OVERVIEW OF THE STUDY
Rationale
In today's business landscape, English proficiency is crucial for entrepreneurs seeking to expand into new markets and engage with foreign investors This is particularly true in the Exporting and Importing Department, also known as the Logistics Department, where understanding documents like invoices, packing lists, contracts, and emails is essential Effective communication in English is necessary for staff to interact with international partners and negotiate deals, especially during direct transactions involving quality inspections of exported goods Unfortunately, only about 40% of office staff possess a satisfactory level of English speaking skills, and many engineers and workers can only read specialized English, hindering their ability to communicate effectively This language barrier often leads to delays in responding to foreign partners and can result in significant errors in handling international contracts.
This article focuses on the challenges faced by Dap Cau Garment Joint Stock Company (DAGARCO) in negotiating and communicating with business partners during the export and import process The research aims to identify existing issues in these skills and propose effective solutions to enhance them By addressing these problems, the study seeks to provide DAGARCO with valuable insights that will aid in the company's future development and strategic planning.
Previous studies
There are some previous studies about the communicating skills in business as below:
Dr Michael Crewnal's study on business communication highlights its critical role in organizational success, defining communication as encompassing oral, written, and non-verbal skills Oral communication includes presentations, audience awareness, critical listening, and body language, while written communication covers academic writing, revision, critical reading, and data presentation Non-verbal skills also emphasize audience awareness and personal presentation Crewnal asserts that effective communication is essential for various business functions, from issuing instructions to fostering employee engagement He distinguishes between internal communication within organizations and external communication aimed at building brand image and engaging with stakeholders The study notes a shift from traditional mediums like telephone and email to modern tools such as online meetings, video conferencing, and social media for reaching larger audiences However, it primarily focuses on defining and classifying communication skills without addressing specific challenges or solutions in business interactions.
The second study is conducted by C Ramakanta Sarma, the research paper is about the importance of good communication skills for business staff.
She points out the necessity of using communication skills in business works:
“People in organisations usually spends 75 percent of their daily time on communication through writing, reading, listening, speaking, inter-debate etc.
Effective communication is crucial for organizational success at all levels, including interpersonal, intra-group, and external interactions A recent report highlighted that out of hundreds of job interviews, only five candidates were deemed employable, primarily due to their lack of communication skills rather than technical knowledge For young professionals aspiring to build a successful career, strong communication abilities are as vital as technical qualifications Poor communication, low confidence, and inadequate body language can hinder job prospects, especially since new hires often engage directly with global clients Proficiency in language and accent neutralization significantly influence the recruitment process.
Project the future in the present
Raise awareness Meet information needs.
Motivates the people for a purpose
Then the author analyze the characteristics of writing skills, reading skills, speaking skills and listening skills:
Openness and desire to understand.
Concentration, intelligence and maintain eye contact.
Know something about the audience.
Read inspirational or motivational books
Subscribe to newspaper, newsletters, periodicals journals of your interest to update your knowledge.
Accuracy, appropriateness, attentiveness, to your audience, avoiding of ambiguity.
Brevity or conciseness, brightness or buoyancy.
Effective English oral communication skills are essential in the workplace, particularly in the business and commerce sectors, as highlighted by Crosling & Ward (2002) Employees who possess these skills are more valuable, while those who lack them face disadvantages Additionally, Riemer (2002) emphasizes the importance of English communication skills for professionals aiming to succeed in their careers To meet industrial demands, it is crucial to train engineers in all four English language skills, with a focus on listening and speaking, to ensure effective communication in the global business environment.
Hua & Kuar (2007) emphasized the importance of effective oral communication skills for business professionals, particularly those in managerial roles Managers must be adept at listening, explaining, persuading, guiding, coaching, and facilitating to achieve both individual and organizational goals Strong oral communication not only ensures clarity and understanding but also enhances relationships among team members, fostering a positive work environment.
Aims of the study
This study examines the communication skills utilized by staff at Dap Cau Garment Joint Stock Company in logistics transactions, comparing them with effective practices employed by logistics companies globally The aim is to enhance understanding and improve communication strategies within the logistics sector.
