The Process of Interpersonal Communication
Business messages are the order of the day in any corporation or business entity as they serve to convey important information from the management to the workers and back to the management. They could be memos, a summary of the day’s activities, notice to workers or even internal job advertisements. They are also used to communicate to the outside world and especially to customers and suppliers including business partners. These messages should be short and clear. Business messages should be straight to the point and should also be conclusive (Becker and Roberts 1992).
The analysis of the three selected business messages are based on Shannon’s model of communication (Adler and Rodman 1991). In analyzing message sample one, the purpose is for the sender to make it known to Mr. John Smith, who is in this case the receiver, that the order he had placed for a full team kit has been received by The sports shop. The sports shop is the sender and confirmation of receipt of the full team kit order is the message, which is the content of the letter.
The environment is that of two trading partners who are in a cordial business relationship as evidenced when the sports
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Noise in not a factor in business message sample one as the technology used for transmission is by post. There is no chance for disruption in terms of noise because the message is in written form. The letter is in itself a feedback. It is written in response to an earlier in which the sender had written to ask for sports kit. This automatically makes the letter a feedback. The parties involved in this communicative letter are two, one sender and one receiver.
Business message sample three is a little different from he first one as it is a request for employment while the first one is a response to an order that had been made earlier. The receiver of this mail is not determined. The mail is written so as to be sent to anyone or to any company, a fact that makes it open to whoever may be chosen as the preferred employer, but it is quite clear the sender intends to send it to as many people or organizations as possible. The message the sender, who is the author of the letter, wants to send is that she possesses vital skills that some employer out there might need in their workplace and in essence shows readiness to work given the opportunity to do so.
The manner in which the letter is written points to a business environment. This is evident when the sender talks only of greater changes in the way the company or firm that may wish to consider her application. Profits are bound to increase should she be offered a job in the position she prefers. This message is drafted to be sent via the internet. Going by the format of the addresses, the sender is definitely going to use the internet as the means of transmission. This a sure and faster way of sending messages as opposed to sample message number one which is send by the post.
There are chances of losing the message while on its way to the receiver. As we had seen earlier, written messages do not get affected by the presence of noise which is a common thing with audio messages. This is the greatest advantage of written messages over audio messages which face many challenges in terms of the detractions they encounter. Written messages can be stored for a long time and without so much technology and complications. This type of message is the most ideal a company can use. It can be filed and referencing is a lot easier
Sample message two is more complex and it requires more keenness in writing and reading so as to avoid a case where the receiver may get the wrong information for having not known the context and aim of the message. Audio messages are more advantageous than written messages because they are interactive. Both the sender and the receiver are usually given the opportunity to speak directly to each other and any point that has not been well understood is clarified. Written messages are usually one sided and for anything that has not been understood, clarification is asked for and therefore the response is usually structured in a way that the audience will be able to get the theme.
Sample business message three is addressed to a firm that makes fabric for manufacturing canvas and the sender of the message is a company that makes canvas from already manufactured fabric. The sender is trying to pass the message to the fabric manufacturing firm that they would like to negotiate a deal that would culminate in them acquiring the fabric for making canvas. The response, which is expected from the fabric manufacturing company, is not immediately known but it is expected that they will definitely respond to the affirmative.
The purpose for this message is to inform the fabric manufacturing company that on May fifth they would be expected to meet the canvas maker’s representatives so that they can see if a deal between the two is possible. The president of the canvas maker, a Mrs. Olsen, will be out there in a bid to meet their trading partners to facilitate this deal.
The message is transmitted via e-mail. Chances of noise getting in as a hindrance is ruled out as this is a message in written form. Nowhere does audio get in this message. There are also no questions asked because the receiver can not ask questions directly, otherwise one can not talk to a paper. Feedback is not expected immediately. Communication is effective given the clarity of the message.
Business messages are crucial in the way they facilitate communication not only from inside the company, but even to the outside world (Adler and Rodman 1991). Messages are the order of the day in any corporation or business entity as they serve to convey important information within the business fraternity and to the customers. The future of any business all over the world lies in communication; whether in marketing, conveying important company messages and many other things that are vital to the company’s daily operations and survival. It is essential, therefore, for any company to embrace good communication practices in order to make progress.
Sample 1. Available at: http://wiki.yacapaca.com/images/Letter.jpg
Sample 2. Available at: http://monsterguide.net/files/2009/03/sample-business-letter.jpg
Sample 3. Available at: http://www.sasked.gov.sk.ca/branches/elearning/tsl/resources/subject_area/ELA/ELARR/index_use_files/business.gif
Adler and Rodman, (1991). Understanding Human Communication. Chicago; Holt,
Rinehart, and Winston.
Adler, Rosenfeld and Towne, (1996). Interplay: The Process of
Interpersonal Communication. New York; Harcourt Brace.
Becker. and Roberts, (1992). Discovering Mass Communication. HarperCollins.