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Business Communication

Advantage of Business Meeting,Disadvantage Of Business Meeting
Advantages of Business Communication:
Meetings are considered as an useful tool for exchanging ideas, on a specific matter. In the words of Thill and Bovee “at their best, meetings can be an extremely useful forum for making key decisions and co-ordination the activates of people and departments. “ Advantages or importance of a meeting are as follows:

Sharing information:
Through meetings executives of different departments of a company can share information on a particular issue, in a face to face situation.

Problem solving:
Meetings also help to find out ways to solve problems. Opinions of the participants assist to form a suitable means of solving the problem.

Ensure co-ordination:
Meeting is a forum where executives and employee of different departments can get together and share their own views. This process ensures co-ordination among different departments of a company.

Assist decision making:
One o f the major advantages of meetings is it assists decision making.

Better acceptance of decision:
As meetings ensure the participation of employees and executives of different departments, thus the taken decisions are likely to be easily accepted by all.

Disadvantages of Business Communication:
At their worst, meetings are unproductive and frustrating (Thill and Bovee 1996: 435). The common disadvantages of a meeting are as follows:

Waste of time:
If the meeting failed to achieve its objective(s) then it is nothing but waste of time.

Expensive:
Another drawback of meetings is they are expensive.

Counterproductive:
Poor meetings may actually be counterproductive, because they may result in bad decisions. When people are pressured to conform, they abandon their sense of personal responsibility and agree to ill-founded plans. (Thill and Bovee 1996: 435.)

Tip:

1st Part: Advantages: Meetings are -------------------------------------------- Citation of Thill and Bovee.

2nd Part: alternative of 5 points :…………………………

1. Sharing information

2. Problem solving

3. Ensure co-ordination

4. Assists decision making

5. Better acceptance of decision

3rd Part: Disadvantages: At their worst,

4th Part: Alternative of 3 points

1. Waste of time

2. Expensive

3. Counter productive .

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Posted in: Advantage meeting,Business Communication,Business Communication Articles,Business Communication Meeting,Business Communication Studies,Business Meeting,Thill and Bovee,Type of Company Meeting

Classification of business Report

Classification of business Report

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Discuss the classification of business Report

Discuss the classification of business Report.

Business reports can be of various types. On the basis of mode of presentation it can be oral or written. On the basis of degree of formality it can be formal or informal, formal reports again can be divided into two types  (i) informational    and    (ii) analytical.

On the basis of the length of the reports can be depicted as follows:

R    E   P  O   R   T   S

    A                                                B                                                      C

On the basis of mode of presentation

On the basis of degree of formality

On the basis of length

     

1. Oral                      1. Formal >>  (i) Informational               1. Short report

                                                   >> (ii) Analytical

2. Written                2. Informal                                               2. Long report

                                                Fig 1 : Types of Reports

                                               [ Source: Thill and Bovee ]

(A) On the basis of mode of presentation:
Any report can be presented either in written from or in oral.

1. Oral report:
When report on a matter presented verbally or through oral media then it is known as oral report. In this case, after investigating the matter the investigator express his/her findings verbally to the top management. It is less effective because it cannot be used as documentary evidence.

2. Written report:
On the other hand when reports are presented in written form then it is called written report. Written reports are prepared by following specific format. It has documentary evidence.

(B) On the basis of degree of formality:
Business reports can be prepared either by following specific formats and formalities or it can be drafted informally without maintaining much formalities. Thus on the basis of degree of formality business reports can be of two types:

1. Formal:
Formal reports are usually detailed. It examines a complex problem in depth and provides recommendations. Formal reports are prepared accounting to specific formats. This type of report again can be divided in two categories:

(i) Informational:
This type of report presents information on particular topic but does not provide any explanation and recommendations.

Example: Annual reports, progress reports of taskforces, etc.

(ii) Analytical:
Analytical reports not only present and analyze data but also interpret the data and make recommendation. Usually critical problems are analyzed through analytical repots.

Example: Feasibility reports, request approval, evaluation of investment project, etc.

2. Informal:
These types of reports are prepared to assists routine managerial functions. These reports are usually written by subordinates. Informal reports are short in length and written in letter or memo, format. These reports are less planned.

(C) On the basis of length:
On the basis of length, repot can be of two types:

1. Short Report:
Interim progress reports, personal activity repot, etc. are examples of short report. Length of these reports can be on page or several pages. Routine reports are shot in length. Less time is allotted for the preparation of this type of report.

2. Long report:
Length of long report may be more than hundred pages depending on the nature and importance of the matter.

In depth analysis is made to prepare a long report. It is time consuming and formal in nature.