- Find problems related to oral communication of exporting and importing staff of Dap Cau Garment Joint Stock Company when communicating with business partners
- Provide solutions to help DAGARCO develop appropriate and effective strategies and measures for the development of communicating skills for DAGARCO’s staff.
- Improve the ability to communicate effectively with business partners is essential, no matter what industry you work in
Enhancing body language, eye contact, hand gestures, and tone significantly impacts the message conveyed by DAGARCO's staff Adopting a relaxed and open posture, with arms and legs comfortably positioned, combined with a friendly tone, makes staff members more approachable and fosters open communication with others.
To become effective listeners, it is essential to focus on truly hearing what the speaker is saying rather than interrupting or formulating our responses prematurely By avoiding assumptions about what will be said next, we can engage more meaningfully in conversations and enhance our communication skills.
To enhance communication effectiveness, identify and utilize the preferred method of contact for the individual you are reaching out to Show respect for their preferences; if repeated phone calls go unanswered and they promptly reply to emails, transition to email communication for better engagement.
Research Subjects
The subject of this thesis: + The real problems of exporting and importing staff of Dap Cau Garment Joint Stock Company when communicating with business partners.
Scope of the study
This thesis focuses on examining the communication challenges and solutions faced by the exporting and importing staff of Dap Cau Garment Joint Stock Company in their interactions with business partners.
The primary focus is on the exporting and importing personnel within the Logistics Department of Dap Cau Garment Joint Stock Company (DAGARCO) Challenges arise during export and import transactions with international clients, particularly in communication with foreign partners, highlighting the need for improved communication skills among DAGARCO staff.
This research paper emphasizes the significance of oral communication, highlighting that issues often arise from fundamental cultural differences, such as those seen in America, Korea, and Spain It identifies key challenges including difficulties in listening to customers, the impact of negative attitudes on effective communication, and the importance of both verbal and non-verbal cues in the communication process.
Research methodology
Interview and Observation are the research methods that I intend to use in order to collect the information that help complete this research paper
In an insightful interview with the Logistics Department staff of Dap Cau Garment Joint Stock Company, we explored the challenges and effective solutions for communication with business partners The team highlighted key strategies to enhance collaboration, emphasizing the importance of clear messaging and timely responses to foster strong relationships By addressing common communication hurdles, they aim to streamline operations and improve overall partnership effectiveness.
What are the main problems of exporting and importing staff of Dap Cau Garment Joint Stock Company when conducting oral communication with business partners ?
Cultural differences significantly impact the communication between the exporting and importing staff of Dap Cau Garment Joint Stock Company and their business partners These cultural factors can lead to misunderstandings, differing negotiation styles, and varying expectations, which may affect collaboration and relationship-building Understanding and addressing these cultural nuances is essential for fostering effective dialogue and ensuring successful business interactions.
What are the matters of exporting and importing staff of Dap Cau Garment Joint Stock Company when listening to the foreign business partners
Do you meet any difficulty with pronunciation ? Could almost business customers understand all the content when you speaking ?
Are you good at eye-contact ? How do you conduct eye- contact and what problems do you meet when conducting it ?
What are the solutions that you want to propose for the oral communication problems of exporting and importing staff of Dap Cau Garment Joint Stock Company ?
All of the above questions would be answered by 5 people, the gotten data help built the content of chapter 3: Research Findings that shows the results of the research methods
During my month-long internship at DAGARCO, I observed various aspects of the import-export process, including communication with business partners via email and fax, as well as the management of essential documentation With the director's permission, I visited the transaction site to witness firsthand the negotiation skills employed by the staff in securing deals Effective communication was key; the team actively listened to customer demands, analyzed their needs, and relayed this information to the logistics department for timely document preparation Additionally, cultural differences in communication were adeptly navigated, highlighting the importance of eye contact to convey focus and engagement in conversations.
It's important to avoid staring at the person during a conversation, as it can create discomfort After the discussion, providing feedback on the transaction is essential to determine its success Additionally, expressing appreciation with phrases like, "Thank you for caring about our products and services," or "Great job," can enhance the overall interaction.
