Essentials of Business Communication
1) The three general purposes of business messages are to inform, to persuade, or to collaborate with the audience.
2) In addition to having a general purpose, each business message has a (an) specific purpose.
3) During the planning step you need to analyze your audience, including its size and composition, existing knowledge about the subject, and probable reaction to your message.
4) A good way to test the thoroughness of your message is to use the journalistic approach and ask whether the message answers who, what, when, where, why, and how.
5) Speeches, presentations, and meetings are all examples of oral media.
6) Cultural understanding is the practice of accepting multiple cultures on their own terms.
7) Prejudice is the tendency to judge all other groups according to your own group's standards, behaviors, and customs.
8) Xenophobia is a fear of strangers and foreigners.
9) Cultural context is the pattern of physical cues, environmental stimuli, and implicit understanding that convey meaning between two members of the same culture.
10) Selective filtering is the process of distorting or ignoring information that does not fit one's view of reality.
11) Understanding and respecting the members of your audience and making every effort to get your message across in a meaningful way is necessary to adopt an effective business message approach.
12) According to the "information technology study" information tools such as e-mail and the Internet can waste as much time as they save.
13) An ethical decision involves choosing between conflicting alternatives that are not clear-cut.
14) An ethical decision involves making a clearly unethical or illegal choice.
15) In high context cultures, people rely less on verbal communication and more on the context of nonverbal actions and environmental setting to convey meaning (Guffey &Loewy, 2009).
A rumor mill refers to a group of people who come up with gossips and other claims in the organization. Rumor mill tend to be active in organizations that do not have proper communication channels and also where people do not understand each other. Lack of proper communication channels makes it hard for employees to communicate with the management and other employees and this hinders them from understanding the employees. This in turn forces them to spread gossips about the organization and employees. A rumor in an organization can be speculation that the firm will sponsor a contest to seek for user created content for its products. The rumor can force the organization to release the news about the contest earlier than planned so as to improve the company reputation and also stimulate interest. A rumor mill can have a positive impact and a negative impact on the organization and organizations are supposed to put the right measures to avoid negative effect of the rumor(Guffey &Loewy, 2009).
There are five features of effective business messages. People conveying messages are supposed to communicate the messages professionally so as to attract the audience and improve their credibility. The messages should be conveyed in a clean and coherent manner. In addition, the sender should ensure the audience understands the messages. Failure to convey the messages professionally affects the effectiveness of the message and its intent purpose. It also affects the audience negatively. Moreover, the business messages should be communicated with confidence. Verbal and non verbal communication can influence the business message being conveyed in various ways. They can promote the meaning of the message or destroy it. Lack of confident verbal and non verbal communication affects the message being sent and the parties communicating. This makes it hard for the parties to understand each other. For instance, people should shake hands firmly when communication and maintain eye contact. Hence, confidence is vital for delivering an effective business message.
Another quality is clarity. The business message should be clear so as to enable the client to understand the message. The sender should follow the right steps when developing the business messages to ensure they are clear. Further, the message should target the right audience and one should identify his audience before developing the message. Lastly, the business messages should be communicated using the right language to avoid affecting the audience(Guffey &Loewy, 2009).
Web 2.0 allows the users to interact with other people and also collaborate with them using the social media. The web 2.0 is different from websites as the users are not able to view all the content. Examples of web 2.0 include social networking sites and blogs. Business communication 2.0 has helped transform communication in the organization as it is not one way. The managers no longer give orders to the employees or give messages without feedback. Employees are free to participate in active conversation with managers. The Web 2.0 has helped change communication in the organization by ensuring the recipient of the messages act as receivers and also participates in conversations. Thus, the two are related (Guffey &Loewy, 2009).
Ability to work in a team is vital in any organization because of various reasons. First, working in teams helps improve productivity in the organization. This is because the employees are able to accomplish their tasks effectively. The ability to work in a team enhances communication between the employees and the leaders. The leaders and the team leaders find it easy to communicate openly and this improves their performance, productivity and the overall productivity of the organization. It also improves relations between the employees and also understanding and this in turn contributes to high productivity (Guffey &Loewy, 2009).
As a leader, I should find what makes the team member remain silent during meetings. Team members experience problems when dealing with other members. For instance, some of the members are not able to relate well with team mates and this affects their self esteem. After establishing the problem I should develop the right solution to help the team member. I should encourage understanding, cooperation and appreciation among the team members so as to make the team member comfortable (Guffey &Loewy, 2009).
Guffey,M.E.,&Loewy,D.(2009).Essentials of Business Communication. Cengage Learning