Communication: Business Organizations

Discuss about the Communication for Business Organization.

Communication can be defined as a two-way process of arriving at a common understanding where exchange of ideas, information and news takes place. It is a way of connecting people and places.  Communication is required even in business organizations. According to Eyre (2016), an organization cannot work properly in case of a communication breakdown. It requires all its departments to work co-operatively and co-ordinate each other to attain the organizational goals as laid down. Business communication takes into account not only the internal process but also an organization’s outside link with others. It is up to a particular organization on how well it can share its information for its own benefit of promoting its products or services to the prospective buyers or consumers.

Key Concepts of Business Communication:

A business communication’s goal is to develop a business’s worth through proper assessment of rules and regulations, internal and external communication, advertisements and press releases (Bargiela-Chiappini Nickerson and Planken 2013).

Motivation:

No matter what one does, motivation plays a key role in every work. Motivating people adds up to the value of business. It is important to make every worker feel how important and how much of an integral part of the organization they are. An organization’s success depends on how well all the levels of an organization works together for a common goal. 

It’s bringing in the higher and lower level workers to a motivational point where they understand their importance and the role they play in the company and strive hard for excellence. Motivation urges employees to feel the value and contribute more.

Information:

Every employee has the right to know the rules and regulations they need to follow in an organization. Employees who do not know what rules to follow have problems in taking proper decisions and not knowing what consequences they may face in violating them (McKenna Callan and Gallois 2012)

Shareholders:

It is an important job on the company’s part to keep its shareholders informed about the regular activities of the company and its changing policies and the reason for the same.

The management or a member from the Board of Directors would do good to deliver a speech or share something important at a shareholder meeting.

Even the small shareholders have the right to know how their investment is evolving, either through presentations or memorandums.

Sales:

Business communication also helps in engaging person-to-person and business-to-business sales through cold callings, writing sales letters and follow leads.

Marketing:

Marketing is a broader concept than sales and it is very important from the business communication’s aspect. All marketing efforts from advertisements on televisions to billboards or direct mail agenda lead to business communication. 

Sales focus on individuals or a particular business, whereas marketing takes into account larger groups and not individuals. 

Essentials or Effectiveness of Business Communication through 7 C’s: 

1. Correctness: it is better to recheck one’s facts for striving accuracy in speech and writing. Communication’s effectiveness remains questionable if one always tries to revise his facts and figures through sort of thoroughness in his preparation.
2. Clarity: It is vital to be clear while communicating with one’s co worker or client and usage of simple words should be focused on. It sometimes may happen that there is problem in making someone understand something through speech; the substitute idea will be to write it down (Guffey and Loewy 2012.). Where words become a problem, one should go for figures.
3. Concision: One of the essential features of effective communication is to grab the audience’s attention quickly and close it up leaving the audience thinking about the usefulness of such a delivered speech (Men 2014).
4. Completeness: It is essential to provide all the relevant data and provide as much of a clear picture as one can regarding any topic.
5. Concreteness: It is important to be specific and cite one’s references thoroughly. One should not give the impression to his audience that he does not believe in certain philosophies or proposals, as that might lead to them not showing interest anymore.
6. Consideration: Effective business communication succeeds when one puts his focus on the audience he has got and accordingly tries to explain his ideas and research works (Subramanian 2013). It is always necessary to prepare beforehand about the concerns and questions that may arise while delivering a speech or communicating something important.
7. Courtesy: It is vital on the speaker’s part to be pleasant with his audience and respect them in proper way. Prompt replies should be provided to emails and phone messages and proper use of honorifics where possible (Mr, Miss). Even if at the time of disagreeing someone’s idea or facts he has to be respectful and deliver criticism in a clear manner.

Barriers to Effective Communication in Business:

In a business organization its effectiveness gets bogged down due to some of the following barriers:

1. Employees not receiving consistent messages from Management:

Supervisors at different levels do send various, occasionally conflicting messages about priorities. This does create a lot of confusion among then employees.

1. Not all Employees are being informed:

The general conclusion is that for effective use of communication, information should be send to each and every employee who needs to know the same. However in many organizations, all the information does not reach people who are not using that technique of communication on normal basis (Baker and Warren 2015).

1. Employees not receiving timely messages:

Proper information must be provided timely in order to attain the maximum satisfactory level out of it. Without the right information and that too at the right time, decision making becomes a tad difficult. It sometimes hampers the project of a business.

1. Plan for future is absent:

Leaders or bosses do have the habit of hiding or not sharing their organization’s vision with their employees which leads to de-motivation as they lack a proper direction towards which they will strive forward.

1. Expectations not clear:

Top level leaders and managers do not find it necessary to discuss an organization’s expectations with mid-level managers. For this reason these mid-level managers do not have high hopes and expectations in ways to reach to strategic goals. Employees do not have clear goals and standard to direct their advancement.

1. Functional Areas not Collaborating:

An internal problem with business is that its departments do not co-operate each other to attain common goals. They compete with each other rather than collaborating. Information is not shared across all the departments which lead to limiting the overall capability of the firm (Varner and Varner 2014). 

