Effective Communication in Business
Elements of Communication
Communication involves the following key elements:
- Sender: The person who initiates the message (verbal or nonverbal).
- Message: The purpose of the transmission; the information processed through a code.
- Receiver: The person who receives and decodes the message.
- Channel: The medium through which the message is transmitted (e.g., voice, letter, bulletin board, computer).
- Code: A system of signs and rules understood by both sender and receiver. Verbal language (oral or written) is a common code.
- Context: The situation in which communication occurs, including background, intentionality, etc.
- Noise: Any disruption in the communication channel that can lead to information loss or reduced quality (e.g., interference, distortion, blurred image).
- Feedback: Information transmitted back to the sender from the receiver. It can be verbal or nonverbal (e.g., facial expressions, gestures, smiles).
Obstacles in Communication
Communication can be hindered by various obstacles:
- Semantic: Related to symbols, language, and vocabulary.
- Physical: Environmental factors like heat, cold, or noise.
- Psychological: Factors related to personality, prejudice, stereotyping, the halo effect, and expectations.
Types of Communication: Internal and External
Communication can be categorized by direction and nature:
Direction
- Vertical:
- Ascending: Originates from employees and is directed at managers.
- Descending: Originates from managers and is directed to subordinates.
- Horizontal: Information transmission between people at the same hierarchical level.
Nature of Information
- Formal: Established within a structured company, following the established hierarchy.
- Informal: Arises spontaneously through interpersonal relationships outside hierarchical levels (e.g., during coffee breaks, snacks, games).
Nonverbal communication is communication that does not use linguistic signs to convey the message.
Verbal communication can be written or oral.
Communication Styles in Business
- Assertive: Direct and firm (direct eye contact, strong, relaxed gestures, voice without hesitation).
- Aggressive: Imposing, interrupting others (staring, threatening gestures, forward posture, high voice volume).
- Passive: Hesitant and cut (avoids eye contact, nervous movements, withdrawn posture).
Key Terms Related to Communication
Minutes: A document that records what happened and was agreed upon at a meeting.
Assertiveness: A communication method focused on transmitting information, asking for what you want, or expressing your thoughts while respecting the rights of others.
Communication: Transmission of signals through a common code between sender and receiver. In a work context, we can refer to formal or informal, and vertical or horizontal communication.
Context: The environment in which a message is issued.
Intensity: The strength of a sound or voice, dependent on the amplitude of sound waves.
Intonation: Inflection of the voice according to meaning, emotion, or spoken accent.
Rank: Ordering a group of people or things according to their importance.
Marketing: A set of techniques and principles that seek to increase trade.
Obstacles in Communication: Semantic, physical, or psychological barriers hindering the decoding of the message by the recipient.
Perception: The act or result of selectively capturing sensory information through an image, feeling, or external impression.
Communication Networks: The structure a company may establish to circulate information to its recipients. Networks can be in the form of a chain, star, Y, circles, or multiple directions.
Rhythm: Harmony in the distribution of sounds, accents, and pauses.
Syntax: The part of grammar that teaches how to coordinate and link words to form sentences and express concepts.
Tone: The degree of elevation or attenuation of the voice. The manner of saying something, according to intention or mood.