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    Business Communication Course Overview

    What is Business Communication?

    Communication is an essential element determining business success. ‘Business Communication’ is the process of transferring information from one person or party to another, within and outside of the business environment. This term is derived from the general communication linked with business undertakings. In other words, communication between people or business parties for business-centric tasks is known as ‘Business Communication.’

    As per the fundamentals of business communication, the methods, types, process, principles, etc., are almost identical to general communication. The key difference exists in their areas of application. Communication is considered the lifeblood of business, considering its value to businesses in several ways.

    The constant flow of information is the key idea behind business communication. Its integral part is feedback. These days, organisations involve a huge number of people, and different levels of hierarchy exist in an organisation. The number of levels is directly proportional to the difficulty of managing the organisation. At this point, communication plays a vital role in the business environment in directing and supervising the people in the organisation.

    Effective business communication between subordinates and superiors is the secret to business success. It helps avoid misunderstandings and facilitates immediate feedback. Generally, business Communication covers various aspects like interpersonal communication, marketing, customer relations, public relations, etc.

    components of business communication

    A few decades back, business communication was restricted to telephone calls, paperwork, etc. However, with the technology revolution, we now have cell phones, emails, video conferencing, satellite communication, etc., to support business communication.

    Effective business communication assists in creating goodwill for an organisation. Moreover, effective business communication is the approach management, and employees communicate to achieve organisational objectives. The key objective is to enhance organisational efficiency by decreasing mistakes.


    Fundamental elements of Business communication:


    If you aim to
    learn business communication, you must know its fundamental elements stated below:

    • Sender

    • Business Information

    • Receiver

    • Feedback

    The aforementioned elements denote business communication as a process in which business-centric information is exchanged between various business parties like employees, business clients, suppliers, customers, etc. The purpose is to have effective administration in place.


    For successful
    communication in business communication, a regular flow of information and feedback is crucial. Due to various levels of hierarchy and the participation of a huge number of people, business communication is vital in various management functions like planning, directing, organising, and controlling.

    Methods of Business Communication

    After getting familiar with the fundamentals of business communication,one must understand different business communication methods.There must be clear methods of communication in place in a workplace. They ascertain that everybody knows the exact process and that nothing would get missed.

    Each method comes with its purpose and benefits. You can determine which approach to employ based on what message to impart.

     methods of business communication

    1) Email Messaging:


    One of the greatest methods of business communication is sending emails. Email messaging offers a rapid, easy, and economical way to send messages wherever an Internet connection is accessible worldwide. Emails can be delivered 24 hours daily, and the delivery is prompt.

    One of the key benefits of email messaging in the workplace is you can easily refer to the message history. This method reduces the need for printing and storing physical documents. Moreover, it decreases the issues of ‘who said what’ in the conversation because you can easily track the message from the email. It is one of the most prevalent written business communication skills to learn.

    Emails are extremely useful for delivering messages that include too detailed or lengthy information.  Sending an email is a perfect method to reach out to a client, seek approvals, and send business approvals. The reason is the formal tone the emails convey. Moreover, emails are useful for sending a project brief, organising a task, and sending business documents (like invoices, contracts, etc.). Email messaging is also useful when the message sent doesn’t need an instant response. The corresponding example can be circulating company newsletters and announcements.

    Although email messaging offers various advantages at the workplace, it has some limitations. Firstly, sending and reading emails can be time-consuming and productivity-killer. Secondly, it can be annoying when you are copied to email threads that don’t need you to be in. Thirdly, email messaging can make you susceptible to viruses, phishing scams, spam, and ransomware risks.

     

    2) Team Meetings:

    Team meetings work as a collaborative tool that engages employees with the business. Team meetings must be used to keep ideas flowing, brainstorm, share immediate feedback, and make mutual decisions. When used effectively, it can assist employees in becoming more productive and creative.

    To ensure a meeting doesn’t become disruptive, ascertain that it always follows a predefined agenda. Get rid of getting off-track or discussing irrelevant concepts. Keeping meetings action-focused and brief will help you a lot. Moreover, it is recommended to be watchful of the duration of the meeting. Without being lengthy, it should outline the decisions and call to action.

    Team meetings are often used for brainstorming sessions. As an alternative, people about to attend meetings must be ready with their suggestions before they approach. Keep in mind that team meetings should serve as a platform to discuss and improve the idea, not a place to think of fresh ideas.

     

    3) One-on-One Personal Communication:

    In several cases, face-to-face conversation is the best approach to discussing business-centric matters. The digital forms of conversations may not feel natural. On the other hand, the body language and non-verbal cues involved in one-on-one personal communication eradicate misunderstandings usually experienced with electronic communication.

     

    This business communication method is useful for various purposes. If you wish to discuss a confidential or sensitive issue with a client or colleague, it is better to face-to-face meet another party instead of a phone call or email.

    Managers also use one-on-one meetings to give feedback or training. Employees can use one-on-one meetings to describe a project detail, provide status updates, or obtain a quick decision from a superior or client.

