Effective Business Communication: Characteristics Of Business Essay." (70 Characters)

Discuss about the Communication For Managers of Characteristics of Business.

Describe five characteristics of effective business messages.

Communication is the soul of every business. It serves as the content and channel for one’s vision, ideas, novelty, plans, strategies and solutions. Effective business communication is the chief aspect for professional success and strong interpersonal relationships. Effective communication should be engaging, encouraging, eloquent, meaningful and informative.[1]

Business-related messages are usually communicated through e-mails, instant messaging, phone calls, answering machines, documentations, presentations, etc. These messages need to have the five major characteristics, i.e., the five Cs, in order to be effective and constructive.

A business message should have a pleasant and polite tone. It’s important to show gallantry to encourage a response from the recipient. One should refrain from sounding too emotional, confrontational and complaining. Even if there is a disagreement or clash of thoughts; it’s important to maintain the courtesy and decency.[2] Instead of insulting and disgracing each other; professionals should try to maintain the decorum and civility. Positive words, pleasing tone and calmness make a business message turn out to be an effective one.

Being concise is one of the key elements for an effective business communication. Pitching the ideas and thoughts in a precise and crisp manner not only saves the crucial time of the business parties but also emphasizes on the actual and concrete message that needs to be communicated. Lengthy expressions, repetitive content and fillers might subdue or suppress the subject of the message. Eliminating unnecessary phrases, selecting action verbs, avoiding doublets and using active voice could help in creating a terse and defined business message.[3]

Leaving a message with wrong information or confusing content is not only embarrassing but also unprofessional, time consuming and costly. Grammatical errors, misspelled names and wrong pronunciation could hamper the communication process.[4] Slangs and jargons ruin the essence of business communication. Before sending an e-mail or dialling a client; facts, figures, dates, spellings, punctuation marks and grammar should be thoroughly checked. Written messages should be edited and revised.

The business message should be framed according to the receiver’s level of understanding and interest. Clearly stating the business idea, objectives, plan of action, procedures and issues help in creating a structured and organized message. Moreover, clarity implies ease of perception by being accessible and readable to the business partners, clients or employees.

Written and verbal business communication is effective when the messages are complete. A good test is to evaluate whether the following questions: What, Who, When, Where, Why and How are answered well in the message or not.[5]

Who	Who is the intended receiver and does the business message contain content appropriate for the receiver?
What	What is the objective and what do the clients, associates and business partners need to perform? What challenges and issues have been discussed?
When	When is the meeting going to be held? When is the conference being organized? When is the product being launched? By when is the receiver expected to respond?
Where	Venue, electronic addresses, postal addresses, fax numbers, telephone numbers, etc. Where is the respondent expected to contact or reach?
Why	Why are the plans being formulated? Why is the involvement of reader necessary?
How	How the receivers are required to contribute to the proposal? How is the business proposal beneficial to the parties?

Courteousness and Conversational Tone

Before conducting business in a foreign country, why is it worthwhile to learn common phrases in the native language even if your clients there will speak English?

Today’s economy is increasingly globalized and companies are constantly expanding overseas and dealing with clients from all over the world; therefore learning foreign language becomes self-evident. Though, there is no denying the importance of English language as a common means of communication across the globe, but learning common phrases in the native language of the clients and collaborators could reinforce cross-cultural understanding and build healthier or stronger connections.[6] Learning a foreign language is much beyond the grammar and vocabulary, in fact it strengthens the business relations, encourages cooperation, avoids confusion or misperception and helps in taking better decisions. Communicating comfortably with a native speaker encourages efficient and smooth business across big and complex markets. Making an effort to interact with the clients in their native language would reassure them about the business relationship going a long way.

Languages are the bedrock of the world’s cultural heritage; understanding a language requires understanding its cultural component too. Learning a foreign language does not imply cramming a few sentences or phrases, in fact it encompasses proper usage of words, tone, expressions and attitude.[7] Therefore, for global competitors the most important factor is to be able to communicate in the native language of their clients on a wider and clearer basis. This uplifts the image of the organization and opens up better business opportunities.

