Eng 1 3
Eng 1 3
Eng 1 3
Business Communication
1.0 Objective
The word communication has been derived from the Latin words
'communicare/ communis' which means ‘to share’.
capture into paper documents, web pages, and computer-based training, and
digitally stored text, audio, video, and other media.
The Society for Technical Communication defines the field as any form of
communication that focuses on technical or specialized topics, communicates
specifically by using technology, or provides instructions on how to do
something.
Organizations these days are very large. It involves number of people. There are
various levels of hierarchy in an organization. Greater the number of levels, the
more difficult is the job of managing the organization.
Take a look at your clothes. What are the brands you are wearing? What do
you think they say about you? Do you feel that certain styles of shoes, jewelry,
tattoos, music, or even automobiles express who you are? Part of your self-
concept may be that you express yourself through texting, or through writing
longer documents like essays and research papers, or through the way you
speak.
On the other side of the coin, your communications skills help you to
understand others—not just their words, but also their tone of voice, their
nonverbal gestures, or the format of their written documents provide you with
clues about who they are and what their values and priorities may be. Active
listening and reading are also part of being a successful communicator.
When you were an infant, you learned to talk over a period of many months.
When you got older, you didn’t learn to ride a bike, drive a car, or even text a
message on your cell phone in one brief moment. You need to begin the process
of improving your speaking and writing with the frame of mind that it will
require effort, persistence, and self-correction.
You learn to speak in public by first having conversations, then by answering
questions and expressing your opinions in class, and finally by preparing and
delivering a “stand-up” speech. Similarly, you learn to write by first learning to
read, then by writing and learning to think critically. Your speaking and writing
are reflections of your thoughts, experience, and education. Part of that
combination is your level of experience listening to other speakers, reading
documents and styles of writing, and studying formats similar to what you aim
to produce.
As you study business communication, you may receive suggestions for
improvement and clarification from speakers and writers more experienced
than yourself. Take their suggestions as challenges to improve; don’t give up
when your first speech or first draft does not communicate the message you
intend. Stick with it until you get it right. Your success in communicating is a
skill that applies to almost every field of work, and it makes a difference in your
relationships with others.
Remember, luck is simply a combination of preparation and timing. You want
to be prepared to communicate well when given the opportunity. Each time you
do a good job, your success will bring more success.
You want to make a good first impression on your friends and family,
instructors, and employer. They all want you to convey a positive image, as it
reflects on them. In your career, you will represent your business or company
in spoken and written form. Your professionalism and attention to detail will
reflect positively on you and set you up for success.
In both oral and written situations, you will benefit from having the ability to
communicate clearly. These are skills you will use for the rest of your life.
Eng 11b- Technical Business Communication
Knowing this, you can see that one way for you to be successful and increase
your promotion potential is to increase your abilities to speak and write
effectively.
you recall a canned plan and script that was effective in achieving
similar goals and adapt it to the current situation. Then you share
your message.
Vocabulary
*canned plan- a “mental library” of scripts each of us draw from to
create messages based on what worked for us or others in the past
Example: While we discuss here, you are navigating your phone and got
distracted by live online selling and or that big sign from Lazada 9.9 sale.
Internal noise- are thoughts and feelings that draw people’s attention
away from the message.
For example: You might lose track of a message because you are daydreaming
or t6hinking about something you need to do later.
Semantic Noise- are emotional distractions aroused by specific word
choice. It is the psychological interference during the construction of a message
when a speaker and a listener have different interpretations of the meaning of a
certain words.
For example:
The word “weed” can be interpreted as an undesirable plant in a yard or as a
euphemism for marijuana
And in the process of sending and receiving information or ideas, noise may
interfere in the process.
Noise can be any source of interference such as literal or external or internal
noise or esoteric noise as misinterpreting a local custom.
*FIN*
References:
Suarez, C., Perfecto M., Canilao, M., Paez, D. Purposive Communication in
English, Ateneo de Manila Press, 2018
Balofinos T et.al. , Purposive Communication, Central Philippine Universitty
Printing Press,2018
Verderber, K., Sellnow, D., Verderber, R., COMM3, Cengage Learning, 2015,
2012, 2009
Business Communication For Success ,University Of Minnesota Libraries
Publishing Edition, 2015.
1.1 Understanding the Unique Challenges of Business Communication
Competitive insights.
The more a company knows about its competitors, and their plans, the
better able it will be to adjust its own business plans.
Customer needs.
Information about customer needs can be analyzed and summarized in
order to develop goods and services that better satisfy customer
demands.
Learning Objective: List the four general guidelines for using communication
technology effectively.
You often have some level of control over the number and types of
message that you choose to receive. Use the filtering features of your
communication system to isolate high priority messages to that deserve
your attention. Also, be wary of subscribing to too many twitter streams
and other resources. Focus on the information you truly need in order to
do your job.
What is ethics?
Ethics are the accepted principles of conduct that govern behavior within a
society.
Ethical behavior is a companywide concern, but because communication
efforts are the public face of a company, they are subjected to particularly
rigorous scrutiny from regulators, legislators, investors, consumer groups,
environmental groups, labor organizations, and anyone else affected by
business activities.
Ethical communication includes all relevant information, is true in every
sense, and is not deceptive in any way.
In contrast, unethical communication can distort the truth or manipulate
audiences in a variety of ways.
Here is a list of
Unethical Behaviors to Avoid in Business Communication
Plagiarizing/ Plagiarism
Is presenting someone else’s works or other creative product as your own.
Note that plagiarism can be illegal if it violates a copyright.
*Vocabs- A copyright is a form of legal protection for the expression of
creative ideas.
