Business Communication, Meetings, and Sales Roles

Posted on May 15, 2025 in Business Administration and Management (BAM)

Communication Groups and Types

Types of Communication

Formal Communication

Communication planned within established structures.

Informal Communication

Communication can be established between different levels. A typical example is communication between employees and a company director.

In-Person Communication

Direct communication between individuals.

Non-Face Communication

Communication through media (e.g., telephone, email).

Individual Communication

Tailored communication.

Mass Communication

Directed at a large audience, often indiscriminate.

Oral Communication

Characteristics of Oral Communication

  1. Message Expiration: Once spoken, the message is often ephemeral as it is not typically recorded.
  2. Lack of Evidence: Without a recording, there is no evidence. If recorded, it can be verified.
  3. Influence of Selective Perception: Refers to how some elements are filtered. Selective perception can distort understanding. It is difficult to filter the message; we often focus on what interests us.
  4. Immediate Feedback: Allows for an immediate response and reaction. Immediate feedback permits quick rectification and building.

Factors Affecting Oral Communication

  1. Physical Factors: Distance between communicators, interference, comfort of furniture, decor of the location.
  2. Physiological Factors: Moderate tone, vocalization, rate of speech.
  3. Psychological Factors: Clarity of ideas, clear thinking, adequate transmission of knowledge, providing security.
  4. Semantic Factors: Having an agile, reliable, broad vocabulary.
  5. Social Factors: Functions and roles of each person (e.g., boss vs. colleague). Conventions dictate how we address individuals.

Meetings

Meeting Objectives

  1. Distribute Information: Sharing information about company direction or products.
  2. Resolve Internal Conflict: Addressing and resolving internal issues.
  3. Consensus Decisions: Finding solutions to problem situations.
  4. Encourage Team Spirit: Building team cohesion.
  5. Clarify Doubts: Addressing questions about new equipment or products.
  6. Provide Immediate Answers: For urgent matters requiring quick responses.

Stages of Meetings

  1. Preparation: Is the meeting necessary? Linked to objectives and costs. Determine date, time, and place, and issue the call. Determine attendance and who should be summoned.
  2. Development: Prepare the agenda and minutes. Rules for an effective meeting:
    1. Avoid unnecessary obligations.
    2. No private conversations.
    3. Avoid confrontations, put-downs, insults, etc.
    4. Use appropriate language.
    5. A secretary takes the minutes.
    6. Avoid dominating the discussion.
    7. Ensure items are concluded.
  3. Conclusion: Difficult situations can arise:
    1. Silence: Can be a consequence of disagreement or tension.
    2. Dead End: Repeating the same points without progress.
    3. Boredom.

Sales Management Principles

The Peter Principle suggests that any worker may advance to their level of incompetence. Not always is a good salesperson a good sales manager.

Leadership and Command Styles

  1. Authoritarian Style: Command and control, often considered negative.
  2. Cooperative Style: Achievement-oriented, reaching goals through cooperation.
  3. Leadership Style: Concept of leadership. A good leader surrounds themselves with good assistants, develops overall strategies, delegates, allows partners freedom for success, and understands mistakes.
  4. Entrepreneurial Style: A person who takes initiative, always seeking more, not settling for the basics.
  5. Style D: May be a way to generate ideas lost in time.
  6. Diplomatic Style: Tries to be as diplomatic as possible in difficult situations, aiming for everyone to be satisfied.

Sales Recruitment and Training

Stages of Sales Recruitment and Training

  1. Analysis and Preparation for Recruitment: Essential steps include defining the job description and the ideal candidate profile (personal and professional).
  2. Candidate Sourcing and Selection: Methods include advertisements, recruitment agencies, and recommendations. This involves receiving applications (telephone, letter, email), the selection process (psychometric tests, role plays, graphology), and the final decision.
  3. Onboarding and Training: Includes candidate reception, presentation, and information. Hiring involves negotiating the employment contract and training the candidate.