Organization of the study
Apart from the opening, conclusions and reference materials, the thesis is divided into four chapters:
Chapter 1: Overview of the study Chapter 2: Literature review Chapter 3: Research findingsChapter 4: Recommendations and suggestions
LITERATURE REVIEW
Concept of exporting and importing work
Exports refer to goods and services that are produced in one country and sold to consumers in another Regardless of the type of product or method of delivery—whether shipped, emailed, or transported in personal luggage—if a product is made domestically and purchased by a foreign buyer, it qualifies as an export.
An import refers to goods that are brought into a country from an external source, particularly across national borders The entity responsible for bringing these goods into the country is known as the importer In this context, what is considered an import in the receiving nation is classified as an export in the country of origin Importation and exportation are fundamental financial transactions that drive international trade.
In international trade, the movement of goods is regulated by import quotas and customs authority mandates, while tariffs may be imposed by importing and exporting jurisdictions on these goods.
In addition, the importation and exportation of goods are subject to trade agreements between the importing and exporting jurisdictions.
2.1.3 The duty of exporting and importing staff
The role of an exporting and importing staff encompasses a variety of responsibilities, including executing transactions, negotiating contracts with customers and suppliers, and managing the necessary documentation for the export and import of goods This includes handling purchasing contracts, transportation documents, and relevant regulatory paperwork Additionally, the staff member is responsible for opening letters of credit, securing bank guarantees, and verifying the quantity of goods at border gates during customs clearance Key duties also involve managing and tracking orders and contracts, collaborating with various departments to ensure timely deliveries, and pursuing new customer opportunities to expand the export market in line with company strategy Furthermore, maintaining strong relationships with customers and suppliers, gathering and analyzing feedback, advising the Head of the Logistics Department on business strategies, and preparing internal reports for relevant authorities are essential components of the role.
Definition of communication skills
Communication is the process by which information is exchanged between individuals It requires a shared understanding of symbol systems, such as language and mathematics
Effective communication encompasses more than just spoken words; it involves various elements such as tone of voice, eye contact, physical proximity, visual cues, and body language, all of which contribute to the overall message being conveyed.
Child development experts assert that all infants acquire spoken and written language skills according to a defined developmental timeline, irrespective of the language they hear While these milestones generally occur in a similar order, there is considerable variation among children regarding the timing of their first words and sentences.
The different categories of communication include:
Spoken or Verbal Communication: face-to-face, telephone, radio or television and other media.
Non-Verbal Communication: body language, gestures, how we dress or act - even our scent.
Written Communication: letters, e-mails, books, magazines, the
Internet or via other media.
Visualizations, such as graphs, charts, maps, and logos, effectively convey messages Language utilizes symbols—words, gestures, and sounds—to represent ideas and objects The communication process starts with spoken sounds paired with gestures, requiring two key skills: first, the ability to listen and comprehend, and second, the ability to express oneself through speech and gestures Initially, speech emerges as repetitive syllables, evolving into words, phrases, and sentences, followed by the development of reading and writing skills It's important to note that individuals may begin speaking significantly earlier or later than typical developmental milestones.
Effective communication is essential for the success of any organization, serving as the foundation for issuing instructions, resolving conflicts, boosting morale, enhancing productivity, and aligning employees with the company’s vision Whether in a start-up or a global corporation, strong communication practices are vital for navigating challenges and fostering a collaborative work environment.
Business communication involves the exchange of information among individuals within an organization, aimed at enhancing the company's commercial interests It also encompasses how a business conveys information to market its products or services to prospective customers.
Business communication involves constant flow of information.
Effective feedback is a crucial component of business communication, especially in large organizations with multiple hierarchical levels The complexity of managing such entities increases with the number of levels, making clear communication vital for directing and controlling personnel Immediate feedback helps prevent misunderstandings and fosters effective interactions between superiors and subordinates, as well as between the organization and broader society, such as management and trade unions To ensure the success and growth of an organization, it is essential to maintain open lines of communication and avoid any gaps that could hinder operations.
Business communication is essential for conveying a company's goals, rules, and policies to both internal and external audiences It is governed by specific regulations and norms, evolving from traditional methods like paperwork and telephone calls to modern technologies such as cell phones, video conferencing, emails, and satellite communication Effective business communication plays a crucial role in fostering an organization's goodwill and reputation.
Business Communication can be of two types:
1 Oral Communication - An oral communication can be formal or informal Generally business communication is a formal means of communication, like : meetings, interviews, group discussion, speeches etc.