     

    4) Presentations and Training:

    Most employees refer to presentations and training sessions as meetings. But they serve a unique purpose. Meetings are collaborative and demand the active participation of the attendees. On the other hand, training and presentations are typically one-sided.

    One team or employee presents their ideas to another party in a presentation session. Their major time is devoted to one party while explaining messages. The presentation session usually concludes with a question-and-answer portion. In most cases, the content of a presentation is extended for the first time in the session, so you must not expect detailed feedback.

    Companies conduct training sessions to educate their employees about new processes. Although several tech innovations are prevalent, training is still valuable.

     

    5) Instant Messaging:

    Instant messaging is outstanding tool employees use to exchange messages in real-time. These messages can be sent one-on-one, or employees can be engrossed in a group conversation.

    You can use online applications (like Skype, WhatsApp, etc.), text messages linked to your phone line, or direct messaging tools over your social media channels.

    Usually, one-on-one instant messaging is used to have quick updates, deliver reminders to your colleagues, or ask easy questions. The response is quicker than email. But unlike in a phone call, there is no pressure to answer instantly.

    Several online applications like Skype and Slack allow multiple users to engage in team conversations in real-time. It is beneficial specifically for connecting employees from various business locations and departments.

    Several young workers choose Instant Messaging because it is less formal than emails and doesn’t need much time, unlike Team Meetings.

     

    6) Video Conferencing:

    The advent of fast Internet connections in various parts of the world has improved video conferencing. Video call is an upgrade from voice calls because it allows participants to see one another over calls. So, video conferencing avoids dialogues’ overlapping.

    This method is a superb alternative when in-person conversations are not possible due to location constraints. Video conferencing is a great option if in-person meetings and training are unachievable. 

     

    7) Voice Call:

    Many businesses still use voice calls either via phone or Internet applications. Frequently, customers reach out to companies through toll-free numbers or hotlines. Clients, colleagues, and business partners also use voice calls.

    Although voice calls used to be a favoured business communication method, it has become less popular these days. The reason is that phone calls are not free and can cost excessively if you call somebody from another city or country.

    Avoid voice calls to discuss sensitive information and lengthy topics. With voice calls, it is possible to detect whether that person is ready with a response or not. Hence, more employees prefer emails or instant messaging.

    Important Aspects of Communication

    The aspects discussed below will further strengthen your fundamentals of business communication:


    1. Listening:


    Without listening, you can’t understand how the team feels and can’t know their ideas for the organisation’s growth. The team’s voice indicates their interest in the project. Businesses must ensure the right forum for the team to explore their views. In a group discussion, every team member will not be confident to convey their opinions. They can feel more confident if they practice listening skills.

    Speaking only when necessary adds value to a conversation. If you do not have anything valuable to add to a conversation, you must listen to absorb what the speaker is delivering fully. Attentive listening ensures effective communication with the team.


    2. Trust:


    A team can’t work effectively for you if they don’t trust your actions or instructions. Establishing trust is the most significant aspect of a successful leader. Without trust, the team can’t follow the strategy or direction suggested.

    Trust is one of the vital aspects of business communication because it can resolve mistakes or misunderstandings. Moreover, it helps the team feel encouraged to take up the responsibility. Transparency from the leader makes sure the team is more likely to work instantly without any fear. Consequently, it fosters an honest partnership between the manager and the team.


    3. Control and focus:


    In business environments, many projects may not accomplish as per the plan. So, the question is how to maintain control of the situation. It is possible by focusing, being judicious, and guaranteeing that the team is being communicated effectively.  The team should be agile and problem solvers to ensure control and focus.

    For example, team members may feel demotivated in a crisis if their leaders got out of control and stressed. So, the team members need a leader who can control the situation and bring things back on track.


    4. Encouragement and Confidence:


    Confident people can easily tackle a challenge and can influence people around them. Such people can inspire others with their determination and ability to handle tasks consistently. So, if you are not confident in what you speak, you can’t expect anyone else to be. Therefore, confidence and encouragement are the key aspects of business communication.

    Especially when formulating the vision of the business, confidence and encouragement are the foundation stones. Many businesses often overlook these aspects, but business success is difficult without them.


    5. Clarity


    Lack of clarity can create misunderstandings and other unexpected concerns that can significantly impact the business. Firstly, the team must always remember the idea it aims to deliver. Next, they should know how to express their views clearly.

    Often, the message is not clearly expressed because it isn’t customised to the right audience. The message may have lots of acronyms that people find difficult to understand. The person delivering the message must always keep the target audience and their expectations in mind.

    When delivering the message, make sure there are more applicable people to deliver it better. This is because the right person can better deliver the message. Furthermore, the message must be brief, concise, and clear.

    Barriers to Effective Business Communication

    When you learn business communication, one of the key facets you must not ignore is the communication barrier. You may thoroughly learn the fundamentals of business communication, but without knowing the barriers, the learning is incomplete.


    The communication barrier prevents a message from being received as envisioned. In some instances, the message may not reach its targeted audience at all or may reach only in parts. In other cases, the message may be poorly translated, fragmented, or misinterpreted by the recipient(s).


