Business Communication & Soft Skills

Business Communication Business Communication refers to exchange of information, facts, ideas, orders or decisions related to any business activity. This form of communication is regulated with certain rules and norms, unlike informal communication. The success of a business enterprise depends largely upon good communication. Effective communication helps achieve the target of a business enterprise, while ineffective communication may cause loss of money, time, energy, opportunity and even goodwill of a business.

Type of Business Communication Internal Communication External Communication

Main Components of Communication Process Context Sender / Encoder Message Medium Recipient / Decoder Feedback

Importance of Business Communication Important to learn to communicate efficiently so as to performPerform the basic functions of management, i.e., Planning, Organizing, Leading and Controlling. Communication helps in preparing and disseminating organizational plans and policies and therefore attaining organisational goals. It also helps in improving efficiency of employees as through communication they are aware of organizational objectives, plans, policies, etc. Through various communication channels, organisations can take necessary steps to solve various routine problems and also take timely decisions.

How to write an effective business letter? Select a professional letterhead design for your business: Use a standard business letter format and template: 

Business Letter Template Fields Date Sender's Address   Inside Address   Saluation Body Text Call to action Signature Block Enclosures

Business Letter Template Fields July 20, 20xx   GP & Associates Naupada, Mumbai 100012 Jeevan Kumar ACTION ITEMS Vashi, Navi Mumbai, 624586 Dear Mr. Kumar, I understand from our mutual acquaintance, Rajesh Kumar, that you are looking for printers who can deliver quality booklets on the given deadline. I would welcome the opportunity to show you how GP & Associates was able to help Rajesh successfully sell his business earlier this year. As you'll see on our website, my associates and I have extensive experience in printing sector. For the past several years, we have specialized in the business and we have been empanelled by several firms as vendors. We enjoy working closely with clients throughout the sale process to ensure a smooth transition. For your convenience, I have enclosed additional information describing GP & Associates full range of services  To set up an appointment to discuss your specific needs, please contact me at 022-2456035. I know how busy you are, so ,I will give you a call on Tuesday to follow up if I haven’t heard from you. Best Regards, Srikant Bhairav  CC: Date Sender's Address   Inside Address   Saluation Body Text Call to action Signature Block Enclosures

Communication Flow in an Organization Upward Flow of Communication /Horizontal Communication Downward Flow of Communication Diagonal Communication External Communication

Body Language in Communication Eye Contact Hand Shake Facial Expression Posture Gesture Crossing your Arms

Communication Barriers - Reasons for Communication Breakdown Perceptual and Language Differences Information Overload Inattention Time Pressures Distraction/Noise Emotions Complexity in Organizational Structure Poor retention

Soft Skills Soft skills are interpersonal skills and character traits that characterize a person's relationships with other people. At workplace, soft skills should complement the hard skills, which refer to a person's knowledge and occupational skills. Soft skills are usually self-taught and self-developed. Conflict Resolution Problem Solving Creative Thinking Time Management Self - Motivation Other soft skills include: Problem Solving Creative Thinking Conflict Resolution Time Management Self-Motivation

Attributes of Soft Skills Important soft skills include Good Manners, Optimism, Common Sense, a Sense of Humour, Empathy and the Ability to Collaborate and Negotiate.

Soft skills for different types of people Soft Skills for Workers : Strong communication skills Understanding of company products and services Compelling presentation skills while interacting with a prospective client Ability to train colleagues Soft Skills for Leaders : Strong speaking abilities Listening to workers and peers Negotiation Delegation Soft Skills for Organizations : Collaborative spirit among workers Ability to learn new methods and technologies Troubleshooting

Soft skills for your career Communication Teamwork Problem solving Critical observation Adaptability Conflict resolution Leadership

Hard skills Proficiency in a foreign language. A degree or certificate. Typing speed. Machine operation. Computer programming.