8/3/2019 The Principles of Communication

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The Principles & Process of Business CommunicationWhen a company decides to merge with another or expand internationally, neither can be

achieved without extensive, skilled communication. Even conveying rules, giving a quick update

to a supervisor or training a new hire uses many methods of communication. The principles and

process of business communication within an organization has many layers.

Methods of Communication

y People communicate within an organization using a variety of means, including email, telephone,interoffice memos, oral presentations, handouts, manuals and bulletins. The choice ofcommunication depends on the circumstance. Firing an employee via email is consideredinappropriate, just as face-to-face meetings are not necessary to convey a simple project update.Many nuances surround certain methods of communication as well. When writing an email, forinstance, business etiquette dictates that it is inappropriate to write an all capital letters and useexcessive exclamation points.

Process of Communication

y Every method of correspondence goes through several processes before the message reaches therecipient. In their book, "Business Communication," Mary Ellen Guffey, et al., break thecommunication process down in three stages: the sender encoding the message, transferring themessage and the recipient decoding he message. At every stage, misinterpreting ormiscommunicating the message is possible. For example, delivering a facsimile entails the followingstages: writing the memo, loading the document into the fax machine and entering the correct phonenumber. The recipient must then receive the message from the fax machine. Potential for "noise" oran interruption of the message includes dialing the wrong number, the fax machine running out of inkor someone accidentally discarding the fax.

Organizational Communication

y Communication between members within the same organization is layered with communicationissues. For instance, implementation of business strategy entails managers devising the best way tocommunicate these objectives to subordinates. Methods include holding company-widepresentations, issuing training manuals and working directly with supervisors to address potentialconcerns. How members communicate with each other often depends on rank. A manager speaksto an executive with a much more formal and distanced approach than how she speaks to herdepartment workers.

Multinational Business Communication

y Communicating with businesses overseas requires a different skill set. A single "thumbs up" gestureduring business negotiations in Nigeria or Bangladesh is a sure-fire way to spoil the deal. In additionto overcoming inherent language barriers, hand gestures, facial expressions and rapidity of speechare more subtle considerations. Business negotiations with foreign vendors mandate attention to thedegree of aggressiveness in tone, issuance of cordial greetings and salutations, and even theamount of space afforded between both parties during discussions.