Introduction 

Regardless of its size or organisational hierarchy, every business engages in the natural process of business communication as part of its operations. 

Understanding all the crucial elements and common roadblocks of this process is crucial for ongoing and future success. Keep scrolling to learn more.

6 Core Elements Of The Process Of Business Communication

A sender, receiver, and message form the basics of speech communication (Image source: Creazilla). 

Sender

The sender (sometimes referred to as the encoder) is the foundation of every process of communication.

Think of them as the initiator with a message or information they want to convey to another person or group. This message must be converted into a transmittable form, such as writing an email, preparing a presentation, or simply formulating the words for a formal exchange.

Message

At the heart of any basic communication cycle, the message is the information, idea, or request the sender transmits to the receiver. An effective message must be clear, concise, and directly address the exchange's purpose. 

Beyond the written or spoken words, the message also encompasses nonverbal communication, such as: 

  • Body Language: In face-to-face communication, posture, facial expressions, gestures, etc., can significantly impact how the original message is perceived.
  • Visuals: You can use charts, graphs, or other visual elements to make the message engaging and easier to understand.

Receiver

A receiver or decoder is the other half of the duo in a stable communication process. They're the intended message recipient, reader, listener, or observer responsible for interpreting and understanding the information sent by the sender.

In order to grasp the message's purpose and key points, receivers must decipher both the verbal and nonverbal cues (e.g., context, tone of voice, body language) and refer to their background knowledge. 

From here, they can respond appropriately, either by asking clarifying questions or taking action based on the information received.

Feedback On Communication

Feedback is the two-way street that ensures communication effectiveness. Through the response from the receiver, the sender can gauge whether their message was understood and acted upon as intended.

There are two main types of feedback in business communication:

  • Positive Feedback: It acknowledges and appreciates the successful aspects of the communication, reinforcing the desired communication behaviours to motivate both senders and receivers. 
  • Constructive Feedback: On the other hand, constructive feedback focuses on areas for improvement, preferably in a respectful and actionable way. (e.g., specific suggestions for the company's marketing team). 

Timely delivery is also an important factor: whether the feedback is beneficial or not depends on when it is sent. Is it right after the initial communication or delayed until after a long communication break? 

Medium

The medium (sometimes called the channel, though there is a subtle difference between the two concepts) is the pathway through which a sender transmits the message to a receiver. Simply put, this is the method or tool you choose to deliver the information. 

In today's business world, there is a vast ray of professional communication mediums available, each with its own strengths and weaknesses. Some of the most common options: 

  • Written Communication: Emails, reports, letters, memos
  • Oral Communication: Mobile phone calls, video conferencing, in-person meetings
  • Electronic Communication: Instant messaging platforms, project management tools, and social media (for specific purposes)

Other Elements

Context

The term refers to the surrounding circumstances that shape how the message is interpreted. Cases in point:

  • Purpose - the backbone of communication
  • The relationship between the sender and receiver (e.g., the manager-employee relationship)
  • Relevant background information

Understanding this context allows both parties to tailor their messages through the most appropriate medium. 

Cultural Awareness

The same message might be interpreted differently  (Image source: Wiki). 

Cultural differences in team collaboration are inevitable in today's global business environment. Preferred communication styles, etiquette, and even perceptions of nonverbal messages can vary significantly across cultures, leading to different interpretations of the same content. 

Noise/Barriers to Communication

Communication is not always smooth. Aside from cultural differences, numerous communication barriers (or communication process noises) can interfere:

  • Language barriers
  • Information overload
  • Technological difficulties
  • Organisational structures that limit the flow of communication

Businesses must be aware of these barriers and develop strategies to turn employees into effective communicators. 

5 Common Problems In The Dynamic Process Of Business Communication

You must get to the root of these problems to achieve effective business communication (Image source: Pxhere). 

Email Overload

Not having a defined system for organising and filtering emails can lead to a cluttered inbox. People might spend hours searching for important messages, and worse, too many employees included on an email thread only create unnecessary notifications and info overload for those not directly involved. 

Vague, unclear subject lines certainly do not help here, making it even more difficult to prioritise emails. Some people just overlook them without a second glance! 

Our suggested solutions: 

  • Develop a system to organise emails using appropriate folders, labels, tags, etc. Regularly check and delete/archive unimportant messages.
  • Set up filters to automatically categorise emails based on sender, subject line, keywords, etc., to prioritise your inbox and keep relevant messages readily available. 
  • Ensure the subject lines are informative and accurately reflect the email's content and urgency. That way, recipients can quickly assess the message's importance and decide which to reply first.
  • Avoid the "reply all" trap. Ask yourself if everyone on the original thread needs to be included in your reply.

