Forms of business communication: explaining the essence

Forms of business communication

There are five forms of business communication: business conversation, business correspondence, business meeting, business negotiation, and public speaking.

A business conversation is an oral contact between interlocutors. It is the most common form of business communication. Its participants must have the appropriate authority to adopt and consolidate the positions developed. The functions of a business conversation include the search for effective ways to solve the problems faced by the participants, communication between employees from the same business environment, the maintenance and development of business contacts at the level of enterprises, firms, industries, countries. To a large extent, the success of a business conversation depends on its preparation.

A business conversation is oral verbal contact between people who are connected by business interests, who have the necessary authority to establish a business relationship.

The most common type of business correspondence is a business letter. A business letter is a business message in the form of an official document, as well as in the form of various kinds of requests, proposals, claims, congratulations and responses to them. The reason for writing a letter can be any occasion.

Writing a letter should not be entrusted to people who do not have special training, because the letter is significantly limited in the means of conveying the exact meaning. This is due to the lack of visual contact, in the process of which information is transmitted also non-verbally.

Although the language of a business letter is individual and diverse, it is necessary to keep it relevant, concise, logical, persuasive and not too solid. When writing an international letter, the specifics of the recipient country must be taken into account.

A business meeting is a discussion aimed at resolving the organization’s objectives. A business meeting promotes team-building and joint intellectual activity in which a collective decision is made. A business meeting involves gathering and analyzing information, as well as making decisions.

Business meetings are divided into two groups: according to the form of organization and purpose. In turn, according to the form of organization are dictatorial (leading role in it plays the head), segregative (reports of participants are pre-planned), debatable (free exchange of views and information with the subsequent approval of the decision by the manager), behind the scenes (spontaneous, representing a continuation of another meeting).

According to the purpose the meeting can be informational (its purpose is a report on the current work), directed to the decision-making, creative (the purpose – search for new ideas and ways of development).

At a business meeting should not be present too many people, as it relaxes and leads to loss of productivity.

Business negotiations – a type of business communication, aimed at eliminating contradictions between interlocutors, the purpose of which is to develop a common solution

There are two approaches to negotiation: positional and principled. The positional approach implies two possible alternatives for the behavior of the interlocutors: to concede or not to concede. At a rigid approach of one party the second will feel infringed. With a rigid approach of both sides a solution will not be found, and in the reverse situation it will not be as effective as possible. The principled approach implies that the participants strive for compromise and mutual benefit.

The negotiation process consists of three stages: analysis, planning, and discussion. In the first stage, information is gathered and the primary issues that need to be agreed upon are identified. At the second stage ways of their decision are developed. In the process of discussion, a compromise solution is sought and then approved.

Negotiations (commercial or otherwise) have the dual purpose of resolving a dispute and ensuring cooperation. A negotiation is any process of communicating with someone in which you try to get their approval or expect them to do something specific. It is important to come to a common outcome.

Phone conversations with clients or business partners are an important part of your work time. Business people spend 4-25% of their work time on the phone. Telephone conversations provide a continuous two-way exchange of information. There is an etiquette of telephone communication.

Public speaking is the process of direct speech impact of the speaker on the audience. Depending on the goals, public speaking is divided into informational, persuasive (meeting, election speech) and persuasive (solemn speech).This type of business communication is one of the most difficult, because the attention of listeners is riveted to one person. As a result, the speaker must clearly monitor his or her speech, facial expressions, gestures, and audience reactions. His task is to convey the meaning of his speech to all present, without boring them and not causing a negative attitude towards himself.

List of recommended textbooks, Internet-resources, additional literature

Anticrisis Management: Textbook. – Under edition of prof. E.M. Korotkov. – UNDER PROF. E. M. KOROTKOV. M: INFRA-M, 2008. – 620 с.

2. Gerchikova I.N. Management: Textbook for Higher Education Institutions. – Management 4-th edition, revised. and supplementary – M.: UNITI-DANA, 2010.

3. 3. Gerchikov V.I. Personnel Management: The Worker – the most effective resource of the company: Tutorial. – M.: INFRA-M, 2008. – 282 с.

4. 4. Dracheva E.L. Management: textbook / E.L. Dracheva, L.I. Yulikov. – 10-th ed. – M.: Publishing Center “Academy”, 2009. – 288 с.

5. Zeldovich B.Z. Management: textbook / B.Z. Zeldovich. – Moscow: Publishing House “Examen”, 2007. – 591 с.

6. Kibanov A.Y., Vorozheikin I.E., Zakharov D.K., Konovalova V.G. Conflictology: Textbook / Ed. by A.Y. Kibanov. – M.: INFRA-M, 2010. – 301 с.

7. Lukicheva L.I. Organization Management: textbook for students of universities / L.I. Lukicheva, ed. by SP Aniskin. – P. Aniskin. 5th ed. – M.: Publishing house “Omega-L”, 2009. – 355 с.

8. Lomakin A.L., Burov V.P., Moroshkin V.A. Management Decisions: Textbook / A.L. Lomakin, V.P. Burov, V.A. Moroshkin. – 2nd ed. amended – M.: Forum, 2009. – 176 с.

9. Management: textbook /collection of authors, ed. Ed. N.Y. Chausova, O.A. Kalugina. – M.: KNORUS, 2010. – 496 с.

10. Management: a textbook for students of universities studying in economic specialties / edited by M.M. Maksimtsov, M.A. Komarov. – M., UNITI-DANA, 2006. – 320 с

11. Pereverzev M.P., Shaydenko N.A., Basovsky L.E. Management: Textbook. – Under the editorship of Professor M.P. Pereverzev. – M.: INFRA-M, 2010 – 330 p.

