Business Communication

QUESTION 1

1. a. Explain the importance of communication in business.

Answer:

Communication is a major and essential part of business relationship. The purpose of communication is to get your message across to others. This is a process that involves both the sender of the message and the receiver. In fact, a message is successful only when both the sender and the receiver perceive it in the same way. By successfully getting your message across, you convey your thoughts and ideas effectively. Most organisations prefer to hire professionals who can communicate and express their ideas very well, rather than having the expertise and capabilities to solve problem. With effective communication, a person is able to deliver information and train his or her subordinate efficiently, thus giving the business a better chance of making profits.

To ensure successful business communications, it is best to start with the very basics: an individual's knowledge of verbal and non-verbal communications. In the workplace, these types of communications are continually exchanged, oftentimes without much planning or even the thought that such communications are taking place. Communication in business usually involves interpersonal communication, communication between management and staff, as well as other business contact. Individuals will be able to function as a group, through the use of proper communication skills.

In spite of the increasing importance placed on communication skills, many individuals continue to struggle with this, unable to communicate their thoughts and ideas effectively - whether in verbal or written format. This inability makes it nearly impossible for them to compete effectively in the workplace, and stands in the way of career progression. Getting the message across is paramount to progressing. To do this, the sender must understand what his or her message is, to whom the sender is sending it to, and how it will be perceived. The sender must also weigh-in the circumstances surrounding his or her communications, such as situational and cultural context.

Reasons why communication is important in business:

 Create Opportunities in Career Development

How well you speak, listen, write and adapt yourself in your workplace will affect your carrier advancement

 Improve Self-Presentation Skills

With the ability to communicate your ideas, goals and plans you will appear to be more valuable to an organisation as well as the organisation you are present and it will enhance you ability to make a positive impression of yourself.

 Relating Positively to Others

Successful business depend on mutual trust and respect and in many organizational settings, being bale to adapt to work relationships and communicating ethically in any business dealings is very important.

 Opportunities for Promotion

Skills demonstrated through ability to communicate orally, nonverbally or in any form of written communication will enhance the opportunity for a better or higher position.

 Gain Satisfaction in Career

Effective communication is often the only way to make positive impression known to others and at the same time you will be promoting your own achievements without even realising it.

 Assuring the Success of Your Organisation

It is through effective communication that a competitive business environment can be created. Working involves sharing of interdependent relationships with co-worker and we will not only gain respect and personal growth but also improve company performance.

Effective communication is important in business because it will NOT only help individuals enhance their self-esteem, but to become effective employees and advance in the carriers.

1. b. Explain the communication skills and nature of responsibilities.

Answer:

The importance of the two-way nature of communication in which the success of the process depends heavily upon the sender receiving feedback. The sender requires assurance that his / her points are being received and understood, e.g., on a notice board, if a petition has been put up, the group organising the petition need others to put their name on the petition to give feedback, and show that the message is being spread across. It is the use of a common system of symbols, signs and behaviour in exchange for information, ideas and emotions.

(A) Nature of Responsibilities: Training and Consultancies

Required Communication Skills:

(i) Oral Communication (presentation and public speaking):

While hard work and good ideas are essential to success, ability to express those ideas and get others to join is just as important. Much of this verbal expression will be one on one or in small groups but periodically will be involved in more formal and public speaking in front of larger numbers. Effective presenters recognize that communication is both intellectual and emotional. Organizing ideas is part of the task. The other is to gain and maintain attention. The following lists some basic techniques to maintain attention: -

* understand the purpose and role: It is critical to be clear about the purpose in the communication. This involves knowing the audience, the occasion, and knowing their expectations. Knowing the audience will be a critical determinant in what information is presented and how it is presented.

* tailor your message to the audience - understand their needs, desires, knowledge level, attitude toward your topic

* be concrete, specific, practical, and relevant

* develop a logically compelling case for your plan - how will it help resolve a pressing problem, advance a salient value, or help

* reach a common goal

* research your topic

(ii) Writing reports:

In higher education and work, formal reports communicate information to others without the need for meetings. If you are required to explain your work to others in this way, effective