Business Communication:- Important topics.

1.      1. A. Energy of the communicator

Energy in case of verbal or non-verbal communication is always important. It reflects  the body language and the tone of the person. Communication carried out with a sense of confidence and full of energy reflects positivity. It fills the atmosphere with positive vibes. The positivity can be a feeling of inspiration, confidence, or any other feeling which enhances a sense of optimism. The viewers can be influenced by such type of communicator. If we converse with an individual with positive energy, it is responsible for stimulating our thinking. The conversation is built more and many times new ideas are born out of it. It stimulates our thinking. Helps individuals thinking to grow. It helps an individual think in a broader sense and opens new gateways to ideas and thoughts. Thus, communicating effectively with positive energy is of utmost importance.

    B. It is tough to communicate with others.

               This usually (not always) has to do with the fear of rejection. We might transmit, but what if it is not accepted? What if it is dumb? What if it is wrong? In short, will my image be harmed? This is natural. But becomes a hurdle if instead of accepting it and moving on, we manufacture a lot of justifications to make it stay! ("I am just reserved", "They won’t understand anyway", "I would if I did not have an English/stage fear/stuttering/language. problem...") This is solved if we realize it is less about you, and more about having something that you CARE to communicate. Maybe a helpful idea/solution. We then accept that we ARE still afraid/nervous (which is natural) but communicate anyway (because it is worth it). We might want to communicate 100 but lose out 30%. Fear focuses on the 30%. Care realizes that the 70 % is better than 0%.

 

C. Communication Effectiveness

               Effective Communication is defined as the ability to convey information to another effectively and efficiently. Business managers with good verbal, nonverbal and written communication skills help facilitate the sharing of information between people within a company for its commercial benefit.

Significance of Effective Communication: -

-        Construct and Foster Sustainable and Productive Relationship

-        Give space to Innovations

-        Help Build an Effective Team

-        Effective Management

-        Contributes to the Overall Growth of the Organization

D. Theory X Communicators

               Theory X managers tend to take a pessimistic view of their people and assume that they are naturally unmotivated and dislike work. As a result, they think that team members need to be prompted, rewarded, or punished constantly to make sure that they complete their tasks. Work in organizations that are managed like this can be repetitive, and people are often motivated with a "carrot and stick" approach. Performance appraisals and remuneration are usually based on tangible results, such as sales figures or product output, and are used to control staff and "keep tabs" on them. Although Theory X management has largely fallen out of fashion in recent times, big organizations may find that adopting it is unavoidable due to the sheer number of people that they employ and the tight deadlines that they have to meet.

2.    2.   Explain the communication process model and ultimate objective of the communication process? Refer to your mandi field experiences appropriately while answering these questions.

     Communication process refers to the exchange of information (a message) between two or more people. For this exchange to be successful, both parties must have the capability to exchange information and understand one another. Communication fails if the flow of information is blocked for some reason or if those attempting to communicate cannot make themselves understood. In order to comprehend just what communication is – its purpose and value – we must understand the communication process model.

               Five Basic Steps in the Communication Process Model

Step #1 Set your objectives before engaging in communication or starting to convey a message. - What is/are the objective(s)? What action do you want the person who receives the message to take, once they understand the message? Why is the message important?

Step #2 Identify the receivers (the target audience) of your communication. - Makes it possible to tailor your message for optimal understanding. Allows you to target those appropriate for receiving your message.

Step #3 Choose your communication method. - Base your choice on what you are trying to achieve. Consider the skill level of the receiver(s). Pick a suitable form, i.e. telephone, email, power point presentation, etc.

Step #4 Consider your receiver(s). - Your receiver(s) level of competence and understanding. How they learn and receive information best, i.e. visually, verbally, etc. Combine methods of communication to meet the needs of all receivers, i.e. handouts with verbal explanations.

Step #5 Conform your communication to the feedback received. - Look for a consensus of understanding Change your message, type of communication, style, tone, etc. as feedback is received.

The primary objective of communication in management is to convey information—instructions, policies, procedures, decisions, etc., so the listener will hear, read, understand what is said, agree and accept the message, and react as intended by the manager or sender of communication. Other motivating goals or objectives of managerial communication may be social interchange, per­sonal advancement, self-expression. Conversely the employee also has similar goals of communication in an organisation.

3.     3.  Identify and discuss 3 customer objections? Being a Business communication student, explain why and how they are not real objections?

a.      Price Objection: - One of the most common objections is the price objection. It is important to ask probing questions to really understand the nature of this objection. Many prospects use the price objection as a negotiating ploy to determine how much flexibility there is in the pricing, while others use it as a way to object due to budget constraints. It’s best to always be prepared for the price objection. The bottom line on the price objection is that people buy when they see the value. Cost (or price) is what the customer actually pays for the product or service. Value is the benefit that the customer receives from the product or service. It is value that customers assign to a product or service that determines the price. For example, value is what causes customers to pay more for an iPod than a comparable MP3 player. Customers perceive that the design and function of an iPod delivers more value, even at a higher price, than comparable products made by other manufacturers. This is the essence of value.

b.      “I’m Already Satisfied” Objection: - Many times prospects will object with what is called the “I’m already satisfied” objection (also called the need objection). This can be a more challenging objection than price because it might include a hidden objection, an objection that is not openly stated by the prospect but is an obstacle in the way of making the sale. In this situation, a prospect doesn’t state his concern about making the purchase. Instead, he might ask trivial questions to avoid the issue or he might not ask any questions at all and simply state that he does not have a need for the product or service.

c.      “I Have to Think about It” Objection: - While the “I have to think about it” objection might sound like an objection, it is actually a stall. This “objection” usually occurs when a prospect isn’t completely comfortable with you and your product or service. This is the classic stall tactic and is a signal for you to build your relationship. Prospects usually use this objection when they are trying to mask some fear or risk that they have about committing to the sale. Your challenge is to uncover the risk that the prospect sees and build your relationship with him to build a deeper trust.