Forms of Business Communication

All the best presentations, writings, and communication that you may be capable of are meaningless without the use of the proper medium of communication. The appropriate medium is determined by the situational requirements in the organization, at the internal and external levels in the first instance, and then at the personal level in both.

Employees will know things only through good communication with their supervisors and managers. Managers have a responsibility to communicate with their employees to achieve the best results for the business. Good internal communication can help employees perform better and become more committed to the overall success of the organization. Managers perform better and make better decisions, which helps create greater trust between management, the union (if applicable), and employees. When an employee feels that he is part of the decision process and involved in the company, it helps increase job satisfaction among employees.

Employees must be able to ask questions and receive answers to help them understand the information provided to them. They need to be able to discuss such information, through the appropriate channels, to determine their own reactions and form their own ideas. This will enhance employees’ understanding of the company’s goals and enhance their awareness of the opportunities or constraints facing the company.

Communication with employees is a new priority for top management. In this regard, research reports indicate that today’s employee prefers to get information face-to-face, either one-on-one or in a small group. Employees want to hear news from their supervisors or some other knowledgeable authoritative source. But the new emphasis on face-to-face communication does not mean that other relevant means of information distribution are obsolete. The only forms that are used less now are those that are not efficient, are poorly targeted, or prove to distribute data meaninglessly.

There are three general forms of media used in internal and external business communication, depending on the needs and goals of the organization or communication situation:

• Audiovisual presentations.
• written communications.
• Human oral communication.

Each has its distinct benefits and uses to complement purposeful business and corporate communications.

Audiovisuals should be used when you need to supplement your oral and sometimes written communication. Used correctly, they can be extremely helpful in illustrating specific points and ideas.

Print media forms of communication can be seen as print or non-print hardware, such as emails. Writing plays an important role in many managerial and professional communications, both internally and externally. The most common and important written media are letters and memorandums, reports, manuals, formal orders, brochures, professional documents, advertisements, etc.

Oral human communications are obviously person-to-person meetings, but they also encompass group presentations, conferences, and group discussions.