Tuesday, September 10, 2013

What is Business Communication | Business Communication Definition

What is Business Communication
Though business communication is a specialized branch of general communication, there is no basic difference between the two. The difference lies only in their application to situations. Whereas general communication plays many roles in the world at large, business communication is especially concerned with business activities. Regular flow of information and feedback is one of the most important parts of business communication.

Nowadays organizations are becoming very large, and they are involving a number of people. In the organizations there are various levels of ranks of authority from the lowest to the highest. So, the organization management job has become more difficult as there are greater numbers of levels of ranks in organizations. It is only effective communication which can play a very vital role in course of directing and managing the people involved in such organizations. Through effective communication, we can obtain immediate feedback and avoid misunderstandings, if any.

Besides, if we want to conduct an organization smoothly, there must be an effective communication between the superior and the subordinated. It is necessary for the achievement and the growth of an organization, and communication gaps here can bring downfall invariably. However, there are two types of business activities, and they are (1) Internal activities and (2) External activities.

1. Internal activities: Maintaining and improving the spirit and self-confidence of employees, giving orders to workers, prescribing methods and procedures, announcing policies and any changes of organizations, and keeping the administration informed in advance are included in the internal activities.

2. External activities: Selling and buying goods and services, reporting to the government and the shareholders on the financial condition and business operations, and creating a favorable climate for conducting business are included in the external activities.

Each activity, internal or external, generates some result that induces the receiver to secure an action. The expectation of the receiver from the sender is to make him do something on receiving the message, such as send some information, write a cheque, approve an action, place an order, etc. In order to achieve this purpose, the language used in communication should be direct, plain, concise and to the point, and the style concentrates on drawing attention, arousing interest and/or creating desire, developing conviction, and inducing action. The main features that give business communication a distinct identity are as follows:

1. It deals with various commercial and industrial subjects.
2. It is characterized by certain formal elements such as commercial and technical vocabulary, the use of graphic and audio visual aids and conventional formats.
3. It is impartial and objective as extreme care is taken to convey information accurately and concisely.
4. It is regulated by certain complex writing techniques and procedures and applied high concentration.

Since business communication is target focused, the policies, rules and regulations of an organization should be communicated to the concerned persons within and outside the organization. For achieving success business communication should always follow certain business rules and norms. Though, in the past, it was limited to telephone calls, fax messages and paper-work, now it has, with the introduction of latest technology, included satellite facilities, video conferencing, cell phones, and emails to support business communities. In today's business world goodwill of an organization depends much on effective business communication. In fact, the basic functions of business (planning, organizing, staffing, directing and controlling) cannot be done well if there is no effective business communication. However, there are two types of business communication (1) Oral Communication, and (2) Written Communication.

Oral Communication:
Oral communication can be both formal and informal. Generally business communication is a formal means of communication in which some important features are included, such as how to interview, make presentations, deliver a ceremonial speech, hold meetings, participate in group discussions or explain a policy analysis.

Written Communication:
Written communication happens through writing letters, e-mails, memos, books, magazines, the Internet, print media, and/or any other form of document writing.

To sum up, we may define business communication as the application of effective business language for sharing and/or transmitting a commercial or industrial message to attain predesigned purpose.

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