Communication Skills

 What is communication?

I have been discussing how important communication will be for your success in business. What you might be asked, what does the term communication mean? It is certainly hard to define because it has come to mean practically anything.

Definition of Communication

The word communication means the act or process of giving or exchanging of information, signals or messages as by talk, gestures or writing. Technically speaking, in the act of communication, we make opinions, feelings, information, etc. known or understood by others through speech, writing or bodily movement.

Communication is defined differently by different scholars and thinkers. John Dewey says: “communication is a process of sharing experiences till it becomes a common possession. It modifies the disposition of both the parties who partakes it.”

Edgar Dale says: “communication is sharing of ideas and feelings in a mood of mutuality.”

While according to Aristotle: “communication is a means of persuasion to influence other so that the desired effects is achieved.”

Why do we communicate?

The purpose of any given communication may be:

a)       to initiate some action;

b)      to impart information, ideas, attitudes, beliefs or feelings;

c)   to establish, acknowledge or maintain links or relations with other people.

Initiating Action

Initiating action may be achieved by two basic categories of communication.

a) Expressing needs and requirements.

 This can range from a baby’s cry – or even the bleep of an alarm clock – to an adult’s more precious expression of needs and wants. In a business organization, it would include briefings, instructions and procedure manuals.

b) Persuading and motivating others

It means to carry out the desired course of action, in other words, giving them a reason (other than one’s own want or need) to perform that action. Persuasion of this kind is likely to be a major element in marketing and sales

Imparting Information

Imparting information, ideas, attitudes, beliefs and feelings may have any number of specific purposes.

 ·         Creating awareness

·         Creating understanding

·         Persuading others

·         Influencing others

 Establishing relations

Establishing, acknowledging and maintaining relations with other people are vital functions of communication.

Importance

Communicating effectively in speaking and writing is useful in all areas of business, such as management, technical, clerical, and social positions as we have just seen.

The ability to communicate well has always given advantages to those who possess it. Communication has a rich history. The ancient world, both the East and the West, depended on oral communication. In ancient Greece and Rome, it was necessary to communicate when dealing with matters in assemblies and the courts. During the Medieval and Renaissance Periods, the oral tradition progressed. As writing became more important as a permanent record of communication, authors and books on written communication principles appeared.

So we can say that some of today’s principles of writing are a mixture of ancient oral and written traditions. 

Advantages of Communication in your Career

• Your success in your career is based on your ability to do well in written and oral communication.
• This ability to communicate effectively is a valuable asset for you.
• If your career requires mainly mental rather than manual labor, your progress will depend on how effectively you communicate your ideas to others who need or should receive them.
• Strong communication skills are found in every job description listed by companies’ advertising positions. Communication is a primary responsibility in many careers, such as customer relations, labor relations, marketing personnel, public relations, sales, and teaching.
• Communication is also required in government and non-profit organizations. Communication skills play a major role at every level.
• Even if your work is mainly with figures, as in the accounting profession, the ability to communicate to those who read your financial reports is necessary.

A quality for Promotion

As an executive you must have the ability to communicate if you want promotion. Those who cannot communicate effectively in either oral or written communication, remain in the same positions.

Many surveys have borne out the idea that effective communication is essential for success and promotion in every field.

Communication & Global Market

The way you communicate both within and outside your own country effects everything you do. Moreover your ability to speak and write effectively will also make a difference to your organization. These qualities will help you to be successful in dealing with international business people.

Besides, as a businessman you are required to run the working of your organization smoothly because you are to clearly transfer your objectives, policies, method of working etc. to the people working with you at different levels, so this ability to communicate is very crucial for basic managerial functions.

As a businessman you will regularly plan design and control affairs to maximize your production and minimize your cost. Your ability to communicate effectively is going to help you from the brainstorming step to implementing the objectives that you chalk out for the promotion of your business.

Another factor that is important to achieve the desired objectives is decision making. Here again ability to communicate both orally and in writing helps you make the most of yourself and your organization.

Above all, your ability to communicate helps you in understanding human relationships. Being an effective communicator, you can interact effectively and positively with others. This situation results in an open climate of communication within organization as well as outside it. So communication is of paramount importance to be successful in the business. 

Developing the right attitude

“To the customer, you are the company.” Your attitude when dealing with customers, clients, and the public reflect on the company you represent. Your attitude will reflect your country and your culture.

Each message communicates the essential quality and culture of your company and can either build goodwill or destroy it.

Doing an honest job enthusiastically and competently helps both the doer and the receiver. Answering even routine inquiries should and can be an interesting challenge.

Preparing Adequately

Most of the people can learn to communicate effectively for business if they are willing to devote whatever effort is necessary to prepare them adequately. In addition to the proper goodwill-building attitude, the following qualities are desirable:

• Careful, sound judgment when choosing ideas and facts for each message.
• Patience and understanding, even with unjustly insulting persons.
• Integrity, backed up by a valid code of ethics.
• Reasonable facility with the English language.
• Applied knowledge of the communication process and principles and of successful methods for sending and receiving messages.
• Knowledge of the cultural conventions of your audience.   

Cultural Diversity at work

Today’s workplace is increasingly diverse in age, gender and national origin. Diversity has brought problems to organizations, but it has also brought strengths. Changing demographics have contributed to change in management styles, making effective communication central to success in carrying out the organization’s business.

Advance in Technology

The internet, e-mail, voice mail, faxes, pagers, and other wireless devices have revolutionized the way people communicate. Such technological advances are new and better tools to the workplace but also increase the speed, frequency, and reach of communication. People from opposite ends of the world can work together effectively, 24 hours a day. Moreover, advancement  in technology makes it possible for more and more people to work away from the office-in cars, airports, hotels and at home. So it is easier to understand why communication is so important.