Business Communication Design
Chapter 1 :The Basics
· What is communication?
Communication is the exchange of information between people. It can be done using a variety of methods.
When we think of communication the first thing that comes to mind is the way we communicate, through language. While this is one of the primary ways through which people communicate there are other ways: symbols (the written form of the spoken language) and body language. Also, the way we communicate and the way some symbols are read also depends on different factors like culture and our relationship with the person or people we are trying to communicate with. The way we stand, the pitch of our voice, the speed we speak with or even some sub-conscious gestures we make, all make up communication.
· What is communication design strategy?
A design strategy is like a plan which helps business people communicate more effectively.
In order to get ahead in business, a company must be able to communicate well with its clients. This means that it has to be able to listen to what the clients have to say and also to be able to project correctly what they want to tell the clients. A part of communication design, besides figuring out the way to say something to clients, is also deciding on how to distribute that information (through flyers, PowerPoint presentations, etc)
· What is the meaning behind symbols?
Symbols have a wide variety of meanings. Those meanings are determined based on intrapersonal, interpersonal, contextual and social factors.
This means that the meaning of symbols is determined firstly by an individual, based on their knowledge and past experience. Secondly, as people develop relationships and communicate with each other the meaning of a symbol is negotiated and tweaked to represent the same thing for both parties. Our surroundings also determine the meaning of symbols, as does our greater social environment and culture.
· What is High Fidelity?
High fidelity is the ideal communication, when total mutual understanding is achieved.
When people communicate, they try their best to get the correct message across to their speaking partner. Many things can interfere with the message someone is trying to convey and they are collectively called noise. This can be internal noise (when a person is too preoccupied to listen or try to comprehend fully or is too emotional), external noise (environmental interference like loud sounds, high temperatures) and message-based noise (typing errors, misinterpretation of words etc). When all of these things are overcome High Fidelity is achieved.
In this chapter we are told about the basics of communication. It is explained that communication is a far more complex process than it initially looks and that to communicate fully, without being misinterpreted is a greater challenge than many realize.
Chapter 2: Business Directions
· What is Business communication?
Business communication is the creation of meaning, relationships and structure through the exchange of business messages.
Business communication creates structure in the sense that the way a company organizes its entire structure is coordinated through human interaction. Also the relationships in the company are determined through communication. One can clearly determine the position of different people in a company and their relations to each other through their communications.
· What is a communication network?
Communication networks are the means and pathways through which messages travel amongst a group of people.
A communication network uses different channels to get its point across. These can be human, technological and structural channels. Also the direction of the flow of information can be downward (from superiors to subordinates) or upwards (from subordinates to superiors).
· What is the influence of technology in communication?
With the development of the internet communication became a lot simpler.
This information revolution led to the creation of Intranets, which are internal company networks which allow employees to communicate between each other. The World Wide Web allows for businesses to be conducted in a simple and fast way both domestically and internationally.
· What are informal communication networks?
Informal communication networks are when messages flow in all directions with ought any levels of authority.
The informal communication develops and reaches its audience through the grapevine and gossip. Or it is more correct to say that the grapevine carries the information while gossip is the umbrella term for false stories and malicious rumors. Most information on the grapevine is correct however and spreads very quickly. It is a good short-cut compared to formal channels.
Chapter 3: Mapping out message goals
· How do you map out goals?
A goal is an outcome that you wish to achieve and it is the reason you communicate.
Goals can be primary and secondary. The primary goals are the main reason for your communication, the main things you want to achieve. Secondary goals help to achieve the primary ones. Feasibility of a goal is how likely you are to achieve it and how practical it is.
· What is an audience?
An audience is a person or group of people that you are trying to convey something to.
There are different types of audience. They can be homogenous which means it is a group of people who are considered similar. Or they can be heterogeneous which means that they are very diverse. The size of your audience also influences the nature of your communication to them. The larger the audience the less personal the message will be.
· What part does empathy play in communication?
Empathy means sensitivity to someone else’s feelings and situations. It is the ability to feel for the person or group of people.
Empathy is useful in communication because it allows you to walk a mile in other person’s shoes. You can see the other side of arguments and place yourself in the position of the audience you are trying to reach. The more empathic you are the more accurately you can judge the reactions of people and adjust your communication method.
· What channels of communication are there?
A channel is a medium that carries messages between people.
The channels most frequently used are sight and sound. There is also the face-to-face interaction. There are many channels of communication and deciding which to use is usually a big issue in companies. All channels have advantages and disadvantages.
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