Delivering Messages Appropriately

Subject: Business Communication
Pages: 5
Words: 1468
Reading time:
6 min
Study level: PhD

Abstract

For people to communicate effectively, they are required to convey messages to their recipients in a clear and comprehensible manner. Effective communication also requires that the received information be free of any distortions. Therefore, the success of any communication process depends largely on the input of both the sender and the receiver of the message. Poor communication process, which can arise from the reluctance of either the sender or the receiver to adhere to proper communication procedures, may lead to a lot of confusion, missed prospects, and futile endeavors from both the sender and the receiver. In essence, successful communication only occurs when the sender and the receiver comprehend the information at hand. Appropriate delivery of messages involves two essential steps. First and foremost, the company or the individual who wishes to deliver the message must choose the appropriate communication channel to be used. Secondly, they must decide on how best to structure the message. In addition, messages must be delivered at the appropriate time and place.

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Communication holds a very important part in life. Every day we send and receive information from our friends, family members, and colleagues at work. For this information to be able to serve its intended purpose, it has to be received at the appropriate time and place. If this is not observed then it may end up not serving the desired intention. This paper wishes to explore the things that ought to be done so that a message can serve its intention appropriately. At the onset, it gives a brief background of the definition and evolution of the communication process. Then it goes ahead to look at ways of communicating in the business, modes of message transmission, and channels of communication. Finally, it looks at ways of structuring messages for appropriate delivery.

Introduction

Definition

Communication generally is a process of transmitting information from one person to another. It involves exchanging thoughts and opinions by either the use of speech, writing, or even signs. In most cases, it is a two-way process involving the interaction of at least two agents. For communication to be effective there has to be a medium or channel through which information is relayed. Communication is necessary irrespective of one age, class, or position in life. There are several modes of communication basically subdivided into auditory means, verbal means, and non-verbal means. Verbal means involve the use of speech, song, and voice tone while non-verbal means include sign language, eye contact, and body language (Foster, Ian, et al, 1999).

Evolution of Communication

Communication has successfully gone through evolution from medieval times to present-day sophisticated methods which involve the transfer of information using waves, bits, and other advanced electronic signals. It is a process where meaning is assigned and then conveyed in an effort to create some shared understanding (Hargie, Owen, 1997).

The age of technology has brought along with it an explosion in the communication world making it possible to send and receive information within the shortest time possible.

Communication in Business

Communication has become a very essential tool for business people. Through effective use of communication, it has become possible for businesses to carry out their activities with a lot of conveniences. A business has several options as far as the passing of information is concerned and this depends on several factors.

These factors include the urgency at which the information is required, the method to be used in relaying that information, and the nature of response expected from the recipient of that information. In addition, the time at which the information is being sent, and the location of the recipient are also other important factors.

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Modes of transmitting Messages

A business operating in the modern world has several options which it can use to transmit information. These include web-based communication, e-mails, reports, presentations, telephones, forum boards, or face-to-face meetings. Messages can either be sent to executives of other companies, sales agents, clients, managers, or even employees. Irrespective of the person receiving the message, it is important to comply with some level of formality in order to achieve the desired purpose of disseminating the information to its recipients. Verbal messages are the most common mode of passing information. The requirements of a verbal message may not be as many as those of a written message. They are mostly used in the carrying out of the routine duties of a business enterprise.

Written business messages are preferred when the information to be passed on the need to be compiled and preserved for future use. These types of messages demand extra caution from the person composing them since conveying the wrong information may become permanently filed. The content of written business information needs to be carefully contemplated since its implication is permanent and can either make or break the business. Some of the messages may have not only a social implication but also a financial one. If the message is wrongly written, it may cost the business a lot (Condrill, Jo & Bough, Benny, 1999).

The other type of message is the routine which is normally used when relaying routine information meant for a particular audience. Its contents include mainly the details of upcoming events of the company. These types of messages are sent within the company from the management to the employees.

The positive business message specifically applies to the clients and the employees as well. Normally they are meant to deliver some positive message to employees such as commending them from a job well done. It can as well be sent to the clients thanking them for their continued support given to the company. In addition, it may be used for advertisement or for job hiring.

A negative business message is the other type of message that can be used for business communication. It can be used while communicating to both clients and any other person who has a stake in that business. Normally it is meant to convey a sense of dismay or an element of frustration in a professional way.

The last type is the persuasive business message which is meant to influence the person receiving it to take some action once he receives the information. In most cases, these types of messages are sent to customers by the sales department informing them of a new product in the market. The customer then decides whether to go for the product or not.

Channels of Communication

In order for the message to have effectively served the intended purpose, the sender must ensure that it is delivered to the recipient. The channel used by the sender to send messages should have a mechanism of ensuring that the message has been passed to the right person at the right place and time (Worth, Richard, 1998).

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Definitely, this will depend on the method of communication chosen by the person relaying the information. If he chooses to use verbal communication, then the response can be obtained immediately. However, if other options are used such as writing a letter, then some measures need to be put in place to ensure that a reply is given by the recipient. This can be done by either requesting the recipient to reply back or a follow-up is done using a phone call or any other means to confirm that the letter reached the intended person (Fernandez, 1973). Other means like e-mails will be effective if the recipient replies back after receiving the information.

When the short message service (SMS) is used, the device used to send the message should be able to tell whether the message has been delivered to the other end. Once the sender receives a notification that the message was not successfully delivered, he knows the other options to be applied in order to resend the message.

Structuring Messages

According to communication specialists, there are two most efficient ways of structuring messages. These are the direct and indirect message structures. In direct structuring, the company or the individual first discloses the key point and follows with an explanation of the given reasons. Indirect structuring involves giving the explanations first then disclosing the key point. Communication experts advocate for direct structuring since indirect communication is hard to comprehend. In addition, it is confusing.

Conclusion

It is upon the company or the person sending the information to choose the mode of communication that best suits his situation. The urgency attached to a given piece of information also counts a lot. The nature of the parties involved in the communication process also counts when it comes to choosing the best means of communication. For a huge organization involving a large number of recipients, it is vital to assign this role to a communications department. This department will be held accountable for all the correspondences that an organization makes and keep records of the same.

References

Condrill J. & Bough B., (1999).101 Ways to Improve Your Communication Skills Instantly. Washington DC: Goalminds Publishers.

Fernandez R., (1973).Messages. New York: Richard West Publishers.

Foster I., et al (1999). The grid: blueprint for a new computing infrastructure Advanced computing Computer Systems Design. Michigan: Morgan Kaufmann Publishers.

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Hargie O., (1997).The Handbook of Communication Skills. London: Routledge Publishers.

Worth R., (1998).The career skills library. London: Ferguson Publishers.