Business Communication: An amazing tool to enhance yourself! | DT Evolve

 Introduction

Have you ever wondered what is the one  thing that makes you different from your peers? 

It is the way we communicate with the people around us. The exchange of communication essentially serves as a means of connecting people through shared understanding and meaning. Everyone in this world communicates in their own way. Effective communication is the cornerstone of any successful business. Communication is an integral part of everywhere whether it is at your home or at your workplace. Whether you’re communicating with customers, employees, or stakeholders, the way you convey your message can have a significant impact on the success of your business. In fact, research has shown that poor communication can cost businesses millions of dollars each year. 

Business communication encompasses a wide range of activities, from internal communication between employees to external communication with the customers. Business communication refers to the exchange of information, ideas, and messages between people within or outside the organization to achieve business objectives. Communication can take place through a variety of channels, including verbal and nonverbal communication.

Effective business communication is essential for the smooth functioning of an organization, as it enables employees to collaborate, to share information, to share their opinions, and to make decisions together. We will understand all the things you need to know about business communication. Good communication skills are crucial for developing good relationships with people, not only in business but also in your day-to-day lives. 

In this blog, we will learn about the importance of communication in business and how it can affect your business. The different types of communication for business and how you can improve your communication skills by eliminating all the communication barriers. And all the business channels through which you can communicate effectively.

Importance of Business Communication

Effective business communication ensures the smooth functioning of an organization. It links superiors to subordinates, fosters mutual understanding between the employees and their superiors, eliminates the possibility of misunderstandings, and is necessary to build meaningful relationships between management and employees.

Also Read: How to Write Professional Email?- Amazing Tips and Tricks with Examples | DT Evolve

Formal vs Informal communication

We cannot communicate with our superiors in the same way that we do with our friends or colleagues. Formal and informal communication refer to two distinct styles of communication used in different contexts. Formal communication is used in professional settings, such as business, academic or legal settings where a certain level of decorum and professionalism must be maintained. On the other hand, informal communication is used in casual settings, such as among friends or family, where there are no strict rules or protocols to follow.

In formal communication, the language used is typically more structured and professional. The tone is generally serious and polite and the vocabulary is formal. This type of communication is often used to convey important information, such as in a meeting or presentation, or in written documents. For example, when asking your manager for leave, you have to mention the valid reason in a professional manner and you cannot start telling a story. You have to be precise and professional.

Informal communication is known for its relaxed and casual tone. The language used is often more conversational, and there is more room for humor or sarcasm. Informal communication is used in social situations, such as chatting with friends or sending text messages on social media. For example, talking with your friends about your hobbies can be considered as an informal communication where you both can be sarcastic and make fun of each other.

What are the different types of business communication?

Effective business communication is a critical component of any organization’s success. There are several types of business communication that can help organizations communicate effectively with each other within an organization and with organizations outside the organization. 

There are two types of communication, internal and external communication. Internal communication flows when there is an exchange of information within an organization. Whereas, external communication refers to the exchange of information outside an organization. Now, we will discuss the different types of business communication and their applications.

1. Internal upward communication: This type of communication takes place when there is an exchange of information from employees to their managers or superiors within an organization. This communication channel enables employees to share their ideas, concerns, and feedback with their managers, allowing them to address issues and make improvements. For example, an employee asking for leave from his manager. The employee must be professional and precise when asking for leave.

2. Internal downward communication: Internal downward communication is a critical component of any organization’s communication strategy. This type of communication involves the transfer of information from superiors or management to employees and staff members. It is often used to propagate company policies, changes in organizational structure, goals and objectives, and other important updates. When superiors conduct a meeting with employees, it can be considered as an internal downward communication.

3. Internal lateral communication: Internal lateral communication is the exchange of information between employees or departments within an organization, typically at the same hierarchical level. This type of communication is essential for effective collaboration, problem-solving and decision-making. Internal lateral communication may take many forms such as chat platforms, face-to-face meetings, email, and other forms of digital communication. For example, colleagues talking to each other.

4. External communication– External communication is the transfer of information between an organization and individuals or groups outside of the organization. This type of communication is critical for building and maintaining relationships with customers, stakeholders, and the general public. It can take many forms, including advertising, public relations, social media, and direct communication with customers or clients.

Business Communication 

Communication channels are just different ways through which one can communicate. In the business context, business communication channels are different types of mediums through which employees, management or superiors communicate with each other, share information and ideas.

1. Written Communication: Written communication is a crucial type of business communication. It includes emails, memos, reports, and other written documents. This type of communication is useful when you need to communicate complex information to a large audience. 
2. Oral Communication: Oral communication is an essential type of business communication. It includes face-to-face conversations, phone calls, and video conferences. It is useful when you want to communicate with someone quickly or in real time.
3. Electronic media: Communication through electronic media includes sharing of information through social media. It can be emails, text messages and video calling.

