Business Communication: Its Importance and Types Report

This report provides a detailed analysis of business communication, exploring its various types, including upward, downward, and lateral communication, and highlighting its importance within organizations. It emphasizes the benefits of effective communication, such as improved relationships, increased productivity, and enhanced profitability. The report also discusses the significance of communication in conflict resolution, employee engagement, and customer relations. Furthermore, it covers the 'when' and 'where' of business communication, illustrating its application in different organizational contexts and scenarios. The 'how' section delves into communication theories and methods, including verbal, non-verbal, and psychological aspects, to provide a comprehensive understanding of effective communication strategies. The report concludes by summarizing the key findings and reiterating the vital role of business communication in achieving organizational goals and fostering positive relationships with employees and customers. This report is an essential resource for understanding and improving business communication practices.

Business
Communication

Contents
INTRODUCTION...........................................................................................................................1
What.............................................................................................................................................1
Why..............................................................................................................................................2
When............................................................................................................................................2
Where...........................................................................................................................................3
How..............................................................................................................................................4
Conclusion.......................................................................................................................................5
REFERENCES................................................................................................................................5

INTRODUCTION
Within an organization, there are different type of issues that are being faced. It is
important for the management to make sure that appropriate steps are taken so that all the issues
faced be solved in effective manner (Crews and Stitt-Gohdes, 2012). Main focus of this business
is made on business communication. All aspects will be covered that consists of its benefits, it
used, etc. are included.
What
There are different type of department that works within the organization. All these are
focused on to make sure that goals and objectives that are set by the business can be attained in
appropriate manner. Business communication can be determined as process for sharing
information among people within organization (Decarie, 2010Ru-Chu, 2013). There are various
type of roles and responsibilities that has to be played by workers and when they are not being
informed regarding the same, then it causes serious confusion and performance also gets
negatively affected. In order words, it can be stated as relaying on information within the
business by it workers. Further, it is used to promote products, services, etc. With change in time,
there are many changes that take place in products or services that are delivered. In this context,
it is required to have effective communication so that all customers are able to know about the
aspects that are covered. Further, there are situations in which conflicts taken place within
employees and so it requires managers or leaders to understand the condition and take up
appropriate steps to solve them (Sigmar, Hynes and Hill, 2012). In all these aspects
communication plays vital role to make sure that all the issues or problems faced are solved in
effective manner. There are mainly three types of business communications which are upward,
downward and lateral. Upward is a type of communication that comes from subordinates from
manager. Further, downward communication is a type that flow from superiors to subordinates.
Lastly, lateral is form in which individuals make use of letter, email, messages, etc. to convey
information. All these are internal form of communication in which involvement of employee
and employers come. On the other hand, it also includes external communication in which
employees deal with customers, vendors, partners, etc. Complete process of business
communication is important and enables to develop strong relationship (Usunier and Roulin,
1

2010). Apart from this, there are various other form of communications like personal interaction,
text messages, letter writing, etc.
Why
Business communication is highly effective in many ways. In this context, one of the
main benefit is to develop strong relationship. In order to know a person, it is required to have
proper interaction with each other as it enables one to know about the skills, characteristics and
capabilities that individuals have (Conrad and Newberry, 2012). Within organization, there are
situations in which different type of issues are faced by workers. This could be because of
improper coordination, low salary, etc. All these can only be solved when there are proper
interaction among employees and employers. Further, it increases productivity as all the workers
within the business are able to understand the set of roles and responsibilities that has to be
played by them. In order to have effective communication, it is required that employees are
involved in listening and as per the aspects that are asked. Within the business, it is require to
have proper coordination and trust among each of the team member (Alshare, Lane and Miller,
2011). These are possible when all know each workers and are able to take support each other in
their growth and contribute effectively towards attaining the set organizational goals. In
communication, it is required to have understand nonverbal signals, maintaining eye contact,
assertiveness, etc. On personal aspect, I have observed that rate of confusions can be reduced
when there are effective communication that take place. In situations when interaction that take
place is low, then it can cause serious issue to the tasks that has to be performed. The rate of
interaction that I have with by subordinates is high and so this has helped me to develop positive
perception within the mind. Further, one gets to know the behaviour that are carried out by others
and this way the rate of conflicts within the business environment also gets reduced (Waldeck,
Durante and Marcia, 2012). Apart from this, profitability and sales of the firm gets improved
when there are effective business communication.
When
In all aspect business communication is important, whether it is for resolving conflicts or
developing strong interaction with other. With communication it is also required to have
listening and skills to make others understand regarding the thoughts that has to be explained
2

