Understanding Business Communication

Succeeding Through Effective Communication

  • Benefit of effective communication :
    • Quicker problem solving
    • Stronger decision making
    • Increased productivity
    • Steadier workflow
    • Stronger business relationship
    • More compelling promotional messages
    • Enhanced professional image
    • Improved responds from audiences

Preparing for Today’s Dynamic Workplace

  • Changes in today’s workplace :
    • Communicating with advance technology
    • Communicating in the information age
    • Communicating globally & within different cultural in workforce
    • Communicating in team-based organizations

Understanding Communication Process

  1. The sender has an idea
  2. The sender encodes the idea
  3. The sender transmit the message through a channel
  4. The receiver gets the message
  5. The receiver decodes the message
  6. The receiver sends feedback

Building Your Business Communication Skills

  • Committing to ethical communication
    • Ethics – accepted principles of behavior within society
    • Ethical communication – all relevant information, is true in every sense and not deceptive
    • Examples of unethical communication :
      • Plagiarism
      • Selective misquoting
      • Misrepresenting numbers
      • Distorting visuals
    • Ethical dilemma – choosing among alternatives that are not clear-cut
    • Ethical lapse – a clearly unethical choices
    • Code of ethics – written ethics policy to help employees determine what is acceptable
  • Adopting an audience-centered approach
    • Focusing on caring about the members of your audience
    • Important element – etiquette (expected norms of behavior in a particular situation)
  • Improving your intercultural sensitivity
    • Culture – shared system of symbols, beliefs, attitudes, values, expectations and norms for behavior
    • Recognizing cultural differences :
      • Cultural context
        • High-context culture (ex : Taiwan & China)
          • Less reliance on verbal communication
          • Recognize situational cues
          • Primary role of communication is to build relationship
        • Low-context culture (ex : US & German)
          • Reliance on verbal communication
          • Present information chronologically to establish cause-and-effect pattern
          • Primary role of communication is to exchange information
      • Legal & ethical differences (Basic principles)
        • Actively seek mutual ground
        • Send & receive messages without judgment
        • Send honest messages
        • Show respect for cultural differences
      • Social customs
        • Variation of behaviors are guided by formal and informal rules
      • Nonverbal communication
        • Different community might has different nonverbal communication (same gesture may has different meaning in two different countries)
    • Overcoming ethnocentrism & stereotyping
      • Ethnocentrism – tendency to judge all other groups according to their behavior of one’s group
      • Xenophobia – fear of strangers and foreigners
      • Stereotyping – assign general view of a person based on membership in a particular group
      • Cultural pluralism – acceptance of multiple cultures on their own terms
      • Ways to avoid the negativity of ethnocentrism :
        • Avoid assumptions
        • Avoid judgments
        • Acknowledge distinctions
    • Polishing your written intercultural skills
      • Use plain English
      • Be clear
      • Address international correspondence properly
      • Cite number carefully
      • Avoid slang, idioms, jargon and abbreviations
      • Be brief
      • Use short paragraph
      • Use transitional elements
    • Polishing your oral intercultural skills
      • Try to eliminate noise
      • Look for feedback
      • Speak slowly & rephrase your sentence when necessary
      • Clarify your true intent with repetition & examples
      • Do not talk down to other person
      • Use objective, accurate language
      • Learn foreign phrases
      • Listen carefully & patiently
      • Adapt your conversation style to the other’s person
      • Check frequently for comprehension
      • Clarify what will happen next
      • Observe body language
  • Improving your workplace sensitivity
    • Assume differences until similarity is proved
    • Take responsibility for communication
    • Withhold judgment
    • Show respect
    • Empathize
    • Tolerate ambiguity
    • Look beyond the superficial
    • Be patient & persistent
    • Recognize your own cultural biases
    • Be flexible
    • Emphasize common ground
    • Send clear messages
    • Deal with the individual
    • Observe & learn
  • Using communication technology effectively
    • Do not let technology overwhelm the communication process
    • Basic knowledge of a technology tools will help improve productivity
    • Communication will always be about people connecting with people while technology is just a tool

3 thoughts on “Understanding Business Communication

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