1. Employees not open with each other:

Employees restrain themselves from sharing information with each other as there is lack of trust and belief. This hampers the efficiency of organizational departments and teams related.

1. Right information not being sent to the right people:

Proper information about the market is not always shared by the management among the stakeholders. Top management officials are not connecting the employees with vital information

Implementation of the Solution as Advantage: 

According to Den Hartog et al. (2013), organizations having communication problem needs to start all over again, replacing the prevalent system and implementing something which is effective. Coming up with a communication department that will only be concern about the effectiveness of the communication can be a costly affair, especially if the firm needs linkage both internally and externally. There are certain tools available for the company to purchase such as internet connected computer systems to assist communication through emails and making a website for both internal and external communication (Goetsch and Davis 2014). Marketing strategies can be enhanced through external use of communication in websites. Emergency alarms can be recognized to temperate the staff in case of due emergencies. It is advisable to set up a communication department far away for security reasons only. In case of any mishappenings, the communication process will not be hold captive.  Proper research study have always found out that when employees start sharing information among themselves, the organization benefits as the departments work as a one team which helps in realizing the organizational goals.

Proper upgraded technology helps in improving the quality of the communication process and making it more efficient.  Proper communication makes a company more productive. A company can breathe easy if its internal communication is doing well and that happens only when leaders or management people interact at a personal level leading to a unified teamwork and enhancing a favorable workplace environment (Hamilton 2013).  Moreover, the departments need to work as a team working towards the same organizational goal, which will only develop productivity of a firm (Kuehn 2016).

Research Gaps: 

All the researchers have been clear that the internal communication problems of a business arise from the fact that the departments of a particular organization do not work hand in hand. They become so competitive in their own work process that they somehow forget the common purpose or goal of the whole organization (Herrmann and Herrmann-Nehdi 2015). Most of the researchers do not get full or clear information from the companies about the problems they face internally in relation to business communication. Organizations do feel that the information provided by them to the researchers might be misused or misled. Moreover researchers do not always get hold of the primary data of non-confidential nature. Most of the researchers talk about ‘how’ to make communication more effective, but focus should also be kept on how to get people makes use of principles of good communication. Understanding of the dynamics of the communication in work relations needs to be enhanced. Highlights should be made on the weaknesses of communication, its failures, and reasons for such failures and how they affect human relations and production.

Any Conflicting Evidence:

Many of the researchers have provided with conflicting reviews or evidence in their study of business communication problem. Some have identified cultural barriers as the prime factor in breaking down of effective communication. While others have stated that lack of interest in some employee’s part is the reason they sometimes hold on to some relevant information and does not pass on to the other departments. Some have pointed out that the leaders do not find it necessary to share everything with their subordinates whereas the mid-level and lower level managers also do not find it essential to let know the management

Conclusion:

Communication is important as has been witnessed over the years. A breakdown in communication at any level jeopardizes the whole process and lessens the productivity level of the organization. Researchers have identified various reasons in their study for communication being a major problem in business. The most common of them being that the departments do not collaborate among themselves. Though other researchers have found out that many employees do not have a clear view of what their assigned job requires them to do or what the organizational goal is all about. Many times it has so happened that the employees are not aware of the organizational policies and rules regarding the work procedures. The report has also stated that different researchers have pointed out difficulties regarding the research work on business communication problems as they do not always get the required information.

Reference:

Baker, T. and Warren, A., 2015. The Nine Common Barriers to Communication. In Conversations at Work (pp. 54-74). Palgrave Macmillan UK.

Bargiela-Chiappini, F., Nickerson, C. and Planken, B., 2013. What is Business Discourse?. In Business Discourse (pp. 3-44). Palgrave Macmillan UK.

Cornelissen, J., 2014. Corporate communication: A guide to theory and practice. Sage.

Den Hartog, D.N., Boon, C., Verburg, R.M. and Croon, M.A., 2013. HRM, communication, satisfaction, and perceived performance a cross-level test.Journal of Management, 39(6), pp.1637-1665.

Eyre, E.C., 2016. Business Communication: Made Simple. Elsevier.

Goetsch, D.L. and Davis, S.B., 2014. Quality management for organizational excellence. pearson.

Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.

Hamilton, C., 2013. Communicating for results: A guide for business and the professions. Cengage Learning.

Herrmann, N. and Herrmann-Nehdi, A., 2015. The Whole Brain Business Book: Unlocking the Power of Whole Brain Thinking in Organizations, Teams, and Individuals. McGraw Hill Professional.

Kuehn, S., 2016. Exploring US Business Leaders' Strategies for Enhancing Team Communication.

McKenna, B., Callan, V.J. and Gallois, C., 2012. Comparing organizational and business communication. Handbook of comparative communication research, pp.415-429.

Men, L.R., 2014. Strategic internal communication: Transformational leadership, communication channels, and employee satisfaction.Management Communication Quarterly,

Subramanian, K. ed., 2013. Excellence in business communication. Pearson.

Varner, I.I. and Varner, K., 2014. The Relationship Between Culture and Legal Systems and the Impact on Intercultural Business Communication. InGlobal Advances in Business and Communication Conference & Journal(Vol. 3, No. 1, p. 3).

 

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