Basics of Business Communication: Communication is a process whereby a message is successfully conveyed to the receiver. The message may include information, ideas, perceptions and symbols which are sent either with or without intention. It need not be spoken or written. In other words, a person may communication through signs and gestures. For example the traffic lights or the sign boards that we see on the roads are also means of communication where the traffic authorities intend to instruct us using these signs to ensure safety.
The Communication Process
The process of communication goes through the following steps:
- Sender – The person who initiates the communication process
- Encoding – The sender gathers all the information that they intend to convey
- Message – The information gathered by the sender takes the form of a message
- Channel – The medium the sender chooses to convey his/her message
- Receiver – The message is then delivered to the receiver
- Decoding – The receiver then interprets the message and responds accordingly on which the communication process comes to an end.
7 Cs of Business Communication
Business etiquettes and skills play a major role in effective communication which requires what are known as the 7 Cs of business communication. An effective communication can be achieved only when the message is :
Types of Business Communication
Business communication involves the standard process of communication involving the aforementioned steps.
An organization can employ business communication in 2 ways:
- Internal communication
- External communication
The communication taking place within the organization is called internal communication. For instance, the interaction between an employee and the boss regarding business strategies or product development schemes etc. Internal communication can either be upward, downward or horizontal. These types are determined by the system of hierarchy. The communication from the director of a company with their subordinates is downward and the vice versa. . The interaction which takes place between the personnel of the same designation within an organization is referred to as horizontal internal communication.
External communication is all about the interaction of a business with the outside world i.e. other corporate houses, the buyers, government / regulatory bodies, public at large etc. This can be done by means of advertisement, promotions, offers with or without personal interaction. In external communication, the organizations are more particular about the communication formalities and skills because they can be overlooked within the four corners of the organization to some extent but outside they have to be duly regarded.
External communication meets another factor called competition where the communication skills of one organization if supersede those of the other can make the former win the battle. For an instance, markets are overloaded with advertisements and the most effective and influential ad attracts the most stakeholders.