Communication is the main subject of the students pursuing MBA. They have to study it in the first semester of MBA. In this article, we would discuss the features, elements and objectives of business communication. Business communication has to be very effective in today’s time. Business communication is something which is required in all the organisations for the proper communication of the messages and transfer of information formally among all the employees working in the organisation and even among the different organisations. The use of the business communication should be very careful according to the audience to maintain good relations.
Here are some basic features of business communication:
- It should be On-time
Communication should always be on-time. The messages transferred after the right time would be of no use. If the employee has to transfer some important information, it should be on proper time so that the required actions can be taken by the other employee. The untimely delivery of messages would create a mess in the organisation, and there would be no formal relationships within the organisation.
- Accuracy in communication
The messages transferred should be accurate. The transfer of wrong information can result in the improper functioning of the organisation. The formal communication has to be perfect, any deviation in the information would bring bad results and can also result in the loss of credibility.
- Communication should be On a regular basis
We cannot assume that if we have transferred a message, the task is done. The communication has to be frequent and on a regular basis. There are different sorts of information that has to be transferred to the employees. The communication has to be that effective that one has to be sure what information should be transferred at what time and how it should be transferred.
- It has to be Two-way
The effective communication is that which is two-way. One-Sided communication would transfer the messages, but they would not demand the feedback from the employees. The communication which is effective should also demand the feedback, the opinions of the employees and their thoughts with managers and other employers working in the organisation.
- One should be precise
The communication has to be precise with the communication. Business communication should be effective and to the point. We do not have to discuss long stories at the work-place. You should be specific with the words you are uttering and with the information you are providing.
- Face-to-face communication is also effective
Face-to-face communication is quite effective, and it is the best method of transferring information from one employee to another. It is not an easy task in the big organisations, but still if possible one should adopt the method for the better functioning and clear communication among the employees.
- It should be simple
Information should be conveyed most simply so that the listener should have a clear understanding of what the other person has said. One should avoid the use of complex sentences. The simple sentences will be understood easily by all the employees. It will also increase the readability and utility of the business communication.
These were the features of effective business communication. Now we will discuss the main elements of business communication in the corporate world.
Elements of business communication:
- Sender of the message
Transferring of the message requires a sender who will send the messages and transfer the information from one end to another end. If someone sends a message, then the other will receive it.
- The receiver of the message
The receiver is the person to whom the message is addressing. The receiver can be any person working in the organisation to whom one needs to address the required message.
- Message itself
The message is the subject matter that is to be transferred to the sender or any group of persons. The message can be anything that needs to be conveyed whether it be an order, an opinion, suggestion for something etc.
- Different communication channels
There are different communication channels through which the information has to be transmitted. That channel can be e-mail, letter, telephone, radio etc. The channel is decided by the sender of the message.
- Feedback from another side
The feedback is there when the receiver responds back to the messages, and it is as important as sending the message. If one does not respond to be the sender, the communication would be incomplete.
- Symbols used in the message
The messages always use some symbols that describe that makes it easy to understand the messages. These can be signs, actions or some words used by the sender.
- Objectives of business communication
Business communication always works with some objectives. However, the major target is to transfer the information to different employees working in the organisation. But there can be some other little objectives also behind the transfer of information. We will discuss some of these objectives in this part of the article:
- Transferring the information
The message is transferred with the main objective of transferring information from one end to another with the common objective of achieving the goal or target of the organisation. If the information is transferred in a good manner, the employee can easily work on the targets. They will be motivated to work in the organisation.
For the better communication, the managers should have the complete information about the employees working in the organisation. Employees should be informed of all the essential details of the organisation so that they can have the feeling of being a part of the organisation.
- Suggesting the employees
The sender of the message uses the communication channels to suggest the employees with the required changes. At different times, the employees require some suggestions to improve the working in the organisation. The managers always teach their subordinates to grow and to make them learnt the new methods and latest technology. Thus, the communication is not only transferring the message, but it is also used for providing the suggestion.
- To motivate the employees
Communication is also helpful in motivating the employees in the best way possible. The motivation can be face-to-face or by sending e-mail also. The words of the employers are something that can motivate or demotivate the employees. The employees working in the organisation needs the motivation at times for the better performance and boosting up their role in the organisation.
- To train the employees
Communication is an important part of the training. The senior employees who have been working in the organisation need to train the employees who are new in the company. But that training should be in the complete formal way. The employees always need training when they are at their initial stage so that they have complete information about the techniques and methods of the organisation.
We can say that communication is the key to take forward any training. The training can be through the classroom teaching, seminars, lectures, on the job training, orientation etc. Managerial level of staff also requires training at some time
- For the appreciation of the employees
Communication is important for the appreciation of the employees. The employees need effective communication channels even to warn the employees of the things they have done wrong. The employees are warned, and thus they feel conscious for their work and the responsibilities against the companies. The appreciation can be verbal and through the e-mail also. The written communication is considered to be more formal. Thus, the employees need to have proper communication channels.
- Efficiency in managing tasks
The communication also works for the efficiency of the management. It will make the flow of information smooth and helps the better functioning of the organisation. To form a proper network there has to be formal or informal communication for the better performance and proper functioning in the organisation.
Thus, the communication is something that helps to form better relations inside or outside the organisation.