    Key types of barriers to effective business communication:

    barriers to effective communication


    a) Language barriers

    b) Physical barriers

    c) Psychological barriers

    d) Cultural barriers

    e) Organisational barriers

    f) Technological barriers


    Let’s look at their details:


    a) Language barriers:


    Language barriers usually occur due to miscommunication associated with translation difficulties or vernacular differences.
    Effective business communication skills can help reduce the impact of these barriers. Misunderstanding can arise due to ineffective use of language, accents, and dialects.

    People in the same organisation may suffer from differences in vocabulary. To reduce the language barriers, things to look after are frequent misunderstandings, disagreements about multiple interpretations of the same message, or complaints about a dearth of clarity.

     

    b) Physical barriers:

    The most common physical barrier is distance. Due to remote work becoming increasingly common, team members may be separated from their colleagues by thousands of miles away. In the absence of a powerful communication system, they would find difficulties in communicating.

    To reduce the physical barriers, things to look after are excessive delay in the submission from employees and distraction due to noise or other physical causes. 

     

    c) Psychological barriers

    Psychological barriers are the result of individual mental health concerns. Disagreements are vital in workplaces, but occasionally, such conflicts can lead to serious concerns. Employees with conflicting perspectives, priorities and communication styles negatively impact the whole team.

    A common psychological barrier is the lack of trust, which can make communication difficult.


    To reduce the psychological barriers, things to look after are empowering employees, facilitating employee engagement or feedback, and strengthening team collaboration.

     

    d) Cultural barriers:

    Cultural barriers arise from differences in social values and norms. It’s vital to be aware of ethnocentricity and the hypothesis that all cultures share your organisation’s beliefs, values, and lifestyles.

    Dealing with ethnocentrism will help the team members feel significant and engaged, irrespective of their background. Moreover, you can train your team to prevent business etiquette mistakes in other cultures.

    To reduce the cultural barriers, things to look for are ostracism, stereotyping, or some other ethnocentric behaviours.

     

    e) Organisational barriers:

    Organisational barriers in business communication arise from a dearth of understanding of your business configuration and personnel’s roles. Typically, these barriers occur because employees are either unaware of or don’t entirely understand the existing business structure. These barriers can impact businesses of all sizes.

    Communication bottlenecks and silos are the typical causes of these barriers,

    To reduce the organisational barriers, things to look after are educating employees on how to share/request information, educating team members to contact the right individuals for specific information, and ensuring no loss or delay of vital information in the chain of command.

     

    f) Technological barriers:

    In business communication, technological barriers may arise when people don’t have the proper tools or training to use them. The other causes are lack of up-to-date hardware and lack of systems guiding employees about their duties.

    To reduce the technological barriers, things to look after are frequent technological failures (for example -poor Internet connectivity or computer crashes), slow-performing platforms, and wrong use of technology due to inadequate understanding.

    Types of Business Communication

    There is no exact way to communicate in an organisation. But evaluating different types of business communication and their benefits with limitations helps you decide which strategies work best for the organisation. Types of business communication are listed here:

     

    i. Upward communication

    ii. Downward communication

    iii. Lateral communication

    iv. External communication

    types of business communication

    Let’s get into details of each of these types:

    i. Upward communication:


    Upward business communication flows from a manager to a superior-level executive. This type of
    executive business communication enables those in charge to monitor things happening in the organisation.

    Let’s understand its working with an example. Suppose a data specialist prepares a marketing report comprising website analytics to convey decisions at the top level. In this example, the data specialist is at a lower level of the hierarchy, and it would communicate to the superior level of the organisation. Hence, it is an example of upward communication.

     

    Advantages of Upward communication:

    • The information collected from team members keeps the management responsive to the requirements of their employees. So, employees who feel appreciated would be more dedicated to giving their best efforts.

    • In upward communication, management can recognise issues early before they intensify.

    • The early access to management allows the employees to share their innovative ideas to help the organisation grow faster.

    • Businesses with upward communication are typically popular for adopting a friendly, harmonious environment.

    Limitations of Upward communication:

    • The accuracy with which employees convey information to the higher authorities is limited to their comfort level while communicating with their supervisors.

    • This business communication method is successful only if there is a transparent, accessible, and instantaneous chain of commands flowing from bottom to top.

    How to improve upward communication:

    • Maintain an open-door policy.

    • Regularly engage employees in conversation.

    • Listen to employee concerns while displaying empathy.

    • Arrange anonymous suggestion boxes, Q&A sessions, surveys, email chains, or internal chat forums to collect honest feedback from employees.

    • Use multiple communication channels to guarantee hassle-free accessibility to all workers.

    ii. Downward communication:

    The flow is from management to direct reports, i.e., the top-down approach.

    Let’s understand its working with an example. Suppose the manager shares project information with the team. Another example is the CEO conducting a meeting to discuss the previous year’s performance and discuss the coming year’s objectives.

     

    Advantages of Downward communication:

    • Vital information like instructions, operational details, and clarifications of complex issues can be rapidly distributed in a downward flow.

    • Easier allocation of key responsibilities.

    • Company-specific rules, standards, and disciplinary consequences can be easily strengthened to support compliance.

