Why we study business communication

Q. Why we study business communication?
Or.  Importance of Business Communication

You may say that communication is important and that you spend a lot of time doing it. But you’re pretty good at communicating. After all you talk to people, write notes, read books, get along with other people, and make myself understood already. Why should you study communication?”

The apparent simplicity of communication is deceptive. Just because we all communicate every day does not make us good communicators. Just because some aspects of effective communication are based on common sense does not mean common sense alone is enough. Skilled communicators draw on an extensive and complex body of knowledge, including semantics (the study of word choice), linguistics (the study of language), rhetoric (the study of writing and speaking effectively), psychology, sociology, graphic design, and even computer science. You will explore and apply the scholarship and research from all of these fields in your study of communication.

“Why then,” you may well ask finally, “study business communication specifically? Communication is communication: I’ve taken plenty of English courses and communicated in every one of my other courses.”

Good communication does, in fact, cross disciplines: correct grammar and audible speaking, for example, are as necessary in a geography class as they are in a business communication class. There are, however, at least five ways in which what you will learn in this class differs from what you have learned, or will learn, in your other classes. First, the subject matter is different: here you will get a chance to practice communicating with concepts and techniques from areas such as accounting, finance, and marketing. Secondly the forms are also different: you will, for example, practice writing memos, letters and business reports – not just term papers, exams and essays. Thirdly, in this class you will have a chance to practice your oral presentation skills, which – according to various studies – you will probably be using extensively in the business world. Fourthly, you may learn a slightly different style: in general, business communication is more objective, systematic, and concise than creative or personal communication. Finally, perhaps the most important difference is that, you will learn to persuade people to accomplish your desired results.

Importance of Communication: Communication is as important to the organization as blood is to the body. Communication is a medium through which works being done in the organization can be explained, change can be affected, a feeling of cooperation can be aroused by establishing uniformity among the works of various people working in the organization, clear human relation can be established and finally the objective of the organization are realized. No business can develop in the absence of effective internal and external communication. The top hierarchy in an organization spends most of the time in communication while the people at the lower level spend comparatively less time in communication process. The importance of communication in management can be understood through the following points:

1. Basis of decision making: In the absence of communication it is not possible for the top management to take any decision. Much information has to be collected for decision making and for giving final shape to any idea. The information connected with the taking of decision can be obtained only through communication. With effective communication it can be ascertained as to what was said? What was done? What is being done? And what is to be done?

2. Effective communication promotes spirit of cooperation and coordination: An atmosphere of mutual trust and confidence between employer and employee can be possible with the existence of effective communication. Through this the management can collect required information related to limitation and potential of employees and the employees can be well aware of what is expected from them. In this way, mutual understanding can be build between employer and employee. This leads to job satisfaction to employees and good return to employers. Thus, the work can be accomplished only when there is coordination and cooperation among the people working in the organization.

3. Effective Control: Communication has an important place in the process of controlling. The managers get information about the work performance through communication on the basis of which they can improve upon the irregularities well in time. On the basis of the information received the future plans can also be amended.

4. Basis of Motivation: An efficient system of communication helps the managers in changing the point of view of the subordinates, raising their morale and presenting a basis of satisfaction. In any organization the differences emerge out of the wrongly defined objectives and ignorance of facts. A timely communication can settle the disputes among various sides and reduce the possible difference of opinion. In this way everybody gets greatly attached with the enterprise and the work goes on smoothly.

5. Establishment of Effective Leadership: In order to be a successful leader a manager must have the knowledge of the art of communication. In other words, leadership cannot be imagined without effective communication. A manager can be an efficient leader by improving upon his art of communication. A good communication system brings the employees close to one another and removes their difference of opinion.

6. Basis of organizational image: Business communication also help in improving relationship with outside parties like the government authorities, foreign trade officials, licensing and custom authorities, bankers and financial institutions, income tax and sales officials, transporters, distributors, retailers and customers. With the help of communication the enterprise increases its reputation by giving information about its progress to the outside parties. The enterprise discharges its social responsibilities by informing the entire human community as to what improvement is being done to preserve their interests and these results in achieving their confidence. Thus, communication gives information about the level of work performance of the organization.

7. Business activity has become extremely complex: For the success of a big industrial unit, the work is performed by different functional department like production, planning, sales, stores, advertising, finance, accounts etc. Their will be no coordination among these departments if there is no communication. Example- A project manager have made a plan to work on a new project, but later on realize that no finance and man power are available to work on it. This situation arises because of lack of communication among different departmental heads.

8. High weightage in job and promotion: The communication skills vary with the nature of job. Effective communication is required in the area of personnel, public relation, marketing, sales etc. Editors, writers, teachers, advocates, researchers also need highly developed ability to communicate. Executives are required to make speeches, brochures, pamphlets and give interviews to media in order to improve organizational image. The successes of the individual to write highly persuasive letters and to produce very concise reports increase the chances of promotion. It is believed that communication skills of the employees are given due weightage at the time of their appointment as well as promotion.

The characteristics of open and closed communication climates are as follows: 

Open	Closed
Observational	Judgmental
Problem-solving	Manipulative
You-oriented	Me/we-oriented
Equal	Condescending
Flexible	Dogmatic
Clear objectives	Hidden agenda
Supportive	Defensive

 

Harmonious, cooperative relationships are marked by open communication, whereas much of the communication in adversarial and hostile relationships is closed and contains hidden agenda. Because an organization requires the cooperation of its members for long-term survival, it is management’s responsibility to encourage open communication. Long-term organizational success requires that all employees believe that they can express their observations and criticisms to others in the organization, regardless of rank.

In an open communication climate, employees believe that

1.      They will receive credit for their ideas and contributions.

2.      Their complaints will be taken seriously, investigated, and either resolved or explained in a satisfactory manner.

3.      Those higher in the organizational hierarchy are not manipulating communication flow to control them.

4.      Those higher in the organizational hierarchy value them as human beings whose needs and aspirations go beyond their organizational functions.

Communicating effectively in speaking and writing is useful in all areas of business, such as management, technical, clerical, and social positions as we have just seen. The ability to communicate well has always given advantages to those who possess it. Communication has a rich history. The ancient world, both the East and the West, depended on oral communication. In ancient Greece and Rome, it was necessary to communicate when dealing with matters in assemblies and the courts. During the Medieval and Renaissance Periods, the oral tradition progressed. As writing became more important as a permanent record of communication, authors and books on written communication principles appeared. So we can say that some of today’s principles of writing are a mixture of ancient oral and written traditions.