Business communication is the exchange or passing of information from one to another of the same within the same organization or institution. Product and services promotion to the customers and clients may also be referred as business communication. Every organization departmental routines and normal coordination with different departments are normally through the exchange of information and ideas. Thus business communication is an essential factor that every firm organ requires to be as effective as possible within its internal and external structure of the business organization.
Communication within a business is essential in the exchange of information from one individual to another or from one department to another and even to other external business departmental and most especially to the customers and clients. A good business communication is the ability of a person, or people have ease and access to the exchange of information and the message sent is received as clear as possible to each of the parties in communication. Many organization has structure thus to ease the passage of information from the top management level to the bottom level organization staff. A good example is the ability of the organization to have contact with the customer in the feedback about their product and services offering and how best to improve to be more effective. Also, many of the complex industries require a good communication system so as to avoid time wastage in moving from one point to another to pass or receive information.
The efficiency of workers is greatly dependent on their relation and coordination with one another in the organization. The staff relation is very required to the teamwork coordination where this can only be achieved through effective communication and exchange of ideas and information to one another. A good example every worker in the company is well informed on his or her purpose to what is required of them in attaining the company goal and objectives. Good relation of employees to one another, management and the resolving of conflicts between any organs of the organization is vital where a good example a low-level employee can be able to raise a complaint or report an incidence about his senior without the worry of losing his or her employment position. Efficient communication allows good relation with the employees and customers, and a good example is the bank industry, communication in the bank with customers is treated as very crucial where just a single complaint from a customer about harassment can cause one to lose his or her job instantly. Thus if proper communication is maintained with the administration of the industries, the employees also turn out to be very hardworking in the area of fields.
Structuring of business plan and policies requires a lot of efficient communication in the internal and external of the business environment. The managers rely a lot on good communication to have plans achieved as effectively as possible this mostly by the smooth flow of information to every person in the company. The plan is key drivers in goal achievement in organizations where all the workers are guided by the plans and policies which are mainly also well implemented by having the best communication method and ways of passing the information to the required employee’s levels. The best example is the ability to implement news sets of regulation that may require complete change how the employees are used to doing their daily operations. It can be achieved daily communication reminder to the employees through memos, emails and another accessible communication method to all levels employees where even the type of changes may also vary from one employee to another.
Many of the decision making in businesses require good sources of communication to give an exact report to what is addressed in particular. Many of the managers from even different departments should have easy access to communication and one another to be as effective as possible especially during problem-solving cases and the exchange of ideas on how best to curb the situations. A good example a manager of a bank in a different part of the country may need to discuss arising issue on his or her branch with may be main branch manager and they may even require on how they can exchange documents and information sources as fast as possible to avoid the problem getting out of hand. Another major example emergency approach to every industry is a mandatory and every industry according to rules and regulations should have well-equipped emergency protocol and means of communication to its employees, this can be done through sirens and alarms to give warnings.
A business requires the best communications as possible especially to the selling of the organization image and promoting their product and services. The communication should meet the objectives by the providing the best and reliable message to the organization consumers and customers. A good business communication that is responsible for the product promotion should also meet other objectives to the competitors where example there two banks are providing the same services to the consumers, and each of them is advertising themselves, each of their advertisements should be best as possible from the other. It should also be as good as possible in that even the customer relation should be maintained and each complaint or suggestion is acted upon effectively and also customer loyalty is maintained. (Thill, et al. (1991).
There are mainly two types of business communication namely internal business communication and external business communication. Internal business communication the communication within the organizational structure settings, it is an exchange of information and ideas from employees and departments in how effectively the involved industry can be well operated so as to have the best outcomes as possible. Internal communication is further categorized into; upward communication, downward communication and horizontal communication.
Upward communication is a communication where the management is addressed by the employees. The employees use this method so as to express their suggestions to the management board or the seniors. An example of upward communication from employee to a manager can issue concerning; report changes in work, difficulties in the workplace, suggestions on how the work can be best handled, feedback about work progress and many arising factors that may be employee may require approval or assistance to handle. Upward communication is very important having the employee’s loyalty to the management and also giving the employee freedom of expression through a provision to means of communication.
Downward communication is the flow of information from the seniors, department managers and supervisors to the low-level employees in giving orders or in the implementation of plans and policies that are required by the company or organization. Downward is fully effective when the upward communication is well established thus the ideas can also be well exchanged to the better results since without upward communication the issues arising if not well approached will lead to bad results outcomes. Downward communication is mainly used to pass down information to the employees on how best to carry with the tasks and maintain the plans and policy of the organizations. Downward communication is in charge of giving best information that towards goal achievement of the organization missions and vision. The managers use this communication method to boost morale and motivation to the employees by getting feedback from them and offering job appraisal.
Horizontal communication it’s the exchange of information or ideas to the employees of the same level either seniors or subordinates. The communication enhances interaction between the employees thus stimulating team spirit in work. Horizontal communication is very important especially in solving problems through the exchange of ideas and information on how best to deal with the different issues that pop up in working processes. It also enhances efficiency in the business where one can consult his or her business workmate with a much better confidence than in the situation where subordinate may be in of clarification about something to his or her senior. A good example discussion between two or three department engineers discussing on how best to improve coordination between the departments in work or how to able to help one another in curbing emergencies when they pop up unexpectedly and sharing of opinion according to each field of experience.
