Effective Business Communication: Types, Models & Techniques

Posted on Nov 12, 2024 in Other subjects

School of Communication

Types of Communication

No Return or One-Way Communication

This type of communication involves no response and flows in one direction. Examples include TV and newspapers.

Bidirectional Communication

This type of communication circulates in both directions between a sender and receiver. It helps clarify the meaning of the message and is more direct and complex.

Multidirectional Communication

This type of communication circulates in more than two directions and between more than two people, such as in a company setting to coordinate work activities.

Saturated Communication

This involves sending different messages to the same person.

Verbose Communication

This type of communication includes many details about the message, potentially making it incomprehensible or unclear.

Aggressive Communication

This type of communication lacks empathy and is transmitted without warmth or appreciation.

Communication Outside Source or Level

This occurs when the code used is not common to both the sender and receiver, such as technical jargon or slang.

Inappropriate Communication

This refers to a lack of opportunity in the transmission of the message.

Insufficient Communication

This occurs when the message is too short and doesn’t transmit all the data needed to understand it. Inaccurate data can create confusion.

Communication Breath

This results from interruptions or a poorly structured message.

The Dual Message (Ambiguity)

This involves conveying a concept but leaving the possibility to interpret a different message.

Another Form of Classification of Communication: According to Individuals

Vertical Communication

This type of communication flows up or down, such as between a company’s middle manager and an employee or an employee and their boss.

Horizontal Communication

This type of communication occurs between peers who occupy the same job category in the company, including between different department heads.

Oblique Communication

This type of communication occurs, for instance, between a department head and a head from another area in the same company.

External Communication

This type of communication occurs with individuals outside the company, such as customers or suppliers.

Internal Communication

This type of communication occurs within the company, such as between different departments.

Classification of Communication: According to Scope

Personal Communication

This type of communication is directed at one person.

Group Communication

This type of communication is directed at a group of people.

Open Communication

This type of communication is directed at a wide audience, such as all the staff of a company (e.g., during a meeting or general assembly).

Models of Communication

There are many classifications of communication models, depending on the criteria used. For example, they can be classified into:

Formal and Informal Communication

This classification is based on whether the communication follows established rules and is institutionalized or is conducted for pleasure or friendship.

Distance Communication

This classification depends on the location of the speakers.

Individual or Collective Communication

This classification depends on whether the communication is carried out from person to person, person to group, or from group to group.

Objective or Emotional Communication

This classification depends on whether the communication is treated rationally or emotionally.

Verbal or Nonverbal Communication

This classification depends on the signs used.

Business Communication

Business communication is the ability of a company to interact with the market through the exchange of relevant information. The company transmits information to the market regarding products, prices, quality, differential advantages, and purchase incentives. The market provides the company with information on consumer tastes, preferences, attitudes, motivations, competitors, and more.

Characteristics of Business Communication

Clarity

We must speak clearly, pronouncing words correctly, using proper syntax, speaking at an appropriate speed, and utilizing necessary pauses.

Intensity

We must speak at an appropriate volume—loud enough to be heard but not so loud as to be annoying.

Flexibility

Our voice needs to change rhythm, inflection, and cadence to avoid monotony and to suit what is being said and when it is said.

Emphasis

To highlight the most important ideas or elements of the message, the voice must be modulated, either by raising the tone for the most important words or by saying them particularly slowly.

Good Communication Techniques

Have Both Feet in the Communication

This means being fully present and engaged in the communication with all senses.

DOS: Double Via Communication

  • Use questions like “How does that feel?” or “How do you see the situation?”
  • Make eye contact.
  • Maintain a positive attitude and avoid crossing your arms.

Observed Nonverbal Cues/Listen Carefully

  • Pay attention to tone of voice, gestures, gaze, etc.
  • Ask questions instead of guessing or drawing conclusions and making judgments.

Making Sure You Understand

  • Ask questions like “Can you repeat that, please?” or “Is that what you mean?”
  • Paraphrase: “If I understand you correctly…”
  • Summarize the message and check to verify that you have understood the information correctly.

FEET: Open-Ended Questions

  • Use questions that extract information and give the speaker a voice, such as who, where, how, what, and when.

Show Signs of Acceptance

  • Acknowledge the importance of what is being said through verbal cues (yes, well, okay) and nonverbal cues (gestures).

Express Again

  • To avoid misinterpretations, rephrase the message. Repeat, paraphrase, or note keywords.

Stills: Encourage the Formation of Ideas

  • Give time for reflection.