Communication is key to your success—in relationships, in the workplace, as a citizen of your country, and across your lifetime. Your ability to communicate comes from experience, and experience can be an effective teacher, but this text and the related business communication course will offer you a wealth of experiences gathered from professional speakers across their lifetimes. You can learn from the lessons they’ve learned and be a more effective communicator right out of the gate.
Business communication can be thought of as a problem solving activity in which individuals may address the following questions:
1. What is the situation?
2. What are some possible communication strategies?
3. What is the best course of action?
4. What is the best way to design the chosen message?
5. What is the best way to deliver the message?
In this book, we will examine this problem solving process and help you learn to apply it in the kinds of situations you are likely to encounter over the course of your career.
Informative and Persuasive Presentation for Effective Business Communication
An informative presentation just focuses on conveying all the necessary information accurately (Hogrefe et al. 2012). Informative presentation seeks influence the feeling, thinking or deciding of the audience. I feel informative presentation simply reflects different sides of an issue for complete understanding of the matter. An example of informative presentation is that where speaker tries to provide all the detailed information about the ways solar power panel has been developed and implemented in the operational process. On the other hand, persuasive presentation focuses on exchanging thoughts and perspectives of the speaker at the time of presenting any topic. Here, speaker will try to convince people through the presentation regarding the best possible way to perform a particular job. Example of persuasive presentation, a sales manager is trying to convince the clients that the provided offers and services are best for a specific contract.
I have assessed that principle of consensus induces people to respond in an uncertain situation after analyzing the way others have reacted. In majority of the cases, uncertain situations have made people’s decision-making process depended on others (Stepanikova et al. 2012). For instance, individuals tend to check the satisfaction rate of the others before taking a major purchase decision. It helps individuals to take different complex critical decision in an appropriate way. However, I feel every individual takes decision in different manner in different circumstances. Therefore, I feel it is not right to categorize the all the decisions with the principle of consequences. Still, I feel that majority of the people thinks that if ‘everybody else’ liking this particular product or service; it will be a great one. Hence, I feel majority of the people are susceptible to different types of persuasion.
Discontinuance induces speakers to persuade listeners or audiences to stop doing something. On the contrary, deterrence focuses on persuading with the audience not to start something that they already have decided to start (Asan et al. 2015). However, I feel that discontinuance is more difficult compared with deterrence, as I feel it is extremely difficult to convince an individual who already have created addiction to a specific product or service. For instance, it will be extremely difficult to stop an individual’s smoking habit. I believe only consultation will not be sufficient enough for inducing an individual to stop or discontinue their addiction of smoking. On the other hand, deterrence can provide individuals specific information or knowledge about the negative impact on health due to smoking. Therefore, it can actually induce individuals to change their mind of adopting smoking habit for healthy future. For that reason, I feel proper utilization of deterrence is essential for creating desirable outcomes.
Persuasion reflects inherent ability of human being to treat others with understanding, respect, caring and fairness in order to understand each other with the phase of ethical persuasion. Now, effectiveness of persuasion depends on objectives and environment in a major way. As per the article by Georgescu et al. (2014), persuasion is unethical if it is achieved at the expenses of other individuals or personal gain without the knowledge of the listeners. I also feel that persuasion can have adverse impact if it focuses on utilizing unethical objects. For instance, persuasion can induce individuals from committing any type of crime for personal benefits. Here, persuasion is actually providing benefits for the well-being of the community. On the other hand, if speaker utilizes persuasion for convincing people in doing something wrong, it would be unethical. Hence, I believe persuasion can be unethical depending on the goals and objectives of the speaker.
Problem Solving Process in Business Communication
In the elevator speech, different individuals are suddenly getting opportunity to meet and talk with one influential person president. Therefore, the elevator speech is providing an idea regarding the ways different individuals focus on interacting with someone influential. Hence, I feel the speech allows rectifying certain behaviour for enhancing the effectiveness of the conversation level.
The speech has highlighted the way majority of the people remains very careless at the elevator. As a result, majority of the conversation in elevator remains very much ineffective. For instance, the video has highlighted an incident where a boy and a girl fail to communicate with the president. On the other hand, a boy mainly asked unnecessary questions with wasting time by taking selfies with the president.
Proper understanding of non-verbal communication is essential for the audiences to enhance the overall quality of the communication. I feel non-verbal communication can enhance understanding and bonding among the individuals. For instance, if an interview only focuses on assessing the words spoken by an interviewee, the effectiveness of interview might get lost somewhere. On the other hand, evaluation of non-verbal communication like body language can allow an interviewer to assess the confidence level and self-believe of an individual (Kayi 2012). Hence, it would help to identify suitable people for the suitable designation. For that reason, I feel that non-verbal communication actually enhances the quality of the interaction. Moreover, it has been assessed that ineffective understanding of non-verbal communication often creates difficulties in transferring the information. In the present time, all the business entities are looking to provide proper training to their employees so that they can able to understand non-verbal communication of others coming from different geographical and cultural background. I feel it highlights the fact that non-verbal communication enhances the understanding among individuals in an effective way.
As illustrated by Costa et al. (2012) non-verbal communication happens with different types of assumptions, as it is difficult to read unspoken words. Non-verbal communication is a challenge, complex and dynamic that can have major impact on the information transaction process. For that reason, it is necessary for the individuals to enhance their skill level to implement more diversify non-verbal communication plan within the business environment. Moreover, proper understanding of prime approaches such as enrolling, reaction and observation on the explicit style of non-verbal communication allows audiences to understand the message in an effective manner.
