Part 1: Business Communication, Management Success

1. The Managerial Function of Communications

2. The Cost of Correspondence
3. Benefits of Improving Correspondence
4. Criteria of Effective Messages
5. Trends in Business and Administrative Communication

Definition of Terms:
Communication - the concept or state of exchanging data or information between
entities.
Correspondence - postal or other written communications.
The Managerial Function of Communications
Communication is the linking process of management.
Communication is the way managers conduct managerial functions of Planning,
Organizing, Staffing, Directing and Controlling.

1. Planning
According to KOONTZ, “Planning is deciding in advance - what to do, when to do & how
to do. It bridges the gap from where we are & where we want to be”. A plan is a future
course of actions. It is an exercise in problem solving & decision making. Planning is
determination of courses of action to achieve desired goals. Thus, planning is a
systematic thinking about ways & means for accomplishment of pre-determined goals.
2. Organizing
It is the process of bringing together physical, financial and human resources and
developing productive relationship amongst them for achievement of organizational
goals. According to Henry Fayol, “To organize a business is to provide it with everything
useful or its functioning i.e. raw material, tools, capital and personnel’s”. To organize a
business involves determining & providing human and non-human resources to the
organizational structure. Organizing as a process involves:
 Identification of activities.
 Classification of grouping of activities.
 Assignment of duties.
 Delegation of authority and creation of responsibility.
 Coordinating authority and responsibility relationships.
3. Staffing
The main purpose of staffing is to put right man on right job i.e. square pegs in square
holes and round pegs in round holes. According to Kootz & O’Donell, “Managerial
function of staffing involves manning the organization structure through proper and
effective selection, appraisal & development of personnel to fill the roles designed un the
structure”. Staffing involves:
 Manpower Planning
 Recruitment, Selection & Placement.
 Training & Development.
 Remuneration.
 Performance Appraisal.
 Promotions & Transfer.
 4. Directing
Direction is that inert-personnel aspect of management which deals directly with
influencing, guiding, supervising, motivating sub-ordinate for the achievement of
organizational goals. Direction has following elements:
 Supervision
 Motivation
 Leadership
 Communication
Supervision- implies overseeing the work of subordinates by their superiors. It is the act
of watching & directing work & workers.
Motivation- means inspiring, stimulating or encouraging the sub-ordinates with zeal to
work. Positive, negative, monetary, non-monetary incentives may be used for this
purpose.
Leadership- may be defined as a process by which manager guides and influences the
work of subordinates in desired direction.
Communications- is the process of passing information, experience, opinion etc from
one person to another. It is a bridge of understanding.
5. Controlling
According to Theo Haimann, “Controlling is the process of checking whether or not
proper progress is being made towards the objectives and goals and acting if necessary,
to correct any deviation”. According to Koontz & O’Donell “Controlling is the
measurement & correction of performance activities of subordinates in order to make
sure that the enterprise objectives and plans desired to obtain them as being
accomplished”. Therefore controlling has following steps:
a. Establishment of standard performance.
b. Measurement of actual performance.
c. Comparison of actual performance with the standards and finding out deviation if
any.

Cost of Correspondence
Its most important feature is the ease of reaching and communicating with different parties. It is
not always possible to meet persons face to face.
A business correspondence helps to meet some organizational goals. One can achieve the
objectives through it.
1. Maintaining a Proper Relationship
This will cost any business. Here, the business correspondence will be a rescue for any
business.
It helps in maintaining the proper relationships between the parties. Business correspondence
strengthens the business. It also helps in the internal communication. It makes communication
within the organization more clear and precise.
2. Serves as Evidence
Any written form of communication serves as evidence. A business correspondence helps the
person in a business to keep a record of all the facts. These written records will serve as
evidence.
3. Create and Maintain Goodwill
It helps in creating and maintaining goodwill between a business and a customer. Any letter to
enquire, complaint, suggestion or feedbacks helps a company to grow and maintain goodwill.
4. Inexpensive and Convenient
It is a cheap and convenient form of business communication.
 5. Formal Communication
A business communication serves as a formal communication between two persons. It may be
a seller and a buyer.  It can be between an employee and the employer. The language used is
formal and logical.
It helps in removing the ambiguity and the doubts of the person involved in the business. The
formal communication in business is followed and acceptable.
6. Helps in the Expansion of Business
A business correspondence helps a business to achieve the set goal. It also ensures the
expansion of a business. With no waste of time and proper utilization of manpower and
resources, a business can expand.

