The receiver then must interpret the message and provide feedback to the sender indicating that the message has been understood and appropriate action taken. As Herta A.
Murphy and Herbert W. Hildebrandt observed in Effective Business Communications , good communication should be complete, concise, clear, concrete, correct, considerate, and courteous. More specifically, this means that communication should: answer basic questions like who, what, when, where; be relevant and not overly wordy; focus on the receiver and his or her interests; use specific facts and figures and active verbs; use a conversational tone for readability; include examples and visual aids when needed; be tactful and good-natured; and be accurate and nondiscriminatory.
Unclear, inaccurate, or inconsiderate business communication can waste valuable time, alienate employees or customers, and destroy goodwill toward management or the overall business. One advantage to using written forms of communication is that written messages do not have to be delivered on the spur of the moment; instead, they can be edited and revised several times before they are sent so that the content can be shaped to maximum effect.
Another advantage is that written communication provides a permanent record of the messages and can be saved for later study. Since they are permanent, written forms of communication also enable recipients to take more time in reviewing the message and providing appropriate feedback. For these reasons, written forms of communication are often considered more appropriate for complex business messages that include important facts and figures.
There are also several potential pitfalls associated with written communication, however. For instance, unlike oral communication, wherein impressions and reactions are exchanged instantaneously, the sender of written communication does not generally receive immediate feedback to his or her message. This can be a source of frustration and uncertainty in business situations in which a swift response is desired. In addition, written messages often take more time to compose, both because of their information-packed nature and the difficulty that many individuals have in composing such correspondence.
Essay on Importance of Communication
Many companies, however, have taken a proactive stance in addressing the latter issue. Mindful of the large number of workers who struggle with their writing abilities, some firms have begun to offer on-site writing courses or enrolled employees in business writing workshops offered by professional training organizations, colleges, and community education programs. Electronic mail has emerged as a highly popular business communication tool in recent years. Indeed, its capacity to convey important corporate communications swiftly and easily has transformed it into a communications workhorse for business enterprises of all sizes and orientations.
But many users of e-mail technology pay little attention to basic rules of grammar and format when composing their letters, even when they are penning business correspondence addressed to clients, customers, vendors, business partners, or internal colleagues.
THE COMMUNICATION PROCESS
This sloppy correspondence style reflects a lack of professionalism and may communicate to the recipient a view of the company behind the message as equally unprofessional. The ease and informality of the medium should not be confused with the writing necessary to use it properly. Given this unfortunate trend, many business experts counsel companies to install firm guidelines on tone, content, and shape of e-mail correspondence. And nope, we don't source our examples from our editing service!
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The Inevitable, Irreversible, and Unrepeatable Human Communication
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Managers use several different types of communication in their work.
An Sociological And Psychological Aspects Of The Communication Process
The choice of the method of communication would depend upon such factors as the physical presence of the receiver of the message, the nature of the message as to whether it is urgent or confidential and the costs involved in the transmission of the message. Various means of communication fall into four categories: 1 oral, 2 written, 3 nonverbal, and 4 information technology.
These means are not mutually exclusive and very often some of these methods are combined to increase the emphasis or clarity of information. The most prevalent form of organizational communication is oral. It could be face-to-face communication which is in the form of direct talk and conversation between the speaker and the listener when they are both physically present at the same place.
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It could also be telephone conversation or intercom system conversation. Where one way communication is required, then oral communication may include a public address system. This is quite common at airports when providing information to passengers about flight departures and arrivals. All political leaders are required to develop oratory skills as they often address their followers via a public address system.
Every professional gets an opportunity to use oral communication when making presentations to groups and committees, a customer or a client or at a professional conference. Oral communication is preferable when the message is ambiguous can be discussed and clarified and urgent provides for rapid feedback.
Furthermore, it conveys a personal warmth and friendliness and it develops a sense of belonging because of these personalized contacts. It is not recommended when a formal record of communication is required, when the communication is lengthy and distant, and when the information is statistical in nature and requires careful and objective analysis. A written communication means putting the message in writing and is generally in the form of instructions, letters, memos, formal reports, information about rules and regulations, policy manuals, information bulletins and so on.
These areas have to be covered in writing for efficient functioning of the organization. It is most effective when it is required to communicate information that requires action in the future and, also in situations where communication is that of general informational nature. It also ensures that everyone has the same information.