And if you just want quick updates or simple confirmations, consider turning to (many) other alternative communication channels like team communication apps or instant messaging platforms. 

Low Engagement

Are your recipients entirely unresponsive to the messages they receive, resulting in ignored emails and announcements? These are likely to be the causes:

  • Irrelevant Content: If the communication in business is not really relevant to the recipient's work or interests, they're less likely to take action or even pay attention. 
  • Unclear or Uninteresting Tone: Both dry/overly formal and jargon-filled communication can be off-putting and discourage engagement.
  • Lack of Transparency: Employees who feel they are kept in the dark about company developments or decisions will not bother to show their efforts in the communication process.

Our suggested solutions for this severe communication issue: 

  • Consider the recipient's role and interests to tailor your content accordingly. Ensure the message transmission is relevant and provides value to them; if necessary, segment your audience to avoid information overload. 
  • Create opportunities for dialogue and feedback; people will not respond if they know their opinions are not valued. 
  • Be open and honest when sharing relevant information about company decisions, even if it is a difficult conversation.
  • Use a clear, concise, and engaging personal communication style during the conversation with coworkers. Incorporate visuals (charts, graphs, images, etc.) where applicable to break up text and make your message more engaging.

Inconsistent Messaging

Another serious issue in workplace communication is the lack of uniformity in how information is presented across different channels or by different communicators. 

Mixed messages leave audiences unsure of what to believe or how to act, and (in the case of interactions with customers) they will blur your brand identity. Nobody will understand what you and your brand even stand for.

We suggest creating a document that clearly outlines your brand voice and messaging pillars, serving as a reference point for all communication efforts. 

Also, consider investing in an omnichannel solution. StringeeX is one of the industry's top picks by far, especially for customer service. 

All customer data across every communication channel is stored and centralised in the same place, allowing all agents to access their previous interactions with the brand. You can also reach them using just one interface without switching between platforms every two seconds.

Poor Communication Efforts With Remote Staff

The lack of in-person interaction results in remote employees struggling to pick up nonverbal cues or build relationships with the company. With limited information sharing, they often stay out of the loop and do not feel like they belong to the team. 

Worse, since performance feedback is irregular, remote employees also find it difficult to improve their weaknesses or find any motivation to contribute to the company's success. And that's how many companies lose their best talents to other rivals! 

Our suggested solutions for this communication hurdle: 

  • Schedule regular video calls for brainstorming sessions or informal check-ins. Seeing each other's faces frequently can boost strong communication and build stronger relationships. 
  • Schedule performance review meetings (preferably one-on-one) every few weeks to provide feedback and discuss their progress. Always encourage them to ask questions or contribute their own perspective.
  • Organise virtual team-building activities and social events to give them a sense of belonging. Consider online games, virtual coffee breaks, remote happy hours, etc. 

Not Measuring Results

Without measurement, it's impossible to determine if your communication efforts have achieved their intended goals. You might end up wasting resources on the most ineffective strategies. 

First, clearly define the objectives. Are you aiming to raise brand awareness, generate leads, increase employee engagement, or achieve something else? 

Once the goals are clear, choose relevant metrics to track your progress for successful communication. Some examples: 

  • Engagement Metrics: Open rates, click-through rates, response rates, participation in discussions (for emails, social media posts, etc.)
  • Attitudinal Metrics: Employee satisfaction surveys, customer satisfaction surveys
  • Behavioural Metrics: Sales figures, website traffic, brand mentions

Extra Tips for Effective Communication In India

To succeed in communication, remember Indians do not say "no" directly (Image source: Flickr). 

  • Indian culture emphasises respect for authority figures, so remember to use formal greetings with titles (Mr., Ms., Dr.). Avoid overly casual language or humour that might be badly misinterpreted.
  • Saying "no" directly is not common with Indians, so make sure you pay attention to their non-verbal communication and subtle phrasing. Do they seem hesitant? Then, that might be a polite way of disagreeing. 
  • People often use stories, proverbs, and analogies to illustrate points, even in business meetings. Do not show impatience; be an attentive listener until they get to the point. 

Conclusion

Paying attention to the continuous process of business communication is crucial. The more your business expands, the more challenges you might encounter. To tackle them head-on, it's important to have comprehensive solutions and clear guidelines on communication skills in place. 

And if you are seeking an omnichannel approach to external communication, StringeeX will be the best solution.