    Limitations of Downward communication:

    • Employees may feel insignificant, unfulfilled, or unenthusiastic about their work.

    How to improve downward communication:

    • Keep leadership visible, available, and reliable.

    • Provide a communication schedule to guarantee that employees will value and prioritise your messages instead of feeling irritated or overwhelmed.

    • Management must implement friendly body language and ask employees about how the work is going on.

    • Management should maintain exhaustive notes about employees, permitting them to add extra details (if any) when dealing with individual employees.

    • Conducting business communication skills training to train inexperienced employees.

    iii. Lateral communication:


    Its flow is through employees, departments, or managers of identical status in the organisation.

    Here are a few examples of Lateral communication:

    • A team communicates upward and downward via emails.

    • Coworkers participate in a team chat to solve an issue.

    • Managers unite for a brainstorming session.

    • The marketing team discusses the modification of a website’s design with a web designer.

    Advantages of Lateral communication:

    • Helps in problem-solving, information sharing, and task coordination.

    • Valuable for large-scale enterprises that depend on interdepartmental coordination.

    • It tries to merge organically without requiring upper-level approval; hence, it speeds up the communication flow.

    • Conflict and misunderstanding are reduced, and teamwork is reinforced.

    • Employees feel motivated both socially and emotionally.

    Limitations of Lateral communication:

    • Employees might communicate in a more unprofessional, casual tone which can lead to potential quarrels.

    • Teams may grow provincial about the tasks they are working on and dislike interjections from other departments, thus discouraging collaborative efforts.

    How to improve Lateral communication:

    • Communicating via one-on-one conversations, phone calls, or video chat helps avoid misunderstandings.

    • With exceptional written business communication skills, a written follow-up like a memo or email can make meetings more effective and helps avoid confusion.

    • Using contemporary project management tools to facilitate interdepartmental communications can reduce bottlenecks and barriers.

    iv. External communication


    The information flows from within the organisation to external parties like customers, prospects, vendors, the media, investors, sponsors, partners, regulatory bodies, lawmakers, consultants, or the general public.

    Examples of External communication:

    • Deployment of a press release to notify the media about a new product’s launch.

    • Presentation of a sales proposal to create interest from investors.

    • A website informs customers about the benefits of the company’s services or products.

    Advantages of External communication:

    • Positively influences the company’s reputation, making it more desirable to customers and stakeholders.

    • Helps create and maintain good relationships with customers.

    Limitations of External communication:

    • If poorly executed, customers can get conflicting messages that weaken the company’s reputation.

    • Every piece of external communication must be meticulously curated and assessed. Any wrong data, inappropriate quotes, or a missed target audience can descend a whole marketing campaign. So, it can negatively impact the company in the minds of the general public.

    How to improve External communication:

    • Convey straightforward, keeping in mind what readers/customers want.

    • Extensive research will help you know your audience. It lets you use the correct tone, language, and channel.

    • Complement but never replace internal communication styles.

    • Connect customers and employees so customers can more effectively engage with your brand and employees attain a deeper perception of the target audience.

    Various Aspects of Business Communication

    Pursuing a business communication certificate course can familiarise you with the benefits and all important aspects of business communication. Understanding the below-discussed aspects helps you understand business communication better.


    1. Communication is a Two-Way Process:


    Being a two-way process, subordinates can share their suggestions, opinions, and complaints with their superiors. The management can make better decisions after looking at the employees' requests. The two-way process allows employees to effectively communicate what they are suffering from and expect their solutions in less time. As a result, it increases the employees' job satisfaction, and they feel more significant to the organisation.

    The two-way communication process also establishes a democratic environment in the organisation. The reason is it allows free exchange of information. In a democratic environment, superiors and subordinates can share their views without hesitation. Moreover, it helps establish a good relationship between them and eliminates misunderstanding.


    2. Communication is a Continual Process:


    Business communication is not static but a continuous process. It is continually subject to change, and therefore, it’s dynamic. Everything constantly changes- the content, nature, situation, and the people with whom communication occurs. The continuous process brings together both superiors and subordinates under one cloud. Therefore, it facilitates the development of
    effective business communication skills that ultimately strengthens the commercial image of the organisation.

     

    3. Communication is a Continuous Activity:


    Business communication entails a continuous and systematic instruction, listening, and understanding process. The communication breakdown leads to misunderstanding, negative attitudes, conflict, and hostility. Hence, business communication should be continuous across all organisational levels to maintain the information flow effectively. 

     

    4. Communication is a Systematic Activity:


    Business Communication always features a specific audience, purpose, place, time, and specialised content.

    It is a systematic activity because it:

    • Focuses on details and facts instead of merely possibilities and opinions

    • Speaks with precision rather than generalisations

    • It is timely, organised, and conceptual

    • Provides logical reasons for your actions and things being asked

    • Allows time for research and analysis before making a decision

    5. Communication is both Verbal and Non-Verbal:


    Without verbal and non-verbal elements, business communication is impossible.