External communication is an exchange of information from suppliers to the company, vendors or the customers. This type of communication is very vital to the industries where customers relation and also the firm image is mostly dependent on how the communication is maintained and channeled to the consumers and also to the competing industries. All the company profits and gains are well through better external business communication. It is through external business communication that sales volume can be boosted or profit can be well maximized and enhancing the corporation efficiency and standard. External communication improves the quality and overall performance of every industry if it’s well projected to the consumer by engaging them to back feedback reports about the services and product which they receive from the industry and ask their suggestions on how best they want to be served or their consumption product improved. Each industry has its competitor, and each of them best way of being them best sales is mainly through external communication by advertising their product as the best in the market and also of best quality and standards in the market. The communication between the industry management and it’s raw material suppliers is also very important where the relationship should also be well maintained in order not affect the industry operation and make updates on the changes to the supplier this is to have effective procurement strategies through good external communication relation with the suppliers. Good external communication effectiveness is normally known by the amount sales or profits made in a given period of advertisement. Ober, (2009).
There are many means of communication in which organizations can be able to transmit the information from one point to another and the intended group of people. To be able to pass data information from one point to another it requires a path to be or medium from one point to another, the path that communication data is transmitted is called communication channel. A good communication should be evaluated according to the strategic situation analysis of the industry (SWOT) Strength Weakness Opportunity and Threat this enable to identify the best communication medium that is most suited to deal and curb all the problems that may hinder the exchange of information in or out of the business.
Electronic type of communication is the most used of means of communication in the 21st century such as email, the internet, and social media. Electronic communication is one of the most used sources of communication by many industries due to its ability to do many tasks and how it can be used either in one on one communication or to a large congregation all at the same time. The communication medium is known for its fast ability of communication where the message communication is more efficient and well received. Many banking industries offering services to their customers rely a lot on in electronic communication and also within their internal operation. This type of communication enables the customer and industry relation to much a stronger due to the availability of means of communication by the seller to the customer, and also customer can also be able to have feedback report via the same means of communication. Social Medias such as Facebook, Tweeter, and Snap chat are becoming one simplest means of communicating a message fast to the public and even overtaking most of the adverts show through the media. The type of communication gives a chance of the customer to express their thinking about the organization performance and how they can expand the system to meet the customer satisfaction. Upward, downward and horizontal communication is made very efficient by the availability of email and internet. A manager can communicate a message to the whole industry by forwarding the email to every staff member and is the duty of also every staff to be updated in on issues arising on a daily basis. Also via the same means of communication through the email an employee can even address the industry managing director on an issue the needs to be handled or even maybe reporting misbehavior by his supervisor in work, this allows the message to as confidential as required. Employees also of the same level can communicate to one another through the emails also and exchange the information and ideas; this enables the workers to ease in their work and also enabling them to give better performance due to the availability or resources of communication and information from the internet. Electronic communication is an efficient means of communication in the business sector. Its efficiency is mostly recognized by closing the gap between the customers where they can also be involved in the production participation through the constant asking of their views and ideas to the services they receive from the bank and also how well they wished to be served in the future.(Mukhopadhyay et al. (1995).
Written communication is the type of communication that is done manually where the message is passed from one person to another through letters, memos, notices, manuals and announcements. The form of communication does not involve a lot the interaction of both the seniors and subordinates in the industry. It also discourages the communication freedom of the employer and employee thus creating a gap that is very bad for the production of the industry. Bank industry’s still use written communication, but in very few times this is due to the outdated reason of this type of communication where the company relies on a much faster and efficient type of communication. It also discourages a lot the communication between the customer and bank since it’s only suitable to the internal running of the system where a customer feedback gets hard to get since the means of advertising was not giving the customer ability to express his or her opinion. Written communication is normally used in cases where there is no other means of communication and also the communication does not require immediate feedback on the respondent thus many of business example the banks have greatly preferred the use of electronic communication to avoid this absolute difficulty.
Many of the business set up require a good communication system will enable the organization to be able to compete effectively and also to have good information exchange within and outside it structural set up of the business. A good business communication should ensure a constant flow or exchange of information without any disruption or difficulties and also it should ensures that the message sent is not interfered along the way. The public or customer relation can only be well maintained by good communication system between the customer and the organization. Also marketing and selling of the company’s image greatly relies on good communication system e.g. electronic communication.
A good business communication should be able to project to better improvement of the business income results by providing the good business plan and policies implementation, good customer relation and growth of the business capabilities and structure. One of the best business communications is electronic communication which known to be very efficient in information transfer or exchange example through email. It has also the ability to cover both of the upward, downward and horizontal communication within the industry and can be also used as means of communication to the customers through social media and internet. Customer feedback is one great factor that every organization should be able to consider thus a good communication system that allows customers to express their opinion should be put in use to every business communication.
Conclusion
Business communication is an important factor in organization production processes. The industry’s plans, policies, goals, and whole of the production coordination greatly rely on the on communication to better outcome results. Through good communication in the industry, problem resolution becomes even much simpler by enhancing good interaction and exchange of ideas between the employees. It also good for good business communication and industry can be able to compete effectively with its business rivals and create good customer relation with the business, thus also create good customer loyalty to the business product or service offered. A good business communication is very important in the projection of company’s image to the whole society at large which is another very important factor to the growth of the firm standards and income results. It should give a much better intention to the helping and solve of both the customer and society problem issues to a much better tomorrow if they have they choose to trust to the industry with their resources.
Reference
Locker, K. O., & Kienzler, D. S. (2000). Business and administrative communication.
Ober, S. (2009). Business communication. South-Western.
Mukhopadhyay, T., Kekre, S., & Kalathur, S. (1995). Business value of information technology: a study of electronic data interchange. MIS Quarterly, 137-156.
Thill, J. V., Bovée, C. L., & Cross, A. (1991). Excellence in business communication. New York etc.: McGraw-Hill.
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