Effective Business Communication: Types, Methods, and Strategies
Chapter 12: Effective Business Communication
Understanding Communication
Communication is the process of transferring a message from a sender to a receiver, ensuring understanding. Key elements include:
- Message: The information or instructions being conveyed.
- Sender (Transmitter): The individual initiating the communication.
- Medium: The method used to send the message (e.g., letter, meeting).
- Receiver: The individual receiving the message.
- Feedback: The receiver’s response, indicating message receipt and understanding.
Communication Types
- One-Way Communication: A message not requiring a response.
- Two-Way Communication: Involves a response and discussion.
- Internal Communication: Messages within an organization.
- External Communication: Messages between organizations or individuals outside the organization.
Communication Networks
Communication networks describe how group members interact. Three common types are:
- Chain Network
- Wheel Network
- Connected Network
Barriers to Communication
Effective communication can be hindered by:
- Problems with the Sender
- Problems with the Message
- Problems with the Receiver
- Problems with Feedback
Verbal/Oral Communication
Examples include one-to-one talks, telephone conversations, video conferencing, and meetings.
Pros:
- Quick information transfer.
- Immediate feedback and two-way communication.
- Body language and facial expressions enhance understanding.
Cons:
- Difficulty ensuring everyone understands in large meetings.
- Verbal feedback can be slower than written feedback.
- Not suitable for storing accurate or permanent information.
Written Communication (Including Electronic Communication)
Examples include:
- Letters: Formal communication for both internal and external purposes.
- Memos: Internal communication within an organization.
- Reports: Detailed documents analyzing problems or situations.
- Notices: Information displayed on notice boards.
- Faxes: Written messages sent via telephone lines.
- Emails: Messages sent electronically between individuals with compatible systems.
- Intranet: An internal network facilitating communication among employees.
- Internet: The global network for communication with anyone (e.g., customers, suppliers).
Pros:
- Provides a record of the message for future reference.
- Suitable for conveying detailed information.
- Can be easily copied and distributed.
- Electronic communication is fast and cost-effective.
Cons:
- Direct feedback may be limited or lead to information overload.
- Difficulty ensuring message understanding and action.
- Language or message length may hinder comprehension.
- Lacks the reinforcement of body language.
Visual Communication
Examples include:
- Films, Videos, PowerPoint Displays: Often used for training or product presentations.
- Posters: Convey simple but important messages.
- Charts and Diagrams: Simplify and classify complex data.
Pros:
- Presents information in an engaging and attractive manner.
- Enhances clarity of written messages.
Cons:
- No direct feedback mechanism.
- May be difficult to understand for some individuals.
By understanding the different types, methods, and potential barriers of communication, businesses can develop effective communication strategies to ensure clear, concise, and impactful messaging.