Business Communication:

Definition and Meaning:

The word “Communication” has come from the Latin word “communis”, which means common. Thus, communication signifies sharing of ideas in common. The dictionary meaning of communication is to convey or exchange information and share ideas.

It is a process through which two or more persons transmit or exchange thoughts and ideas among themselves. According to W. H. Newman and C. F. Summer, “Communication is an exchange of facts, ideas, opinions or emotions by two or more persons.”

Communication is the process of transmitting information and understanding from one person to another or from one unit to other unit with a view to getting the desired response from the receiver. Through this process two or more persons exchange ideas and understanding among themselves to achieve the desired effect in the behaviour of another person.

It is a two-way channel for transmitting ideas, feelings, plans, commands, instructions, reports and suggestions that influence the attitude towards an organisation’s objectives. The communicator’s goal is to convey the meanings or ideas without distortion. Success of the leader and the enterprise depends upon adequacy of communication.

It is the responsibility of the managers to establish and maintain the channels whereby they can convey their own thinking and policies to the subordinates, and can receive their reactions and an account of their problems.

Elements of Business Communication:

1. Message:

This is the subject-matter which is transmitted or passed by the sender to the other party or group of persons. This might be opinion, order, suggestion, attitude, feeling, view, etc.

2. Sender:

He/she is the person who intends to make contact for passing information and understanding to other person.

3. Receiver:

The person to whom the message is meant for is known as receiver or communicate.

4. Channels:

Information is transmitted through certain channels (e.g., radio, television, telephone, letter, e-mail, etc.). The media is selected by the sender considering various factors.

5. Symbols:

These are the words, actions and signs which are passed on by the sender while communicating with the receiver.

6. Feedback:

When the receiver acknowledges the message of the sender and responds back to him/her, feedback takes place. Without feedback communication is incomplete.

Features of Business Communication:

1. Practical:

Effective business communication deals with the practical aspect of the information explaining why, how, when and the like queries. It avoids impractical, imaginary, unnecessary or repetitive information to eliminate waste of time. It conveys important information to the receiver.

2. Factual:

In general a business message contains facts and figures in place of overall idea. Important date, place, time, etc. should be clearly mentioned in a business communication.

3. Clear and Brief:

The language used in business communication should be simple, clear, brief and without ambiguity. Sometimes charts, photographs, diagrams, etc. are used to condense or clarify the information.

4. Target-Oriented:

A business communication must have a specific objective and must be planned properly so that the objective can be achieved.

5. Persuasive:

Business communication often plays a persuasive role. It persuades an employee to perform his/her duties, a customer to buy a product or service etc. The basic characteristics mentioned above are related to the message or information of the communication.