Business or business communication is a type of formal interaction between people and teams. It helps in solving optimization issues. You need to be correct and competent in communication, and in order to achieve your goals, pay attention to what is important. If you can use this tool, you can significantly succeed in business, establish communication with subordinates, partners, and customers.
Key concepts of business communication
Do not confuse business communication with communication. If communication can be viewed from technical, economic, organizational and other sides, then communication is a more abstract, psychological concept. Communication backed up by actions is communication. For example, if negotiations took place, and then a contract was signed. The whole point of such a dialogue is the ability to convey information to the interlocutor in such a way that concrete actions follow after its perception.
Business communication has features that are not inherent in other types of communication:
- interaction with other participants;
- achieving a specific goal;
- following a specific goal
- careful preparation for the upcoming meeting;
- getting an adequate response as a result.
Business communication also has its own functions.
Business communication functions
Communication is primarily an exchange of information. But beyond that there are functions:
- instrumental, which implies bringing significant information to the interlocutor, on which the achievement of professional goals depends;
- integrative, indicating that the interlocutors are part of a common cause, can count on professional help and support;
- representative, in which the participants of the discussion can try on different roles, performing tasks of different levels of responsibility;
- a monitoring group in which managers monitor progress on tasks.
The performance of functions by the participants ensures a productive result of communication in the team.
Principles of effective business communication
When building a dialogue with partners, adhere to the principles:
- attention to others, to the partner, to his personal qualities. The interlocutor is primarily a living person;
- listen to your partner’s arguments, not forgetting the key purpose of the meeting, this will help you understand his motives, goals, and tasks;
- try on the role of your opponent, try to assess the situation from his side, this will help formulate a more attractive offer;
- show empathy, try to be sensitive to feelings, emotions, in order to respond adequately, act on more appropriate tactics;
- observe the time frame of the meeting, do not be late for it, do not stretch the conversation;
- show respect so that the climate of the entire conversation is favorable and conducive to making rational decisions.
All these nuances are, of course, conditional. During the meeting, it may seem to you that everything is going smoothly, but they may not be read correctly by the interlocutor. Strive to optimize communications over time by noticing your mistakes and correcting them.
Types and forms of business communication
There are several forms of communication. Taking into account job differences, the following types are distinguished:
- horizontal, if communication is built between two representatives of the same positions;
- vertical, provided there is a dialogue between the supervisor and the subordinate.
Also, the conversation can take place one-on-one or with several interlocutors. Then it can be private or public, respectively. It is important what means are used in communication:
- formal, when the conversation has a planned character, takes place within a pre-agreed framework, channels for official conversations;
- informal, implies relaxed, more personal communication in informal channels, without a pre-agreed framework.
It is impossible in a company without dialogue, even if the interlocutors do not feel warm feelings for each other. Separate professional and personal, and build a dialogue in accordance with the standards.
The dialogue can be built in various forms:
- meeting;
- meeting;
- presentation;
- conversation;
- exchange of business letters;
- personal conversation;
- phone conversation;
- interview.
Rules of business communication
In any team, in addition to the generally accepted ones, there are internal rules. It is worth adhering to generally accepted standards and internal rules in order to establish corporate communication. It is important to remember the following:
- formulate the goal of interaction for the whole team;
- express yourself specifically in your appeals, express your thoughts clearly;
- take into account expectations, do not offer what the team is not ready for;
- consider formal restrictions such as business etiquette, subordination;
- carefully read and listen to everything that colleagues and clients say;
- act gradually, gradually expand the boundaries;
- consider nonverbal cues.
If you manage to take into account all these rules, then communication in the team will become easier, so you can avoid misunderstandings.
Problems of business communication
It is very important to be able to build communication correctly. A good manager notices problems in order to fix them later. Most often, the problems may be the following:
- Differences in communication culture provoke misunderstandings. You can overcome this difficulty by carefully preparing for the meeting, studying the cultural characteristics of the interlocutor.
- Emotional barriers. To overcome them, develop emotional intelligence. Share emotions and professional relationships, do not give in to fleeting outbursts.
- The impact of technology on interaction. Technology can ruin a conversation, but it can also improve it. Regular monitoring of technological innovations will help. Implement solutions that can help. However, do not overload employees with unnecessary innovations. There must be a balance in everything.
By noticing and eliminating problems in time, improve communication in the team in order to achieve effective interaction.
In conclusion
Business communication differs from personal communication by having a goal. It is mandatory, often regulated, and has an organization. This is an acquired skill that needs to be developed, improved, and pumped. It is very difficult to run a high-quality business without being able to build the right relationships with customers, partners, and subordinates.
It is important to follow the tacit rules. Be able to express your thoughts competently and clearly in order to avoid misunderstandings of business communication. To make communication effective, follow simple tips — be polite, empathetic, tactful, be able to hear criticism, recognize non-constructive remarks. Strive to improve your skills to become more successful in business.
