Business Communication

Contents
Introduction......................................................................................................................................2

Task-01

Essential components of effective communication.........................................................................3

What can companies consider for confirming promotional communications?...............................5

Social media.....................................................................................................................................6

The bottom line................................................................................................................................6

Task-02

What went well in your presentation?.............................................................................................7

What improvements need to be made and why?.............................................................................7

What action will you take to make suggested improvements?........................................................7

Conclusion.......................................................................................................................................7

Reference.........................................................................................................................................7
Introduction
COVID-19 is spreading, and firms are testing with different strategies for gaining the public's
attention. Businesses may employ video conferencing through telemarketing via email, social
media, or other third-party platforms. A few examples of the various ways individuals may
communicate vocally and in writing nowadays include texts, emails, phone chats,
teleconferences, voicemails, and hand-written notes. Some firms in the biological sciences may
be able to communicate with their customers by email, phone or text message if they are unable
to meet face-to-face. Despite the fact that face-to-face meetings are still essential, these
electronic encounters may have a greater impact since they are more lasting, recorded, and
simpler to locate. Legal, regulatory, and compliance difficulties may arise if proper protections
are not followed while communicating in any manner, whether or not it is in the context of the
present pandemic. Here are some guidelines to bear in mind while interacting with customers or
employees. These strategies for effective communication are not arranged in any particular
sequence and may be used in a variety of situations.

Essential components of effective communication

The importance of content, context and tone

A funny email is misinterpreted and the recipient responds in an unexpected manner. Imagine a
customer misunderstands a message, and it is misread by others, causing harm to the firm. To
avoid misunderstandings, read and reread written messages many times before sending them.
Review your message before submitting it to ensure it is clear and concise. Be sure to stick to the
facts and steer clear of personal ideas or assumptions, and monitor your use of language. Always
keep in mind that written communications are permanent and hence subject to re-interpretation at
a later point in time. In order to communicate effectively, a message should be written in such a
manner that it can be understood by both the intended recipient and others. Consider the current
situation while evaluating a message's tone. The present state of society and the economy raises
the possibility that the message may be seen as "out of touch."

Know your audience

It's critical to keep the intended audience in mind while creating messages for both internal and
external audiences. Is this message being sent to the right people? Is the message you're putting
out targeting a certain subset of your audience, and the volume of information you're
distributing, appropriate? Is the message reaching the correct person? If you're sending an email,
be sure it's going to the right person. Is there a typo in your address? If so, did your email
"autofill" the incorrect person. Check to see whether it's coming from the right email address if
you have many ones. This is crucial when using a mobile device to send emails from both
personal and business accounts.

Responsible communication isn't only about what you say, but also how you say it. Before you
press send, double check who you're replying to. Is "reply all" required here? Are there any
familiarity emails? Preferably, read the whole email chain before transmitting any data to fully
appreciate the communication's context. If you're adding receivers to an existing distribution,
don't send confidential information in the body of the email or as an attachment. Depending on
the audience, an internal review committee or legal, compliance, or regulatory affairs
departments may be required.

Everyone's duty is to communicate responsibly

The responsibility for ensuring that business communications are conveyed in a responsible way
is on the shoulders of everyone in the organization. Everyone is welcome, regardless of their
political affiliation. In-house lawyers, senior executives, and CEOs all have a role to play in this
situation, and they should set a good example by exercising utmost caution and doing due
diligence on their own accounts as well. When errors are made, even if they are not intended to
be rude, the ramifications may be severe. In addition to commercial and marketing
communications, businesses should consider internal corporate communications,
communications with the FDA or other government agencies, communications with investors,
and medical or scientific communications.

Consequences of ineffective communication

Firms in the health sciences industry may suffer long-term implications as a result of ineffective
communication. In the event of such communications, it is possible that a company's reputation
would be harmed, its operations will be interrupted, and other potential liabilities may be
exposed. A communication might have fatal consequences if it is not received by the intended
recipient or is received by an unanticipated recipient in an incorrect manner.

