Communication systems are the various processes, both formal and informal, by which information is passed between the managers and employees within a business, or between the business itself and outsiders. Communication—whether written, verbal, nonverbal, visual, or electronic—has a significant impact on the way business is conducted. The basic process of communication begins when a fact or idea is observed by one person. That person (the sender) may decide to translate the observation into a message, and then transmit the message through some communication medium to another person (the receiver). The receiver then must interpret the message and provide feedback to the sender indicating that the message has been understood and appropriate action taken.
The goal of any form of communication is to promote complete understanding of a message. But breakdowns in communication can occur at any step in the process. Business managers need to understand and eliminate the common obstacles that prevent effective communication.
Some of the causes of communication problems in business settings include:
A lack of basic language skills
- Differing expectations and perceptions on the part of senders and receivers
- Selectivity or the tendency for individuals to pick and choose what they retain when they receive a message from another person
- Distractions such as ringing telephones, scheduled meetings, and unfinished report
There are two main media used for communication: written and oral. Nonverbal communications are also an element of communication systems.
IT Solution offers many ways communication technologies have changed the way in which business is done. The expanded use of electronic mail and of the Internet generally have enabled businesses to more easily move work from one location to another, establish remote and/or mobile offices, even to create virtual offices. New communication technology has also speeded up the turn-around time for decision making and blurred the line between work hours and personal hours. All of these developments challenge companies to adapt to a faster business environment. This is both an opportunity for companies to become more productive and efficient and a test of their adaptability.
These technologies have made two basic enhancements in how we can communicate.
Mobility and Reach
Wireless and cellular technology have greatly expanded the places from which we can communicate and the distance over which we communicate easily
Speed and Power
High-speed fiber optic phone lines and reasonably priced high-speed satellite transmissions have created a situation in which it is as easy to transfer large data files from one department to another in a single building as it is to transfer those files to a location anywhere in the world.
Cell phones, lap top computers, and hand-held messaging devices of various kinds are all valuable tools for business communications. They enhance our ability to communicate and stay in touch but to benefit from their potential a company must use them wisely and efficiently and establish rules that prevent the devices from becoming burdensome to the user. An emphasis on clear and accurate communications is needed for efficiency, regardless of the ease or speed with which communication devices operate.
Intranets, or internal organizational computer networks, have become the media of choice for most companies when it comes to keeping employees informed. The company intranet can be used like an electronic bulletin board and when paired with e-mail can serve to disseminate information quickly and efficiently.
Small businesses may have a unique opportunity for benefiting from a Web presence. The outreach that is possible through a well-marketed Web site is much greater than would be possible through any other media at a similar cost. According to some analysts, for businesses one of the most powerful aspects of an interactive medium like the Internet is the ability to develop a true two-way conversation with clients and customers. The Internet is a powerful communications tool and one that businesses of all sizes now use regularly.