An example of Informal business communication would be - Grapevine.
2 Written Communication - Written means of business communication includes - agenda, reports, manuals etc.
Verbal communication is the most common method for conveying messages in the workplace, encompassing meetings, presentations, workshops, in-person interviews, and both telephonic and video conferencing.
Communication is immediate, free, and highly effective, as it enables the recipient to perceive essential non-verbal signals, including facial expressions, tone, pitch, and body language.
Effective communication skills are crucial for building personal connections in conflict resolution, team-building activities, and sales However, as businesses expand globally and engage with partners, clients, and customers across the world, the emphasis on verbal communication is diminishing in favor of digital platforms.
Writing is a crucial business communication skill that encompasses various forms, including emails, internal memos, formal letters, bulletin boards, posters, flyers, and presentations To communicate effectively, it is essential to choose words thoughtfully to convey messages clearly and accurately.
This form of communication is reliable; it can be used to reach multiple individuals all at once; and is the best way to convey technical information.
Written communication serves as an effective means to clarify complex ideas and provide clear instructions, thanks to its precision and explicitness When the writer articulates their thoughts well, it eliminates ambiguity and minimizes the possibility of misinterpretation.
Written communication also creates a paper trail for future reference and it also helps the legal teams of large companies do their job.
2.2.2 Differences between Business Communication and General/
Business communication is distinct from everyday communication, as it occurs within a workplace setting and focuses on achieving collective goals efficiently.
Business communication encompasses both internal interactions among colleagues and departments within an organization, as well as external engagements aimed at enhancing a company's image through brand-building campaigns Additionally, it involves communication with vendors, partner organizations, prospective clients, and the general public.
There are many career tracks that are based almost entirely on business communication skills, such as marketing, customer care, corporate communications, public relations, brand management, advertising and event management.
Effective communication in various career domains focuses on conveying specific messages to targeted audiences, despite the differences between the sending and receiving parties.
English in business communication
In recent years, the concept of Business English has evolved significantly due to advancements in genre theory and the merging of English for Business Purposes with Business Communication This shift highlights the need to connect academic frameworks with the realities of the global business environment By analyzing business discourses through applied genre analysis, this review proposes an integrated approach for designing English for Business Communication (EBC) programs It provides a comprehensive examination of relevant literature across these fields, identifying key issues in EBC and demonstrating a gradual transformation in the rationale behind the design and implementation of EBC programs.
2.3.1 The importance of English Oral Communication in the business work
In today's interconnected world, businesses are increasingly prioritizing candidates with strong English speaking abilities, as effective oral communication in English can provide a significant competitive edge The value of English oral communication skills is well recognized among those pursuing job opportunities or career growth, supported by various studies highlighting their importance in the professional landscape.
According to Ward (2002) and Forey & Lockwood (2007), English oral communication skills are deemed the most essential competency for assessing entry-level job candidates, as well as being a crucial factor for achieving career and managerial success.
Effective oral communication is crucial for the success of any organization, particularly in the business sector The ability to communicate clearly and persuasively plays a vital role in career advancement, especially for those aspiring to reach executive positions Employees who lack strong communication skills often find themselves stuck in lower-level, unfulfilling roles.
Moreover, effective oral communication also helps individuals to better accomplish certain goals
Effective English oral communication skills are crucial for the growth of businesses across various sectors, including engineering, tourism, IT, and notably the garment industry As English has become the preferred language for global business interactions, it is essential for professionals and learners to master these skills to meet the demands of globalization and the evolving professional landscape.
2.3.2 English communication in exporting and importing work
In today's global marketplace, efficient Supply Chain Management is essential for gaining a competitive edge amid rising business pressures As companies increasingly operate internationally, effective coordination in Supply Chain and Logistics is crucial for the seamless movement of goods and information across vast distances English serves as the primary communication tool among diverse nationalities involved in this complex process, highlighting its importance as a vital skill for professionals engaged in exporting and importing within the Supply Chain and Logistics sectors.
