Bussiness Communication - Assignment 1
First, what do you know about Business Communication?
Business Communication is a process of sharing an information between people within the enterprise that is performed for the commercial benefit of the organisation/company.
Not only sharing information, it also is a process of sharing opinion, idea, and instruction to reach an aim by using symbols and signals. The aim of Business Communication is varies, for example, to build partnerships; intellectual resources; to promote an idea or a product, services, and an organisation.
Business Communication consists of full knowledge from the internal and external issues.
Internal Communiation included communication visions (personal/company), strategies, plans, the culture of company, values, basic principles of company, employer's motivation, and ideas, etc.
External Communication included the brand of product, advertisement, costumer relationships, public speaking, media realtionships, business negotiation, etc. Whatever the shape, everything that have the same puspose to create business value.
Element of Business Communication:
- Sender/encoder
The person who intends to convey the message with the intention of passing information and ideas to others is known as sender or communicator.
- Receiver/decoder
Receiver is the person who receives the message or for whom the message is meant for. It is the receiver who tries to understand the message in the best possible manner in achieving the desired objectives.
- A message
This is the subject matter of the communication. This may be an opinion, attitude, feelings, views, orders, or suggestions.
- Channel
The person who is interested in communicating has to choose the channel for sending the required information, ideas etc. This information is transmitted to the receiver through certain channels which may be either formal or informal.
Guidelines for Effective Communication
- Clarity for people
You need to check whether the voice mails as well as the calls that you receive or make are clear or not. Clarity is the first thing that makes a communication system good and efficient. If your customers are not able to hear what you say, clearly then there is bound to be a communication gap, which later would create problems. At times people may simply hang up just because they are not able to hear what the person on the other side is saying. Imagine if this happens while your employees are making sales calls. Competition in the market is really high and your customers can be easily won over by your competitors.
Be clear about the message you want to deliver, as giving a confused message to your audience only ends up with them being confused and your message being ignored.
If you are giving a message about, say, overtime payments don't then add in messages about detailed budget issues or the upcoming staff picnic -- UNLESS they ABSOLUTELY fit in with your original message.
It's far better and clearer for your audience if you create a separate communication about these ancillary issues.
- Shared Activity (Feedback)
Feedback is the process of ensuring that the receiver has received the message and understood in the same sense as sender meant it.
- Common set of symbols
The kind of symbols that your business communication system uses for transmitting the signals is very important. If the symbols used is inefficient then there is bound to be a communication gap as well as loss of business.
- Focus on the need
- Active Listening
The ability to listen to and incorporate other views in your communication. Listening shows you value opinions outside of your own and are open to new concepts. As a result, your audience views you as an equal partner and you can come to a solution that benefits the greater good. An active listener will allow pauses for interjections, repeat other people’s words and ask questions to affirm his or her engagement in a conversation.
- Politeness
- Avoiding Connotations
- Socio - Psychological Aspect
Building trust and strong relationships with key stakeholders in a business. Another “soft skill,” successful interpersonal communication allows employees to find common ground, display empathy and build bonds with one another. Interpersonal communication means connecting on more than business level, but a personal level as well.
Question:
1. What do you mean by "Effective Communication". How does the knowledge process help us in communicating effectively?
A: It’s not how you convey a message so that it is received and understood by someone in exactly the way you intended, it’s also how you listen to gain the full meaning of what’s being said and to make the other person feel heard and understood.
More than just the words you use, effective communication combines a set of skills including nonverbal communication, engaged listening, managing stress in the moment, the ability to communicate assertively, and the capacity to recognize and understand your own emotions and those of the person you’re communicating with.
2. What is the major mistake in communication?
A: There are several major mistake:
1. Forgetting Someone's Name.
People love to hear their own name. Our names are tied intricately to our identities, so when someone uses your name, you naturally feel closer to them. When someone forgets your name, however, you can become distant toward them, and possibly offended--even if it's on a subconscious level. Forgetting someone's name shows that you aren't interested in them, and can instantly make you seem selfish or uncaring.
2. Making an Inappropriate Joke.
Jokes are perfect conversation fodder, especially with someone you've never met. Injecting some humor into an otherwise stuffy or stagnant situation can make you the life of the party. However, there are some firm lines you shouldn't cross with your humor, and if you cross them, you could be exiled from the group. To make matters worse, these lines are different for different people and situations, but as a general rule, avoid jokes about race, gender, sex, politics, religion, or any specific individual.
