12-06-2013, 03:53 PM
BUSINESS COMMUNICATION ASSIGNMENT
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QUESTION:
Discuss the strategies for bringing about effectiveness in communication for business purpose
What is communication ?
DEFINITIONS :-
1. “ Communication is transfer of information from one person to another,whether or not it elicits confidence. But the information transferred must be understandable to the receiver” – G.G. Brown.
2. “Communication is the intercourse by words, letters or messages”- Fred G. Meyer.
In other words ,Communication is giving, receiving or exchanging ideas, information, signals or messages through appropriate media, enabling individuals or groups to persuade, to seek information, to give information or to express emotions.It also includes body-language, skills of speaking and writing. It outlines the objectives of communication. It emphasizes listening as an important aspect of communication.
What does effective communication mean ?
Effective communication is a conversation in which no one gets confused by the other person's MEANING. The first thing you need to do to ensure effective communication is to use reflection. The second thing is to ask Clarifying Questions; questions that try to find out the other person's true meaning. An effective conversation can also mean a conversation in which something is achieved. It can be a conversation in which two people both enjoy the conversation and learn something. We should never assume anything in conversation. We should make sure
An effective conversation can also mean a conversation in which something is achieved. It can be a conversation in which two people both enjoy the conversation and learn something. Nothing is more boring than discussing a topic with someone who doesn't talk. The situation is worse, when a foreigner finds that students want the foreigner to talk, but they themselves won't talk. It becomes a one sided conversation.
If you want to be involved with a group, or to have an effective conversation with a foreigner, you must show some interest in what the group or the foreigner is saying. If you don't really understand what he or they are saying, you only have two real choices.
Strategies for Effective communication involves:
1. Listening: Good listening skills and showing a genuine interest are attributes of a successful communicator. Sales associates who actively listen to customers inquires and complaints are more able to solve problems and gain customer loyalty.
2. Use Names: When meeting people make sure you hear the person's name and use it right away so you will remember it. If you are not sure what the person said, ask him/her to repeat it.
3. Get to the Point: Show value for people's time by being as concise as possible when giving information. Do not give lengthy, unnecessary details and don't make excuses for your mistakes. Answer the question and give important information only.
4. Let Others Talk: Don't be a person who does all the talking. What you are saying may be of interest to you only. Keep the other person in mind, giving him/her a chance to be a part of the conversation. Look for signals that you may be boring your listener and ask questions to involve them in the conversation.
5. Non-verbal Language: Nine-five percent of our communication is non-verbal, which includes: eye movement, tone of voice, posture, facial expressions and hand gestures. When talking to someone keeping eye contact without staring shows a sense of confidence. Be aware of non-verbal communication and keep it consistent with your message.
6. Vocal Cues: Do not use an excessive amount of 'filler' words (sayings or words repeated often), sounds such as "uh, um" or use lengthy pauses during conversation. The listener will lose interest in what you are saying and will become bored.
7. Create an Atmosphere of Openness: To establish a good relationship with customers and create a comfortable atmosphere be attentive to the number of interruptions. Give your customer/acquaintance your undivided attention by not keeping physical barriers (such as desks) between you. Avoid trying to communicate in a busy area and keep your focus on the listener.
The Seven C’s of Effective Communication
Completeness - The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receiver’s mind set and convey the message accordingly.
Conciseness - Conciseness means wordiness, i.e, communicating what you want to convey in least possible words without forgoing the other C’s of communication.
Consideration - Consideration implies “stepping into the shoes of others”. Effective communication must take the audience into consideration, i.e, the audience’s view points, background, mind-set, education level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained and their emotions are not at harm..
Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once.
Concreteness - Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence.
Courtesy - Courtesy in message implies the message should show the sender’s expression as well as should respect the receiver.
Correctness - Correctness in communication implies that there are no grammatical errors in communication.