Body Language as a Form of Communication Between Business Partners - Essay Example

? Communication Etiquette within a Franchised Business 16th, September, Communication Etiquette within a Franchised Business Introduction The concept of etiquette remains one of the most essential aspects in doing business. Doing businesses requires one to know how to act around their colleges or business partners. Business etiquette requires that people treat each other nicely irrespective of the diversities such as culture. Business communication takes different forms, which may range from face to face interactions, emails, phone calls just to mention but a few. Business etiquette is not just about practicing niceties but also entails avoiding irritating others for unnecessary reasons. I decide to discuss business etiquette in business particularly in franchised business since communication is very crucial in any form of business. Additionally, the way that communication is done is even more important and it determines how well the employees and the clients relate to each other. This paper focuses on the different communication etiquettes used in the business field particularly in franchised business spread across different nations. While doing business it is critical that the persons involved be in a position to communicate appropriately irrespective of their differences in culture and language. Being from different culture results in differences in mannerisms thus the need to have specific etiquettes to govern how business is conducted. Over the recent past, there has been great demand for development of communications skill particularly in the franchised businesses. This is due to the need to optimize business operations. Business franchising has become a common phenomenon over the recent past. However, most franchise business end up collapsing as soon as they are formed, which is mainly due to lack of or poor communication. Etiquette entails making other people feel good and appreciated, which is crucial in business set up (Chaney & Martin, 2007). Communication in business settings takes different forms. The forms include written documents such as letters and memos. Additionally, communication may involve phone calls, video conferencing, or through emails. Moreover, social media has become a means of communication that franchised business are increasingly adopting (Martin & Chaney, 2012; Chaney & Martin, 2007) Communication using emails and letter is governed by some basic rules, which are considered the etiquette. Letter writing is quite a common communication strategy between businesspersons. The way a letter is structured and the language used demonstrates ones communication skills. Errors such as undated letters as well as spelling mistakes portray negative aspects about one’s communication skills. The letters should also be clear and specific without any jargon. Letters and emails should also be standard. This can be made possible by designing a specific template. The template can be modified to suit different purposes (Brookins, 2012; Thompson, 2011). Communication and Etiquette Communication is the process of encrypting and conveying a message to an individual or group of people. There are different ways of communicating in business setup, which may include body language, verbal or written means. The etiquettes may vary in different parts of the world and is mainly determined by the culture of the people doing business. However, there are certain conducts that are considered common in the business field and are crucial for the success of any business. Communication etiquette is very crucial in franchise business since this kind of business is often spread worldwide across different cultures (Fox, 2008). Since communication is one of them most crucial aspect of doing business, it is important to practice good communication for effective business transactions. Good business etiquettes entails respecting and adhering to other people’s cultures in addition to being courteous to colleagues and other stakeholders. Good business etiquette helps in making positive impression, which is crucial in business. To understand the communication etiquettes, it is important to give a brief discussion on the different communication modes. In most business settings, communication takes verbal, as well as nonverbal forms. Verbal communication involves spoken messages, which can be delivered in person or communicated through electronic devices such as phones. Non-verbal communication involves both written messages and messages delivered through ones behavior or body language. Written communication may take form of letters as well as emails. Another form of communication is body language, which is important in meetings. Body language helps communicate the underlying message or the meaning of one’s words. Body language can help people tell whether you are being sincere or deceptive. It is thus crucial to cultivate proper communication to ensure that appropriate message is delivered. Importance of Good Etiquettes in Franchised Business In business, people require to be appreciated, given feedback and other forms of information in a good and understandable way. Excellent communication in business is important and it determines how effectively operations are conducted. Additionally, proper communication increases cohesiveness between the stakeholders. Cohesiveness helps enhance innovativeness since the employees are ready to share ideas. If the