Additional sources:

Andreev, N.V. Fundamentals of management for technical specialties oil and gas universities – M.: Yurite, 1999. – 295 p.

2. Kabushkin, N.I. Fundamentals of Management: Textbook. – 3rd edition – Minsk: New Knowledge, 2000 – 336 p. 3.

Lebedev O.T. Fundamentals of Management: Textbook. – 2-th edition, supplement – Saint-Petersburg: Ministry, 1997.-192 p.: ill.

4. International marketing-management: a course of lectures with a package of educational and methodical support / V.I. Cherenkov et al. – Ed. 2-th revised. – Rostov n / D: Phoenix, 2007. – 605 с.

5. 5. Basics of Management: Textbook / author-compiler. Andreev A.F. et al. – M.: Yurait, 1999. – 295 p.

6. Basics of Management: Textbook for Higher Education Institutions / author-co-author. Zaitseva O.A. et al. – Moscow: Center, 1998.- 432 p.

Basic forms of business communication

Business communication is a rather strictly regulated, narrow communication aimed at achieving certain goals. Its nature is associated with the solution of work issues. There are many different forms of business communication, depending on the situation. This conversation, and negotiations, and official correspondence, and even the publication of orders.

It is necessary to distinguish forms of business communication from varieties of interpersonal communication. In some situations, they can be quite closely intertwined. But it should be remembered that interpersonal communication does not imply a clear material benefit.

Types of modern business communication

Business communication, its types and forms, is a multifaceted process that involves many varieties. One of its specific features is regulated, i.e. following certain rules and norms. They can be both officially documented and unwritten requirements.

Among the great variety of types of business communication it is necessary to distinguish:

  1. Oral types. Conversation, conversation, negotiations, meeting, speech to colleagues, an advertising appeal, a press conference, a telephone conversation.
  2. Written types. Business correspondence between partners and competitors, orders and instructions of management, memos from subordinates, contracts, acts.

Any of the types of business communication is important to the success of the business. Every specialist in the organization employed in positions related to external and internal communication should know and master the types of communication.

Basic forms of business communication

The ability to choose the right form of communication is one of the most important components of business success. Situational-business form of communication implies flexibility of all participants, the ability to switch to other communication options. In addition, it is necessary to take into account personal and psychological characteristics of interlocutors when choosing a form of communication. This will allow greater success in negotiations and conversations.

Among others, it is worth highlighting the following most common and modern forms of business communication:

  1. Conversation is one of the most common forms of business communication. It is both a discussion of the characteristics of the work of the boss with a subordinate, and free communication on work topics of colleagues of equal status, and mentoring speech, addressed to new employees. A business conversation can take place both in a strictly regulated and in a relatively informal environment.
  2. A business meeting is a group form of communication. It involves two or more people. It is supposed to be clearly regulated, often accompanied by minutes, signing of documents, making certain decisions.
  3. Public speaking as a form of business communication is used most often at various mass events. It may be informational, advertising or scientific and applied character. It is regulated by time and limited by the topic of the event.
  4. Negotiations – a form of business communication aimed at communication with competitors or business partners to obtain any benefits or prevent financial losses. Negotiations can take place in person or by correspondence or phone calls.
  5. Business correspondence includes all forms of written business communication, including e-mail.

In addition, common forms of business communication are – press conferences, arguments, confrontation, conclusion of a deal, communication through an interpreter, video broadcasting related to business and much more.

Business conversation as a form of business communication

Business conversation, as well as other forms of business communication of individual character, has the least regulated character. It plays an important role in both the business and political spheres. Any professional in an organization must know the basic skills of conducting a business conversation.

A business conversation is first and foremost an exchange of opinions, it can lead to further developments, such as the conclusion of a contract. Since this is a form of verbal communication, it is very important to know the rules of the native language perfectly, to express oneself culturally and with dignity. In addition, it is important to follow the mimics and gestures, as well as the tone of voice.

Peculiarities of the group form of business communication

If the conversation most often takes place between two opponents, most business communication is a group form of communication.

Some of these include:

  • meetings;
  • meetings;
  • negotiations;
  • meetings;
  • conferences;
  • press conferences, etc.

The main difference between the group form of communication is the presence of a large number of participants, which significantly complicates the entire communication process. This complexity can be overcome by following the basic rules of business verbal etiquette. Do not interrupt the interlocutor, give the floor in turn, express your opinion clearly, reasonably and on the merits.

Form of business communication by communicative means

In addition to personal communication, modern technology offers many options for alternative forms of communication. They make it possible to establish business contacts without a face-to-face meeting, to conduct initial negotiations and even to conclude deals.

The most common forms of communication are:

  • telephone conversations;
  • correspondence by mail;
  • correspondence by e-mail;
  • negotiations on Skype.

Such forms of communication have their own characteristics. First of all, it is an opportunity to document the message, which is a great advantage in conflict situations and unresolvable disputes. In addition, they are characterized by maximum efficiency and accessibility.

Entering this form of communication, it is necessary to adhere to all the rules of business etiquette. Do not lengthen the conversation, observe the norms of courtesy, express your thoughts correctly.

Rules of business communication through an interpreter

In the case of communication with foreign partners, it will be more reasonable to use the services of an interpreter. However, this method of communication through an interpreter has its own nuances, compliance with which is the key to successful negotiations:

  • Speak slowly and in short sentences;
  • remove hints, inaccurate language, national jokes from your speech;
  • it is desirable to talk to the interpreter in advance and give him general information about the nature of the upcoming conversation.

Business communication is the basis of today’s successful business. Choose the right form of it and follow the basic requirements.

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