So this widespread adoption of social media has increased the attention given to
the issue of transparency/ openness or giving all the participants in the
conversation an access to the information they need to accurately process the
message they are receiving. And every time you try to mislead the audience, the
result is unethical communication.
Ensuring Legal Communication
1. Promotional Communication:
refers to the use of different marketing channels and tools in
combination. Marketing communication channels focus on how
businesses communicate a message to its desired market, or the market
in general. It is also in charge of the internal communications of the
organization. Marketing communication tools
include advertising, personalselling, directmarketing, sponsorship, comm
unication, public relations, social media, customer journey and
promotion
Marketing specialists need to be aware of the many laws that govern
truth and accuracy in advertising. These laws address such issues as
product reviews written by bloggers who receive compensation from the
companies involved, false and deceptive advertising, misleading or
inaccurate labels on product packages and “bait and switch” tactics in
which a store advertises a lower-priced product to lure the customers
into a store but then tries to sell them a more expensive item.
2. Contract
A contract is a legally binding promise between two parties in which one
party makes a specified offer and the other party accepts. Contracts are
fundamental to every aspect of business, from product sales to property
rental to credit cards and loans to professional service agreements.
3. Employment communication
A variety of local, state and federal laws govern communication between
employers and both potential and current employees.
For example:
Job description must be written in a way that doesn’t intentionally or
unintentionally discriminate against women, minorities, or people with
disabilities.
4. Intellectual property
In an age when instant global connectivity makes copying and
retransmitting electronic files effortless, the protection of intellectual
property (IP). Intellectual property Includes patents, copyrighted
materials, trade secrets, and even internet domain names. Bloggers in
particular need to be careful about IP protection, given the carefree way
that some post the work of others without offering proper credit.
5. Financial Reporting
Is the process of producing financial statements that disclose an
organization's financial status to stakeholders, including management,
investors, creditors and regulatory agencies.
Finance and accounting professionals who work for publicly traded
companies (those that sell stock to the public) must adhere to stringent
reporting laws. For instance, a number of corporations have recently
been targets of both government investigations and shareholder lawsuits
for offering misleading descriptions of financial results and forecasts.
6. Defamation
Negative comments about another party raised the possibility of
defamation, the intentional communication of false statements that
damage character or reputation.
Someone suing for defamation must prove:
1. Statement is false;
2. The language is injurious to the person’s reputation; and
3. The statement has been published.
Vocabs:
7. Transparency Requirements.
Governments around the world are taking steps to help ensure that
consumers and other parties know who is behind the information they
receive, particularly when it appears online.
Example:
In the United States, the FTC requires product-review bloggers to
disclose any relationship—such as receiving whose products they discuss
in their blogs.
In the future, if you have any doubts about the legality of a message you
intend to distribute, ask for advice from your company’s legal
department. A small dose of caution and prevent a huge legal headache
and protect your company’s reputation in the market place.
Powerful tools for Communicating Effectively
1. Web-Based Meetings
Web-based meetings allow team members from all over the world to interact in
real time. Meetings can also be recorded for later playback and review. Various
systems support instant messaging, video, collaborative editing tools, and
more.
2. Videoconferencing and Telepresence
Videoconferencing provides many of the benefits of in-person meetings at a
fraction of the cost. Advanced systems feature telepresence, in which the video
images of meeting participants are life-sized and extremely realistic.
3. Mobile Business Apps
As the range of business software applications on smartphones and tablet
computer continues to expand, almost anything that can be accomplished on a
regular computer can be done on a mobile device (although not always as
efficiently or with the same feature sets).
4. Shared Online Workspaces
Online workspaces help team work productively, even if they are on the move
or spread out across the country. In addition to providing controlled access to
shared files and other digital resources, some systems include such features as
project management tools and real-time document sharing (letting two or more
team members view and edit a document on screen at the same time).
5. Voice Technologies
Speech recognition (converting human speech to computer commands) and
speech synthesis (converting computer commands to human speech) can
enhance communication in many ways, including simplifying mobile
computing, assisting workers who are unwilling or unable to use keyboards,
and allowing “one-sided” conversations with information systems.
COLLABORATING AND SHARING INFORMATION
The need to work with and share information quickly and easily is a constant
in business. A wide variety of tools have been developed to facilitate
collaboration and sharing, from general purpose systems such as instant
messaging to more specialized capabilities such as data visualization.
1. Instant Messaging
Instant messaging (IM) is one of the most widely used digital communication
tools in the business world, replacing many conversations and exchanges that
once took place via email or phone calls. Enterprise IM systems are similar to
consumer IM systems in many respects but have additional security and
collaboration features.
2. Data Visualization
Data visualization is a powerful tool for presenting and exploring sets of data
that are very large, complex, or dynamic. As more companies rely on “big data”
to identify and capitalize on market opportunities, the ability to extract insights
from these large data sets can be an important competitive advantage.
3. Interactive Websites
Interactivity can make online communication much more engaging and
effective, such as by personalizing the presentation of information or allowing
website visitors to isolate and focus on specific topics.
4. Wikis
Wikis promote collaboration by simplifying the process of creating and editing
online content. Anyone with access (some wikis are private; some are public)
can add and modify pages as new information becomes available.
BUILDING COMMUNITIES
One of the most significant benefits of new communication technologies is the
ease with which companies can foster a sense of community among customers,
enthusiasts, and other groups. In some instances, the company establishes
and manages the online community, while in others the community is driven
by product champions or other enthusiasts.
4. Social Networking
Businesses use a variety of social networks as specialized channels to engage
customers, find new employees, attract investors, and share ideas and
challenges with peers.