Characteristics of Business Communication || Technical writing and Communication skills

Characteristics of Business Communication

Effective business communication is critical in today’s workforce more than even before. Business communicators have a variety of tools to choose from and must use those tools carefully and with consideration of their audience and their intended communication goals. Effective business communicators will find that their efforts pay off in better relationships and business success.

                   1.      Segmented

Even in small organizations, it is wrong to assume that all employees will have same needs, interests and desires when it comes to business communication. Effective business communication is segmented to meet the needs of specific audiences. Employees working in administrative setting, for instance , will have different needs and different access to information than employees working in a manufacturing environment.

                   2.      Specific :-

Generic business communication does not meet the need of anyone. Effective business communication is specific. The more specific communication is , the more it meets the need of its audience, says Lin Grensing-Pophal, author of “ Marketing with the end in mind “.

                   3.      Accurate :-

When information is inaccurate it loses its credibility. The sender of the information also loses its credibility. Effective business communication is accurate in terms of the content conveyed and in terms of simple things that include grammar, spelling and punctuation.

                   4.      Timely :-

Employees need to know what is going on in their organization – and in the external environment – that impacts them.
                        Technology-driven environment makes it more challenging than ever before for business to communicate with employees in a timely manner, but for it is critical for effective business communication, say Grensing-Pophal.

                   5.      Frequent :-

It can not be assumed that a message has gotten across if it I s sent just one time. Effective Business occurs frequently to ensure that it has been received by all Employees. Employees leave, new employees join the company and transfer from one role to another, requiring new and updated information.

                    6.      Multi-Channel :-

Effective business communication needs to be sent through a broad variety of channels to ensure that it is  received by employees ion different settings. Businesses, fortunately have a variety of channels to choose from- from traditional ( print, bulletin boards, meetings) to new technology ( email, blog, social media sites)

                   7.      Face-to-face :-

Face-to-face communication is still the most effective, says Grensing-pophal, and should be used whenever possible and practical. Of course, in very large organizations this can be challenging, but even then, alternatives may include videoconferencing or use of webinars.

                     8.      Two-Way :-

Employee need the opportunity to share their feedback, opinions and thoughts with managers and employers. Effective business communication offers the opportunity for two-way communication to benefit employees and employers.