Communication etiquette in business - Research Paper Example

?Communication etiquette in business This research contains general introductory comments and defines communications by exploring the importance of having a communication etiquette. The second part contains the forms of communication in a business environment. It then explores the different communication etiquette techniques. The following part contains the importance of this communication etiquette and eventually concludes on the appraisal of this kind of communication and a recommendation that business should adopt in order to achieve success in their daily duties. Communication etiquette in business Introduction Communication in business is an everyday activity that takes many forms. “The nature of communication employed has an acceptable conducts and demeanors that are deemed appropriate in the corporate world” (Kunkel, 2010). In addition, communication etiquette provides rubrics of behavior which guide communication and civilized interaction among employees in a business setup. It is important to note that business persons who obey these guidelines realize success in their business. Research shows a powerful correlation between appropriate etiquette and corporate success. This paper reviews various business etiquettes while giving examples of how proper communication should be conducted in a business environment. The manner and speed at which communication in a business environment is conducted has undergone drastic dynamics in the last few decades mainly because of technological advances. For this reason, the manner and style of communication have taken different dimensions causing a collision between private and official communications. Forms of Business Communication Much of communication in business is verbal communication. This occurs where an individual conveys a spoken message to the receiver. The second form of communication is written communication where an individual either sends an email or a letter to a different correspondent or a group of persons. The third form of communication is the body language. Body language plays a crucial role in adding meaning to messages conveyed through other modes of communication. It is therefore important that a communicator fully understands the unwritten ethnic decorum pertaining communication in order to build strong and effective interpersonal skills. “All these forms of communication have an attached standard or decorum that separates an ethically communicated message from unethically communicated one” (Seth & Adhikari, 2010). For instance, business partners or customers etiquette will go a long way in maintaining good interpersonal relationships while boosting the company’s brand name. All the emails sent to the company need to be responded to with the urgency they deserve. This is particularly important as it builds trust and respect on the part of the respondent. However, this does not mean that calls should form a major part of distraction in business. In fact, to maintain focus in business, making and answering phone calls should have designated times unless the call is urgent. Proper Communication Practices in Businesses It is imperative to note that an effective, precise and clear communication in business is an important ingredient in promoting positive impressions that would eventually lead to success in business. It also promotes productivity among employees of an organization. On the contrast, use of improper communication taints the business reputation. The question that every communicator should ask is whether the communication decorum that he/she uses is acceptable or not. A matter such as text abbreviation while writing an e-mail, receiving and making frequent phone calls in a business or staff meeting is a common behavior nowadays. Some of the challenging areas of business communication include: listening, appreciation, communication clarity and details and keeping promises. It is important to note that communication is a process whose practice is dictated by specific protocols governing spoken, written and body language. Effective communication skills in a business environment are an important exercise as its use can either promote the growth or downfall of a business. In this type of communication, basic issues that pertains, self-respect, courtesy and devotion to social values can promote growth and productivity of the business as one would be able to work with different individuals from diverse upbringings. Nonetheless, active listening is vital in promoting good relationship at work as this builds confidence and trust among persons conversing. It is therefore paramount to show respect by having direct eye-to-eye contact during face to face communication. Understanding your co-workers, clients and business partners is vital in the success of any business venture. This can be achieved through appropriate business communication. Whatever the case may be, communication among all the stake holders is paramount. Body language is another important aspect in etiquette. “There is a need for workers in a business setup to practice or learn appropriate handshake whenever they execute greetings” (Chaturvedi & Chaturvedi, 2011). One most important aspect of the accepted etiquette is the use of a firm grip which should not be too strong or too weak. This should be accompanied with a confident look and active listening. In addition, communication should follow a systematic order of points with fewer distractions supporting presentation of points with effective body language. Since communication is a two way process, there is always a need to pay close attention to what others say. This will help in responding or acting appropriately on issues of concern. It is important to note that business communication etiquette recommends the use of smart language free of grammatical mistakes. It also recommends the use of kind words such “please…”, “thank you…”, “kindly…” among others. The use of such words portrays one as good mannered and respectful. Kindness should not only be seen in spoken language, it should also show up in the written messages. For instance, business communication etiquette recommends that written messages ought to be replied within the shortest time possible upon reception, perhaps within the same day or early the following day. The etiquette proposes the need to have a clear boundary on what is possible and what is not possible. It further proposes that while passing out messages, clarity and sincerity should be adhered to. What has so far been discussed in this paper is communication among employees within an organization. Communication etiquette in regard to customers is an equally important matter in business communication. A standard decorum governing communication with customers