Essential Concepts of Business Communication and Process

Fundamentals of the Communication Process

Communication is an interactive and dynamic process.

Basic Elements and Stages

Elements of Communication

The basic elements involved in the communication process include the receiver and the code.

Understanding Feedback

Feedback is the response of the receiver to the sender, forming a crucial part of the communication process.

Stages of Communication

Key stages of the communication process include:

• Decoding
• Feedback

Types and Directional Flow

Ascending Communication Function

One function satisfied by ascending reporting is facilitating the participation of employees in the company.

Downward Communication

Inductions for working in the company are typically passed through downward communication.

Communication Networks

Communication networks arranged in a circle have specific characteristics (often implying that none of the centralized characteristics apply).

Barriers and Filters

Semantic Barriers

Communication barriers due to misinterpretation are known as semantic barriers.

Personal Barriers

Among the personal barriers that can be highlighted are those derived from human emotions and personality.

Recipient Filters and the Halo Effect

The recipient organizes filtered messages. One of these filters is the halo effect, which involves using a favorable or unfavorable feature to color the overall perception of the message or person.

Defining Noise

Noise in the communication process refers to the disturbances that occur in the channels and impede the comprehension of the message.

Contextual Factors

The set of messages from sender to receiver does not influence the context; rather, it is the content being transmitted within that context.

Identifying Communication Barriers (Example)

If a teacher uses overly complex language for a class, this constitutes a barrier because the issuer does not adapt the message to the receiver.

Preparing and Delivering Messages

Steps in Message Preparation

The steps involved in the process of preparing the message are:

1. Analyzing the situation (Thinking and structuring the message)
2. Writing the message

Written Communication Standards

Characteristics of Written Communication

A key characteristic of written communication is clarification (precision and permanence).

Business Letter Formatting

The paper format that should always be used to write a business letter is the convenient DIN A4 format.

Structure of a Farewell Letter

In a farewell letter, the structure is:

1. First, the signatory formula.
2. Then, the final signature and identification.

Purpose of the Circular Letter

The circular letter is used to communicate a fact of general interest to all customers (or a large group of recipients).

Reaching the Target Audience

Generally, the information in advertisements reaches its target audience through message boards.

Formal Documents: The Instance

The aim of the instance (formal petition) is making a request to an official body.

Compliments and Signatures

The compliments section of a formal document never includes the sign (signature).

Oral Communication and Interpersonal Skills

Advantages of Oral Communication

Oral communication is often used primarily in industrial relations because:

• It is faster.
• It is easier to get feedback.

Assertiveness Defined

Assertiveness is the ability to defend one's own position or opinion while respecting the rights of others.

Debate Characteristics

One characteristic of the debate is that participants must reach a consensus on the issue raised.

Effective Presentation Skills

During the presentation of a report, it is important to:

• Practice the exposure beforehand.
• Adapt the language to the audience.

Handling Phone Calls

In the care of a phone call, we must always concentrate on the conversation and avoid doing several things at once.