Folio of Different Forms of Business Communication Assignment Sample

• Subject Name : Business Communications

Table of Contents

Verbal Communication

Non-verbal Communication

Written Communication for Business

Social Media Communication

Intercultural Communication

Resolving Conflicts

Visual Communication

Unified Communication

Upward Communication in Business

Analytical Style of Business Communication

References

Forms of Business Communication

Verbal Communication

This form of communication requires language to exchange information via speaking to people. It is an effective and essential form of business communication as this supports verbal communication with written and non-verbal communication. However, the effectiveness of verbal communication is reliant on the excellence of words, body language, speed, clarity of speech, volume, speaker’s tone used in the conversation. Moreover, the effectiveness depends on the listening skills in order the better understand both the parties namely the sender and receiver. In business, it is essential to communicate effectively with each other so that there can be fewer misunderstandings. Moreover, it helps to impact productivity, workplace morale, and the efficiency of the business people (Milanović & Njegić, 2019).

In business, the different class of people has diverse goals for verbal communication. The supervisors or managers use verbal communication for addressing and diffusing the issues and praising the workers& team achievement. The team members use oral communication to encourage the counseling discussions; to recognize & address the needs of customers, and to resolve the issue of client work. The presenters in the organization speak comprehensibly and convincingly. There are numerous examples of verbal communications such as meetings, presentations in training people, workshops, and conversations with the suppliers, videoconferencing, telephonic calls, information conversation, interviews, and more. One example of effective verbal communication is oral communication with suppliers who is unable to budge on price; the business individual’s verbal language may express the aspiration for the win-win position.

Non-verbal Communication

This form of business communication refers to the procedure of transmitting connotations without using written or spoken words. It can be further be defined as that form of business communication made among people by using hand movements, gestures, postures, facial expressions, and body language. The relevance of non-verbal communication is that it assists in inaugurating and preserving the interpersonal associations. Usually, the business people use this form of language to convey feelings, and relational approaches and conduct rites like greetings and carry forward the individual's personality. However, there exist situations where this form of communication is ineffective like when the receiver is not able to understand the interpretation of the sender properly via non-verbal communication (Phutela, 2015).

Kinesis is the study of body movement that is the most essential element of non-verbal communication. The body movement further entails gestures, facial expressions, postures, eye contact, clothes, silence, etc. Facial expressions must be effective enough to convey the conversations accurately. Facial expressions must be in synchronization with the tone of verbal language. Moreover, gestures are equally important that includes certain small body movements as handshake signifies 'hello’ and headshake signifies ‘no’. For example in a business interview or any business meeting, like verbal communication, non-verbal communication is equally important. Participants in these events must consider suitable gestures, facial expressions, and postures to get positive outcomes from these activities. Management utilizes this form of communication to lead other workers and members of the team effectively. Besides, the employees utilize non-verbal communication to convey information to people outside the company like competitors, clients, and others (Sontakke, 2020).

Written Communication for Business

Written communication can be defined as the procedure of transmitting the communication via the written form. This type of communication has a great significance in corporate organizations as there are numerous ways of written communication in the business. Examples include electronic mails, reports documents, memos, job descriptions, journals, letters, employee manuals, and more. This communication is utilized in the businesses when the information to be conveyed is complex in nature and lengthy. In addition to this, the businesses have to record the transactions of every activity in the form of hand-written documents or electronic documents in MS office. In the future, if a business needs any information concerning any transaction occurred in the past, it can use the recorded written communication as the reference and proof.

Furthermore, the effectiveness of written communication in business depends on the precise selection of words, cohesiveness in sentences, and the accurate sequence of the sentence. In an organization, documentation of the communication between supervisor and employees is required for the more legal aspects, validity, and reliability. Most of the businesses dealing with the customers and they have to communicate with them regularly via email, panel, and portal of the company. Therefore, business management must have higher standard writing abilities for communicating effectively with clients. The real-life examples of written communication in business are cover letter for a job application, a business email, and unwanted letter, social networking posts by human resource management, text messaging, brochures, new releases, contracts, advertisements, proposals, faxes, multimedia business presentations, and many more (Prabavathi & Nagasubramani, 2018).