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Posted in: Business,Business Communication,Business Report Writing,Business Reports,Classification,Classification of Business Report,Report,USA Business Report

Difference between oral and written business communication

Distinguish between oral and written business communication

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Difference between oral and written business communication,Distinguish between oral and written business communication

Distinguish between oral and written business communication.

Show the difference between oral and written business communication.

Both oral and written business communication are equally important for an organization. In different types of situation different media of communication become effective.

In face to face situation where immediate feedback is necessary then oral communication is most appropriate. But written communication is suitable where immediate feedbacks are not required.

Oral and Written

Deference between oral and written communication can be presented as follows:

Point of Difference	Written Business communication	Oral Business communication
Feedback	Immediate feedbacks is not required	In case of oral communication we need immediate feedback.
Evidence	Written message are kept as record, thus they can be used as evidence.	As no record is maintained for oral communication it cannot be used as evidence.
Easy acceptance	In compression to oral communication has lack of directness.	On the other hand oral message are easily acceptable.
Directness or direct approach	In most of the cases written communication has lack of directness.	It takes place in a face to face or direct situation.
Barriers	Written communication need to overcome more barriers than oral communication.	It faces less barriers than written communication.
Audience size	The audience size of written communication is large and geographically scattered.	Audience size is comparatively small.
cost	It is more costly than oral communication.	It is less costly than written communication.
Knowledge level	In case of written communication minimum level of knowledge and literacy is required.	Even illiterate people can participate in oral communication.

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Posted in: Business,Difference between Oral and Written Business Communication,Different of Oral and Written Communication,Distinguish between Oral and Written Business Communication,Written Communication

The advantages and disadvantages of formal Business communication

Advantages and disadvantages of formal Business communication

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Discuss the advantages and disadvantages of formal Business communication

Discuss the advantages and disadvantages of formal Business communication

Most of the routine operations and controlling activates are performed through formal communication.
Advantages of formal business communication are as follows:

1. Transmission of official messages:
Formal communication facilitates the smooth transmission of official messages.

2. Documentary evidence:
It has documentary evidence which can be used as future references.

3. Enhance coordination:
For the achievement of the goal of an organization there must be coordination among different departments and employees. Formal communication enhances the coordination by using the official channels.

4. Reliable:
As it has documentary evidence it is more reliable than other form of communication.

5. Discipline:
As information is transmitted by following organization hierarchy, discipline is strictly maintained.

6. Accuracy:
As discipline is maintained, accuracy of information can be insured. Chance of mistakes can be minimized.

7. Efficiency:
Through formal communication coordination among different division of an organization increases. As a result organizational efficiency also enhanced.

8. Clarity:
Clarity of the message is another considerable advantage of formal communication. As formal channel is used chance of ambiguity decreases.

Disadvantages of formal business communication are as follows:

1. Lack of flexibility:
As strict formalities or chain of command is maintained, it is not flexible.

2. Time consuming:
As information flows through the chain it takes long time to convey information from upper level to lower level.

3. Not suitable for motivation:
Formal communication is not suitable for the motivation of employees.

4. Creates misunderstanding:
In the way of communication messages can be distorted. Thus chance of distortion increases in formal communication.

5. Creates mental distance:
In case of formal communication lower level employees cannot exchange their views freely with the executives by breaking the chain of command. As a result sometimes it creates mental distance.

6. Costly:
More time and more formality increases the overall cost of the communication.

7. Artificiality:
Due to strict formalities and lack of flexibility artificiality developed among the employees of the organization.

8. Lack of creativity:
Another drawback of formal communication is lack of creativity observed among the employees. Lower level employees become more interested to comply with the instructions of the authority. Creative thinking not encouraged.

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Posted in: Advantages and disadvantages of formal communication,Advantages of formal business communication,Business Communication,Disadvantages of formal business communication,Types of Business communication

What is formal communication?,features of formal communication

Definition of formal Communication

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What is formal communication?,features of formal communication,Definition of formal Communication

Define formal communication

What are the features of formal communication?

In case of formal communication information transmitted through official chain of command. In the words of Thill and Bovee, “In case of formal communication information may travel down, up, and across an organization’s formal hierarchy."

S.P. Robbins said, “Formal communication are typically vertical, follow the authority chain, and are limited to task related communication.”

Thus it can be said that communication by using the formal official channel can be termed as formal communication.

Features:
1. Uses official channel.
2. Mainly used for vertical communication
3. Used for task related communication
4. Major media for routine communication
5. It may be oral or written.

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Posted in: Business Communication,Features of formal communication,Formal Communication,Thill and Bovee,Top Ten Business Communication,Types of Business communication,What is Formal Communication