introduction to business communication by fola daniel adelesi
TRANSCRIPT
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Introduction to Business Communication
Fola Daniel Adelesi www.foladaniel.com
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An instance of information transfer, a conversation or discourse.
Communication is the process of sending and receiving messages or transferring information from one part (sender) to another (receiver).
Quick overview of communication
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Verbal Communication – Verbal communication is when communication takes place through spoken words. There is a clear articulation of what you intend.
Non-Verbal Communication – Non verbal communication is when you use signs and other signals including body language to communicate.
Communication component
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Information
Education
Impression
Entertainment
Purpose of Communication
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As the name implies, this is business communication and it is expected to be formal in tone and appearance. It is one of the greatest problems in the business world today.
So many employees cannot communicate effectively in the business world
Business Communication
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Business communication is the sharing of information between people within an organization that is performed for the commercial benefit of the organization. It can also be defined as relaying of information within a business by its people.
Communication is neither transmission of message nor message itself. It is the mutual exchange of understanding, originating with the reciever.
Definition
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Direction of internal business communication
You
Boss/Superior
Colleagues
Surbordinates
Colleagues
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You/company
Message
ClientsResponse
Result
External communication circle
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Differentiation between informal and formal writing
Colloquial words
British and American mix up in communication.
Social Media language
Abbreviations
Titles/designations/Addressing
Issues with Business Communication
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Face-to-face
Telephone
Emails
Internet
Radio
Television
Memos
Reports
Newsletters
Brand Communication materials
Business Communication Channels
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No-Reply email – With this kind of email there is no need for a reply. Replying might jus prolong conversations unnecesarily or the reply does not add any value to the mail.
Inquiry email – In this email you want some information from the person who’s receiving it.
Open-ended email – This kind of email just keeps communication line open probably for a future project or expectation.
Action Email – In this email, all you want is for action to be taken. The response does not even matter to you.
Emails – Four types of emails
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Contact field – don’t expose contacts when sending to many recipients
Subject field – Ensure you have a subject that aligns with message body
Greeting – Always start your email with a greeting. Use surnames for official communication and ‘to whom it may concern’ for companies.
Body – keep it tidy and short in most cases. It’s advisable to send attachement rather then long emails
Attachment – Have files properly attached Signature – Business emails should have signatures
with your designation
Parts of your email
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Be very familiar with the phone you are using You should be able to identify internal and external calls – if
it’s a phone box. Putting people on hold after getting their permission. Transferring calls to other co-workers Sounding nice What to say when you don’t have immediate answers Listening to angry callers Confirm how to address the caller and call them by name
during the call. Say your ‘sir or ma’ only at the beginning and end of calls. Answer calls promptly Say your name and greet when you answer the call Don’t do other things when receiving business calls
Telephone communication
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Have a date
Address
Your name
Subject – which should briefly explain the whole memo
Body – Short, sharp and simple. It has to be to the point.
Closing – should state your expectation or call to action
Memos
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Presentation Skills
Business Writing Skills
Memo writing skills
Email writing skills
Required Business Communication skills
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Plan the communication process
Choose the channels carefully
Revise previous communications if there are any
Follow the organisation’s tone
Dissociate your personality
Represent the organisation’s thoughts
Be very professional
Never use colloquial words
External Business Communication should project a brand
Keep messages as short as possible
Straight to the point
Provoke responses
How to be effective with Business Communication
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It’s also team work!
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Send a mail to your General Manager detailing what you can do if appointed as the unit/branch head of your company – create a business name, services/products offered to public and let it reflect in the mail you are sending.
Exercise 1
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A colleague has unsuccessfully tried to sell one of your new products to a client. That colleague has now been fired for inefficiency and you are to take over his job immediately. Create a plan for a telephone pitch to the new clients about your products. Bear in mind your job is at stake.
Exercise 2
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As the communications team head, come up with a communications plan to positively project the image of your company, engage prospective clients and convert them to customers on Social Media.
Exercise 3