superiors communicate appropriately with their subordinates, they are able to motivate each other to work harder. For example, lack of feedback may lead to lose of good relations between the business owners, the employees as well as with the clients. Therefore, good etiquette helps in appropriate running of the business since it fosters a good relationship between the corporate and the franchisers. On the other hand, inappropriate communication or miscommunication has the effect of destroying the relationship between business stakeholders. It also deters networking and attainment of new clients. Additionally, communication should be done timely. This means that instruction or any other form of information should be delivered earlier to ensure that they are implemented in good time. After an activity such as delivery of a product has been done, it is always good to give a feedback on the condition of the goods. It is good to manage your emails in a way that the most urgent ones are addressed early and in good time. With technology, communication modes have been modified and there is need to use the different communication modes appropriately. Though the communication means differ, there are certain aspect of communication that remains unchanged and display either bad or good etiquette. Practicing courtesy in communication makes it easy for people to relate appropriately. Good business etiquette is treating others the way you would like to be treated (Brookins, 2012). Aspects of Good Business Etiquette Several mannerisms demonstrate good business etiquette in franchised business. Treating ones employees, partners, clients and other stakeholders appropriately helps in selling a company or a franchise brand. These include sending a thank you note after a successful business transaction. A thank you note reflects good behaviors of the company involved. Another aspect that demonstrates good business etiquette is being able to know and remember the names of the persons you do business with. Referring to people by their names helps in development of a good relationship. This should include the names of the employees, both superior as well as those who may be in lower ranks that you. This should also include acknowledging the roles of all the employees and clients irrespective of their roles. An additional aspect that demonstrates good business etiquette is never to discuss business matter in an elevator even if you are just with your business partners. Doing this may portray bad mannerisms and spoil your company’s reputation. Additionally, you should always pay attention during meetings and avoid using gargets such as phones during the meeting. It is good etiquette to put off the phone during such meetings to prevent distractions. Appearing distracted during the meeting demonstrates lack of interest (Fox, 2008). Another problem that arises due to lack of appropriate communication etiquette is criticism. Most people tend to criticize each other especially when they use a different strategy to tackle an issue. This results in some people fearing to do things differently since they fear failing and facing criticism. The problem is even more serious when the criticism is coming from the supervisors or managers. There could be set rules on the dos and don’ts of an organization, but proper etiquettes demands that an appropriate strategy be used to correct erroneous employees (Martin & Chaney, 2012). Another display of good etiquette is including ones number while sending an email so that the person involved can contact you in case he or she needs further clarification. Additionally, attachments should be avoided since some people fear opening emails due to fear of them being virus. However, in case one has to include an attachment, it is always courteous to notify the recipient of the contents in the attachment (Thompson, 2011). Greetings are a nonverbal way of communicating. However, the way people greet each other differs in different societies. A good example is a firm handshake that is considered a sign of aggressiveness in the Middle East while it is considered a sign of warmness in western world. It is good to learn the different forms of greeting in different parts of the world to avoid being misunderstood. During business negotiations, nonverbal communication plays a crucial role in determining if an agreement will be reached. Signs such as crossing of hands may demonstrate defensiveness while using gestures may be interpreted to mean aggressiveness. It is thus important to learn the etiquettes of the people you are doing business with to prevent misinterpretation of ones gestures. Another time when people doing business are likely to please or disappoint their colleagues or business partners is during business dinner or lunch. During such occasions, it is good to arrive about five minutes earlier since punctuality is a sign of good etiquette (Chaney & Martin, 2007). Other aspects that demonstrate good etiquette include returning phone calls, comprehensible communication which can be clearly understood, keeping promises and listening carefully before responding. Additionally, appreciating other people such as ones employees and colleagues is important and it helps improve the relationship between the employees. Request made by employees or clients must be followed up and addressed timely and appropriately (Fox, 2008). The etiquettes to be followed might differ depending on the means of communication. For example, using emails