    The key elements of verbal communication are languages, words, sound, and speech. Verbal communication establishes a personal communication link between the sender and receiver. Challenges linked with verbal communication are a poor choice of words, ineffective use of communication methods, physical disabilities, and subjective opinions.

    The results of verbal communication between subordinates and managers may be compromised in regards to obtaining objectives due to the negative effect of certain factors. Such negative factors are emotional barriers, poor listening skills of the managers, and use of inappropriate language.

    Whether it’s national or international business communication, non-verbal communication holds great significance. Non-verbal communication in a business context can be classified into eight categories –appearance, facial expression, proxemics, gestures, haptics, paralinguistics, eye contact, posture, and body language. Non-verbal entrepreneurship communication skills are important to learn because verbal communication may not always help. If employees feel excited, bored, fearful, etc., they can express their feelings via non-verbal cues.


    6. Time Is an Important Element of Effective Business Communication:


    Proper time management helps organisations to complete tasks with limited effort. Business communication encourages a practice that demands punctuality with time to avoid missed opportunities. Activities like responding to business emails and calls require precision and timely rejoinder.

    Timely communication assists businesses to maintain customer engagement. The rising business competition has led to a heightened variety for customers to choose from, resulting in an extended client control.

    Today, several businesses are losing their customers due to the inability to work on client feedback regarding features such as product and service quality and timely delivery.

    Significance of timely activities enables administrators to promote effective interpersonal communication, thus preventing situations where employees do not have a clear idea of what is expected of them.

    Top Business Communication Features

    After knowing the fundamentals of business communication, you should also know the prevalent business communication features. These trends help you communicate more effectively in the workplace.

             

    Conflict:

    A conflict arises in which there is discord between two parties or groups. It can lead to a prolonged struggle between them. Conflicts in the workplace are quite common, and therefore, it is considered one of the hottest business communication trends. It can happen due to personal issues of employees or interpersonal conflicts created by organisational factors.

    In the recent research on the impacts of Covid-19 on Workplace Conflict, over 550 employees and manager respondents were surveyed to know the current types of conflict in their workplace. Only 22% of the respondents stated that there was no known conflict in their organization.


    Negotiation:


    Business communication is incomplete without negotiation. Therefore, it is one of the topmost business communication features. A business negotiation indicates a process among two or more parties. Each party has its own needs, objectives, and opinions. These aspects help them explore common ground and have an agreement to resolve a conflict, settle a matter of mutual concern, and interchange values.

    The negation facilitates clear communication that prevents misunderstandings and ultimately leads to a correct conclusion. It is vital to listen attentively as well as respectfully. This allows personnel to establish healthy conversations and reduce illogical thoughts.

     

    Communication Flow and Definitions:


    There are four major types of communication flow in a business:

    • Downward communication

    • Upward communication

    • Horizontal communication

    • Multi-directional communication

    Let’s define each of them.

    • Downward communication:

    In this flow, the orders arrive from the top and reach down via the workforce. Downward communication is hierarchical.

    • Upward communication:

    It flows from a lower level to a higher level of an organisation. Generally, workers adopt upward communication to offer inputs, file complaints and make suggestions.

    • Horizontal communication:

    Also called lateral communication, it occurs when employees at the identical level interact. Generally, peer communication is time-saving and helps workers coordinate tasks with each other. Horizontal communication facilitates better cooperation and enhances problem-solving ability.

    • Multi-directional communication:

    Also called diagonal communication, it uses different business communication methods, including downward, upward, horizontal, and multi-directional communication. It usually works the best when the expectations and systems of communication are clear to every member of an organisation. Moreover, diagonal communications enable all employees to use their expertise and knowledge for the organisation's benefit.

     

    Strategic Planning and Business Communication:


    A business plan aids as the roadmap for how an organisation will fulfil its objectives. Similarly, a strategic communications plan guides an organisation’s communications efforts. Since it is the basis for communications and marketing undertakings in the organisation, it is considered one of the top business communication trends. Following this trend helps organisations to attain constant success.

    The strategic plan recognises your priority communications objectives and audiences. It accordingly summarises a framework to understand and execute your communication strategy.

    To follow this business communication trend, an organisation must develop a solid framework for executing the strategy. Other important activities are maximising the use of relevant resources and forwarding marketing efforts according to the strategy’s objectives.

    Strategic planning helps organisations proactively prepare and resolve issues with a long-term perspective. It allows organisations to start influencing rather than simply responding to situations. Proper strategic planning ensures powerful communication between employees and employers.


    Informal Communication:


    From the business perspective, informal communication is known as a ‘grapevine’ because it is difficult to outline the start and end of the communication. Informal communication describes an indefinite channel of communication in which there is no definite chain of command via which the information flows. Thus, the information can flow from anywhere.

     

    How does this trend help business leaders?

    • With informal communication, business leaders can explore the main issues more intensely.

    • It helps them know what their employees think. The informal communication environment thus created helps employees share information they usually keep to themselves.

    • This trend is quite useful if an employee is not meeting the required standards or constantly arriving late.

    • It inspires employees to share their feelings, thoughts, and opinions, which can build team spirit and a sense of belonging.

