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Business Communication Essentials

Business communication is essential for company success. It involves transferring information within and outside the business. There are three main types of business communication: internal, horizontal, and external. Internal communication occurs within a company between employees and departments. Horizontal communication is between employees of similar rank. External communication is with people outside the company like customers. Effective business communication is important for companies as it helps with tasks like increasing productivity, attracting new customers, exchanging information, and solving problems. It is crucial for companies to utilize various communication methods to facilitate their daily activities and management.

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Helder Ngungulo
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0% found this document useful (0 votes)
172 views9 pages

Business Communication Essentials

Business communication is essential for company success. It involves transferring information within and outside the business. There are three main types of business communication: internal, horizontal, and external. Internal communication occurs within a company between employees and departments. Horizontal communication is between employees of similar rank. External communication is with people outside the company like customers. Effective business communication is important for companies as it helps with tasks like increasing productivity, attracting new customers, exchanging information, and solving problems. It is crucial for companies to utilize various communication methods to facilitate their daily activities and management.

Uploaded by

Helder Ngungulo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Introduction

Communication is an essential element in the success of any business. The process of


transferring information from one person to another, within and outside the business
environment, is termed as Business and Communication. Or communication beteen
business parties or people for business-related tasks.
In this present essay, will be emphasised in an exhaustive way what is business and
communication, what are its types, what is the importance of business and
communication, what are the methods used, what is it purpose and also we will be going
to have some examples of business and communication.
The main objective of this essay, is to explain in major way, how companies deal with
business and communication and how it can help then to solve some problems in
companies.
It will also include relation thinking’s of some scholars in definitions of business and
communication.

To produce this essay was used the descriptive and analytical research methods, and
then were based on some books and journals that are organized in bibliography.
However, this work following this structure: introduction, development, conclusion and
bibliography
Communication is the basis for solving many problems in our society and in our
society. Man can’t live alone. So it means that people must have companion. One of the
many reasons for having companion is because people want to share feelings, emotions
and desires. When we share our feelings to someone, we communicate. And
communication involves two parties- Sender and receiver.
A company is like a house, it also always has a problem, and as we know that
communication is the basis for solving any problem.
Therefore, the companies also face this obstacle of how to manage and maintain good
business and communication in order to emphasize business and facilitate business
management.
But what is business and communication?
It is crucial to say that; this has been a great doubt for many students. Different scholars
have given different definitions and concepts about it.
Business and communication is the communication between organization, and its
stakeholders, customers, media and society in general (TAVARES, 2007).
According to Pimenta (2004) business and communication is a multidisciplinary
activity that involves methods and techniques in public relations, journalism,
promotions and marketing.
Cahen (2005), on the other hand, understands that business and communication is a
systemic, strategic activity, linked to the highest levels of the company, and which aims
to create, maintain the company's image with its priority audiences.
In general, can be said that business and communication is the process of sharing
information between people within and outside a company. Additionally, business and
communication as the objective, that is to improve organizational efficiency by reducing
mistakes. For its practicability, it includes different aspects like marketing, public,
relations, customer relations and interpersonal communication.
The types of Business and Communication and their examples
The business and communication is equipped by three main types, they are: Internal
Business Communication, Horizontal Business Communication and External Business
Communication.
The first type (Internal business Communication), is the communication occur within
the members of the organization, so it includes formal and informal communication as
being inside the company. Also, different departments that transmit communication by
different means to employees come under internal communication, So Internal
communication should be effective as it is vital source of viewing and representing
organizations issues.