Dealing with the crisis can create major impact on the overall performance level of the organization. Majority of the time, crisis induces stress and pressure on individuals mind that eventually affects the overall performance level of the organization. As per the article by Derlaga and Berg (2013) crisis often developed out of nowhere. As a result, it gives very limited opportunity to the individuals to think properly before taking any critical decisions. Therefore, it directly affects the performance level of the individuals. In family life, many people face crisis situation due job lost, disasters or broken family. It directly affects the overall quality of the living in a major way. However, I feel people need to have positive thinking attitude to different critical and complex situation so that it can able to formulate effective alternative strategies for dealing with the situation. I feel clear thinking process is one of the critical attribute towards handling different types of crisis situation in an appropriate way.
Importance of Non-Verbal Communication in Business
Self-disclosures involve trusts and risks at the similar time that induce people to disclose their thoughts, aspirations, goals and preferences to others (Taddicken 2014). For instance, when you are looking to provide information of a particular event, you need to show your in-depth knowledge and interest about that particular event. Now, I feel self-disclosers play a critical role in business environment. Self-disclosure illustrates ambition, goal, intention and objective of the organization. Therefore, it allows employees to understand their future along with the organization in an effective way. Self-disclosures allow people to connect with each other with strong bonding. Therefore, it also definitely likes to create positive impact on the performance level.
In the present complex business environment, effective use of conflict management strategy is extremely critical for fulfilling all requirements in the operational process. I have identified that majority of the organizations have recruited people from different geographical and cultural background. Therefore, it is obvious they will have their unique way to express their thoughts and perspectives over a single matter (Bazarova and Choi 2014). It can actually enhance the misinterpretation possibility of any message that creates major conflict within the organization. Now, I feel any type of conflicts creates direct impact on the overall performance level of the organization. Hence, management have to focus on developing different critical strategies for reducing the probability of conflict within the workplace. Now, face-detraction, avoidance and face-saving are the possible way to understand each other thought and believe in a major way. Majority of the time, conflict develops due to debates and argument over a single matter. Therefore, I also feel effective utilization of empathy can decrease the possibility of serious conflict at the workplace. I feel it will help employees to understand each other perspectives in an effective way. I also feel management needs to conduct different group sessions so that each employee can understand the way individuals from different cultural and geographical background communicates with each other. Hence, it will help to reduce the number of conflicts at the workplace in a major way.
The XYZ theory focuses on illustrating the way people behaves in workplace based on their ideas, belongings, love and value. Now, as a manager I would definitely utilize management X theory for handling all the responsibilities in an effective way. As described by Corrigan and Rao (2012) X, Y, Z have their own disadvantage and advantages in handling management responsibilities. Maslow hierarchy theory primarily focuses on theory Y where employees are highly career oriented. Theory Y will help me to deal with highly confident and motivated employees on regular basis. As a result, it would definitely enhance my leadership skill in a major way. I would also like to lead a team who is motivated internally. I believe it will help a group or team to perform more than the expectation, which eventually provide more revenue to the organization. For instance, I feel if employees are internally motivated they will take different complex responsibilities regularly. As a result, the operational flow of the organization will remain intact. On the contrary, theory X focuses on pessimistic approach where employees are de-motivated and only looking to fulfil their physical or basic needs. I feel this type of employee will not allow organizations to achieve their goals and objectives in an effective way. In fact, they will create barriers during any necessary changes in the operational process. Therefore, I feel that utilization of theory Y will help me to fulfil all the organizational goals and objectives.
Asan, O., Young, H.N., Chewning, B. and Montague, E., 2015. How physician electronic health record screen sharing affects patient and doctor non-verbal communication in primary care. Patient education and counseling, 98(3), pp.310-316.
Bazarova, N.N. and Choi, Y.H., 2014. Self?disclosure in social media: Extending the functional approach to disclosure motivations and characteristics on social network sites. Journal of Communication, 64(4), pp.635-657.
Corrigan, P.W. and Rao, D., 2012. On the self-stigma of mental illness: Stages, disclosure, and strategies for change. The Canadian Journal of Psychiatry, 57(8), pp.464-469.
Costa, K.N.D.F.M., Pagliuca, L.M.F., Almeida, P.C.D., Cardoso, M.V.L.M.L. and Rebouças, C.B.D.A., 2012. Aspects of verbal communication between nurses and visually impaired people. Northeast Network Nursing Journal, 10(2).
Derlaga, V.J. and Berg, J.H. eds., 2013. Self-disclosure: Theory, research, and therapy. Springer Science & Business Media.
Georgescu, A.L., Kuzmanovic, B., Roth, D., Bente, G. and Vogeley, K., 2014. The use of virtual characters to assess and train non-verbal communication in high-functioning autism. Frontiers in human neuroscience, 8.
Hogrefe, K., Ziegler, W., Weidinger, N. and Goldenberg, G., 2012. Non-verbal communication in severe aphasia: Influence of aphasia, apraxia, or semantic processing?. Cortex, 48(8), pp.952-962.
Kayi, H., 2012. Teaching speaking: Activities to promote speaking in a second language. ???????? ??????? ??????????, 12(2012).
Stepanikova, I., Zhang, Q., Wieland, D., Eleazer, G.P. and Stewart, T., 2012. Non-verbal communication between primary care physicians and older patients: how does race matter?. Journal of general internal medicine, 27(5), pp.576-581.
Taddicken, M., 2014. The ‘privacy paradox’in the social web: The impact of privacy concerns, individual characteristics, and the perceived social relevance on different forms of self?disclosure. Journal of Computer?Mediated Communication, 19(2), pp.248-273.
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