requires one to return the business emails sent timely. The messages should be easily understood. It is also appropriate to keep the messages brief and to the point by ensuring that, you only communicate relevant information. The heading of the email should convey the urgency of the information (Fox, 2008). Cell phones are another mode of communication commonly used in today’s business, which is inclusive of franchised business. While in the workplace or office, it is appropriate to keep the phone in vibration mode to avoid distracting other workmates. Additionally, private calls that discuss ones private life should not be answered in the workplace. It is thus important to avoid such call particularly while in the office. It is also good etiquette to avoid talking too loudly while on the phone. However, all business call should be returned. The call can be brief but should communicate all the necessary details. It is not appropriate to make unnecessary call to ones colleagues or business partners. Keeping on making frequent inconclusive calls is inappropriate. It is more advisable to make few calls, which should be when one has all the details you want to communicate (Chaney & Martin, 2007). Other basics of god business etiquette include practicing appropriate handshake. This could be done by using a given handshake on your friend and asking for their opinion on the appropriateness of such a handshake in business settings. Additionally, it is courteous to stand up when shaking hand with other business partners. This should be irrespective of ones gender. It indicates respect and helps create a favorable environment, particularly before undertaking business negotiations (Fox, 2008). Examples of Bad Etiquette Franchised business mainly entails communication between people who might never have met. Communication is thus rarely or never face-to-face. Good communication etiquette is thus very crucial. However, several instances that demonstrate improper etiquette are likely to be displayed particularly when using emails. The main problem associated with email is use of inappropriate language (Fox, 2008). Most people assume that email is an informal means of communication and tend not to care about the language used. Some people tend to use short hand. Another common habit especially in franchised business is the yearning to force people to buy tour products. This could be by continuously explaining the good features of the object even when someone says he or she is not intending to buy. It is always respectful to respect other people’s wishes or opinions. Sending multiple emails or messages to communicate the same message is an additional and common bad etiquette. Some people tend to be bothersome and when they call their colleagues and find that they are unavailable, they go ahead and use other multiple means of communication to convey the same message. It thus becomes annoying when the person has to read the same message from instant messaging, email and maybe a written note (Mccammon, 2011; Fox, 2008). Conclusion Communication is significant in any business particularly in franchised business that is conducted across different cultures. Different nations are characterized by different culture hence different mannerisms. It is thus crucial for one to understand and respect the culture of the people you do business. Communication takes both verbal and non-verbal means and can portray the right or wrong message depending on how it is done. Verbal communication could be face to face of through electronic devices. In either case, communication should be to the point. Unnecessary calls can affect the relationship between business partners and is thus discouraged. Non-verbal communication could be through either written messages or body language. Written messages can be either emails or letters. In both cases, the message should be easy to understand but detailed enough to deliver the intended message. Body language is a form of communication that often accompanies body language. Simple actions such as a handshake communicated ones feelings or views about something. However, interpretation of body language differs across cultures. It is thus crucial to understand the culture of the people you do business with to avoid misinterpretation. Bad communication etiquettes include criticizing other people through the emails. Additionally, sending multiple messages to deliver the same message is bothersome and inappropriate. Practicing appropriate communication etiquette is important since it encourages cohesiveness between business partners in addition to motivating the employees to be creative. References Brookins, M. (2012). Communication Etiquette in Business. Retrieved Sep 15, 2012, from http://smallbusiness.chron.com/etiquette-writing-business-letters-2851.html Chaney, L., & Martin, J. (2007). The Essential Guide to Business Etiquette. New York: Greenwood Publishing Group. Fox, S. (2008). Business Etiquette For Dummies. New York: John Wiley & Sons. Martin, J., & Chaney, L. (2012). Global Business Etiquette: A Guide to International Communication and Customs. Nework: ABC-CLIO. Mccammon, R. (2011). Is There Proper Etiquette for Videoconferencing? Retrieved Sep 15, 2012, from http://www.entrepreneur.com/article/220542 Thompson, D. (2011, July 14). Workplace Basics: Business Communication and Etiquette 101. Retrieved Sep 15, 2012, from http://studentbranding.com/workplace-basics-business-communication-and-etiquette-101/ Read More