    Importance of Business Communication

    After understanding the key aspects of business communication, it's easy to realise why it matters so much.

    importance of business communication
    Decision making:


    An organisation can achieve the desired results if they take the right decision at the right time. A communication system is imperative part of making informed decisions. Without a proper communication system, businesses can’t convey their message to the different levels of the organisation. Also, a proper communication system helps to convey the right message to the right person for effective implementation.


    Planning:


    Proper planning occurs when every involved person in the business environment has access to all information influencing planning areas. Hence, communication is required not just for effective planning but also to guarantee effective implementation.


    Minimise organisational clashes:


    Clashes are bound to happen in organisations where different employees work at different levels. But proper business communication decreases conflicts by developing mutual understanding. Business communication helps them to understand the problems, views, and opinions of others and work accordingly.


    Boosts productivity and ensures job satisfaction:


    Effective business communication
    fosters better performance because it lets people better understand their roles. The sources like equipment and money are ineffective in boosting productivity if the employees are not motivated. With a proper business communication method, it is easy to motivate employees, guide them on how to work more efficiently, and thus ensure job satisfaction.


    Establishes strong labour relations:


    Effective business communication
    can create better management and labour relationships. These help labourers communicate their issues and expectations to the organisational head. Consequently, they can freely express their opinions and expect solutions to their problems. Furthermore, it gives the business a competitive edge and helps it make the most of its marketing efforts. Hence, business communication improves labour relations.

     

    Other points that justify the importance ofbusiness communication:

    • An influential speech or an engaging product presentation via a proper communication channel boosts a business’ reputation and generates sales.

    • Proper business communication helps in a new collaboration with a brand or a new line of products.

    • Employees comprehend their roles and their contribution to the company’s success and growth.

    • Effective business communication through live events helps capture the attention of prospects or secure funding for a small business.

    Objectives of Business Communication

    The business communication classes try their best to impart the fundamentals of business communication with all essential aspects. One of the important concepts these classes cover is the objectives of business communication which are explained below:


    Effectively exchange of information:


    Business communication aims to effectively exchange information with internal and external parties for proper understanding.


    Fulfilment of organisational goals:


    Managers always try to seek all the information about the business. This helps them in designing and executing better policies in the organisation. The business can achieve its desired goals with appropriate planning and decision-making.


    Guiding the subordinates:


    Employers give enough directions to their employees about work to be accomplished. Moreover, employees easily grasp their roles and responsibilities via the continuous supply of information and directions from their employers.
    Business communication training for employees frequently happens to ensure subordinates thoroughly understand their roles.


    Motivating the employees:


    One of the key objectives of
    business communication training is motivating employees. Without motivation, they can’t work efficiently, and this will ultimately incur a loss to the business.

    Fundamentally, employees have two types of needs - financial and non-financial needs. Organisations can fulfil the employees’ financial needs by paying them decent wages. But they can fulfil their non-financial needs only by regularly interacting with employees. Regular interaction and motivation help employees in facing their problems.


    Boosting employees’ work efficiency:


    One of the key objectives of business communication is to boost employees’ work efficiency. The businesses give all necessary directions, guidelines, and information to ensure employees thoroughly understand the work profile. Also, the higher authorities in the business guide employees on required improvements, which helps them increase their work efficiency.


    Attracting customers:


    A proper communication channel with customers helps businesses attract more customers. Efficient communication assists businesses in effectively reaching out to their customers with the latest services and products. Customers can interact with the particular business and solve their queries if any. Properly reaching out to customers helps businesses attract new customers and boost profit.


    Training and educating employees:


    Without training and education, employees will have outdated knowledge, which can’t enhance the efficiency of the business overall. An efficient communication network assists managers in educating and offering training to the personnel. Employees can be made aware of the business-specific cutting-edge methods with a proper communication channel. Learning these methods will help employees work more efficiently and smartly.

    Process of Communication

    Business communication is a continuous process involving at least one sender, a message, and a recipient. This is the basic overview of the process, but it’s essential to have an in-depth look at all the involved components. When you have a detailed look at the communication process, you will find that the components are sender, message, encoding, medium/channel, decoding, receiver, and feedback.

    Although there can be many communication processes, the most popular one in a business environment is the linear communication process.

    The following section explains the important components of the business communication process:

     

    i. Sender: It is the source which initiates the communication process.

    ii. Message: It refers to the information, idea, fact, view, feeling, etc., which is originated by the sender and subsequently communicated further.


    iii. Encoding:
    The message produced by the sender is symbolically encoded in the forms like words, gestures, and images before it is sent.


    iv. Media/Channel:
    It denotes the medium wherein the encoded message is transmitted. It can have a written or verbal message. Generally, the medium includes email, fax, telephone, post, social media, etc. The sender decides the medium.


    v. Decoding:
    It refers to the process of converting the message into the encoded form sent by the sender. Subsequently, the receiver decodes the message.


    vi. Receiver:
    It is the person for whom the sender sends the message. The communication’s purpose is served after the receiver receives the message,
    comprehends it, and acts accordingly.


    vii. Feedback:
    It is the process when the receiver authorises to the sender that they have received the message and properly understood it. This stage completes the communication process.