RESEARCH FINDINGS
Research findings about the problems when communicating with business
Poor communication in the workplace manifests through various issues, including unclear messaging, incomplete instructions, and ineffective speaking, writing, and listening skills By identifying common communication problems, exporting and importing staff can enhance their interactions with managers, employees, and suppliers, ultimately preventing misunderstandings and boosting productivity Insights from interviews and observations highlight these prevalent issues, emphasizing the need for improved communication strategies within the industry.
3.1.1 The results of the interview
Following interviews with five staff members from the Logistic Department of Dap Cau Garment Joint Stock Company, key insights emerged regarding their challenges and solutions in communicating with business partners.
Question 1: What are the main problems of exporting and importing staff of Dap Cau Garment Joint Stock Company when conducting oral communication with business partners ?
- Staff 1: I’m usually having trouble with listening comprehension when foreign business customers spoke too fast
- Staff 2: Producing grammatical errors when speaking is my main matter when communicating with business partners
- Staff 3: I met trouble during telephone call when conducting the English business communication
- Staff 4: My difficulty is understanding foreign accents and producing word stress misplacement and trouble regulating the volume of their voice
- Staff 5: My problem is lacking or having insufficient knowledge of the cultural background of our business customers
Cultural differences significantly impact conversations between the exporting and importing staff of Dap Cau Garment Joint Stock Company and their business partners These variations in culture can lead to misunderstandings, differing communication styles, and contrasting business practices, ultimately affecting negotiations and relationship-building Understanding and adapting to these cultural nuances is crucial for fostering effective collaboration and ensuring successful business interactions.
Effective communication with business partners hinges on understanding cultural differences in body language and greetings, which can significantly impact exporting and importing deals For instance, while Americans typically greet with a firm handshake and maintain eye contact to convey importance, the Chinese prefer bowing and may find direct eye contact uncomfortable Similarly, a smile is viewed positively in American culture but can be interpreted as a sign of weakness in some African cultures Recognizing these nuances is crucial for DAGARCO to avoid potential losses in international trade.
Vietnamese culture is characterized by politeness, friendliness, and hospitality, creating a comfortable environment for business customers Additionally, our export and import staff excel in researching information about business partners prior to communication, which minimizes the impact of cultural differences on English business interactions.
Question 3: What are the matters of exporting and importing staff of Dap Cau Garment Joint Stock Company when listening to the foreign business partners ?
- Staff 1: The problems I usually meet when communicating with business partners is that assuming a subject is uninteresting and tuning out,focusing on the delivery rather than the content
- Staff 2,3: We usually have difficulty at reacting too quickly before the message is completed, picking up on emotional words and not hearing the rest of the message.
When engaging with business partners, I often focus solely on the facts instead of fully absorbing the ideas being presented This tendency leads to distractions and a reluctance to engage with topics that I find challenging to understand.
Struggling to focus on multiple conversations simultaneously is a challenge for me This includes distractions such as the television or radio playing while I try to engage with business partners, handling phone calls with customers while conversing with someone nearby, and dealing with overwhelming background noise in my surroundings.
Question 4: Do you meet any difficulty with pronunciation ? Could almost business customers understand all the content when you speaking ?
Effective communication in English is crucial, as incorrect stress on syllables can lead to misunderstandings among business partners I often struggle with word stress and sentence rhythm, which can convey unintended meanings or attitudes.
Intonation is a significant challenge for me, as the variations in tone create the 'tune' of spoken English, which can alter meaning and implications Often, I find myself needing to repeat or emphasize my pronunciation because others struggle to grasp my intonation.
As a Vietnamese native from Nghe An in central Vietnam, I face challenges with English pronunciation, which can make it difficult for business customers to fully understand my communication.
Age plays a significant role in mastering English pronunciation As an older learner, I realize that starting to practice a native accent in childhood would have greatly improved my clarity and accuracy This early foundation would have made it easier for business clients to understand me.
When communicating with business customers, I struggle with organizing my thoughts into coherent groups, which can hinder the clarity of my ideas Effectively using thought groups allows me to present information in digestible chunks, enhancing understanding for my business partners.
Question 5: Are you good at producing grammatical sentences ? How do you conduct the right grammar fluently when speaking and what problems do you meet when conducting it ?
To improve my grammatical skills, I often struggle with sentence fragments that lack a subject or verb Each day, I seek ways to enhance my grammar, such as engaging in conversations with foreign friends who excel in English This practice helps me gradually master correct grammar, allowing me to communicate fluently with business partners.
