Types of business communication

Business communication helps build relationships with colleagues, subordinates, partners and customers. In the process of communication, there is an exchange of not only information, but also experience and knowledge in a certain area. Business etiquette penetrates absolutely all spheres of life, there are various types of business communication.

Business communication is an important part of human life. Etiquette in the business environment serves as a kind of support. In business, there are several forms of communication. Appropriate options should be chosen taking into account the personal and psychological characteristics of the participants in the discussion. The following forms of communication can be distinguished:

• Conversation - oral contact between the interlocutors, is reduced to a discussion of important problems and tasks, clarifying some of the nuances related to the work. The participants in the conversation in this case should have the right to deal with various tasks and make decisions. The statuses of the interlocutors must be equal.
• Negotiation have a more rigid structure. As a rule, representatives of different companies or divisions participate in them.Negotiations are used to join forces with partners who are interested in solving a specific problem.
• At the meeting a group or large circle of interested and involved persons takes part. The meeting involves the collection, analysis of information, data exchange, as well as decision-making in controversial issues.
• Performance - in this case, one person or a small group shares the necessary information with the audience. In this case, the message is not reduced to a discussion of the topic, but is presented as information. This form of communication requires the speaker to have leadership qualities, the ability to stay in society, as well as oratory skills.
• Correspondence - an indirect way of communication, plays a kind of role of correspondence communication. This type of communication includes orders, protocols, resolutions, requests, reports, official letters, instructions, and so on. Correspondence is used for communication between departments or organizations. It is necessary to follow specific rules when conducting correspondence.

Business communication needs to be learned. At the same time, personal qualities and demonstration of one's "I" fade into the background. The main thing remains the ability to take into account the interests and wishes of the opponent and combine them with your own requirements in such a way that both parties achieve the desired result.

Business communication consists of several stages:

• Formation of a motive. Without it, it will not be possible to achieve effective interaction.
• Preparing to Communicate - this is the preparation of a conversation plan, the preparation of arguments and information.It is also necessary to prepare a list of tasks that need to be solved during the discussion.
• Starting a conversation. It is necessary to establish contact, after that it is necessary to create a “climate of relations” favorable for the conversation.
• Formulation of the problem - highlighting the range of problems, presenting their position and vision of this task. However, please note that you must prepare abstracts on the topic of the conversation in advance and be ready to answer the questions posed.
• Information exchange - Clarifying the position of the interlocutor. It is important to maintain communication and answer questions in an accessible official language, omitting professional terminology if necessary.

• Persuasion and argumentation - are necessary in case of disagreement and follow from the previous stage of communication. It is necessary to note the positive aspects of your vision of the situation and the resolution of the controversial issue.
• Finding a solution to a problem or problem - the end of the discussion, its outcome should suit all participants.
• Drafting a contract - this means that, as a result of the meeting, the participants in the discussion came to a common denominator or enlisted the support of partners in solving various problems. A positive outcome of the discussion ends with a written confirmation.
• Analysis of results - demonstrates whether the decisions made were correct.
• Decision-making – implies the consent of all parties after the analysis. In this case, the participants in the discussion decide on further cooperation or termination of contacts.

In modern society, people consciously follow the rules of business communication in order to achieve specific goals in the corporate environment. In business, it is not enough to hold a certain position, it is also necessary to strengthen relationships with different people. The following is of great importance:

• The ability to win over people and stay in society are important aspects of corporate dialogue. To do this, you must be able to clearly and clearly formulate your thoughts, competently argue your point of view.
• Analytical data and the ability to make quick decisions are always on your side. When communicating with partners, remember that all parties are interested in quickly resolving disputes.
• It is important to take into account the cultural characteristics and national traditions of the interlocutor: undoubtedly, some customs and norms adopted in another country may seem unacceptable or offensive.

The basic concepts and norms of business ethics should be known to every self-respecting person. It must be understood that in business, communication between people is built not according to the mutual capture of the mood of partners, but according to certain standards. There are the following types of business communication (by functional purpose):

• verbal and non-verbal - consist in the need to monitor speech, facial expressions, gestures and postures. In non-verbal communication, the position of the arms, legs, gaze, head tilt and involuntary movements can tell a lot more about a person’s feelings and mood than oral speech. It is worth learning to control facial expressions and gestures.
• Written and oral. For each form of communication, separate concepts and norms are distinguished.Any document certified by signatures and seals refers to the written form of communication. To oral - planning meetings, meetings, negotiations, reports and other forms of business communication.

• Monologic and Dialogic - have significant linguistic differences. Dialogue is interpersonal communication. The monologue reflects a single point of view; this type of communication includes a presentation or solemn speech, as well as a report or introductory speech.

• Remote and personal. Remote communication includes telephone conversations, correspondence by mail. Particular attention is paid to the intonation pattern of speech, the brevity of the message. You can't use gestures.

