MEANING, COMPONENTS, TYPES OF BUSINESS COMMUNICATION

Communication in business is very important. No business goals can be achieved without adequate communication.

Therefore, it makes sense that we study business communication.

What is business communication?

Business communication is simply the process of sending and receiving information within and outside the business environment.

Business communication is a complex process that includes: sending and receiving feedback between groups or individuals,  relaying information, ideas and knowledge in and outside the business, and relaying common business thoughts.

Business communication helps maintains order and unity in the business, allowing every stakeholder to act and maintain the right business decision.

Business communication will only be effective if it is understood by the receiver. Effective business communication helps the business achieve its organizational goal. It aims to increase organizational efficiency by reducing mistakes.

Effective business communication is one of the best tools for personal and organizational success.

And given the fact that 80%  of workplace problems are communication-related, the importance of effective communication cannot be over-emphasized.

Components of Business Communication

There are 4 major components of business communication which are: sender, receiver, feedback, and business information.

1. Sender/encoder: This is the originator of all communication.  As the name suggests, this refers to the individual or group sending the information.

To communicate effectively, the sender should use sufficient symbols(visual aid, words, or symbol). The sender should encode the information via words, symbols, visual aids, and signs.

The symbol used by the sender should be clear and concise so that the receiver gets the correct messages. 

Furthermore, the sender should process the right attitudes. Business communication will be ineffective if the receiver perceives some negative attitude toward the path of the sender.

2. Messages: This is perhaps the most important component of communication.

The message is the idea, information, suggestion, or opinion transmitted from the sender to the receiver.

A message may be in the form of writing, speech, and even signals like gestures.

3. Channel: off course, messages do not just fly to the receiver. Rather, it passes through a medium.

This medium through which a message gets to the receiver is called channels. Different channels of communication exist through which the sender sends messages to the receiver. These include television, face-to-face conversation, radio, e-mail, and letters.

For effective business communication, the sender should use the best communication channel that will suit the receiver, Unless, communication is ineffective.

4. Receiver: As the name suggests, the receiver is the person that receives the messages. 

He is responsible for understanding the messages. The receiver decodes the messages into meaningful messages.

It should, however, be noted that communication is incomplete without feedback.

Just because the message is delivered to the receiver does not mean communication is complete.

5. Feedback: Feedback is the response to the message. Feedback occurs when the receiver conveys his response to the sender.

Feedback is very important because it tells the sender if the messages have been received and decoded. Communication is only complete when feedback has occurred.

Types Of Business Communication

There are four types of business communication, namely; Internal downward communication, internal upward communication, internal Lateral communication, and  External communication

1. Internal downward communication: As the name suggests, this communication flows from the higher organizational level(supervisor) to the lower organizational level(subordinate).

2  Internal upward communication: This kind of communication flow from  the lower organizational level(subordinate) to the higher organizational level(supervisor)

3. Internal Lateral or horizontal communication: This is the communication flow among personnel of the same level in an organization

4. External communication: This is any communication flow that leaves the business and deals with the consumer, prospect, and vendors.

Qualities of Good Communication

When both sender and receiver perceive the message in almost exact messages, we said communication is effective.

However, for communication to be effective, it must possess certain qualities. These qualities are highlighted below

1. Specific objectives: Communication should have a specific objective. 

Therefore, the sender or communicator should know his objective of sending a message and should arrange the message accordingly to this objective.

2. Complete message: Communication should be complete. Thus, the sender or communicator should always relay the complete message. 

The communicator should not sacrifice completeness for simplicity. Sacrificing completeness for simplicity will do more bad than good

3. Feedback: Provision for feedback is another important qualities of good communication.

The communicator should, at all times, ensure that there is room for feedback. This will help the communication decipher if the receiver truly understands the message sent.

4. Effective listening: To decipher feedback, the communicator should, of course, possess effective listening abilities.

5. Receiver-focused communication: For communication to be effective, it should be arranged in a way that the messages can be clearly understood, decoded, and interpreted by the receiver.

There is no point in sending a message that the receiver can not understand. Sending a message that is not comprehensible to the receiver is a complete waste of time.

As such, communicators should consider the receiver's ability and knowledge when sending messages. 

This ensures that the message is easily decoded by the receiver, thereby increasing the acceptability of the message.

That will be all for now. If you have got questions regarding this topic? please, tell me in the comment box and I will do well to respond to you as soon as possible.

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