Business Communication - Types and characteristics (CA, CS, CMA)
Business Communication – Types and characteristics (CA, CS, CMA)
Communication essentially refers to the act of exchanging thoughts or information. Communication enables us to share our thoughts with the people in our surroundings. As such, we learn how to communicate in the early stages of life, as building a life in a social environment makes life extremely hard without communication.
Communication can be through various mediums – actions, verbal or written. Also, since communication is a social activity, it happens in all strata of life. One such stratum is business communication.
Define business communication.
Business communication refers to communication within an organization and outside a business organization to reach organization goals. It is important for the success of all kinds of business organizations everywhere. No business organization can run for a long time properly without effective communication.
What are the 10 C’s of business communication?
For communication to be effective in the professional sector, the communication must be –
Clear – For any communication, it needs to have clarity. It ensures that the message does not get lost in translation from the sender to the receiver.
Correct – This goes without saying – communication must be factually and grammatically correct.
Concise – Conciseness basically means keeping the communication brief, because let us be real – no one has time in this world!
Courteous – If you don’t want to come off as someone who would chop the receiver’s head off, the best way to go about communicating is to be courteous. After all, it does not just reflect your professionalism but also how you are as a person.
Concrete – Communicating concretely means communicating with precision and talking about specific things. Vague and general messages result in zero response.
Considerate – You wouldn’t want anyone being insensitive towards you, even if it were unintentional, so you also would not want to do that to someone. So much like being courteous, being considerate towards the receiver does not just reflect your professionalism but also how you are as a person.
Complete – “Hi, my name is…” Did that sentence make sense? Of course, it didn’t! Therefore, you must put out complete information so the receiver can make sense of what you wish to communicate. A complete message contains all the facts required by the receiver.
Conversational – Would you rather have had these 10C’s feel like a monologue? I am guessing (and hoping) that your answer is no! Making communication conversational eases the receiver into communicating freely with the sender so being able to converse while also sticking to the topic at hand is the way to go!
Coherent – “I am reaching out to you to make my flight bookings because my chair broke” Did that make sense? Of course, it didn’t! So coherence basically just means that your message should have some logic.
Credible – “It’s not safe to take flights because I saw pigs flying” Let me ask you again, did that make sense? NO, IT DID NOT! So, you want to keep the content of your communication such that it is believable.
The communication that takes place within an organization is called internal communication.
Let’s consider an example – whenever an employee reaches out to a senior or a manager or an HR for a leave request, it gets termed as internal business communication. Or whenever an employee discusses something about what forms a client needs to fill out or any business strategies for the organization, they all get termed as internal communication.
Internal communication can be horizontal, upward or downward. The communication from the director to the subordinates of an organization is a downward communication. The upward communication would be the other way around.
Oral methods of internal communication include meetings, telephone messages, presentations, conferences, face-to-face communication, etc.
External communication is the interaction of a business with customers, buyers, corporate houses, government or regulatory bodies through advertisement and promotions.
Organizations are required to be very professional and effective when it comes to external business communication. Therefore, if an organization does anything ineffectively or wrongly, it would come to the notice of the intended audience.
Another important factor for external communication is that of competition. The intent of such external business communication becomes to make an impact to stand against competitors in the market.
Oral methods of external communication include conferences, meetings, conversations, presentations, telephone messages, etc.
Writing and understanding any business communication is more than just a professional skill, it’s a life skill because it tends to come in handy for all official matters. In a professional space, having good business communication skills can get you a lot of recognition because this is a skill that can not be overlooked.
Keeping these few things in mind will easily help you master your communication skills in a professional space.
So drop us an effective business communication telling us how we’ve helped you?
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