Types of communication:

Business communication can be various types and forms verbal, non-verbal, written and a combination or mixture of these. Today we also have the audio, audio-visual and the sensory kind of communication means. Business communication can be for internal audiences and external audiences, and at the personal, corporate and the product or service levels.

Verbal communication:
Managers and supervisors in organizations spend most of their time at work in communicating verbally in speaking to their colleagues, subordinates and seniors. As with all communication, the objective of verbal communication is to achieve understanding to get desired response and action. In the other words, the right results. Verbal communication is used to inform, instruct, praise, satisfy, appease, criticize, and a host of similar objectives. It is the chief medium by which managers organize, motivate and control their staff. It is, therefore, in every managers interest to learn to speak well and communicate effectively. This will help him improve his own and the organizations performance both in the short and long term.

Characteristics of verbal or oral communication:

It is one-off exercise, that is, it is not repeated and there is no written record to refer to. It is, therefore, important to confirm verbal communication in writing afterwards where necessary. The use of everyday conversational language is most effective. It forms a direct link between the sender and receiver. Both are present when verbal communication takes place. Since the reaction in immediate, verbal communication is quicker. It provides an immediate opportunity to explain or clarify what is being said at the time, so that you can confirm that your audience has understood your message.

Principles and structures of verbal communication:

These are the same for all kinds of communication, namely: (a) accuracy, (b) brevity, and (c) clarity. Clarity is achieved by using the right language which your listener will understand, and by structuring your communication in a logical sequence. The right sequence for effective verbal communication is: Introducing the subject. Developing the argument or logic. Arriving the conclusion. Calling for action, if necessary.

Methods of verbal communication:

The common methods of verbal communication are as follows Among individuals Face to face conversation-those are one to one discussions for various purposes. Interviews-more formal conversations such as job interviews, press interviews, etc. Telephone conversations-between two people for varied purposes. Meetings-to discuss/resolve issues. Grapevine-talk among employees on various aspects and matters concerning the organization and its affairs. Among groups Meetings-on a larger scale to discuss and resolve issues. Presentations-formal speeches, talks, etc. Conferences, seminars, workshops, etc. formal get-togethers to discuss specific issues concerning the organization and business issues. Conversations, interviews and telephone conversations. These three methods are the same in many respects. All three are effective communication methods for exchanging information and developing relationships. All three methods in turn can be formal or informal, and private or open, depending on the situation, what is to be communicated, and the persons involved in the communication.

Written communication:
In business communication, written communication is the only means but which an organization can define and record its structure and its aims, and make them known to everyone concerned. Unlike verbal communication which to a greater or lesser extent is two-way, written communication is one-way from the sender to receiver. The response to any written communication is slower than in face to face meetings or telephone conversations. The writer can rarely be present to see the response of the reader directly, until the receiver responds back, that is, writes back. The important of the written word cannot be overstated, and because it is so important, it is also important that we get it right, first we must define our objectives. In other words, we must know why we are communicating and what we are trying to achieve. If this is not possible then we need to go no further we simply dont communicate. Second, if we are satisfied with the purpose of our communication then we need to understand the techniques by which we can make it effective, that is, how to achieve the understanding and reaction needed in the quickest and most economical way. These techniques relate to the principles and structures of written communication.

Principles of written communication:

There are three principles, as in verbal communication, which we must observe in written communication: accuracy, brevity and clarity. Accuracy: All information must be checked and double-checked. Wrong communication not only negates the purpose of communication, but also casts severe doubts on the credibility of the writer. Brevity: Time is far too valuable to waste in reading unnecessary words. Brevity will encourage the receiver to read the paper quickly as well as understand it better. Clarity: Clarity is achieved by using the right language, that is, words and constructions that the reader will understand.

Structure of written communication:

Virtually all communication should be structured on the same basic lines, namely: Introduction of the subject. Development of the case or subject. Conclusions. Recommendations.

Methods of written communication:

Written communication is necessary and most effective where: The need for the information is important or permanent. The topic requires detailed explanation. Accuracy and precision in wording are essential. The audience is large and widely spread.

The main instruments of communication used in business are: Letters and memoranda. Directives and instructions. Notices. Reports. Proposals. Minutes/Notes of meetings. Manuals. Brochures. House journals. Professional papers. Agreement documents.