Types and main phases of business communication

Types and main phases of business communication

Business communication is an integral part of the life of modern society. Every day, people who have a certain status and those who occupy one or another position are resorted to various types of its species and strictly observe the vowels and unlawful rules of business etiquette. Correctly built business communication will lead even a novice manager for successful achievement.

Peculiarities

The concept of business communication is hidden a type of communication, the purpose of which is not the negotiation process itself, and the solution of a specific task or the achievement of a certain goal, which is a binder for all participants of the conversation and lies outside the communication process itself.

This type of communication differs from other species by the following circumstances:

  • goal, motives or activities should be common to all interlocutors+
  • Negotiation participants are in the total space-time interval: business communications can occur in any organization, group or team+
  • All participants in this process are interconnected, social roles are clearly distributed between them and the hierarchy of communication is built+
  • Communication in this context has a strict regulation that all participants must obey, regardless of status: the norm of behavior in the work environment is a business etiquette.

The basic rules of business etiquette assume the following:

  • Business interlocutors must adhere to a certain style of communication, clearly and briefly formulate your thoughts, give weighty arguments in favor of your point of view and be able to listen and hear the interlocutor. It will help productively conduct a conversation, not take away extra time at business people.
  • With such communication, the participants of the conversation must be as polite as possible. Business meetings pursue some benefit, so sometimes you have to communicate with not particularly pleasant people.
  • Slevance of words and simple sentences Inherent in this style. Expressing complex terms and foreign words, you can enter a person to delusion or insult him at all. In turn, it will prevent the achievement of the goal.

Functions

Business communication carries three main functions that have various final goals and principles of human impact:

  • Information and communicative The function involves the collection and formation of specific information by the participants of the conversation, as well as the exchange of accumulated knowledge in the negotiation process.
  • Regulatory-communicative The function is aimed at the correction of the behavior of participants in communication. During corporate communication, the subject regulates not only its own model of behavior, but also other participants in the conversation. To perform this function, such methods are suitable: conviction or suggestion within the framework of speech etiquette, copying behavior.
  • Efficiently communicative The function is directly related to the emotional aspects of communicating subjects.

Any type of communication has a tremendous impact on a psycho-emotional state of a person who affects his attitude towards around the world.

Views

All existing varieties of business communication are classified in many respects. Consider the most popular among existing.

Depending on the method of exchanging information, the oral and written business communication is distinguished:

  1. On the written types of business communication include all sorts of documenuts. This may be a certificate-report, explanatory note, reports and protocols of meetings, business letters, a statement, internal charter of the company, an act of write-off, order, indication in writing, job description and much more. Any official document with signatures or seals is a business entity.
  2. Negotiations, meetings, meetings, business conversations, reports, planners can be attributed to the interpretation of business communication.

According to the method of interaction between participants there are direct and indirect types of business communication:

  • Direct communication involves negotiating between partners without the use of additional funds, that is, the interlocutors are in the same room and communicate face to face.
  • Indirect contact occurs with the use of modern communications – telephone, email, video communication.
  • Remote communication allows you to quickly solve some issues between partners from different countries. But experience shows that personal conversations are the most productive.

Another classification involves the division of types of business communications to verbal and non-verbal communication:

  1. Verbal Communication implies interaction between people with human speech. With the help of language systems and, depending on the intentions of a person, speech texts are formed. They can have both written and oral form.
  2. Non-verbal interaction between people occurs without using speech. The means of this communication is the external manifestation of feelings and emotions – the language of gestures, facial expressions, eyes and motility of the body. They are united by a general concept: Kinstik.

Forms of interaction

In addition to species, allocate forms of business communication, they are divided into monologic and dialogic.

  1. The first group includes the forms of communication with one member: report, appeal, welcome, advertising. In this case, a person acts as a speaker and raises listening to some information. He must clearly understand what he says, and be able to clearly state their thoughts.
  2. Dialogical forms suggest the presence of two or more participants.

Negotiations are a suitable form of communication when discussing the most important issues and are:

  • Vertical – with higher bosses+
  • horizontal – inside the organization+
  • Unauthorized – that is, unplanned, conducted extrietary+
  • At the highest level – there are only persons in the status of managers of interested companies+
  • Advanced table – meeting of working groups or specially designated commissions.

The conversation among other forms has the most informal, simplified character interaction in the working environment. This form includes any contact at work, which is designed to solve the problem. Not everyone has a gift at the right moment to start a relaxed conversation with the bosses and tactfully to resolve questions of interest.

