Business communication involves interaction, building links and a constant flow of data and information inside and outside a company. Its management directly affects the health and performance of the organization.
Being one of the core components of any effective organization, below we review some approaches to what business communication is, what its characteristics are and what its scope is in the professional field.
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What is business professional communication?
Essentially, business communication is the process of transferring information between people inside and outside a company.
Towards a more specific definition, it implies the set of communicative activities that occur in a company or organization in order to achieve the global objectives of the company or institution, which are usually related to the transmission of an imprint or the reception and issuance of messages in the socioeconomic and cultural environment where it carries out its activity.
And this involves managing the business climate and culture, identity and image (notoriety), reputation, crises, relations with the community and the press, CSR and sustainability actions, among others.
Sometimes also referred to as organizational, corporate or institutional communication – depending on the type of organization to which they refer -, it involves producing and distributing information (whether in written, oral or non-verbal form) between multiple areas of an organization with one or several specific objectives, including strategically impacting internal and external audiences and the social environment.
In Organizational Communication (1984), Dr. Gerald M. Goldhaber describes business communication as “the flow of messages within a network of interdependent relationships” which, following Miguel Antezana, Master in Business Administration from the Polytechnic University of Madrid, has an internal dimension (which occurs within the organization) and an external one (aimed at different audiences outside it).
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5 characteristics of business professional communication
Business communication has certain characteristics that differentiate it from other forms of communication. Among these it is possible to mention, for example, that:
1. It is goal-oriented
Business communication shares characteristics with other communication disciplines:
2. It is omnipresent and inevitable
Business communication is a phenomenon inherent to human beings, omnipresent and inevitable. In both its formal and informal manifestation, it is essentially social.
3. The communication flow is continuous
It doesn’t have a specific ending. Once an objective is achieved, communication management continues to develop to achieve new objectives.
4. It is linked to the time factor
Professional communication in every company is transformed in relation to the temporal variable. Each goal and project must be completed within a stipulated time and depending on this, communication must be adjusted.
5. Flows in a specific direction
In both the formal and informal spheres, the content and information transmitted in the environment of an organization has a specific direction. In formal communication, for example, information usually flows in a vertical, horizontal, or transversal direction. In informal communication, meanwhile, it can develop in different types of networks (in a circle, in a chain, in multiple ways, etc.).
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What are the objectives of business professional communication?
Business communication has various objectives, among which, for example:
- Dynamize management so that the company can achieve its objectives.
- Optimize mutual understanding within organizations
- Train and educate the people who make up the organization
- Develop coordinated work plans, as a team.
- Manage information with the environment.
- Always intervene in pursuit of business efficiency.
- Build strategic links and trust
The importance of business professional communication
Business communication is decisive in the strategic management of any organization, company or institution, while, as the matrix of the organization’s conduct, its management is key to the integration of work teams and their complementarity in the processes of obtaining common goals and achievements.
In contrast, the lack of professional communication management in business ecosystems causes a negative impact on the culture, identity and reputation of any company, is harmful to the work environment and directly influences vital indicators, such as those of excellence, quality and productivity.
Types of business professional communication
The business world is constantly evolving and its categorizations accompany the change. However, roughly speaking, two major areas of action are usually considered: internal and external.
In the case of internal business communication, the communication flow can take different directions and take a certain form, such as ascending, descending, vertical or horizontal. And in this area, we work on the culture and identity of the organization, the climate, the teams and forms of leadership, among others.
On the other hand, at the level of external business communication, there are also different categorizations in relation to the problems and needs that the communication team must face.
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Internal business professional communication
It refers to the communication management that occurs within a company, between its members and the different departments.
Among the objectives of an internal business communication plan are to optimize the organization and the information exchange between its different areas, improve the climate, understanding and administration, promote knowledge, build corporate identity and encourage involvement and participation within an organization. company.
Depending on the direction of the communication flow, internal business communication is also categorized as:
Horizontal internal communication
The interaction occurs between peers, between members of the same hierarchical level within the company, such as, for example, colleagues from the same work area.
Downward internal communication
The message is issued from high hierarchical levels within the company’s organizational chart and is directed towards lower hierarchical levels, such as, for example, from a manager to an employee. It is unidirectional and commonly applied to instruct, notify, inform or include participants in decision making.
Upward internal communication
In contrast to descending, it is the interaction that is established from workers at a lower hierarchical level to higher ones. It allows exchange and feedback, commonly used to provide ideas, perspectives, suggestions and other formal requests.
External business communication
This is communication management aimed at the target audience, clientele, external collaborators, suppliers and any individual external to the company or organization.
Its objective is to guarantee an adequate projection of the company in its context, through the transmission of strategic messages and the construction of a prestigious public image. In turn, depending on your goals, external business communication can be high-profile, strategic or operational.
External communication of notoriety
It is the communication management through which the company projects its image as a brand, products and services in society. It is linked to marketing and advertising, promotion, sponsorship and other activities that present the company so that it achieves notoriety among its audience.
Strategic external communication
Seek to collect relevant data and information about the competition to establish a more favorable competitive position in the market. It also involves the analysis of economic variables, changes in labor legislation and any other data that can positively influence business strategy.
Operational external communication
It is related to the activities and daily development of the organization or company. In this sense, it is developed in the short term and enables day-to-day management.
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Advantages of business professional communication
Some of the advantages of business communication include:
- Increase productivity
- Achieve a better work environment
- Innovate
- Find new business opportunities
- Motivate a sense of identity and loyalty towards the company
- Promote dialogue with and stimulate customer satisfaction
- Guide people management to prevent and solve problems
- Boost reputation
- Favorably impact the environment and society
- Prepare the organization for change.
Conclusion
Effective professional communication is a critical skill for success in any industry. Following these tips and strategies can improve your communication skills and build stronger relationships with colleagues, clients, and customers. Remember to be clear and concise, practice active listening, use non-verbal communication, choose the right medium, be professional and respectful, practice empathy, give and receive feedback, be proactive, and use storytelling to communicate your message effectively.
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Contact with IBAS: +201000498154