Each style has certain features. You need to be able to understand them.

Style classification:

• Authoritarian. It is based on the undeniable power of the boss and the absolute subordination of employees. Any decisions are made solely and are not discussed with interested or involved persons.
• Democratic - the main feature is the joint discussion of issues and the desire for mutual understanding. When communicating with the interlocutor, a request, recommendations and motivation are used.
• conniving or formal - is determined by the minimum participation of the head in personnel management, negotiation and decision-making. Difficult cases and risky decisions are transferred to others. The effectiveness of such management no longer depends on the leader, but on the level of development of the group.
• Liberal - something between authoritarian and democratic styles.Discussion of various issues with partners or colleagues is minimized, but is used in rare cases and only with the aim of shifting responsibility to the opponent.
• Official business - implies strict observance of communication norms, speech clichés and rules of business communication, where there is no place for the manifestation of individuality.
• Scientific - strict, short and restrained speech, appropriate only in the fields of science and education. It is used in research or teaching activities.

Business communication concerns all external aspects of behavior and is divided into several areas:

• participants in the conversation have common goals and motives;
• the conversation takes place in one space-time interval;
• a clear hierarchy of communication is built between all participants in the discussion, social statuses are distributed;
• participants in communication adhere to generally accepted rules and norms when communicating.

Business communication helps to quickly establish the necessary contacts, enlist the support of reliable patrons. It helps to achieve mutual understanding.

There are 4 main functions of business communication:

• Information and communication - involves the collection and provision of specific information, as well as the exchange of knowledge and experience.
• Interactive - due to the process of interaction between people. It is used in the process of interaction (behavior, activities and decisions of partners).
• Perceptual is to understand the other person. The establishment or weakening of contact occurs on the basis of mutual understanding.
• Regulatory-communicative - allows you to adjust the behavior of the participants in the discussion.To do this, you must be fluent in special techniques: be able to convince, find compromises and make concessions.

In addition, it is necessary to take into account special rules when dealing with business people. Any appeals, messages and information must comply with the three pillars:

• in terms of content - messages and information provided should be clear and concise;
• the expressive part refers to the emotional component;
• motivating side - is aimed at the thoughts and feelings of the interlocutor.

When communicating, a person pays attention to the speech and voice of the interlocutor. It is evaluated according to certain indicators:

• Vocabulary - the absence of parasitic words and competent, expressive speech allow us to state with confidence that the person is educated and cultured.
• intelligible speech and the correct pronunciation of words is the key to the success of any person.
• intonation - allows you to place the necessary accents.
• Speech rate - slow speech will cause melancholy, and fast speech will not allow you to concentrate on the information provided.
• Discussion of the positive and negative qualities of competitors. Try to touch on such topics extremely tactfully and carefully. This is a kind of harmless manipulation that will help win over the interlocutor.
• Combination of long and short phrases. This technique will help keep the attention of the interlocutor.

To achieve respect among colleagues and partners, it is necessary to take into account some nuances:

• Discussion of the positive and negative qualities of competitors. Try to touch on such topics extremely tactfully and carefully. This is a kind of harmless manipulation that will help win over the interlocutor.
• Combination of long and short phrases. This technique will help keep the attention of the interlocutor.
• In a business environment you should not show your personal preferences and emotions when solving various problems. The main role is played by the interests of the company you represent and the interests of the interlocutor. You should not switch to raised voices or engage in a verbal skirmish: any manifestation of emotions will negatively affect your reputation and image.
• Don't mix work and personal life. Relationships with colleagues should not affect the solution of the company's problems. If you cannot build a warm relationship with a person, this does not mean that you should ignore his opinion and advice when solving common problems. The ability to separate personal relationships from business helps to focus on the desired tasks and resolve disputes.

• Prepare for the discussion: make inquiries about the interlocutor and choose the appropriate communication tactics.
• Be punctual - do not take time from business partners.
• Ability to listen to the interlocutor - your undeniable advantage. Without the ability to communicate with customers, understand their needs and desires, it is impossible to succeed.
• Friendly attitude towards all interlocutors. Even a dishonest partner should not be treated with disdain. Forget about hostility and try to treat the interlocutor favorably and kindly. Remember that you should not discuss your relationship with other people in a business environment. Relationships, personal life should not be discussed with anyone.
• The ability to focus on the essentials. Try to figure out what your interlocutor wants. Considering his interests, try to solve the problem and come to a common denominator, not losing your wishes.
• Ability to be honest. If the information is unreliable, distorted, it can be found out at any inopportune moment and affect your reputation.
• Do not forget about the rules of good manners. Always address the person by their first name, smile, and try to compliment them, but avoid flattery.

In the next video you will find the most important business communication skills.