COMMUNICATION 1.4

 COMMUNICATION 1.4

[Business Communication & Flow of Communication]

Business Communication:

• Business Communication is also known simply as "communications". It is closely related to the fields of professional communication and technical communication.
• In business, the term ‘communications’ includes various channels of communication like Internet, Print Publications, Radio, Television, Media, Outdoor, and Word of mouth.
• Business Communication is used to promote a product, service, or organization; sharing information within the business; or deal with legal and similar issues.

note: Business Communication includes: Marketing, Branding, Customer Relations, Advertising, Public Relations, Corporate Communication, Training & Development, Online communication and event management.

Good Communication is Good Business:

• In early times, business communication was limited to paper-work, telephone calls etc.
• With advent of technology, we have cell phones, video conferencing, emails, satellite communication to support business communication.
• It is essential for success and growth of an organization. Communication gaps should not occur in any organization.
• Communication is essence of management. The basic functions of management (Planning, Organizing, Staffing, Directing and Controlling) cannot be performed well without effective communication.
• Communication needs to be effective in business.
• Effective business communication helps in building goodwill of an organization.

    Methods of Business Communication

• Web-based communication - for better and improved communication, anytime anywhere.
• Video conferencing which allows people in different locations to hold interactive meetings.
• E-mails - which provide an instantaneous medium of written communication worldwide.
• Reports - important in documenting the activities of any department.
• Telephoned meetings - which allow for long distance speech.
• Presentations - very popular method of communication in all types of organizations, usually involving audiovisual material, like copies of reports, or material prepared in Microsoft PowerPoint or Adobe Flash.
• Forum boards, which allow people to instantly post information at a centralized location.
• Face-to-face meetings - which are personal and should be succeeded by a written follow.

Flow of Communication

• Information flows in an organization both formally & informally.
• Formal communication means communication that follows the official hierarchy. It flows through formal channels.
• A manager instructing a subordinate, an employee bringing a problem to a supervisor's attention,  two employees discussing a client’s order.
• Flow could be in various directions-downward, upward, lateral, or diagonal.

1. Downward Communication

• It flows down the chain of command.
• When managers inform, instruct, advise, or request their subordinates, the communication flows in a downward pattern.
• It can take any form: memos, notices, face to face interactions, or telephone conversations.
• Such communication increases awareness about the organization among employees.

2. Upward Communication

• When subordinates send reports to inform their superiors or to present their findings & recommendations, the communication flows upward.
• It keeps managers aware of how employee feel about their jobs and the organization in general.
• It helps managers to make certain decisions or solving some problems which concern the organization.
• The extent of upward communication depends on the organizational culture. Ex. Open culture, Highly authoritative environment.
• Suggestion boxes, Employee Attitude Surveys, Review Reports etc.

3. Lateral/ Horizontal  Communication

• It takes place among peer groups/ hierarchically equivalent employees.
• Such communication is often necessary to facilitate coordination, save time and bridge the communication gap among various departments.
• From the organization’s point of view, It can be either beneficial or harmful.
• Its very vital for the growth of an organization as it builds cooperation among the employees as well as various branches.

4. Diagonal/ Cross-wise Communication

• It flows in all directions and cuts across functions & levels in an organization.
• When a sales manager communicates directly with the VP (Production) who is not only in a different division but also at a higher level.
• Though It deviates from the normal chain of command, there is no doubt that its quick & efficient.
• The increased use of e-mails also encourages cross-wise communication regardless of the receiver's function or status.
• Its also referred to as Cross-wise, Radial, or Circular Communication.

(to be continued)