Besides, Internal business communication for it compression and functionality, it is


divided on two, where we can have Internal (Upward) Communication and Internal
(Downward) Communication. The first one, (Upward) involves the bottom to the top
management approach. Hire, the information flows from subordinates to managers or
any person that is on the upper in the hierarchy level.
For examples, employees of the Human Resources department of an organization
prepare an attrition report and communicate the same to HR manager.
Usually, this report is annual or monthly, so it helps the HR manager to understand the
cause of attrition and to take corrective measures on time to reduce employee turnover.
While the second one (Downward) the communication flows from the top-level
management to the employees in the organization, so it means that is the passing on
messages from the top level to the lower level through the chain of hierarchy.
For examples, when the manager may instruct managers of different departments on
certain new rules and regulations in the work area that need to carried out in routine
activities of different departments. Like there may be a change in the office working
hours or office timings by the management and the same is communicated to employees
by circular or notice or by e-mail.
The second type of Business and Communication is Horizontal Business
Communication This is also called Lateral and it focus in communication among
Workers, so it is between people of the same or similar rank in company. This is crucial
communication to achieve the desired results, and it helps employees having an equal
hierarchy level.
For example, the marketing head of an organization is supposed to communicate about
market trends, customer needs and expectations, product demand. To production head
for production of products accordingly. Similarly, the HR manager of organization
works with different functioning like hiring, training needs of employees.
The third and last type of business and communication is External Business
Communication, in this type focus in communication with people who are external to
the organization. For example, the sales department communicate with customers for
sales of goods or services.
Does Business and Communication have any importance for companies?
Of course yes: Is impossible to have good functionality and good interaction in the
companies without using good communication. So, it helps the companies in increasing
productivities, increasing customers, enhances business partnership’s, facilitation
innovations in business, exchange information, preparations of plans and policies,
execution and implementation of plans, goals achievement, helps in solving problems,
facilitate decision-making improving worker-management industrial relations, helps in
brand and product or service promotions and it reduces chances of conflicts in
companies.
In other words, Business and Communication, is essential to the companies
If the company got a difficult on increasing their customers, the business and
communication can facilitate in attracting new customers and retain the current
customers. Usually, companies use business and communication to convince customers
and business partners, in order to finish a deal or transaction. Also, an effective and
harmonious relationship with other businesses organization. It facilitates employees to
convey their ideas and suggestions openly. Similarly, at the time of launching any new
product in the market, effective communication ensures the performance of the sales
team, market acceptance of the product.
As well as, business and communication is also crucial and basic for exchanging
information with internal and external people who are linked to the company. Through
effective business and communication, organizations can also make their plans and
policies and different managers source information through reliable channels.
All activities that are executed in the company, first are planned, so the business and
communication, so to execute and plans in timely manner, managers are supposed to
communicate these throughout the organization.
All the company that are always in conflicts, don’t have a good communication, so the
business and communication is important to reduces chances of conflicts, so different
business parties can exchange information in smooth way.
As we all know, the purpose of all the companies is to gain and get money, so they must
promote they product or services in order to gain more money. To do that is necessary
to have good communication between customers and company employees. Furthermore,
the success of any business depends upon the healthy industrial relation, so the business
and communication plays a significant role in maintaining harmony in the company.
The manager of any company that does not use a good communication cannot acquire
information from different sources and cannot utilize it for making correct decisions,
therefore the communication is crucial to facilitate decision making.
A company is like a house, it also always has a problem, and as we know that
communication is the basic for solving any problem, even if it is for workers, customers
or even any anomaly in the company.
In turn, the manager is like the father of a house and must always be a person who
understands the situation of each child and knows how to deal with them, that is the
workers are their children and he must adopt a good interaction with they. And in turn
the workers must respect their father and know how to talk to him, and follow the
protocol or the hierarchy of house, knowing how to ask for days off, vacations, or even
a layoff. Only that reciprocal scenario, are possible with good communication to
happen.

What are the Business and Communication Methods?