Moreover, expanding business in international markets is strongly dependent upon the level of customer awareness and customer satisfaction. This depends on how well the organization interacts and connects with the customers. Interacting in their native language would make the customers feel comfortable, contented and connected. The global marketing strategies should accentuate the culture, values, language and style of the target market. This understanding, respect and care for the customers would definitely have a positive impact on the growth and success of the business. As a result the business would get showered with trust, loyalty and positive word of mouth.[8]

Scientific studies have proved that learning, appreciating and understanding the native language of the business partners, clients, suppliers and customers stimulate creativity and boost productive thinking. One of the renowned psychologists, Dr. Thomas Bak has explored that learning the native language of clients is an effective mental exercise and organizations begin to understand the world from the perspective of another culture and are empowered to have a broader horizon. Creative thinking and collaborated vision bring wonders to the business.[9]

Conciseness

Just like language is the bridge to other countries, it is a tool expand business and shine globally. Though learning a foreign language requires substantial commitment of time and money but the incentives to learn a second language are compelling.

What are the five common techniques for developing paragraphs?

Thoughts, ideas and facts in writing should be presented in an organized and structured format. A paragraph, especially a business message, should be able to express the purpose, facts, issues, challenges, reasoning, characteristics and approach.

In order to write an effective paragraph; it’s important to understand and follow the common principles or techniques for paragraph development.

Development By Description

A paragraph needs to be developed by details of facts, places, processes, relationships and people. Every idea needs to be adequately explained and supported through details. The descriptive mode helps the writer recreate the entire experience for the readers. Details of the setting and characters help readers mentally visualize the events. This makes the entire paragraph more explicit and interesting as it uses specific details and supporting ideas. This technique emphasises on sequence of events and proper arrangement of ideas which is quite useful for relaying background information and historical events.[10]

Development Using Cause And Effect

This technique is either used to highlight the impact and possible outcomes of an event, action and condition or to analyze and discuss the reasons or causes of certain incidents or circumstances. Here, the writer can use signal words like because, due to, as a result, therefore, consequently, etc.[11]

For instance:

The foreign collaborators are planning to visit us next week, therefore, our team has decided to conduct a cross-cultural training session for better understanding and healthy relations. Employees would be able to interact well with the collaborators without any hesitation which can open up doors for more opportunities.

The above paragraph clearly states that since the overseas clients are planning to visit the organization (reason), the team needs to prepare well for strong business relations and prospective opportunities (possible outcomes).

Development By Comparison And Contrast

This is a helpful technique for either emphasizing on the similarities or focusing on the differences between people, objects, places, situations and ideas in order to reach a judgement or conclusion. This method offers a unique slant on the differences and similarities.[12] This technique is effective if:

1. The writer has sufficient number of points to compare and contrast.
2. The writer compares and contrasts the first point of first topic with the first point of second topic in a logical manner.
3. Writing all the details, facts and ideas about the first topic and then presenting the entire information and supporting details of the other part.
4. Achieving coherence by carefully using the transitions.           

Development Through Illustrations And Examples

One of the most effective ways to support the validity of a conclusion is to cite a few examples. Development by instances, evidences and cases substantiate the idea contained in the topic sentence. Examples contribute vividness and concreteness to the paragraph. An illustration paragraph is a story mentioning the time, action, place, process which supports and develops the central subject. It takes the narrative mode in chronological order. The examples and illustrations grab the concentration and interest of the readers.[13]

Correctness and Accuracy

Development By Classification

This technique provides a logical categorization of large number of items making the paragraph comprehensible. The transitional expressions that are used are: can be divided, can be classified, can be categorized, on the basis of, the first type, the last type, etc.[14]

For instance: The HR team has evaluated the employees on the scale of 10, on the basis of:

Skills and competencies	Ratings (1-10)
Communication skills
Discipline
Professional attitude
Creativity and out of box thinking
Problem solving ability

References

Renee, M., ‘Characteristics of business messages’, https://smallbusiness.chron.com/five-characteristics-business-messages-22092.html, 2016, (accessed 7 July 2016).

Callaway, C., ‘Characteristics of effective messages in business communication’, https://www.ehow.com/info_8282358_five-effective-messages-business-communication.html, 2015, (accessed 7 July 2016).

Turner, J., and N. Reinsch, ‘The Business Communicator as Presence Allocator: Multi-communicating, Equivocality, and Status at Work, vol. 44, no. 36, 2007, pp. 54-60.