3. Being Vague or Unclear.
Clarity is what makes communication effective. Just as a car without a working engine is a useless hunk of metal, a sentence without a clear meaning is equivalent in value to empty space. Think carefully about what you want to say before you say it, and proofread all your outgoing emails and text messages. Specificity and conciseness are your best friends.
4. Broadcasting a Vehement Political View.
You're welcome to believe anything you want, and you can even share those beliefs with the people close to you. But outspokenly broadcasting those views to a professional, unfamiliar, or general audience is almost universally a bad idea. Even if those people happen to agree with you, you'll still seem inconsiderate for doing so.
5. Babbling.
Babbling is usually the result of getting too excited about a particular thread of conversation, or else it comes out as a nervous habit. Either way, babbling is a way of dominating what should be a two-way (or multi-way) conversation. Speak your mind and do so fully, but always leave opportunities for others to respond. Otherwise, it's not a conversation--it's just a monologue.
6. Sounding Ignorant.
Nobody knows everything, but being ignorant of a certain topic is not the same as showing your ignorance of a certain topic. For example, if the conversation turns toward France and you don't know anything about France, it's probably better to remain silent, admit your ignorance, or ask lots of questions than it is to pretend like you're intimately familiar with French culture.
7. Being Fake.
When it comes to meeting strangers and making a good impression, it's tempting to add or subtract from your personality. You might try to be more outspoken, laugh harder at people's jokes, or give out compliments more frequently. However, being fake can also make you seem insincere and unlikeable--you're usually better off just being yourself and making tiny adjustments to avoid offending anyone. People generally have good B.S. detectors--they'll be able to tell if you're not acting like yourself.
8. Emotionally Overreacting.
Emotions are a good thing; they're a big part of what makes us human. Accordingly, burying your emotions isn't a good idea when it comes to communication, or else you can seem callous or distant. However, it's even worse to let your emotions fly off the handle and dictate your communicative approach. Speaking out impulsively in anger or frustration can make you seem imbalanced and out of control. Express your emotions, but do so carefully and in a restrained manner.
9. Being Too Negative.
We all have negative thoughts and feelings, and it's fine to occasionally express them (especially if you're doing so in the form of constructive criticism). However, being too negative too much of the time will make you seem like a negative person, which will turn people off of talking to you altogether. Even in bad situations, try to see the positive side of things. It may be hard to find at times, but it's always there.
10. Interrupting.
Conversations need to be balanced to be successful. Interrupting someone before they're finished speaking is one of the biggest signs of disrespect you can show in a conversation. It proves that you aren't listening, and that you care more about what you're saying than what the other person is saying. Be patient and listen.
3. Why is desirable to avoid the use of "jargon" in business?
A: Jargon should be avoided when it is only used for the sake of looking knowledgeable in a particular subject as it can make it difficult to understand what is being said.
1) There is often a better way to say things.
How would you explain these issues to a kid? Or to a grandparent who has been around far longer than international development existed as a discipline? Simplicity is a good thing; it increases clarity and readability. Content that is easier to read is more likely to help readers understand, engage with, and relate to the story you’re trying to tell.
2) Some devspeak words carry connotations that only hurt people.
For example, the term “beneficiaries” suggests a group of people waiting for handouts because they can’t help themselves. Yet the people we partner with are not helpless, but rather resilient. One journalist has even pointed out how jargon hurts the poor.
3) Buzzwords lose meaning.
A humorous post on WhyDev discusses nine development phrases the authors hate, including “in the field,” and “livelihoods.” The point is that these words become buzzwords without meaning, or even distort the true meanings of these words. That is one of the many dangers of using jargon. William Easterly even created an AidSpeak Dictionary that makes some good (albeit cringeworthy) points.
4) Using jargon doesn’t make us sound smarter.
One of my brilliant classmates and friends once said the following: if someone can’t explain technical terms in plain speech, then s/he doesn’t really understand the subject. In fact, sometimes jargon can become a way to talk about a subject without saying anything substantive. I’ve read countless documents where words like “leverage,” “capacity building,” and more, are thrown around without thought to what people actually mean by these terms. And sometimes it turns out people mean very different things, even when we think we speak the same language.
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