    If the receiver has some doubts, they will ask the doubt in the feedback and rate the response quality based on the service provided.


    viii. Noise:
    Noise is any obstruction created by the sender, receiver, or message during the communication process. Examples include poor telephone connection, erroneous encoding, inattentive receiver, wrong understanding of the message, etc

    Why is an online Business Communication Course better than an Offline Business Communication Course?

    Those who are determined to learn business communication can learn it offline and online at their convenience. The following section discusses the benefits of pursuing one of the best business communication courses online:

     


    Covers all important aspects:



    A
    business communication skills course aims to cover all vital aspects of business communication. You will learn all relevant concepts ranging from business communication methods to presentation skills to building interpersonal skills. Not just the communication skills but the best business communication course also imparts business writing so that you can effectively write business emails and other formal messages.

    The offline business communication course may not consistently teach business communication. It can have barriers like lack of proper tools, inefficient tutors, limited course syllabus, etc. On the other hand, online business communication training allows you to practice your business communication skills via different activities and exercises. By the completion of the online course, you can effectively communicate in various situations at the workplace.

    With multiple live sessions, the online course on business communication tries its best to impart public speaking. Without any fear or hesitation, students can practice public speaking. On the other hand, in offline business communication courses, students may hesitate to practice their public speaking skills because of the physical presence of other students.

    The online business communication courses allow students to interact with their instructors and peers in real-time effectively. They can interact with them in a user-friendly way. This facilitates collaboration and also builds networks of professional contacts. Consequently, when these students enter the corporate world, they become well aware of professional business communication.



    Significant improvement in communication:



    Many online
    business communication courses depend on social media platforms like Twitter or Facebook. They allow students to practise their skills while learning directly.  Also, students get the opportunity to practise their verbal and non-verbal skills in a supportive and safe environment. Whether you aim to improve your communication effectiveness or develop professionally as a leader or manager, pursuing a business communication skills course online is a great option.

    These online courses make it easier to learn how to cope with difficult conversations insightfully. Mentors in online courses continuously evaluate students' performance and guide them where they are lacking. Also, students can instantly learn to polish their presentation skills in real-time and how to engage their audience.

     


    Easy availability:



    These online courses on business communication are easily available 24/7. There will not be availability issues if you want to connect with tutors sitting in different countries with different time zones.

     


    Stores your communication:



    Online business communication courses support a feature that lets you record all your conversations and documents. Especially when you discuss the business field, your communication with your clients or partners must be stored or recorded for any future requirement. You can view those recorded discussions and conversations anytime you want. This also helps you to re-evaluate your performance and also works as evidence.

     


    Allows arranging your priorities:



    These online courses allow you to organise the priority list of responses. You are allowed to choose people who can write it first and who can write it last. Also, you can decide whom to write short messages or whom to write descriptive messages. It is quite easy to go through the emails and organise your priorities.



    Affordability:



    The
    business communication programs are cost-effective. Exchanging messages or organising a video conference is quite easier and more cost-effective than offline business communication courses. You can access expensive communication tools provided by the online course that helps you save time.

    Business Communication Course Syllabus

    • Introduction to Business Communication

    • Methods of Business Communication

    • Proofreading Business Messages

    • Email and Memorandums

    • Types of Business Messages

    • Creating Informal Reports

    • Proposals and Informal Reports

    • Verbal and Non-verbal Business Communication

    • Writing for Business Audiences

    • Written Business Communication Skills

    • Improving Business Writing Techniques

    • Barriers in Business Communication

    • Facing Today's Communication Challenges

    • Presentation Skills

    • Communication Roadblocks

    • Group Discussions

    • Business and Social Etiquette

    • Recruitment and Employment Correspondence

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    FAQ on Business Communication Courses

    What are the important components of business communication?

    The four key components of business communication are encoding, decoding, transmission medium, and feedback. A corporate communication message is encoded and sent by the sender via one or multiple media to the receiver. The receiver then decodes it and responds with feedback.

    What are the benefits of business communication?

    Business communication increases employee engagement, optimises employee productivity and advocacy, enhances interpersonal communication, reduces employee turnover, guarantees better company culture, and boosts knowledge-sharing efforts. Also, it can resolve vertical and horizontal communication silos, discards problems of poor communication with remote employees, and resolves the email overload issue. From the customer viewpoint, it improves customer retention, customer service, and satisfaction. With a suitable business communication certification, you can equip yourself with entrepreneurship communication skills.

    How can a business communication training program benefit you?

    Pursuing a suitable business communication excellence program provides overall personality development by enriching you with business communication skills. This program develops team-building skills that ensure the success of business projects. Improved employees’ satisfaction and morale is another prominent benefit of this program. This training gives employees a supportive workplace that boosts their confidence and morale. 

    Which are the key business communication issues?

    Lack of standardisation is one of the major business communication issues. This issue can lead to confusion amongst the employees about where and when to communicate regarding different topics. Another major issue in business communication is misinterpretation and ambiguity. There is no clear context behind the words exchanged in conversation. The reason is that the people involved in the communication can’t ask follow-up clarifying questions.