Also Read:Soft Skills: A guide on how to upskill yourself

Business Communication for common workplace problems

Good communication skills are essential for addressing common workplace problems. Gaining skills in business communication can improve the relationships between employees and foster mutual understanding between the employees and their superiors. In all situations, it’s essential to communicate with empathy and respect. Here are some tips for solving the communication problem in your workplace.

1. Miscommunication: Miscommunication often arises due to assumptions, incomplete information or unclear messages. Ensure your communication is clear, concise and specific. Consider follow-up questions to clarify any misunderstandings or doubts.
2. Inefficient processes: If you identify any inefficient process, communicate the issue with the relevant stakeholder. Discuss the issue with the responsible person and inform them of all the consequences that everyone can face or facing because of him.
3. Poor performance: When addressing poor performance, focus on the specific behavior that needs to be changed but do not criticize the person, instead provide support and guidance to help them improve and change.
4. Conflict Resolution: When dealing with conflicts, it’s essential to communicate respectfully, calmly, and professionally. Start the conversation by acknowledging the issue and how it has impacted both the parties. Avoid being defensive and aggressive and listen carefully to the other person.
5. Handling difficult team members: When tackling with your team members or employees, it can be hectic and irritating sometimes, but with the business communication skills it can be resolved very easily. Be direct and talk about the issue you are facing with them. Listen to the second party carefully and be professional while communicating all the issues.

Communication Barriers

Communication is the process of exchanging information between two or more parties. Effective communication is critical to the success of any relationship, whether it’s personal or professional. However, communication barriers can hinder the flow of information and make it difficult for individuals to convey their message. Communication barriers can arise due to various factors. 

Now, we will discuss some of the common barriers that can limit your communication skills.

1. Semantic\ Physical Barrier: Physical barriers can hinder communication by hampering transmission of information. It can include noise, distance and technical issues. For instance, if two people are talking on a call, the background noise or poor reception can make it challenging for them to communicate. Similarly, if you are communicating through video conferencing then lagging and freezing of the video can hamper the communication.
2. Psychological Barrier: Psychological barriers refers to the emotional and mental state of the individual involved in the communication process. These types of barriers can include stress, anxiety, mistrust, depression, fear and prejudice. For instance, a person who is stressed or anxious may find it difficult to communicate with people effectively.
3. Organizational Barrier: Organizational barriers refer to any obstacle that may prevent employees from effective communication within an organization. This can include lack of clear communication policies, hierarchy, or departmentalization. For example, if there are no clear communication policies then the employees may not know whom to report to, leading to miscommunication.
4. Attitudinal Barrier: Attitudinal barriers refers to the attitudes and beliefs that individuals hold towards communication. It can include lack of interest in the topic, a lack of motivation to communicate and a belief that communication is futile. For example, if a person believes that the other person is not interested in what they have to say, they may become motivated to communicate effectively.
5. Language Barrier: Language barriers are the most common type of communication barrier. Language differences can cause misunderstandings, confusion and frustrations. Even if two individuals speak the same language, their accent may be different, they may be using slang and dialects. Therefore, it can create a language barrier.
6. Cultural Barriers: Cultural barriers refers to differences in values, beliefs, norms and customs between individuals or groups. For example, in your workplace, there are many employees who work in the same place as you. And, it is not possible that everybody comes from the same cultural background, so they can have different cultural beliefs and values. These differences can create cultural barriers, therefore it is important to understand that everybody has their own opinions and beliefs and communicating effectively in this situation is a sign of a good communicator.

How to overcome communication barriers

Communication barriers can have a significant impact on communication. They can lead to misunderstandings, misinterpretations, and conflicts. In the workplace, communication barriers can lead to decreased productivity, low morale and increased turnover rates. In personal relationships, communication barriers can lead to misunderstandings and breakdown of the relationship. To overcome communication barriers, individuals can take various steps. These steps include:

1. Improving language skills: To overcome language barriers, individuals can work on improving their language skills. This can include taking language classes, practicing speaking with native speakers, and studying the language. Improving language skills can help individuals better understand and communicate with individuals from different cultures and backgrounds.
2. Listen actively: To overcome communication barriers, one can try to be aware of other people’s beliefs and values and listen actively to them. Try to understand the person’s perspective.
3. Establish clear communication: To communicate clearly and effectively within your workplace, one should establish clear communication policies, promote open communication, and ensure that communication flows smoothly between departments.

Also Read: Verbal Communication: An Effective Guide to Upskill Yourself. Meaning, Benefits, and Tips.

Conclusion

So, in this blog, we have learned everything we needed, about business communication. Communication plays an important role in connecting each other. It is necessary for us to know how we can improve our communication skills, especially in the corporate world or business. Your communication skills can be the reason for your success or failure. Understanding business communication is an essential part of any  successful business. 

Learn with DT Evolve

Do you also want to upskill yourself by adding the pinch of communication skill in your life? No doubt, everyone wants to grow personally and professionally. So, here is a course for you that can help you in developing your communication skills. You already have that skill but just a direction of guidance for you can work wonders. This course will enhance your communication skills by providing you with the best resources, assignments and so many informational modules in a short period of time and lifetime access to the course. “Communication skills for workplace success”