When communicating with business partners, it's common to unintentionally use double negatives, which can lead to misunderstandings To avoid this, we should slow down our speaking pace, as clarity is appreciated and no one will mind a more deliberate approach Additionally, choosing our words carefully demonstrates respect for our business relationships.
One of my main challenges in communicating with business customers is constructing sentences that combine multiple thoughts without proper punctuation To address this issue, I believe it's essential to take a moment to think and relax, as business customers often appreciate a well-considered response over a hurried one.
If I repeat this step many times, I think I would sound more fluent and would not feel the pressure of having to say something before I am ready.
RECOMMENDATIONS AND SOLUTIONS
Plans of solving the problems of exporting and importing staff when
Dap Cau Garment Joint Stock Company is launching English Communication in Business courses to provide its exporting and importing staff with practical experience in Business English when interacting with partners To motivate employees to participate in these training sessions and enhance their Business English skills, DAGARCO, especially the Logistics Department, has implemented policies that offer higher salaries and attractive bonuses for successful deals with business partners.
DAGARCO aims to foster a comfortable atmosphere for its exporting and importing staff, as well as business partners, by facilitating enjoyable experiences such as dining at fine restaurants, attending sports events, or organizing travel tours This approach not only enhances the overall business environment but also enables staff to communicate more effectively and confidently with partners, ultimately streamlining the deal-making process.
Solutions for the problems of the exporting and importing staff when
Dap Cau Garment Joint Stock Company is set to launch English Communication in Business courses aimed at enhancing the Business English skills of its exporting and importing staff These courses will provide a practical environment for employees to practice their communication skills with business partners To motivate staff participation in these training programs, DAGARCO, particularly the Logistics Department, has implemented policies that offer higher salaries and attractive bonuses for successful deals with business partners.
DAGARCO aims to foster a comfortable atmosphere for exporting and importing staff and business partners, facilitating smoother and less stressful transactions By offering enjoyable experiences such as fine dining, sports events, and travel tours, the company enhances communication and collaboration, allowing staff to engage more fluently with business partners.
4.2 Solutions for the problems of the exporting and importing staff when communicating with business partners
To enhance the efficiency of business transactions in the export and import sector amid international economic integration and intense competition, Dap Cau Garment Joint Stock Company has established targeted solutions and strategic directions to address various challenges.
4.2.1 About the problems of communications barriers
Barriers to communication often hinder conversations between exporting and importing staff and global business partners However, with effective strategies, these challenges can be significantly minimized or entirely resolved Communication difficulties between employees and customers frequently arise during challenging situations.
Being able to resolve these barriers in the business deal will make a difference in the conversation of the entire deal.
Exporting and importing professionals should conduct thorough research on their business partners to understand their backgrounds and experiences If the counterpart possesses significant international negotiation expertise, it is advisable to avoid cultural stereotyping, as attempting to adjust negotiation strategies based on assumptions may lead to new communication challenges instead of resolving existing ones.
When staff encounter difficulties obtaining information about their business partners, they should seek assistance from an intermediary who has connections within the relevant firm or organization It is crucial to ensure that the intermediary understands they are not permitted to make any commitments on behalf of the staff.
When engaging in international negotiations, it's crucial for exporting and importing staff to recognize if their counterparts lack cross-cultural experience In such cases, they should consider involving a cultural adviser from their business partner's background to assist during discussions Instead of relying solely on this adviser, it's beneficial to establish pre-agreed signals to indicate when a pause for advice is necessary This approach allows the cultural guide to evaluate the situation, provide coaching, and intervene if significant misunderstandings or errors occur, ensuring a more effective negotiation process.
Exporting and importing staff must actively listen during discussions, reframing questions if they are unsatisfied with responses To clarify understanding, they should repeat what they believe they heard Given the diverse cultural backgrounds, it's important to recognize that interpretations of events can vary, yet globalization reveals shared commonalities on a personal level Staff should trust their intuition and maintain good manners throughout interactions.
4.2.2 About the problems of Misinterpretations and Assumptions
To ensure clear communication during complex discussions, exporting and importing staff should jot down key points before meeting with business partners Referring to these notes while providing instructions helps maintain focus and clarity Additionally, staff should encourage their partners to take notes and, for particularly intricate or crucial instructions, follow up with a written note or email to reinforce understanding.
