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Characteristics of Effective Business Messages

Describe five characteristics of effective business messages. 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? What are the five most common techniques for developing paragraphs?

This study focusses on communication for managers. In accordance with the opinion of Abbasi & Noori (2016), good communication skills are required for managers because it will aid them in strengthening their relationship with the clients. As opined by Quirke (2017), effective interpersonal skills help the managers of the companies to form a strong relationship with the employees. In this particular study, different characteristics of the business messages are explained in a precise manner. Besides, the importance of learning native languages is covered in this particular study. Apart from this, this study sheds light on different techniques for developing paragraphs are briefly described here.

There are different characteristics of business communication such as Courteousness as well Conversational tone, conciseness and, Correctness as well as Accuracy. In addition to this, clarity as well as precision and Concreteness are the other characteristics of business messages.

Courteousness and Conversational tone:

In the opinion of Linder & Sperber (2017), it is very important for the managers to maintain courteousness as well as conversational tone at the time of interacting with   the clients.  In other words, the managers should strive hard to maintain a casual as well as pleasant tone while they are communicating with other individuals. According to Hynes & Veltsos, (2018). The friendly and pleasant tone will serve the purpose of business communication. In this context, it can be stated that usage of words as well as phrases like “please”, “sincerely “and “best regards “will enhance the effectiveness of business message.

Conciseness

From the perspective of Chaudhry (2016), conciseness is one of the significant aspect of business interaction. Bücker et al., (2014) commented that by eradicating irrelevant words and maintaining a politeness at the time of communicating, it is possible for the managers to express their innovative ideas and concerns in front of other individuals. As opined by Lundmark et al., (2017), it is very important for the managers working at organizations to avoid using the lengthy expressions as well as repetitive content thereby increasing the effectiveness of the business message. In addition to this, it is the responsibility of the managers to avoid using the run-on-sentences while they were interacting with other individuals.  

Courteousness and Conversational tone

Correctness and Accuracy:

It is required for the managers to maintain correctness and accuracy while they are communicating with the individual.  It is essential for the managers to use correct spelling, or pronunciation of the recipient at the time of sending emails to the respective individual. It is also required for the managers to use proper punctuation and grammar at the time of written communication. From the perspective of Yildiz, (2017), the managers should proofread entire content including the details of recipient, and details of the information before it is sent to the recipient.  In this way, it is possible for the organizational managers to maintain correctness as well as accuracy at the time of written as well as verbal communication.

Clarity and Precision:

Clarity as well as precision is considered as an important element of the   message. It is essential for the managers working at different business firms to maintain clarity throughout the business communication. In the opinion of Ravazzani (2016), the business objectives should be clearly communicated by the managers to its stakeholders without using long sentences and business jargons. It has been observed that the usage of familiar terms increases the fruitfulness of the business message. Apart from this, the managers should not use technical terms while they are interacting with other individuals.

Concreteness:

Concreate is considered as an essential element of the business message. In accordance with Lundmark et al., (2017), the managers should create a concrete content for their clients in order to increase the efficacy of business messages. The main purpose is to make the clients understand the meaning of the content. Abbasi & Noori (2016), commented that by using actionable verbs and facts as well as figures, it is possible for the mangers to create a concrete content for their customers. In addition to this, Abbasi & Noori (2016), concrete language and vivid descriptions would be used in the content for evoking interest among the clients.

In accordance with the opinion of Yildiz, (2017), it is very essential for the managers working at business firms to learn native language before they start doing business in that particular area. By learning certain phrases, it is possible for the managers working at different companies to deal with daily business as well as social situations. From the perspective of Quirke (2017), it becomes easier for the manager to connect with its clients if they learn native languages as well as phrases of the foreign country. It has been observed that before doing business in a foreign nation, it is required for the managers to learn native language along with phrases because it will help them to know the culture and traditions of the respective clients thereby enabling them to identify themselves with the feelings, thoughts and desires of the customers. In other words, Bücker et al., (2014) commented that by learning native languages, it is possible for the managers to retain their customers for a long time. From the perspective of Linder & Sperber (2017), managers should learn native languages in order to gain an insight on the global business scenario. This approach will aid the managers to expand the business operations in other nations. It has been observed that management need to learn native languages in order to communicate with bilingual and multilingual employees.  In this regard, it can be stated that learning native languages aids the organisational managers to retain its existing workforce for a prolonged period (Quirke, 2017)).  It has been observed that managers should learn basic phrases along with wordings in order to cope with changing business scenarios occurring at the foreign nation.

Conciseness

According to Linder & Sperber (2017), there are various ways by which a paragraph can be developed such as narration, description, process, classification as well as illustration.

Narration:

A paragraph can be developed through telling the events in a chronological order right from the beginning until the end.  Kirillov et al., (2015) commented that narration is used when there is need for gaining knowledge on the historical events.

Description:

In case of description, specific details regarding the topic are given by managers of different companies. In accordance with the opinion of Yildiz, (2017), companies depends on the information provided to them by the managers.

Process:

It is a useful technique when there is a requirement of explaining the functioning the item. It is an effective technique when there is need to explain the recreation of a particular outcome.

Classification:

In case of classification, separation of different sections of the topics into the groups takes place and also arrangement of these sections takes place through logical classifications.

Illustration:

By giving rational ideas and instances, it is possible to develop a paragraph by the managers of companies.

Conclusion

Therefore, it can be concluded that effective business messages help the managers to establish a strong bonding with its employees and customers. Effective business messages enhance the productivity and profitability of the respective business organizations. Courteousness and conversational tone, conciseness, correctness and accuracy, clarity and precision and concreteness are some of the common characteristics of business message and the proper implication of these characteristics will increase  the fruitfulness of the business communication. Learning native language will help the managers to become successful in expanding business operations in a foreign country

References:

Bücker, J. J., Furrer, O., Poutsma, E., & Buyens, D. (2014). The impact of cultural intelligence on communication effectiveness, job satisfaction and anxiety for Chinese host country managers working for foreign multinationals. The International Journal of Human Resource Management, 25(14), 2068-2087.

Chaudhri, V. (2016). Corporate social responsibility and the communication imperative: Perspectives from CSR managers. International Journal of Business Communication, 53(4), 419-442.

Hynes, G. E., & Veltsos, J. R. (2018). Managerial communication: Strategies and applications. SAGE Publications.

Kirillov, A. V., Tanatova, D. K., Vinichenko, M. V., & Makushkin, S. A. (2015). Theory and practice of time-management in education. Asian Social Science, 11(19), 193.

Linder, C., & Sperber, S. (2017). If What You Want is not What You Get: A Communication?Based Approach to Top Managers' Intended Firm Creativity and Employees' Failure to Deliver. European Management Review, 14(3), 227-246.

Lundmark, C., Andersson, K., Sandström, A., & Laikre, L. (2017). Effectiveness of short-term knowledge communication on Baltic Sea marine genetic biodiversity to public managers. Regional Environmental Change, 17(3), 841-849.

Quirke, B. (2017). Making the connections: using internal communication to turn strategy into action. Routledge.

Quirke, B., (2017). Making the connections: using internal communication to turn strategy into action. Abingdon: Routledge.

Ravazzani, S. (2016). Exploring internal crisis communication in multicultural environments: A study among Danish managers. Corporate Communications: An International Journal, 21(1), 73-88.

Yildiz, A. K. (2017). Effective communication skills to manage the library: relations between managers and librarians. Qualitative and Quantitative Methods in Libraries, 1(2), 141-153.

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