Here are five benefits of improving your business communications.

Improved Team Morale
The happier your team is, the more positive their attitude will be to their work and the success of
the company. Your employees will unite as a team, and you’re likely to see lower staff turnover.
Always being willing to listen to your employees’ needs and ideas is a good start if you want to
improve business communication. An open door policy is recommended.
In addition to creating clear work instructions, including the reasons behind those instructions
helps build trust and respect between management and staff. Collaboration can be much more
efficient and fruitful when all parties fully understand their current processes.
Stronger Partnerships
Every business has a network of contacts, dealers, suppliers, and outsource providers that help
it grow. It’s important to keep in regular communication with these parties to avoid disruption. If
occasional visits are not practical, then keeping in touch by phone or email can be just as
effective.
Stronger Customer Relationships
Customer relationships are strengthened by offering free business expertise. Newsletters,
online blogs, and social media, are ideal channels to demonstrate your dominance in the
industry. Suggest solutions to typical problems; offer tips, instructions, and other information.
This will build up trust among your customers as you confirm that you are experts.
Add a means of enabling customers to give feedback on their experience with your business.
Send out an email survey or provide a form on your website. The results will highlight any
changes required to improve service delivery and customer experience.
Increased Productivity
There’s no doubt that clear, effective business communications increase productivity. When
employees understand their assignments and deliverables, their quality of work improves. This
way, employees can concentrate on their job duties with confidence. They work more efficiently,
with less human error.
Cheaper Communications
With the introduction of phone calls have become much cheaper. The broadband connection
you’re already paying for sends voice data over the internet just as easily as it sends
documents. There’s usually no extra to pay, even for long distance and international calls. Calls
can be made from an office PC, laptop, or cell phone.
Similarly, email has all but superseded traditional correspondence, reducing postage and
stationery costs.
Criteria of Effective Messages
Be Relevant
Being relevant means that you reply promptly, using the mode of communication requested of
you and providing the information you've been asked to provide. If you're sending a message
of your own volition, being relevant means that you're stating your purpose clearly at the
beginning; maintaining the message's focus; and keeping the recipient's needs top-of-mind.
For example, if you suspect that the recipient lacks the background information that he or she
needs to fully understand your message, then provide that information – or at least, point the
way to it. 
Be Organized
A sage once said that “clear writing is the result of clear thinking; it's not a substitute for the
lack of it.” Essentially, this sage was touting the importance of organization, in terms of
organized thoughts and an organized structure of ideas. Most organized messages (even
speeches) follow a basic, three-step structure: First, introduce the goal or purpose; second,
amplify the ideas and provide support, details and evidence; third, conclude with a specific
action step (often referred to as a call to action) that points forward.
Be Explanatory
Being explanatory also means: being specific (not vague and indirect); developing logical
sequences (for example, how you arrived at a conclusion); being illustrative (“drawing a
picture” by providing a telling example); and doing your best to anticipate ancillary questions
or concerns.
Be Accurate
Follow the journalist's tenet: “Trust but verify” all information, and then double check it to
ensure accuracy. Your message must contain sound, reliable and current facts, statistics and
information. Otherwise, you – and your message – will not be taken seriously. If you're unsure
about the veracity of a piece of information, leave it out. You can always follow up with
another message later, once you have the chance to authenticate it. The risk of
communicating false reports is too great.
Be Grammatically Correct
Knowing how to write clear, concise and descriptive sentences takes practice, and so does
avoiding some of the most common writing mistakes: writing fragments, run-ons, non-parallel
sentence structures and using faulty punctuation. In addition to at least one writing reference
book, a dictionary should be always being on the desk of small business owners. A message
that has a misspelled word smacks of carelessness, and casts doubt on the writer's
conscientiousness.
The Trends of Business and Administrative Communication
 
 
1.      Focus on quality of products and services and customers’ needs:-
Through communication management can easily identify the want and needs of the customers
and can produce the products and services and that will best satisfy the wants and needs of the
customers. Therefore in modern time communication has become a central focus on quality of
products and services and customers needs.