To ensure clear communication with business customers, staff should encourage them to repeat back the information provided, either verbatim or in summary It is crucial that partners fully understand the instructions given, and this should be done with a respectful tone, avoiding any condescension The focus should be on effectively conveying instructions rather than trying to showcase expertise.
Exporting and importing staff must ensure they are fully engaged when communicating with business customers, as divided attention can lead to unclear instructions When staff are distracted by typing or paperwork, it signals to their partners that they may not need to be attentive either, potentially harming the business relationship.
Clear and direct communication is essential when business partners provide instructions via email or memo Staff should aim to convey their messages in five sentences or fewer, utilizing bullet points if necessary for clarity Maintaining a serious tone is important, as business customers cannot gauge humor through written communication It is advisable to review instructions carefully or have a colleague proofread them before sending This ensures that the intended message is conveyed effectively and professionally.
4.2.3 About the problems of poor listening skill
Effective listening is crucial in conversations between exporting and importing staff, as distractions can lead to misunderstandings To enhance listening skills, it's important to focus entirely on the speaker and avoid letting the mind wander If thoughts drift away, staff should consciously redirect their attention back to the conversation Instead of worrying about missed points, they should actively engage with the ongoing dialogue to ensure clear communication.
Exporting and importing staff must prioritize the business customer by demonstrating effective body language, such as leaning slightly forward and maintaining an open, relaxed posture It's essential to be mindful of nonverbal cues, as any negative or inattentive signals can hinder communication If staff notice that their body language does not convey positivity and attentiveness, they should promptly adjust their posture to enhance engagement.
Nonverbal clues are even more important in a tense or difficult discussion It is still possible to be open and receptive even in the most challenging conversation.
Active listening is not simply muttering the occasional “uh-huh” or
Active listening in conversations involves asking clarifying questions to ensure that both exporting and importing staff fully comprehend the discussion By interjecting relevant commentary when necessary, they can grasp the deeper meaning behind their business partner's words, which often extends beyond the basic facts of the conversation.
Conclusion for the solutions
Dap Cau Garment Joint Stock Company (DAGARCO) employs a range of achievement and compensatory strategies to enhance communication effectiveness The company is committed to training its exporting and importing staff on how to engage customers effectively, utilize paraphrasing techniques, and employ simpler language to improve understanding This proactive approach highlights DAGARCO's strong dedication to achieving its communication objectives.
Exporting and importing staff employ approximation techniques, such as using synonyms and circumlocution, to enhance communication with customers This approach demonstrates their confidence and commitment to effective, collaborative interactions in a multilingual environment Additionally, they face various challenges during these exchanges and utilize strategic methods to maintain clear communication.
These strategies include paraphrasing, circumlocution, asking for repetition or emphasis, seeking clarification and avoidance of words, structures or topics.
These strategies are used to meet demands of ongoing communication Thus,the effective use of coping strategies is important for the EIS in all contexts
The Logistics Department of Dap Cau Garment Joint Stock Company faced challenges in English oral communication among its exporting and importing staff when interacting with business partners The primary issues identified were difficulties in listening comprehension and grammar usage, suggesting that the staff had a limited understanding of the English language and insufficient exposure to authentic English interactions.
Despite facing challenges in communication, employees at Dap Cau Garment Joint Stock Company employed various oral communication strategies to meet their goals These strategies included both achievement and avoidance techniques, which facilitated effective communication among staff with diverse linguistic and cultural backgrounds To enhance competitiveness within the ASEAN economic community and the global market, it is essential to improve the English oral communication skills of the exporting and importing teams.
To enhance the English oral communication skills of exporting and importing staff, it is crucial for both public and private academic sectors to address the specific challenges faced by learners Tailoring training courses and curricula to these needs will yield better results Leadership and staff at Dap Cau Garment Joint Stock Company should recognize that communication strategies are integral to effective language use and are not signs of failure; rather, they can significantly boost communicative effectiveness By effectively learning and practicing oral communication strategies, the self-confidence and proficiency of exporting and importing staff in English can be greatly improved.
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