Internal Communications in Business

In the world of information and technology communications has become a very important part of business ethics. Business Communications is a form of communication through which a company maintains its internal and external contacts. The internal communications are basically used to communicate other employees. The internal communication is primarily divided into three parts; upward communication, downward communication and lateral communication. This classification is made according to the employee who is initiating the communication and the direction of the flow of the communication (Chaney & Martin 2013).

In Upward Communication, the communication is initiated by the sub-ordinates and it flows towards the Executives, officers or the people in the higher posts. This form of communication is used for exchanging of information, providing feedback and offering various ideas. On the other hand the Downward Communication is initiated by the officials of the higher posts and it flows towards the sub-ordinates. It is mostly used for transmitting valuable information, providing instructions, seeking cooperation, to boost morale and to encourage the subordinates to work more. The third form of internal communication is the Lateral Communication. It is used for solving issues, accomplishing tasks, enhancement of workforce and developing goodwill among the employees of a company.

One of the common examples of Horizontal Communications is to cooperate and collaborate. External Communication is about the communication between a company and all the outsiders including the consumers, dealers and other clients. This form of communication is used to improve public credibility, company profits, overall performance, and corporate image and achieve other organizational goals. In terms of External Communications, the language should be persuasive; consumer focused, partner friendly and should be more dependent on learning than on listening. External Communication is mainly used for marketing. Therefore, it can be highly essential to manipulate customers to buy a product. As this is a method of communication with the consumers the communicator should be skilled enough to address the problems and other issues.

The entire external communication should be customer focused. It should be reportedly used to to maintain fruitful relations with the consumers. The methods like emails, messaging services and others are used to stay in touch with the customers. This form of communication should be user friendly. The behavior plays a major role in this form of communication. The communicator should be patient enough to listen to the customers properly to address the issues they are facing.

External Communications in Business

However, the aspects of Business communications like trust, listening, focus, control, influence and clarity makes a communication better. Trust is one of the main aspects of a communication as it makes a communication effective. The misunderstanding or mistakes can be dealt with sincerity is there is form of existing trust among the communicators (Chaney & Martin 2013). Verbal Communications are about listening and speaking. Therefore, one should be good listener to be a good communicator. Communicating is an art which should be controlled properly in order to make the communications fruitful in a company. In a corporation, it becomes important to be focused and controlled during official communications.

The right form of communications is useful for an organisation as it is useful for a company to manage their employees. Good communicating skills can be precious for the Executives or higher company executives as it can be used in building confidence. Verbal communication is extremely influential. In business there should be clarity in communicating with the employees. Clean and clear communication skills results into the betterment of work of an employee. In one of the leading websites, Eryn Travis states that there is a definite formal tone of speaking or communicating with the consumers or the audience in business. The style of speaking should simple yet responsive and audience centered. The communications should always be a two way prerogative. Only a two way communication can ensure good results in terms of customer satisfaction and seller-customer relationship building.

Language barriers are often accused for misinterpretations in business collaborations or business communications. Verbal language is the most effective way of communicating in today’s times. It is a psychological function to learn and communicate through language. There are various forms of languages in the entire world. Every person’s stock of words, way of speaking and frame of denoting to others are different. Hence, miscommunications and misunderstanding is a basic norm in a human society. However, in terms of business this can cause into devastating results. In a Business Corporations, it is necessary to have better communicating skills and understanding in order to address the customers in a proper way (Chaney & Martin 2013)

. There are various forms of language barriers for different reasons.  The communication is an ability which differs from person to person. The miscommunication can take place because of literacy or linguistic ability to communicate, choice of words, unclear speech, use of slangs and jargons and difference of language (language, accent, pidgin, dialects). The aspects like clear speech, profound vocabulary and smooth official diction can be useful in Business Communication. A better communicator has certain qualities in him which can be useful. A good communicator has better knowledge about culture and customer service. He has the ability to respond faster in a conversation, He has better self confidence and capabilities of stronger internal communication which would fasten the internal processes in a corporation.

Importance of Clarity, Trust, and Influence in Business Communications

Language, culture and meaning are inherently linked to each other. The historicity of a culture affects a language in various ways. Various phrases, dialect and specific words which are often used in a specific language are often linked to the history of that socio-cultural background. It is true that understanding a language without understanding the background of a culture is almost impossible. It is very difficult to understand the denotations and connotations of a specific language without belonging to the same cultural background. This is a huge hindrance in the Business Communications (Chaney & Martin 2013). This is the reason why the large Multinational brands and enterprises often use definite strategies for particular markets to externally communicate with the customers.

The strategies of involving the consumers are dependent on the socio-cultural background of the customers they are targeting. Language is not only about phonetic expressions. It is also about pauses, diction, dialect, tone and particular pronunciations. For example, an Indian nod of head becomes difficult to understand for a foreigner. Different cultures have different modes of expressions and it creates different meanings. Hence, it is important to approach a language in a holistic way to understand a language better and in order to communicate in a deeper level.

In business communications specific ciphers are used in order to communicate faster and maintain a formal order in the process. Jargons or euphemisms are often used for this purpose. Jargons are a form of code language often used in official communications. Every sector of business and profession has their own set of Jargons in order to communicate in a smoother way. For example, Medical Jargons are entirely different than the Business Jargons (LEARN 2015). However, even in Business, Jargons of Sales will be totally alien to the Jargons of the Share Market. These systematic code languages are used in order to sustain the identity of each sector specific and sustainable. For instance, the terms like ‘short’, ‘long’, ‘stop loss’ and ‘bull’ are related to the Stock market around the world.

Euphemisms in the workplace are a prerogative which is maintained by the structure of the organisation to maintain a healthy code of conduct in the office. The vague expressions which are used as a substitute of direct instructions are known as euphemisms. For example, the term ‘laid off’ is often used as a replacement of ‘fired’ in the workplaces. This form of communications helps to maintain proper discipline in the workplace. Euphemisms are necessary in the business communication for professionalism and better human behavior (LEARN 2015).

The management often uses these euphemisms to give indirect orders to its employees or clients. This form of euphemisms is called ‘management speaks’. However the ‘management speaks’ is often used for the transforming a normal subject into an impressive one. The Corporations often do this for disguising the real fact (LEARN 2015).

Business communication serves multiple purposes in the development of a business corporation. The communication is both internal and external and should be balanced in both ways. Every good communicator should have a profound knowledge about the socio cultural contexts of a language in order to properly communicate with someone. Every Business Corporation should run training and elevation programs in order to educate their employees.

The Business communication not only maintains a proper structure in an Enterprise but it also helps to address important issues within a company. Every Business sector has their own form of ciphers which are known as Jargons. Jargons help in the business communications as it can be communicated in short. Jargons are often used as a tool to smoothen the communication process between two individuals of the same profession. Euphemisms and ‘management speak’ is also used in the business arena for different reasons. Good Business communication not only smoothen the internal system but also results into the increase in productivity, distribution and marketing.  

References

Chaney, L., & Martin, J. 2013. Intercultural business communication. Pearson Higher Ed.

LEARN, Y. 2015. Writing for Business.