What about repurposing another person's content?

External article or update best practices are often requested. Why not just send the new COVID-
19 article? "Our firm and our commodities are unrelated. Customers may find it useful to know
that we care about their situation and want to assist them."

This seems to be a safe approach to express feelings about COVID-19 or any other situation, and
the benefits are evident. The article does not mention the sender's business or products. While
these points are valid, there are several considerations to bear in mind while sharing online
content with our internal staff. Who wrote this piece? It's vital to know its origins. Is it
permissible to publish it? Even if they are just relaying information from another source, firms
must maintain effective communication processes.

The way their employees deal with customers and other external parties should be monitored.
Despite the increased use of textual communication in the workplace, employees must
nonetheless adhere to business regulations, rules, and laws.

What can companies consider for confirming promotional

communications?
Think about the product's efficacy and safety first. If a message contains product names or
claims, it may be considered promotional and subject to assessment by the relevant business
review committee. Truthful, honest, and non-misleading promotional messages are the norm. In
accordance with FDA labeling, they should provide information about safety and/or risk and be
backed up by relevant data and strong proof.

Companies that must communicate and trade items electronically are creating imaginative ways
for their sales staff to have some liberty while still complying to the organization's standards,
rules, and procedures. This may involve creating previously authorized templates with "drop
downs" of optional wording that sales professionals can discuss with clients without triggering
the requirement for safety information or indicating a promotional message. Creating a list of
legal, regulatory, and compliance best practices for customer interactions is a great way to
execute this approach.

Complying at all times throughout the communication process might be a challenging challenge
to overcome. Compliant communications may be sent by a member of the sales team, for
instance. However, the receiver of the message replies and inquiries about further information or
a product. In this situation, it would be appropriate to examine whether the question should be
directed to medical data or depend on a previously authorized answer. Many firms have also
implemented virtual training approaches that involve role-playing exercises and courses on
successful customer communication. Employees will be able to express their concerns in this
way. A publicly accessible guideline document that workers may use as a quick reference might
improve this often used training.

Social media
Social media also a very popular communicating media nowadays. In spite of this article's best
practices being applicable to social media, it's becoming more difficult and risky for businesses.
People may communicate, respond, publish, or remark on any issue on social media platforms
like Facebook, Instagram, and Twitter. If the social media profile is owned, managed, or
established by a corporation or someone acting on behalf of a firm, the company is typically
accountable for the material that appears on the page. Most businesses have social media policies
or guidelines in place to help employees use social media responsibly. When conversing with a
friend, coworker, or even a prospective client, employees should keep in mind their position.
Communication through social media has the potential to be seen by those who weren't meant to
see it.
The bottom line
Promotional guidelines and regulations must be followed in all communications, regardless of
how they are delivered. It should be in compliance with all relevant laws and regulations, as well
as internal policies and procedures.

Personal privacy is very important, and businesses and workers should be aware of whether their
communications are subject to national or international restrictions, which are often determined
by the recipient's geographic location. It is important for the sender of each message to examine
whether or not there is an established connection with the recipient. Organization have to
consider the following question:

Is there a history of communication with this individual?

Do you think this individual would expect to hear from you in the near future?

If so, does this person want to receive promotional materials from the business?

How did this person's contact information get up in my hands?

Reminding your staff that they should always get authorization from the proper department
before contacting a specific person is an important element of a manager's role.

What went well in your presentation?

What improvements need to be made and why?

What action will you take to make suggested improvements?

Conclusion
A new normal way of living and communicating has emerged as a result of the epidemic. Our
comfort level with this new normal will determine whether we return to our old ways after the
epidemic. However, encouraging workers to ask questions, keeping lines of communication
open, and following best communication practices may help the company communicate
efficiently and ethically not just during a pandemic, but also during “normal times.”

Reference
Communicating during a global pandemic and the potential issues: