People always react over something in relation to how they interpret it. The reaction relates to their thinking, experience, social norms, character, believes, attitude, expectations, behavior and skills. One main argument to utilize in this case would have a basis on how this cognitive approach exploits the notion that human beings ought to believe in themselves.
This kind of reaction to communication perhaps ends up as an assumption and reasoning based on a normatively correct and bias manner. The cognitive illusion indicates that in a business setting, people communicate rationally from self-interest but formally and professionally.
Good examples are the reliable leaders who try to determine why others acted the way they did before they can make a decision or react to a message. This attribute leads to critical analysis of importance of behaviors in interpretation of messages. This paper analyzes various reactions by people during communication and effectiveness of business communication procedures at the individual level. It outlays the proper procedure of reacting to a message in a business setting.
Requirements for Business Communication
Business communication is an essential task because of the purpose. Communication must have clear and binding business terms to improve the relationship with potential clients for better profits. A good business writing or report ought to be in a position of smoothing troubled waters or calm conflicts during business correspondences by triggering the right ethical reactions.
According to Crossman (2009, 4), business language does not entail special vocabulary but follows the common basic principles. Simplicity and straightforwardness are vital strategies in communication.
Employees Reactions and Expectations
Information is the key to understanding or discussing matters, to solve conflicts. It is possible to enhance good communication only if a firm management is in position of controlling the frequency spectrum in accordance with the regulations or internationally recommended practices. The harmonized spectrum allows employees to renders good services according to expectations.
Business policies need to be in line with the international approvals to speed up consistent growth. There is failure in this because most business writings have pampered wordings that make the writing pompous and pretentious for one to understand meaning from the initial reading (Modaff, 2008, 71). This is the main reason why people present differing reactions over a message.
Principles of Business Communication
There are various principles that business communication must implement to avoid informal reactions. First is the need for a clear objective, which must be straight and accurate. A message with a clear objective leads to structural thinking instead of reacting from the attitude, believes, expectations social norms or as per the context of the message (Crystal, 2008, 5).
This assists employees to keep focus of the reason and measures. Poor communication calls for different reactions such as attitude, believes, expectations, cultural norms as opposed to professional skills or experience. A clear, emphasized and well supporting objective is thus very important. Unsatisfactory reports lack a clear objective, structure, language and presentation thus causing misinterpretation.
Poor communication in a business setup causes fear, anxiety, and reduced productivity. However, work-sharing alternatives provide a satisfactory option of enhancing a firm’s reputation, and creating a strong sense of loyalty to a firm by its employees. This makes employees to feel safe and secure and translates to increased productivity, a better reputation and increased market share (Guffey, 2009, 107).
According to Hyland (2009, 14), poor communication to employees have an adverse effect on performance at the work place. Proponents of this theory agree that a degree of reduced productivity in the part of employees is due to a certain amount of fear that tends to be useful for positive change, yet this impact adversely on decision-making in organizations, risk-taking and increases anxiety at all levels of organizational existence.
This adverse effect on customer service and employee enthusiasm results in reduced productivity in the long-term. Ineffective management for instance poor communication moreover effect on a number of business characteristics such as demographics, labour market participation, employment, work patterns, and job characteristics.
Cultural Norms and Skills
One other main ethical challenge people face in a work setting is the issue of culture. The multiplicity of cultures can either threaten or strengthen social unity. However, this depends on how the management is able to ensure effective communication and employees’ participation. Most employees prefer a more homogeneous united work place with shared symbols and information.
Most employers on the other hand advocate for unity, but fail to deliver due to poor skill of enhancing unity. Compromised unity means sacrifice of cultural differences and effects on individual skills for better performance. If the employers support unity through enhanced communication, then they would still advocate for multicultural interactions as a way of enhancing business growth.
Most firms encourage multicultural interactions because if intellectuals learn racial diversity, then the multicultural interaction would allow people to include different groups’ viewpoint and understand the importance of diversity in a better way. Cultural business norms and skills calls for existing ethnical groups to develop a way of learning, understanding, appreciation and accepting each other’s differences.
This would involve the culture, history and economic background. It is also a way of gathering information in pursuit for an accurate history. In line with Brody et al (2003, 247), the future depends on the different races or cultural groups and by allowing different people to mingle freely, then identity changes time to time to accommodate all and allow reflections from different mirrors to create the same image.
Employees’ Experiences and Believes
Skill-based firm depends on its power through prerequisite of information and knowledge. Employees’ participation brings sufficient conversion of services to a more reliable and efficient level. Employees believe that a system reduces data or information transmission time and distance by improving on the diversity and productivity as the basis for change.
Although intolerable to many especially leaders in a firm, change is inevitable because it guarantees business and individual’s survival. Consistent with Brody et al (2003, 247), today change is not an option for consideration but a crucial dynamic characteristic for future advancement.
The firm tries to solve its problems through optimal revolutions as well as smooth natural transformations. Worldwide, most firms consider improving the communication styles by upgrading the management systems for better high quality customer based services.
The issue of electronic governance has experienced a diverse progress since its initiative, considering the high pace of the social, economic, technical and environmental capacities. The system centrally focuses on believes because it is a transition that engages participatory form of governance.
Employees’ actions ought to influence policy and decision making procedures. The citizens are involved in the decision-making exercises, which are economic proceedings, and they demand for a close observation over administrative operations known as “administrative participation”. The citizens ought to seek proper administration through their own administrative participation. (Brody et al, 2003, 247)
Employees can participate in governance issues actively through formation of consensus over monitoring particular administrative issues and requests and passively through request for information delivered in a one-way style after the decisions. The cost and benefits are determinants of participation.
Participation activities mainly depend on cost of gathering information needed for active participation over ideas, subject matters, procedures, opportunity as well as operational costs. The benefits analysis is the measure of participation. Argumentatively, employees’ participation benefits are higher, compared to costs (Brody et al, 2003, 247).
Brody, S.D., Godschalk, D.R., & Burby, R.J. (2003). Mandating citizen participation in plan Making: six strategic planning choices. Journal of the American Planning Association, 69, 245-264.
Crossman, J, Bordia S, & Bretag, T. (2009) Managing Communication in Business, Sydney: McGraw-Hill.
Crystal, D. (2008) Business Communication. Oxford: Oxford University.
Guffey, M. E. and Almonte, R. (2009) Essentials of Business Communication. Kentucky, KY: Cengage Learning.
Hyland, K. (2009) Teaching and Researching Writing. New York, NY: Longman.
Modaff, D, Dewine, S & Butler, J. (2008) Organizational Communication, Foundations, Challenges and Misunderstandings. Sydney: Pearson.