If you are tasked with writing an essay on business communication, you must substantiate all of your claims with facts. Below are some interesting facts that might suit your writing purposes:
- Business communication is a unique offshoot of regular communication, even though the processes in each and the guiding principles for both are the same. The key difference lies in the situation in which they are applicable. General communication can be used in many situations around the world while business communication deals solely with business activities.
- There are two types of business activities. The first is internal and the second is external. Internal business activities include the improvement and maintenance of employee morale, the provision of orders to employees, the prescription of methods and business procedures, the announcement of organizational changes and policies, as well as updates for management. External business activities relate to the sale and requisition of goods and services, reports to shareholders, and the creation of favorable workplace environments.
- In both external and internal business activities the purpose of business communication is to secure action by the person who is receiving the communication. When a business person sends a message to someone else they expect that person to do something upon receipt of the message. This might be the approval of an action, the sending of information, the placing of an order, or any other action. In order to make sure that this happens business communication must rely upon unique language which is direct and concise. The language used for business communication must draw attention, develop conviction, induce action, create desire, or arouse interest.
- Business communication is typically applied to business documents. Business documents have to meet certain standards so that they are internationally recognized. There are two types of business documents including internal and external. Internal documents are those which circulate inside of a specific organization and often include proposals, memos and reports. External documents are those which circulate outside of an organization. These include reports, letters, and proposals. Some external documents might also include information disclosed to customers, clients, stockholders, media, and customers.
- Business communication is critical to the success of any organization no matter the size or location of the business. Business communication is part of the external image a company produces. Good business practices help companies achieve their objectives internally and externally through good business communication.
- In order to survive continual change processes and global environment businesses must change the structure and delivery of communication processes. Global environment for businesses must consider communication issues against a backdrop of technology, ethical concerns, culture, competition, and legal concerns.
- There are four basic elements to communication. The first is the sender. The second is the receiver. The third is the message. The fourth is the medium used for communication. Communication is therefore defined as the manner through which messages are conveyed to others through a proper and professional Channel. There are different channels used to convey business communication. The decision to use a specific channel and by extension a specific medium is determined by the purpose of the communication, the ability of the encoder to use that medium, and the effect of the medium to deliver the message.
- When senders transmit messages a response is expected. Within professional communication responses are generally expected within 24 hours and in some cases within 48 hours during the Monday through Friday work week. If companies specifically state that their departments such as customer service are open on the weekend this response time may extend to weekends as well as weekdays. In any case the response received can be favorable, unfavorable, immediate, or deferred.
- When writing business communication feedback is essential. Feedback informs the sender that the message was received and the purpose of the message was for filled. Proper feedback in the form of a prompt response issues both parties that active listening is taking place. In many cases among modern communication a deplorable trend has emerged whereby recipients of communication opted not to read the entirety of the message and instead simply gloss over the content picking up a few key details. When this happens the feedback provided reflects upon this laziness. This happens regularly in areas such as customer service or when questions are posed to business policies. When a specific question is asked and the recipient fails to read the question in its entirety it results in the recipient responding inappropriately. The recipient might respond with the wrong answer to a question due to the fact that they read the question incorrectly. Things like this are happening more and more frequently within the business community as business communication fades into the backdrop of the online world.
- Effective business communication revolves around a clear purpose. Just like academic writing, business communication requires planning. The purpose must be planned out prior to writing. Effective communication requires that all people involved in the purpose have a shared responsibility. No matter the level within the company, everyone involved in a single communication is working toward a common goal which means that everyone has a share of the communication process. The needs of the receiver must be kept in mind when communicating in a business fashion. Active listening is an important way to show that both sides are assuming their shared responsibility and review the questions and content in their entirety. Active listening is one of the key elements of modern business communication which is starting to fade away, resulting in miscommunications regularly. Another key aspects related to effective business communication is the control of emotions. Communication and a business setting requires the ultimate level of professionalism which means that everyone must be motivated to work toward shared goals and doing this means controlling emotions. Part of controlling emotions revolves around politeness. The tone of a communication within the business place is based on the choice of language and it will influence the reaction that the receiver feels.
These facts are great, aren’t they? We hope they will suit your paper. Don’t forget to check our 20 topics on business communication for a description essay as well as description essay guide for one of these topics.
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