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Communication in Business Environment

We all know the importance of communication in our daily lives. Nothing can take place without some method of communication being used to express ourselves for whatever purpose. Communication is even more valuable in a business environment as there are several parties involved. Various stakeholders, whether they are customers, employees or the media, are always sending important Information to each other at all times. We are therefore constantly using some form of communication or another to send a message across.

Without these different methods of communication available today, It would take forever for us to carry out business as efficiently as it is done today and with the same speed. Let’s try and understand what these methods of communication are. Methods of Communication Numerous new Instruments have emerged over the years to help people communicate effectively. The different categories of communication are: Verbal Communication: face-to-face, telephone, radio or television and other media. Non- Verbal Communication: body language, gestures, how we dress or act – even our scent.

Written Communication: letters, e-mails, books, magazines, the Internet or via other media. Verbal Communication Verbal communication entails the use of words In delivering the Intended message. The two major forms of verbal communication include written

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and oral communication. Advantages of Verbal Communication Saving of Time, the greatest advantages of verbal communication, Is saving of time. Under this system of communication the messages are communicated immediately without consuming any time.

Verbal communication is the only way out during urgent condition and when Immediate action Is necessary. Saving of Money As there is no formal method of communicating the message, no help of any particular media of communication is taken. And this type of communication saves a lot of money. More effective as there is direct touch of the sender of message with the receiver of message these messages prove to be more effective. The sender of message can also exercise his personal influence over the receiver of message.

Knowledge of Reaction of Message an important advantage of verbal communication is that under this method of communication, the sender of message can Judge the reaction of the message on Its receiver. He comes to know whether the receiver of the message will follow it or not. Doubts regarding the message, if any, between the sender and the receiver of message can immediately be cleared and the receiver of the message can immediately get the explanations regarding any point or the message. Increase in Productivity and Efficiency Verbal communication is more effective.

It increases the productivity and efficiency of workers because they clearly understand it and follow it. Disadvantages of Verbal Communication: Lack of Proof of Message the greatest disadvantages of verbal communication is that here is no proof of the message communicated. Not Suitable for Future Reference As there is nothing in writing supporting the messages communicated under this method, it is not suitable for future reference. If there is any dispute on any point of the message, it cannot be helped in any way.

Not Suitable in Case of Distance If the receiver and the sender of the message are living at a distance from each other, this method of communication is not suitable because it will increase the cost of communication, it will not be effective because of lack of personal touch and it may not be clear and explanatory. Nonverbal Communication Nonverbal communication entails communicating by sending and receiving wordless messages. These messages usually reinforce verbal communication, but they can also convey thoughts and feelings on their own.

Written Communication Writing is used when you have to provide detailed information such as figures and facts, even while giving a presentation. It is also generally used to send documents and other important material to stakeholders which could then be stored for later use as it can be referred to easily as it is recorded. Other important documents such purpose. It can be seen in recent years, however, that verbal communication has been replaced to a great extent by a faster form of written communication and that is email.

You could also use video conferencing and multiple way phone calls with several individuals simultaneously. Apart from a few glitches that could occur, these methods of communication have helped organizations come a long way. Advantages of Written Communication: No need of Personal Contact In written communication there is no need of personal contact Economical If the receiver and sender of the message are at a distance, it is economical to communicate the message in writing because communicating by post is cheap and quite economical.

Written Proof a great advantage of written communication is that it provides a proof for future reference. If there is any dispute on any point in this regard, the message may be referred. Clear and Explanatory Written messages are very clear and self-explanatory. The receiver of the message can easily follow it and understand it. Disadvantages of Written Communication Delay The greatest disadvantage of written communication is the delay in communication. The message is writing is communicated after a certain process is employed. It is prepared, verified and order by the concerned officer.

Consequently, the message is delayed. Lack of Secrecy another great disadvantage of written communication is that secrecy cannot be maintained because these messages can be read by anyone. Costly a written communication involves heavily expenditure. If the receiver and sender of message are near to each other, it is fairly costly to communicate in Oral Communication Oral communication is used by Reading borough Council, it could be said to be the most used form of communication. Whether it is to present some important data to our colleagues or lead a boardroom meeting, these skills are vital.

Reading Borough Council is constantly using words verbally to inform tenants of a decision, provide information, and so on. This is done either by phone or face-to-face. The person on the receiving end which is our tenants or am member of stuff would also need to exercise much caution to ensure that he or she clearly understands what is being said. This shows therefore that you would need to cultivate both your listening and speaking skills, as you would have to carry out both roles in the workplace, with different people. Advantages of Oral Communication

It saves time and money. It is more effective; Gesture, tones and facial expression make the communication effective and efficient. The communicator knows the reaction of communicate. They may even clear the doubts, if any in the minds of other party. It is the only way out during emergencies. It is more convenient to measure the effect of communication. The communicator can easily guess whether the recipient is following him or not. Internal and External forms of Communication types are external communication and internal communication.

Internal communication is used to regulate, manage and encourage productivity. Internal communication happens between company employees. External communication is used to advertise, sell, respond and build the business. External communication happens between company representatives and customers, vendors and others. Internal Communication Internal communication can motivate, reprimand or inform. Examples of internal communications are memos, email messages, instant messages and phone calls.

For example, a manager might send out a mass email about an upcoming meeting. Company reports often disperse information about last year’s profits and this year’s goals. A phone call to get questions answered is another example of internal communication. Face-to-Face: Companies use face-to-face internal communication in training, promotions, demotions and other areas of the workplace. While managers also can handle most of these tasks with written communication, an in-person, face- to-face communication is more personal and opens the door for verbal exchange.

External Communication Many forms of external workplace communication are available, including faxes, Internet websites and advertising. Your company website promotes your business, allowing you to showcase your products and services. Faxes allow you to monomaniac over long distances, in writing, so there is a paper trail of the communication effort on your part. External communication not only serves customers but also can be used to place record orders with vendors, check out the competition and plan for the future. A phone call to a competitor gives you pricing information.

An email to potential customers alerts them to upcoming deals and bargains. Advertising: is a type of external communication. Placing an advertisement that highlights your product, service or sales lets the outside world know what you have going on. Even for customers who are not currently in need of your service, a ell-designed advert can remind them to call you when needs do arise. Body Language Although the most common methods of communication are carried out orally or in writing, when it comes to management techniques, the power of non-verbal communication must never be underestimated.

Your smile, your gestures and several other body movements send out a message to the people around you. You need to be mindful of this while dealing with your employees and customers. Always remember to maintain eye contact. This would show that you are serious and confident about what is being said. Why Do We Need Different Communication Methods? You may ask why it is important that we use different methods of communication in one organization. The answer is very simple. The reason for this is the essential role that communication plays in the effective functioning of a business.

Imagine an organization today without e-mail facilities. How would a customer then be able to send an important proposal quickly and directly to the employer in-charge? Similarly, an organization may have to stall their work if certain managers are not in the country and are thereby unable to give a presentation to the board. But, of course, that different methods of communication are employed. Choosing the Right Method It is important that the most cost-effective methods of communication are chosen for any organization.

Simply choosing a method of communication due to it being a famous instrument is not going to help. You would need to understand the needs of your organization in particular. There are certain questions that you would need to ask: What is our target audience? How much are we willing to spend on such an instrument? Will it increase employee productivity in the long run? What kind of information do we send out most often? You may have more questions to ask based on the type of work you carry out and the usage that you need to send across.

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