McLean S., Business communication for success, London, Oxford University Press, 2012.

Bryant H., Business and Report writing skills, Australia, Charles Strut University Press, 2008.

Moreau, R., ‘The value of foreign language in business communication’, Journal of business information and decision making, vol. 16, no. 3, 2013, pp. 4-12.

Brown, M., ‘The benefits of learning a foreign language’, https://www.newsminer.com/business/the-benefits-of-learning-a-foreign language/article_d189bc9c-b7e0-11e3-b994-0017a43b2370.html, 2014, (accessed 7 July 2016).

Chau, L., ‘Why you should learn another language’, https://www.usnews.com/opinion/blogs/economic-intelligence/2014/01/29/the-business-benefits-of-learning-a-foreign-language, 2014, (accessed 7 July 2016).

Jolin, L., ‘Why language skills are great for businesses’, https://www.theguardian.com/small-business-network/2014/dec/16/language-skills-great-business, 2014, (accessed 7 July 2016).

Lorcher, T., ‘Basic methods of paragraph development’, https://www.brighthubeducation.com/help-with-writing/34215-methods-of-paragraph-development/, 2012, (accessed 7 July 2016).

Green, C., Paragraph development and introduction to the essay, Ney York, McGraw-Hill, 2008.

Arnaudet, M., and M. Barrett, Paragraph development, 2^nd edn., New Jersey, Pearson education, 1990.

Grow, G., ‘Types of paragraph development’ Journal of journalism, vol. 11, no. 3, 1999, pp. 10-16.

Starros, A., ‘Paragraph development: Building better support’, https://www.lbcc.edu/astarros/documents/paragraph.development.PP.pdf, 2010, (accessed 9 July 2016).

[1] M. Renee, ‘Characteristics of business messages’, https://smallbusiness.chron.com/five-characteristics-business-messages-22092.html, 2016, (accessed 7July 2016).

[2] C. Callaway, ‘Characteristics of effective messages in business communication’, https://www.ehow.com/info_8282358_five-effective-messages-business-communication.html, 2015, (accessed 7 July 2016).

[3] J. Turner and N. Reinsch, ‘The Business Communicator as Presence Allocator: Multi-communicating, Equivocality, and Status at Work, Journal of Business Communication, vol. 44, no. 36, 2007, pp. 54-60.

[4] S. McLean, Business communication for success, London, Oxford University Press, 2012, pp. 101-320.

[5] H. Bryant, Business and Report writing skills, Australia, Charles Strut University Press, 2008, pp. 20-48.

[6] R. Moreau, ‘The value of foreign language in business communication’, Journal of business information and decision making, vol. 16, no. 3, 2013, pp. 4-12.

[7] M. Brown, ‘The benefits of learning a foreign language’, https://www.newsminer.com/business/the-benefits-of-learning-a-foreign-language/article_d189bc9c-b7e0-11e3-b994-0017a43b2370.html, 2014, (accessed 7 July 2016).

[8] L. Chau, ‘Why you should learn another language’, https://www.usnews.com/opinion/blogs/economic-intelligence/2014/01/29/the-business-benefits-of-learning-a-foreign-language, 2014, (accessed 7 July 2016).

[9]L. Jolin, ‘Why language skills are great for businesses’, https://www.theguardian.com/small-business-network/2014/dec/16/language-skills-great-business, 2014, (accessed 7 July 2016).

[10]T. Lorcher, ‘Basic methods of paragraph development’, https://www.brighthubeducation.com/help-with-writing/34215-methods-of-paragraph-development/, 2012, (accessed 7 July 2016).

[11] C. Green, Paragraph development and introduction to the essay, New York, McGraw-Hill, 2008, p. 20.

[12] M. Arnaudet and M. Barrett, Paragraph development, 2^nd edn., New Jersey, Pearson education, 1990, pp. 30-45.

[13] G. Grow, ‘Types of paragraph development’ Journal of journalism, vol. 11, no. 3, 1999, pp. 10-16.

[14]A. Starros, ‘Paragraph development: Building better support’, https://www.lbcc.edu/astarros/documents/paragraph.development.PP.pdf, 2010, (accessed 9 July 2016).