Discussion or dispute – the path to solving the task through the comparison of different, often opposite points of view. The result of the productive discussion is the adoption of a single decision on the mutual agreement of the parties after alternately listen to all positive and negative points. This form of communication has the most vivid emotional color, but in business circles it is customary to follow some rules. Opponents should not talk long, interrupt each other.

The key to success is mutual respect and loyal to the opinion of others.

Phase

The process of business conversation from its beginning to achieve the goal is made to divide into certain stages or phases.

Consider each of them in more detail.

  • Preparation for the appointed meeting. At this stage, it is very important to outline the plan of the upcoming conversation, to clearly designate the circle of tasks necessary for myself. It is worthwhile to bring references about the source, based on what to choose the tactics of the conversation and the necessary arguments. After all, on how important the meeting will be, its result will depend.
  • Designation of place and temporary interval For negotiations. The definition of this parameter depends on the role of interlocutors. Typically, the coordinates of the negotiations are given by a higher source. If a meeting is equal, then participants may agree.

  • Installation and Contact Establishment With the interlocutor. This phase is in its functional purpose and is the beginning of negotiations. Often, the first look or the word of the interlocutor folds the subconscious attitude towards him and affect the desire to continue the conversation. During the establishment of contact, it is important to place the interlocutor as quickly as possible and complete the stage of installing psychological contact – the moment when all participants in communication are ready to move to the essence.
  • Designation of the problem and exchange of information. In this phase, it is important to voice all your questions, designate the focus of the conversation, give a general understanding of the problem.
  • Arguments in favor of the proposed solution. The phase of the argument is closely interconnected with the previous stage and smoothly follows from it. During this period, it is very important to note all the positive sides of your vision of the permission of the issue, apply the persecution skills, especially if the interlocutor adheres to another point of view.
  • Counterorament. At this stage, there is listening to the opposite arouser arrangements, which can not always be agreed. It is important to carefully and calmly listen to the interlocutor, understand the essence of his position. Supporting questions will help to understand whether objections are associated with the disadvantage of the information provided.
  • Search for compromise in solving the task. In the process of alternately nominations of arguments and proposals and a solution is found, which will arrange all sides of the negotiation.
  • Decision-making. This stage denotes the consent of all parties with a single position, coming to a common denominator.

  • Fixing results. All business meetings are completed by the signing of a written confirmation of joint decision. The contract is a reflection of the fact that the meeting has a finite acceptable result for all.
  • Completion of contact. After discussing important issues, you need to be able to properly part with the interlocutors, it may be possible to leave a business card or ask for contact details from partners.
  • Analysis obtained results. This phase is final. She is designed to show how the decision was correct and profitable for the participants of the conversation.

Based on such an analysis, business partners decide on further cooperation or termination of contacts.

Tips and recommendations

The guarantee of successful business management – properly built business communication with its customers and partners. To achieve this, you should take into account some nuances.

  • It is always necessary to keep the situation under control. Manifestation of emotions and feelings inappropriate in the business environment. Feeling of fear and uncertainty can prevent decision-making, and a feeling of pity to sign a disadvantageous contract caused by the manipulation of the interlocutor. Unacceptable manifestation of incontinence and aggression during the dialogic species of communication – such as a discussion. With unbalanced and ever doubting partner, hardly someone wants to deal.
  • Ability to predict the client’s desires – Another important component of a successful business, because in any business, all the activities of the enterprise are aimed at meeting the needs of the client. Attentiveness and courtesy, service to the highest category will make the client come back again.
  • Planning and the ability to distinguish the main one from the secondary. In any negotiations, it is important to express briefly and clearly, without deepening in the details of the second plan. Typically, business people are limited, so do not prepare long monologues for important meetings.
  • Business relationships should not intersect with personal. Even if a person calls dislike, it does not mean that it cannot be useful in business. The manifestation of a benevolent and favorable relationship, sincere interest in the arguments of the interlocutor will allow a productively to meet.
  • Honesty and transparency of intentions. During the negotiations you need to behave sincerely, confirming your words with facts and statistics. After all, any dishonest act for a favorable deal may forever undermine the trust of the partner and spoil the reputation.
  • Knowledge of the basics of business etiquette.

Such simple rules as a cup of coffee before the start of the meeting, sincerely desire to help in the trifles, the ability to apologize for the mistake of the partner or the client to the positive way and will be allowed to feel important.

On the video below, described about 5 basic rules of business communication.

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