2. Entrepreneurship and outsourcing:-

He is to engage in recruitment and selection of employees, training and development
employees, motivating the employees, convincing the customers to buy his products customers
complains, conducting market survey and drafting reports, preparing the plan to the bankers
and other venture capitalist. Therefore now a day’s communication plays a very important role in
entrepreneur development.
 
3. Teams/groups of people:-
For producing and offering better quality of products and services at reasonable prices
managers have to depend on the teams or groups of employees. Therefore these teams or
groups of employees must be kept well informed of the activities of the organization. Managers
must allow the employees to participate in decision making and problem solving; managers
must share authority and power with the team or groups of employees. In modern
communication is an instrument in the hands of managers to maintain good relationships with
these teams or groups of employees.
 
4. Diversity of people:-
In modern time there may be diversity of people in the organization about there religion, gender,
culture, race, color, and other back grounds etc.
 
5. International competitions and opportunities:-
In modern time an organization faces competition not only from the domestic companies but
also the international markets. These global operations of an organization require
communication with other countries of the world in different languages and in different
techniques to face the threats and to take the advantages from the global operations.
 
6. Technological development:-
Emergence of new information technology and changes in the existing information technology
facilitated the access of the employees to information sources both in internal and external.
Specially the mechanical devices like modems, faxes, video phones, website, e-mail, internet,
teleconferencing etc. have make the communication more effective, faster and also less
expensive.
 
7. Legal and ethical issues:-
In modern time a business organization has to comply with various lows and registration rules
and regulation etc. in doing their/its business. Secondly, some legal implication may also arise
in the business transaction with the customers, suppliers and other organization. Thirdly, some
ethical and moral issues may also be give on attention in carrying and business activities, legal
implication and a ethical issues can be easily dealt with by using effective communication.
 
 8. Balancing work and family:-
Previously, there was a social and family problem for lack of balance between work and family.
But in modern time these problem has been overcome has a manager can bring his office to his
house or he can bring his house to his office because of the mechanism develop in
communication system.
 
9. The end of the jobs:-
Previously people used to work in a single organization through out there lives. But now a day’s
people are not interested to continue there jobs in a single organization throughout there lives.
Rather they search for jobs at different times at different organization. These required the
people to continue their learning how interact with other people, how to convince the
employees, how to prepare the C.V. (Curriculum Vita) in a new way.
 
10. Rate of change:-
It is the changing world. Every thing is change with the passage of time, with the changes in the
style, design and fashion, with the changes the attitude and behaviors of the people, with the
changes the personality and expectation. Every change requires new art, new skills, new
abilities of speaking, writing that is in communication.

References:

https://www.managementstudyguide.com/management_functions.htm

https://www.toppr.com/guides/business-communication-and-ethics/business-
correspondence/meaning-and-importance-of-business-correspondence?
fbclid=IwAR0uXfMTJwTjCTKvJFqGL61vCiR8O_qpPAZNUd0TqP3pck1HHRXEmLSTKZw

https://affinityitgroup.com/3130-2/?
fbclid=IwAR2POohW2LX3E6cLF6z3eykwAjnizYG7vUYNjkb30Y6MEZ5pPzO-vsyqfhw

https://yourbusiness.azcentral.com/5-basic-criteria-effective-message-17474.html

https://sites.google.com/site/zrlitonbdcom/home/the-recent-trends-of-business-and-
administrative-communication

GROUP 1:

ADAYON, MYKA FAIRYLYN

MAGBANUA, BEA

MAGLUYAN, QUENNIE

INTO, MARY JEAN

MAQUIRANG, NINO