Report: Business Communication Process, Types, and Importance

This report analyzes the business communication process, detailing the exchange of information and thoughts within a business context. It explores different types of communication, including verbal, written, interpersonal, and intercultural components, emphasizing their impact on effective communication. The report examines various communication channels, such as face-to-face interactions, electronic communications, and social media, and assesses their roles. Examples of effective and poor communication practices are provided. It highlights the importance of clear, concise messaging and considers factors influencing communication effectiveness. The report concludes by emphasizing the critical role of effective communication in achieving business success, including increased employee motivation, improved customer relations, and a positive public image, and provides references.

Business communication and its effect

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IMPORTANCE OF BUSINESS COMMUNICATION
Table of Contents
Introduction................................................................................................................................2
Communication process.............................................................................................................2
Different types of communication.............................................................................................2
Word table for record of communication...................................................................................2
Various factors which may have direct or indirect impact over effectiveness of
communication...........................................................................................................................6
Written communication......................................................................................................6
Verbal communication.......................................................................................................7
Interpersonal components..................................................................................................7
Intercultural components....................................................................................................7
Communication channels or choice of media....................................................................7
Importance of effective communication....................................................................................8
Conclusion..................................................................................................................................9
References................................................................................................................................10

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IMPORTANCE OF BUSINESS COMMUNICATION
Introduction
In this assignment, an analysis will be done over the communication process in business. The
important features of verbal and non-verbal communication will be discussed. The focus will
be given over the interpersonal and intercultural components which are responsible to the
effective business communication. The analysis will also be done over the communication
media adopted by the organisation and its impact over the communication. The importance of
effective communication will also be discussed in the assignment.
Communication process
Business communication process is a step by step process of sharing information and
thoughts from one person or group to another person or group. It is a process of exchanging
verbal and non-verbal information from one person to another person using a suitable media.
The communication process may be well understood from the following chart:
In the complete business communication process, sender sends the message in which the
information has to be delivered. He encodes the information and chooses a suitable medium
to transport the information. Receiver receives the information and decodes it. In the end the
sender receives the feedback provided by the receiver1.
Different types of communication
In day to day business activities, the need of sharing the information arises many times. That
is why effective communication is essential for the proper execution of business activities.
Ineffective and poor communication practices may results in misunderstandings which are
highly unproductive for the business of the company as well as it also develop bad image in
the eyes of public2.
Sender Encoding Message Channel Reciever Decoding

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IMPORTANCE OF BUSINESS COMMUNICATION
Word table for record of communication
Date Mode Type Style Effective Why/Why not
effective
01/04/2020 E-mails and
messages
Advertisements Friendly Yes The online
shopping
Company
‘Myntra’ is
providing a lot
of information
related to their
products on
mobile
messages and
apps. The
Company is
having a good
database of
customers by
establishing an
effective
communication
services. Many
companies are
sharing the
information of
their products
and services by
digital sources
of
communication
which helps
them in

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IMPORTANCE OF BUSINESS COMMUNICATION
boosting sales
and improving
their customer
relationship
management.
01/04/2020 E-mails and
messages
Customer
services
Friendly Yes Many Airline
industries like
Air India are
practicing very
effective
communication
practices for
booking and
handling the
customers and
their
employees
inside the
organisation3.
01/01/2020 E-mails Information
related to
policies of the
Company
Not friendly/
Insufficient
knowledge
No In 2013,
Yahoo sent a
memo to all
Yahoo
employees to
convey the
message that
they will not
permit work
from home
facilities from
now and all the

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IMPORTANCE OF BUSINESS COMMUNICATION
employees will
be able to work
only from
office. In this
memo, they
did not tell any
information
about the
reason behind
the
announcement
for stopping
the provision
of work from
home4.
01/01/2014 Television Advertisements Poor
communication
No In 2014,
Malaysian
Airlines
launched a
marketing
campaign with
name ‘Wanted
to go
somewhere but
don’t know
where?’ Most
of the public
did not get it in
a right way and
people
criticised the
Company
because of the