(Crews and Stitt-Gohdes, 2012). In organization, there are teams developed and these are
effective enough to make sure that all the goals that are set can be attained in appropriate
manner. Each and every member possess diverse set of skills and capabilities. However, there
are some of the skills that individuals lack and in order to develop them, it is possible when there
are strong interaction. HR manager is responsible to make sure that all the required steps are
taken in order to create healthy environment in which employees are able to perform their set of
roles and responsibilities in appropriate manner. There are type of problems that are faced within
the business (Decarie, 2010). One of the major issue faced is related with high employees turn
over. When employees are not provided to the solution of issues faced, then causes serious issue
for the business. In this context, management need to have strong communication so that they are
able to understand the problems that are faced by employees. Apart from this, there are issues
faced by customers which could be related with products and services. When the rate of
interaction make by employees are not effective enough, then it can make service users to
develop negative perception within their mind. All these type of conditions causes the business
to face situation of losses. When these type of aspects are considered with business
communication, then it made the business to develop trust and confidence among workers and
customers (Ru-Chu, 2013). This way the rate of growth that occurs at personal and for business
will be high.
Where
As communication is an important element for personal as well as professional life, it can
be used whenever and wherever needed. I learned that in an organization communication can be
used to share new ideas plans or strategies among the employees or various levels of the
organizations. Communication is also useful for resolving any issue or conflict situation within
an organization. Employees can communicate with each other while performing their roles and
responsibilities, it is also important for the employees to interact among themselves while
performing any function in the organization as all the functions or activities in a business are
linked with each other (Sigmar, Hynes and Hill, 2012).
I also found out that the Board of directors inside the organisations needs to focus around
the workers they are contracting for their association. With a specific end goal to dodge the
social and communication issues they have to enlist some master and learned representatives
3

who shares normal qualities and convictions. The administration of the organisations ought to
guarantee that they are enlisting very taught and gifted representatives with the goal that they can
see each other and play out the best. The managers can likewise give preparing to the
representatives so they can chip away at a same bearing and with same qualities to achieve a
given assignment. Their ought to be an appropriate strategy and communication channel among
the workers. The association should focus around the administration and circulation of the work.
The workers having great learning ought to be offered a more essential or mindful errand and the
person who don't have much information or aptitudes ought to be offered simple assignment or
occupations. The disarray among the workers ought to be taken care of and settled by a senior
chief or director who has a data about the general tasks inside the association. Advancement
projects can be acquainted with upgrade the aptitudes and learning of the workers, some well-
being programs should be directed to enhance the information of medical advantages and the
different vital weight control plans for the general population.
How
Communication is a process that helps in sharing or transferring ideas and thoughts from
one person to another. I observed that knowing the importance of communication and its benefits
is not enough, it is also very essential to knowing how to communicate or interact with one or
more person. People in an organisation can effectively communicate by conducting meeting,
emails, letters or directly by verbal communication. There are various theories which are
important in communication that I learned -
 Physical communication - Communication is the demonstration of passing on data to a
beneficiary who comprehends the data and gives proper criticism. Non-verbal
communication is additionally named as physical communication. It is a type of
communication where images, signs and signals are utilized (Ru-Chu, 2013)
 Psychological communication - Contemporary clinicians have, since World War II,
indicated impressive enthusiasm for the manners by which interchanges happen.
Behaviourists have been inclined to see communication regarding jolt reaction
connections between wellsprings of interchanges and people or gatherings that get them
(Usunier and Roulin, 2010). The individuals who buy in to Freud's examination of
gathering brain science and self image hypothesis tend to view collaborations in
4

communication as reverberations of family aggregate progression experienced right on
time throughout everyday life (Decarie, 2010).
 Facial Communication theory: A outward appearance is at least one movement or places
of the muscles underneath the skin of the face. As indicated by one arrangement of
disputable hypotheses, these developments pass on the enthusiastic condition of a person
to eyewitnesses It is a non verbal communication hypothesis which can be
acknowledgement a passionate affair for the cerebrum the amygdala is an immense
associated with the acknowledgement methodology. The eyes are regularly considered as
the noteworthy highlights of outward appearance. Perspective, for example, contracting
the proportion to be used to show whether an individual is anxious acknowledgement
systems (Crews and Stitt-Gohdes, 2012)
Conclusion
From the findings, it can be stated that business communication is important for the
organization to grow in positive direction. All these aspects enable to make sure that employees
and customers are able to connect with the company. Apart from communication, it is required to
have listening, non verbal, eye contact, etc. so that one is able to make others understand
regarding idea or information to be conveyed. With strong communication, business is able to
develop trust and confidence among workers.
REFERENCES
Alshare, K. A., Lane, P. L. and Miller, D., 2011. Business communication skills in Information
Systems (IS) curricula: Perspectives of IS educators and students. Journal of Education
for Business, 86(3), pp.186-194.
Conrad, D. and Newberry, R., 2012. Identification and instruction of important business
communication skills for graduate business education. Journal of Education for
Business, 87(2), pp.112-120.
5

Crews, T. B. and Stitt-Gohdes, W. L., 2012. Incorporating Facebook and Twitter in a service-
learning project in a business communication course. Business Communication
Quarterly, 75(1), pp.76-79.
Decarie, C., 2010. Facebook: Challenges and opportunities for business communication
students. Business Communication Quarterly, 73(4), pp.449-452.
Ru-Chu, S. H. I. H., 2013. Effect of using Facebook to assist English for business
communication course instruction. Tojet: the Turkish online journal of educational
technology, 12(1).
Sigmar, L. S., Hynes, G. E. and Hill, K .L., 2012. Strategies for teaching social and emotional
intelligence in business communication. Business Communication Quarterly, 75(3),
pp.301-317.
Usunier, J. C. and Roulin, N., 2010. The influence of high-and low-context communication
styles on the design, content, and language of business-to-business web sites. The Journal
of Business Communication (1973), 47(2), pp.189-227.
Waldeck, J., Durante, C. and Marcia, B., 2012. Communication in a changing world:
Contemporary perspectives on business communication competence. Journal of
Education for Business, 87(4), pp.230-240.
6