    How to improve business communication?

    Practising your listening skills helps you to repeat what you heard and can help you understand it better. Another tip to improve business communication is allowing others to provide their input on a specific issue. This is because communication is all about giving and taking.  Investing in the appropriate communication and collaboration tools is the perfect way to streamline communication, establish valuable business relationships, and collaborate on critical projects. 

    Does asking questions make business communication effective?

    Asking questions helps the administration of the organisation to get feedback. Based on this feedback, it is easy to know the areas that need improvement and how to improve. Moreover, asking questions indicates that the team members are listening, understanding, and providing honour to the speaker. Questions are valuable tools and must be used frequently at workplaces. When asking questions, you can ask for confirmation if you are uncertain about a detail.  

    How do open meetings help in business communication?

    By conducting an open meeting, it is easier to communicate hot topics, innovative thoughts, or concerns with the personnel. When conducting an open meeting, the entire team will not just listen to what is being said but also visualise and feel it. Moreover, it helps the team to voice their opinion in the response. It also streamlines employee communication, wherein the entire team can have face-to-face discussions on any project that demands the entire team’s involvement.

    Is it important to give and receive feedback in business communication?

    Feedbacks provide valuable information that helps to make critical decisions for business success. It is an excellent way of allowing communication to pass openly throughout the workplace. Effective feedback benefits the sender, receiver, and the business overall. Whether the feedback is provided verbally or through a feedback survey, the individual providing the feedback must know they have been understood. Moreover, they should know that their feedback offers some value.

    Is it necessary to create a communication channel in the workplace?

    Especially when business is working remotely, you want your whole workforce to communicate among themselves. Creating a communication channel helps the employees to share knowledge, discuss plans, or plan meetings. One of the common and valuable tech tools for creating communication channels is Slack. It helps your employees to give shout-outs and appreciate other employees when they do anything great. 

    Can informal communication negatively influence the workplace?

    Yes, there are some negative consequences of informal communication in workplaces. Firstly, it can’t be controlled by management or leaders. What employees in the workforce are listening to or discussing can’t be controlled. Since news can spread quickly at workplaces, it becomes problematic if the news they listen to is not true. Moreover, informal communication can cause speculation and gossip, which is not recommended for morale and doesn’t establish good company culture.

    How can businesses gain benefits from informal communications?

    Informal communication can inspire an exchange of ideas among coworkers and colleagues from various business areas. Some of the most successful ideas can originate from two coworkers chatting at a cafeteria in the business premise. It also helps enhance team spirit amid your organisation and extends a sense of inclusion for every member. 

    Do business collaboration platforms contribute to business success?

    Collaboration platforms like Microsoft Teams and Slack effectively discuss topics and share information. Communicating on these platforms makes sure the communication process is secure. Using these platforms ensures cybercriminals can’t gather information about the business. Also, the information shared on these platforms is free from malicious links and attachments. Using a suitable collaboration platform, it is easy to track communication among all the employees.

    How do communicating changes to your business help?

    After you have secured your collaboration platforms and communications, ascertain that staff, customers, and suppliers clearly understand how you’ll communicate. Communicating such changes clearly and meticulously makes future communications transparent. Moreover, it also helps those you communicate with to treat messages from other places as suspicious. One of the best ways to communicate changes in the workplace is to publish a statement describing the changes on your website and then include it in your email signatures. This statement must include details of how you’ll communicate and not communicate.

    Why use Intranet software for business communication?

    Intranet software is an effective solution to enhance workplace communication. It is equipped with tools that streamline day-to-day business processes. Also, it is a powerful internal communications platform comprising easy-to-use collaboration tools. Using intranet software empowers employees to connect and share their ideas in an unbiased business environment.

    What is an “open door” policy in business communication?

    The “open door” policy focuses on having honest dialogue with CEOs and managers. Certain personnel might feel uncomfortable being straightforward with their boss, sugarcoat opinions or don’t speak up. Implementing an “open door” policy encourages employees to bring down something important to attend. It is quite helpful to motivate employees and gradually enhance communication. Moreover, it helps build connections and encourage eloquent conversations that make bringing positive changes to your workplace easier. 

    Why is it beneficial to use social media for business success?

    When communicating with prospects and customers, social media proves to be a powerful aid. It improves internal collaboration too. Encouraging employees to “like”, comment, and share fascinating posts about your organisation help to promote the business in the markets. The use of social media triggers conversations, trains employees about something they didn’t know, and boosts morale. It is possible to embed your social media channels within your intranet so that employees always stay informed about what the company shares with the community.

    Does an internal newsletter make business communication effective?

    When the work volume increases, it’s challenging for employees to keep an eye on what’s happening in the organisation. In such situations, an internal newsletter helps a lot. It is an outstanding method for sharing company news and other important information. Many companies these days have started sending an internal newsletter, and it benefits a lot to them. You can experiment with how frequently you send them out. To make business communication effective, it is better to avoid congesting inboxes with emails and publish the newsletter on your Intranet.