Social Media Communication

Another form of business communication is social media communication that is widely used in the current scenario by most of the organizations. Most business communication is done through Twitter, Facebook, Skype, and others. These social media sites are the best way to maintain a competitive edge in the market. In most cases, social media is used by the business so that it could create more awareness of its brands and products among the diverse groups of customers. This is the powerful way of business communication that has changed the way the covey of information takes place. It is an effective way because a large number of individuals access social media sites daily and thus the companies may use this platform where they can find numerous clients in a single place. Customer relationships can be built through these platforms by answering their queries and tackle to their complaints about the brand. All these efforts by business allow them to project a positive image by showing they care about their customers that further aid them in attracting more clients and drive higher sales. Through one of the social media sites like LinkedIn, the company can recruit new candidates for its business by communicating all the suitable and accurate on this social media account. Moreover, LinkedIn helps the business to conduct market research and can ask for more reviews for the people seeing its posts (Wang, Pauleen & Zhang, 2016).

Intercultural Communication

With the increase in globalization, businesses are more focused on expanding into the international markets. The international business needs to adapt to the different culture with a different language. The need for intercultural communication arose from the rise of international business and advanced technologies. Effective intercultural communication is required in business to evade the problems concerning language barriers and pigeonholes from the global business. Incorporate organizations, the need for this type of communication exists in most of the aspects of the business ranging from internal communication to marketing and advertising. The essential thing that an organization must do is to bring about training sessions for the individuals so that they can understand the perspectives and viewpoints of each other. In intercultural communication, people with different languages, backgrounds, customs, beliefs, views, working habits, lifestyles, and more are involved. However, intercultural communication has certain barriers in the process of communication like language, stereotypes, false attributions, ethnocentrism, etiquette, and non-verbal behaviors. These miscommunications could be removed from the business if management and its people follow certain things. These include maintaining a positive attitude, understanding diversity, encouraging individual interaction, conducting induction programs, discourage racism, and discrimination (Evans & Suklun, 2017).

Resolving Conflicts

Effective business communication is required to resolve the conflicts in the organization among individuals. The challenges that may come during conflicts in communication include body language, the difference in style, communication roadblocks, and more. The tone of language is essential in business communication since the body language and tone voice can speak louder than words. In business communication, the crucial things to follow include: smile, preserve an open & relaxed posture, and give eye contact. There exist situations, where two parties may differ in their style of talking like one, belongs to a larger family, and considers being loud is normal while another person belongs to a small family and like to remain calmer with everyone.

Moreover, communication roadblocks arise when both parties communicate in a manner that no one feels understood with each other. There are four negative styles of communication in the business namely criticism, defensiveness, contempt, and stonewalling. The business communications must be done in such a manner that it avoids conflicts. There are some strategies to resolve conflicts. There must soft startup of the communication and it can be done by initiating positive things, articulating gratitude, taking accountability for outlooks. There must be effective speaking and listening skills needed to avoid conflicts and it helps in more effective communication in business (Lacity & Willcocks, 2017).

Visual Communication

Nowadays, business organizations have started using visual communication to ensure a more proficient way of communicating messages. This form of business communication can be defined as communication using visuals like diagrams, pictures, charts that signify certain information. Many businesses use the PowerPoint presentations for visual communication in a variety of activities of business like orientation program, induction program, meetings, training and development, and more. Although it is a time-consuming process to convey the information it is a more effective way of communicating than the emails. Businesses must use educational videos and the training whenever there is an introduction of a new idea or new process.

It helps the workers to learn about the newer processes in a very short period and due to which there will be more efficiency and productivity. The educational videos are an enormous constituent of active visual communication. Moreover, these visual ways of communication are highly appreciated by the employees at work and they are more eager to listen and observe the visuals than in normal verbal communication. Furthermore, it is proved to be advantageous for the less literate people in the organization or the people who are a slow learner. Visual communication is an effective way of communication to the clients also as they understand the products more accurately when there is the visual appeal of the products and services and their associated features (Sundar et al, 2017).

Unified Communication

It can be defined as the integration of the actual time and near actual-time communication systems. This system entails the combination of phone calls, chat services, messaging, commenting systems, feedback, video conferencing, and more. It offers a reliable user interface and experience across a variety of media devices. It is a fact that contemporary business communications need mobility, connectivity, and higher capabilities. Mobility enables the people to remain connected irrespective of the location. Besides, it has cloud-based systems that help to ensure that all the documents are in a single location that further assists in reducing the time needed for tracking the recent styles. Moreover, cloud-based systems lessen the technology infrastructure and are less expensive and efficient. Every concept has benefits and risks associated with it. The benefits of unified business communication are that it brings better employees experience as it offers an outstanding user experience and exploits the user uptake. Moreover, it improves productivity as it makes the workflow smoother that enables maximum productivity. Furthermore, it saves costs for the business as it has transformed the communications in one integrated platform thus the company has to pay for little software and the services. However, there are certain risks associated with this form of business communication. The risks are cybersecurity, compliance, selecting the wrong provider of unified communications (Dolan, 2018).