Is crucial to say that is practically difficult and impossible to carry out some daily
activities without a communication. The human being, in turn has always developed
different ways of communicating, in order to facilitate his activities, such as: The
telephone, computer, television, radio, newspaper, fax e-mail or even face-to-face. But
long before technologies, our pasts always communicated themselves, and they used
various traditional means such as fire, drums, animals, and still by face-to-face.
The companies, for their communication and good functionality they also use various
methods and mean like: Face-to-face, by email system, web conferencing and by written
communication.
Talking to customer by face-to-face easily can convince him and win him over to buy
you product because you can show him the advantages of your product, orison why, this
is most important and preferred and common of business and communication. As well,
it includes non-verbal communication, like body language. Here, when two or more
people are making business, body language like gestures, facial expression. Also play a
vital role in communicating a person's attitude to convince. So, the listening skills is
important to understand fast discussions.
One of the great advances of man in science is the creation of communication
technology. This technology is also used in the business area; it does not need the
location of the company’s agents.
So, now you can negotiate with a customer or partner using email. The conversation
through email can be among two or more people and is the best substitute for formal
face to face meetings as discussion can be done in an email system. The email, also
increases efficiency, because it can be sent and responded in fast mode. The email does
not have big difference with Web conferencing, because web conferencing also is used
technology.
The Employees of any company have the possibility of having meeting, conferences,
presentations, seminars by web, so here they use internet and use platforms.
Is important saying that web conferencing can be considered as the most effective way
of interacting with people sitting at different locations. The it advantages is because it
necessity internet access, companies that have Wi-Fi are better. It also necessity more
equipment like: Computers, phones and TVs.
Of all of the business and communication methods, the most formal is a Written
communication, because what we write we can prove that we wrote. This method is not
most used, or if it is, only middle and small companies use it, because of advancement
of technology, nowadays most of people do not like to manage peppers, everything is
being done by phone and by computer.
Making the comparison in the methods, it can be said that the face-to-face is the safe
method, because you are in the same place with the people you are negotiating with.

And the person who need to pay, can handle the product he want to buy, and maybe he
can ask for a discount at the same place.
While in the methods that are applied at a distance, the negotiation is a bit strict,
conquering someone who far for you is difficult.
But what is the Functions of business and Communication?
Is Considered good entrepreneur, the one who, by using some strategies, manage to win
more customers. The entrepreneur that has more customers, of course he gains more.
The business owners always have meetings, in order to devise new strategies and to take
stock of their sales, revenues and actions of the company, so they meet to see whether
the business is going on or not, and for that is necessary good business and
communication.
The company that does not have good business and communication, actually its
business is not going on. Therefore, the business and communication has a big function
in all companies, it communicates job functions to employees, it provides adequate
feedback, it convinces clients, it motivates to employee better decision-making and it
Builds social bonds.
Is so crucial referring that is basic on good manner of communicate that the manager,
announce on time to his employers the exchange of some methodology and strategies to
be used. The manager cannot surprise the employers, he must be someone who plans the
activities on time and with help of an assistant or worker head of some sector. In
addition, is the responsibility of the workers’ spokesperson to communicate to his
colleagues about changes of some methods in the company, to the company works in
harmony.
All the employees need a feedback of what he did. Hence, the performance of
employees can be enhanced by providing regular feedback to them, so it can improve
their works performance and competencies, and help them to understand their skills.
Customers are like cows, they need to be guided, so they must have good instructor to
know how to use the cattle whine, and also to get in the cattle pen. Actually, is as the
same in companies. With good communication, customers can be convinced to purchase
the product.
Furthermore, to convince clients, can be in both oral and written form, but also can be
by magazine or newspapers for a new product launch or exciting offers on existing
products.
Communication has a critical role in supporting employees to build a social circle or
bond. Some organizations have an open culture or work environment in which
employees from all levels can communicate with each other and their superior freely,
but other organizations prefer to follow a hierarchy or chain of command in
communication.
In general , when employees have a social bond with people whom they work with, like
colleagues, supervisors, clients, etc, then their job effecienc improves as the team spirt
increases.
The manager must should maintain an ambient of peace in the company. He must be a
person who likes to talk, he must be friendly, and have good manner of talking to
workers.
The workers also, must be a people who are friendly, humble, someone who respect the
superior, respect the colleague and the customers. He cannot use the manager’s
sympathy to do things out of work, like: Be missing in work, going late at work,
robbery, stealing, misapplication or even committing acts of corruption in the company.
Because it can destroy and kill the good image of the company and losing customers.

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