions
getting in the way.
Why is Desirable to Avoid the Use of Jargons in Business Communication?
1. There is often a better
way to say things.
2. Some development speak words carry connotations that only hurt people.
3. Buzzwords lose meaning.
4.
Using jargon doesn’t make us sound smarter.
Guidelines for Effective Communication
1. 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.
2. 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.
3. Conciseness: The message should be concise. It should not
include any unnecessary details. It should be short and complete.
4.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.
5. 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.
6. 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.
7. 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.
8. 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.
Sources:
- www.businessdictionary.com
- www.managementstudyguide.com
- www.how-matters.org
- https://blog.udemy.com
