Many people are talking but are not communicating. This slide takes you through the business communication process.

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Introduction to Business Communication
Fola Daniel Adelesiwww.foladaniel.com

2.  An instance of information transfer, a conversation or discourse.
 Communication is the process of sending and receiving messages
or transferring information from one part (sender) to another
(receiver).
Quick overview of
communication

3.  Verbal Communication – Verbal communication is when
communication takes place through spoken words. There is a
clear articulation of what you intend.
 Non-Verbal Communication – Non verbal communication is
when you use signs and other signals including body language to
communicate.
Communication
component

4.  Information
 Education
 Impression
 Entertainment
Purpose of
Communication

5.  As the name implies, this is business communication and it is
expected to be formal in tone and appearance. It is one of the
greatest problems in the business world today.
 So many employees cannot communicate effectively in the
business world
Business Communication

6.  Business communication is the sharing of
information between people within an
organization that is performed for the
commercial benefit of the organization. It can
also be defined as relaying of information
within a business by its people.
 Communication is neither transmission of
message nor message itself. It is the mutual
exchange of understanding, originating with
the reciever.
Definition

7. Direction of internal business
communication
You
Boss/Superior
Colleagues
Surbordinates
Colleagues

8. You/company
Message
ClientsResponse
Result
External communication circle

9.  Differentiation between informal and formal writing
 Colloquial words
 British and American mix up in communication.
 Social Media language
 Abbreviations
 Titles/designations/Addressing
Issues with Business Communication

10.  Face-to-face
 Telephone
 Emails
 Internet
 Radio
 Television
 Memos
 Reports
 Newsletters
 Brand Communication materials
Business Communication
Channels

11.  No-Reply email – With this kind of email there
is no need for a reply. Replying might jus
prolong conversations unnecesarily or the reply
does not add any value to the mail.
 Inquiry email – In this email you want some
information from the person who’s receiving it.
 Open-ended email – This kind of email just
keeps communication line open probably for a
future project or expectation.
 Action Email – In this email, all you want is for
action to be taken. The response does not even
matter to you.
Emails – Four types of emails

12.  Contact field – don’t expose contacts when sending
to many recipients
 Subject field – Ensure you have a subject that aligns
with message body
 Greeting – Always start your email with a greeting.
Use surnames for official communication and ‘to
whom it may concern’ for companies.
 Body – keep it tidy and short in most cases. It’s
advisable to send attachement rather then long
emails
 Attachment – Have files properly attached
 Signature – Business emails should have signatures
with your designation
Parts of your email

13.  Be very familiar with the phone you are using
 You should be able to identify internal and external calls – if
it’s a phone box.
 Putting people on hold after getting their permission.
 Transferring calls to other co-workers
 Sounding nice
 What to say when you don’t have immediate answers
 Listening to angry callers
 Confirm how to address the caller and call them by name
during the call.
 Say your ‘sir or ma’ only at the beginning and end of calls.
 Answer calls promptly
 Say your name and greet when you answer the call
 Don’t do other things when receiving business calls
Telephone communication

14.  Have a date
 Address
 Your name
 Subject – which should briefly explain the
whole memo
 Body – Short, sharp and simple. It has to be to
the point.
 Closing – should state your expectation or call
to action
Memos

15.  Presentation Skills
 Business Writing Skills
 Memo writing skills
 Email writing skills
Required Business Communication
skills

16.  Plan the communication process
 Choose the channels carefully
 Revise previous communications if there are
any
 Follow the organisation’s tone
 Dissociate your personality
 Represent the organisation’s thoughts
 Be very professional
 Never use colloquial words
 External Business Communication should
project a brand
 Keep messages as short as possible
 Straight to the point
 Provoke responses
How to be effective with Business Communication

17. It’s also team work!

18.  Send a mail to your General Manager detailing
what you can do if appointed as the
unit/branch head of your company – create a
business name, services/products offered to
public and let it reflect in the mail you are
sending.
Exercise 1

19.  A colleague has unsuccessfully tried to sell one
of your new products to a client. That colleague
has now been fired for inefficiency and you are
to take over his job immediately. Create a plan
for a telephone pitch to the new clients about
your products. Bear in mind your job is at
stake.
Exercise 2

20.  As the communications team head, come up
with a communications plan to positively
project the image of your company, engage
prospective clients and convert them to
customers on Social Media.
Exercise 3