Upward Communication in Business

In the business environment, upward communication is an essential style of business communication. It can be defined as the exchange of information from the front line workers to the higher-level managers, supervisors, and bosses. It is most important to enhance the productivity and the satisfaction of employees at the workplace. Nowadays, upward communication is increasing admiration among companies to inspire a participative culture at work. This is required in the business as it positively influences the decisions of the employees. For example, a worker feels that a delay in exchanging information between higher and lower management lessens the time they need to fulfill a marketing campaign for the business. The worker suggests that a straight email channel where higher management can send information right to the marketing team.

This action helps in increasing productivity by a certain percentage. It appreciates an open door policy that shows the signal to workers that the management greets spontaneous discussions and other communications. It increases the satisfaction level of the employees. This form of communication in business is needed so that effective business decisions could be taken by the management that is for the welfare of all stakeholders. The examples of upward business communication include the suggestion boxes, company meetings, focus groups, performance reports, surveys regarding worker’s satisfaction. Surveys play an essential role in knowing the satisfaction level of the employees at work and they encourage the workers to rate their individual experience working in an organization (Atambo & Momanyi, 2016).

Analytical Style of Business Communication

In the business environment, analytical communicators are those that use an analytical style of work and reliant on facts and data to support their communication. Usually, these are the upper-level management people who have analytical skills and use these skills in a precise manner to make their points. This style of business communication is very effective in business when all the employees can be able to understand the facts and analytical data. However, individuals with an analytical communication style are mainly approachable to people who have knowledge of facts and data and don’t recognize better with open words. This style demands some traits in the individual who want to be an analytical communicator; these traits are that they must use numbers to back up their points. Moreover, they use logic rather than emotions so that they could articulate the facts for making their points. They are usually not the best communicators on the individual level. They use a linear approach while communicating the facts to others. Furthermore, they do not use a particular language for conveying the facts. They have the competency to make balanced decisions without feelings obscuring their judgment. The examples can be: a manager communicates its employees about the sales target of the exact percentage or number like 25% (Torres & Augusto, 2017).

References for Effective Business Communication 

Atambo, W. N., & Momanyi, D. K. (2016). Effects of Internal Communication on Employee Performance: A Case Study of Kenya Power and Lighting Company, South Nyanza Region, Kenya. Imperial Journal of Interdisciplinary Research (IJIR), 2(5), 328-340.

Dolan, T. (2018). Why your business needs unified communications. Retrieved from https://www.conn3ct.com/blog/unified-communications

Evans, A., & Suklun, H. (2017). Workplace diversity and intercultural communication: A phenomenological study. Cogent Business & Management, 4(1), 1408943.

Lacity, M., & Willcocks, L. (2017). Conflict resolution in business services outsourcing relationships. The Journal of Strategic Information Systems, 26(2), 80-100.

Milanović, V. M., & Njegić, R. K. (2019). The impact of verbal communication on satisfying employees' social needs and the role of organizational identification. Marketing, 50(2), 111-123.

Phutela, D. (2015). The importance of non-verbal communication. IUP Journal of Soft Skills, 9(4), 43.

Prabavathi, R., & Nagasubramani, P. C. (2018). Effective oral and written communication. Journal of Applied and Advanced Research, 3(S1), 29-32.

Sontakke, A. U. (2020). The Role of Body Language in Business Communication. Studies in Indian Place Names, 40(38), 450-456.

Sundar, A., Dinsmore, J. B., Paik, S. H. W., & Kardes, F. R. (2017). Metaphorical communication, self-presentation, and consumer inference in service encounters. Journal of Business Research, 72, 136-146.

Torres, P., & Augusto, M. (2017). The impact of experiential learning on managers’ strategic competencies and decision style. Journal of Innovation & Knowledge, 2(1), 10-14.

Wang, W. Y., Pauleen, D. J., & Zhang, T. (2016). How social media applications affect B2B communication and improve business performance in SMEs. Industrial Marketing Management, 54, 4-14.

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