suggests the use of courteous and respectful language even when customers run mad on some issues. Business adverts and customer service matters should be handled with utmost care as wrong adverts can have negative adverse effects in business if the intended message fails to reach the market segment desired. As mentioned earlier in this paper, cultural norms and standards vary from one country to another and in different regions. It is therefore important to understand that what is acceptable in one country or region may not be in another. This is particularly important for multinational companies who need to gain an understanding of the different cultures existing in places they do business. “This understanding will help them cope with diverse characters in different geographical regions” (Seth & Adhikari, 2010). Business etiquettes recommend that a communicator must concentrate in one activity at a time. For instance, while making a phone call, one should avoid possible distractors as checking mails. In addition, messages carried on the emails should be fully understood so that while responding or answering to the messages, appropriate reply and action is delivered. Importance of Communication Etiquette Good communication in business has numerous benefits because it braces feelings of comradeship and a spirit of cohesiveness among co-workers and other stake holders. This promotes productivity, inventiveness and cooperation in the business. A polite communicator often command enormous respect and trust from the person he or she communicates with. This is portrayed in all manners and actions in matters such as opening a door, helping burdened co-workers do part of their tasks, self-introduction and handshakes. Although many people disregards concepts of etiquette as essential in business communication, these concepts promote interpersonal communication in a business setup. These conceptions are not right. In fact, etiquettes are intended to make people feel good and further inform workers on what and what is not expected of them. Business etiquettes are also intended to promote adherence to basic social orders. It is important to note that appropriate business etiquette upholds the usefulness of knowing names of workmates and other employees. This as earlier mentioned goes a long way promoting perfect relations with customers, vendors and the executive. It is very important to realize that regardless of individual roles in the day to day running of the business, those in top management positions should always look for time to meet employees in order to acknowledge their contributions in the business. These employees offer enormous contribution and are key players in ensuring a successful business. It is important to note that the main aim of modern business etiquette does not intend to criticize the actions of others. Persons in an organization may agree and disagree on some matters. This does not mean that in communicating dissatisfaction one should be objective appreciating the fact that we all work for the common good of the business by offering our best. “It is not always good to judge others based on what they do wrong” (Guffey & Seefer, 2007). It is important to appreciate the strengths while guiding towards improving on areas of poor performance. This is because in today’s world of business, every individual taking part in the business would like to be branded in positive ways and in a way that build their social and professional development. On the hand, many businesses strive towards building business brand names that will outwit other companies in the market. Although technology has had a positive impact as well as made it hard to adhere to positive etiquette, it should be noted that etiquette is a way of life. Every successful business is a factor timely feedback, appreciation of individuals. For this reason, proper communication should be upheld as an important aspect in promoting success. In this regard, businesses need for their continued effectiveness and success. “This is vital for sustained influence, innovation and success” (Kallos, 2008). There has been a conflict between civilization and good manners in business. This is due to the perception that the modern technology offers more or advanced civility in communication. This is a very wrong perception since etiquette and courtesy in business offers employees, corporates and customers from diverse origins and cultures to freely interact with a view of maximizing production. In fact, good manners contribute immensely to work flow and productivity. Conclusion In conclusion, good manners in business portray a positive brand of a company. This is the reason behind people’s liking to do business with organizations that show respect and treat them in a civilized manner. In addition, employees would always like to work and be associated with working environments that are pleasant, welcoming and civilized. “Etiquette entails consideration and respect for all regardless of their social, economic or political stance” (Chaney & Martin, 2007). The main concern here is the urge to make all have a feeling of comfort. Finally it is vital to understand ethical communication skills in business as it promotes success both in business and personal career. Good communication is a key aspect in job seeking, job performance, career development and corporate success. Today’s corporate world is a dynamic one. This is because of the emergence of high competition among businesses in the world, dynamism in the mode of management and increased team based management which call for proper business communication etiquette. “In this regard, businesses ought to develop teams equipped with strong communication skills and etiquette in order to make informed decisions, objective messages in communication that meet ethical and accountable levels” (Martin & Chaney, 2012). References: Martin, J. S., & Chaney, L. H. (2012): Global business etiquette: A guide to international communication and customs. Santa Barbara, Calif: Praeger Chaney, L. H., & Martin, J. S. (2007): The essential guide to business etiquette. Westport, Conn: Praeger. Kallos, J. (2008). Business e-mail etiquette: The manual. Canada: Lulu Guffey, M. E., & Seefer, C. M. (2007): Essentials of business communication. Mason: Thomson South-Western. Seth, A., & Adhikari, B. (2010): Business communication. New Delhi: Tata McGraw Hill. Chaturvedi, P. D., & Chaturvedi, M. (2011): Business communication: Concepts, cases and applications. Delhi: Dorling Kindersley. Kunkel, L. M. (2010). International Business Etiquette and Manners: An Investigation of the Key Differences in Practice between the United States of America and Japan and their Effects upon Communication and Working Relationships. Minchin: GRIN Verilog GmbH. Read More