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IMPORTANCE OF BUSINESS COMMUNICATION
ineffective
communication
practices of the
Company5.
Poor and
ineffective
communication
practices
sometimes
create blunder
inside the
organisation.
Various factors which may have direct or indirect impact over effectiveness of
communication
Written communication
While writing business e-mails and messages, the information should be relevant and as short
as possible. Short and conscious messages with simple language give positive impact over the
employee or any other person. Effective business writing proves very helpful in
understanding the message delivered by the management of the organisation which helps the
whole management by providing them all detail about the information6. Written
communication is very useful in explaining long term objectives and policies of the firm.
Moreover sharing the instruction with the employees of the Company in written format is
also very beneficial for the Company7.
For example: If a manager of the Company would like to share information about new HR
policies, he would like to convey all the necessary details with the help of e-mails or
messages7.

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IMPORTANCE OF BUSINESS COMMUNICATION
Verbal communication
Correct and positive gestures with good command over language will leads towards the better
understanding of the messages and information shared by the higher management of the
Company. Confidence and use of correct and easy language will leads towards the effective
verbal communication at the workplaces. This is one of the most time saving and efficient
method of communication inside the organisation which is very helpful in providing
directions to the employees of the Company4.
For example: If a marketing manager of the Company would like to represent its new
product to his staff member, he will give presentation to his subordinates with effective
verbal communication8.
Interpersonal components
Many interpersonal skills are required for effective communication process like active
listening; clear voice, confidence and clarity in thoughts are required for effective
communication. Making eye contact is also important in terms of effective communication.
Emotional intelligence and understandings are also required to achieve an effective
communication9.
Intercultural components
The cultural norms and values are different in each and every country. Use of particular
words and dress-up are also a part of non-verbal communication. In some countries, use of
particular gestures and formal words are essential when talking whereas in some countries
not so much rules and regulations are followed. Different factors of culture also have impact
over the effective communication. For achieving strong communication skills, it is essential
for having good understandings of cultural and social factors of the country10.
Communication channels or choice of media
Communication channels are the methods or sources by which the people of organisation
may communicate with each other. Some of the major communication channels are as
follows:
Face to face communication

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IMPORTANCE OF BUSINESS COMMUNICATION
Usually face to face communications are used inside the organisations to make the
communication process quick and easier. This is one of the best communication method but
only a good command over verbal communication required for this type of communication2.
For example: If the team leader of a group has to provide some instructions to his
subordinates, he will directly contact to the team members and guide them face to face.
Electronic communication channels
For conveying important information, e-mails and message are frequently used inside the
organisations. Written language is the most effective tool in communicating a large group of
people. This type of method can also be used in one to one communication which is very
effective when dealing with day to day business processing11.
For examples: In organisations, business policies, reports, memos, notices and crucial
information may be transferred through the use of electronic media basically e-mails and
messages.
Social media communication
For providing important information about the company and its product, many companies are
using social media as a major source of communication. Much information related to the
products and services of the company may be communicated by using social websites. Major
events and philanthropic activities are also communicated to the public by using social
media12.
For example: Many companies are promoting their brand, products and services by using
social media websites. They are also developing their public image by establishing a brand in
the eyes of the customers.
Importance of effective communication
Effective communication plays a very important role in the success of the business. It not
only increases the confidence, motivation and job satisfaction of the employee but also it
helps the customers by provide them effective sales services. With the help of effective
communication, the employees of the organisation feel more enthusiasm towards their work
and it results in greater productivity. By conveying important information on the social

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IMPORTANCE OF BUSINESS COMMUNICATION
websites, companies can also maintain a good public image. Overall, effective
communication is a key tool for the success of the organisation1.
Conclusion
On the bases of the above analysis it can be said that communication is very important for the
proper running of the business of the Company. On the bases of the analysis of the written
and verbal communication method, it can be said that proper and right communication
techniques are very important for the smooth running of the business process of the
Company. By analysing the various modes and channels of communication, it was observed
that different types of communication are used by the organisation for fulfilling their
purposes and business goals. By analysing the different methods of communication channels,
it can be said that various types of channels of communication are using for achieving the
business goals of the Company. Effective communication is always beneficial for the growth
of the Company.

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IMPORTANCE OF BUSINESS COMMUNICATION
References
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IMPORTANCE OF BUSINESS COMMUNICATION
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