Effectiveness of Business Communication - Essay Example

Effectiveness of Business Communication The paper aims to proffer pertinent issues relating to the analysis of business communication and the strategies to effectively communicate in teams. These objectives would be achieved through addressing the following concerns, to wit: (1) by using the list of "Advantages and Disadvantages of Teams" located in page 29 of the reference book, one would provide an example how teams have worked or not worked in one’s workplace; and (2) by using the "Guidelines for Collaborative Writing" on page 30, one would likewise stipulate an example of a situation in one’s workplace where one or more of these steps for successful collaboration writing have been used. Effectiveness of Business Communication One of the most important facets in organizational behavior and performance is communication. It is acknowledged as a basic component in one’s interpersonal relationship with others. Communication has obviously played a crucial role in modifying behavior, effecting necessary changes, and in attaining both personal and organizational goals. Communication is a process which aims to transfer and implement the meaning of symbols from one person, group or organization to another (Martires, 2004). According to Workplace Communication (n.d.), “business communication is defined as the imparting or exchanging of information and the sharing of ideas or feelings. It entails the process of creating meaning” (p. 1). The current paper aims to proffer pertinent issues relating to the analysis of business communication and the strategies to effectively communicate in teams. The identified objectives would be achieved through addressing the following concerns, to wit: (1) by using the list of "Advantages and Disadvantages of Teams" located in page 29 of the reference book, one would provide an example how teams have worked or not worked in one’s workplace; and (2) by using the "Guidelines for Collaborative Writing" on page 30, one would likewise stipulate an example of a situation in one’s workplace where one or more of these steps for successful collaboration writing have been used. Analysis of Business Communication The manner by which individuals communicate in the work setting depends on various factors. Using the list of "Advantages and Disadvantages of Teams" located in page 29 of the reference book, the examples of how teams have worked effectively incorporated the common elements noted for a successful teamwork that included the following: (1) increased knowledge and information; (2) increased diversity of perspectives and views; (3) increased tendencies to unanimously accept a proposed solution; and (4) manifestation of higher levels of performance (Bovee and Thill, 2012, p. 29). In one’s work setting, for instance, it was clearly eminent and proven that the increased information and knowledge works well. By pooling the experience of different personnel either within a particular department or across diverse departments, a team has access to more data and share crucial information needed in the decision making process. If the objective is to increase monthly sales by 20%, people from sales, marketing, production, and finance work together to design strategies to ensure that the target is attained. By sharing crucial information and diversity of view from different departments that would ensure the improvement in products sold, the more that the identified goal is immediately and efficiently attained. Sales people, for example would target repeat and new customers; marketing team would design advertisements and promotional campaigns; production would ensure that the supply of the products are enough to cover the projected increase in sales; and finance people would stipulate the number of volume needed to achieve the identified goal. On the other hand, using the disadvantages such as groupthink, hidden agendas and cost, teams have manifested not working effectively in the work setting. In one’s particular situation, exhibiting hidden agendas and incurring costs that exceed the budget contribute to the teams’ effective achievement of goals. If an individual has personal interests that supersede organizational thrusts (like targeting a particular customer because the customer gives the individual extra benefits in the form of monetary favors or accommodations), then, the achievement of identified organizational goals are compromised. Likewise, if team members do not observe the need to adhere and comply with deadlines and schedules, the accomplishment of targets would be delayed and would prove to be more costly to the organization. Strategies to Effectively Communicate in Teams It is best to communicate in terms of a configuration of interacting elements. Communication should be designed so that the various elements complement rather than negate each other. Using the "Guidelines for Collaborative Writing" on page 30, the steps for successful collaboration writing have identified the following guidelines to assist in improved and more effective communication in teams: (1) selecting the collaborators effectively; (2) identifying and explicitly agreeing on project goals at the onset; (3) time to form and bond prior to engaging in activities; (4) specification of roles and responsibilities; (5) establishment of clear processes and procedures; (6) avoid group writing; (7) ensure tools, techniques and resources are prepared and duly disseminated and communicated among members; and (8) frequently monitor the progress of the group’s performance. Using an example in one’s work setting, the following steps are being applied: goal clarity; stipulation of roles and responsibilities; establishment of process, policies and procedures; as well as frequent monitoring on the progress of the group. Again using the same business scenario when the organization clearly identified the goal of increasing monthly sales by 20%, all teams or divisions are enjoined to develop strategies that would facilitate the explicitly defined goal. Accordingly, various team leaders or managers clearly define tasks and responsibilities of personnel to ensure that there is no duplication of jobs and that all pertinent tasks towards goal achievement have been established. In the sales department, there is the sales manager who oversees and governs the performance of the sales team in terms of planning, organizing, directing and controlling their activities. The sales force have specific responsibilities that identify each person’s target customers, sales quotas, strategies to approach new customers, strategies to address clients’ complaints, to name a few. Concurrent with these, the organization have designed a set of policies, process and procedures that provide guidelines and standards to follow. Aside from ensuring that the personnel follow a specified code of discipline to ensure observance of ethical and moral standards, the organization also strictly enforces programs for motivation and a set of penalties for violating company policies. For example, if one sales personnel could not report to work, the policy on attendance should be enforced by requiring the personnel to advise the company on the reasons for applying a leave of absence and for how many days. This way, the sales manager could assign other sales personnel to cover the scheduled itineraries of the one who would be absent in the applied days. Finally, frequent monitoring is crucial to determine the level of progress made by the team. If for example, the team has sold 10,000 units in the first 5 days and the targeted quota to achieve the goal is 100,000 units for the month; then, the sales manager should determine the strategies that must ensure the achievement of this target for the remaining working days. Conclusion Overall, quality, rather than quantity, is the key to effective communication. When utilized properly at the right time and in the right place by the right people, communication facilitates the organization’s management functions. As revealed, there have been identified elements that facilitate the communicating and working in teams. Likewise, there are strategies and guidelines that enhance communication effectiveness. Through one’s experiences in the work setting, one has validated the applicability of these strategies and has proven that for communication to be effective, one must be attuned to the needs and objectives of all the elements and participants in the communication process. References Bovee, C. and Thill, J. (2012). Business Communications Essentials, 5th Ed. New York. Martires, C. (2004). Human Behavior in Organizations. Quezon City: National Bookstore. Workplace Communication. (n.d.). Business Communication Definition - Improving Staff Understanding with Effective Communication. Retrieved January 27, 2012, from http://www.workplace-communication.com/business-communication-definition.html#axzz1kjeH3vNT Read More