EFFECTIVE COMMUNICATION IN BUSINESS truyền thông hiệu quả trong doanh nghiệp

EFFECTIVE COMMUNICATION IN BUSINESS PART A: GENERAL I UNDERSTANDING COMMUNICATION IN BUSINESS The nature of the communication process / communication • The definition media / communication: A human process of transmitting and receiving information from each other • Nature of communication: The purpose of communication is conveyed messages This is a process related to both the sender and recipient, a message diep.Thuc fact truly successful only when both the sender and the recipient of its reception in the same way Classification of communication in business  Classification of objects • Internal Communications: Is a process of transmitting and receiving information in the enterprise, the interaction between objects: employees - leaders, colleagues - colleagues To build effective internal communications is very difficult Transfer of information to understand the policy and policies of the leadership is key issue for every business However, the communication will be difficult to ensure its system, because each employee will have a way out and spread the different messages to the outside, jamming information or heterogeneous information On the other hand, the distortion of information will cause the inhibition, arising warm memories to defame leaders, colleagues with information rather than weaving comments and criticism for final approval When communication is not exactly creating very specific consequences such as the implementation plan of the company wrong, wasting time and financial remedy misleading, around between departments • External Communications: A process of transmitting and receiving information between enterprises and objects outside of the business such as customers, partners, press, investors, shareholders, government and agency coordination Foreign media have an important place, especially for enterprises Especially during the explosion of information, the media plays a very important role in everyday life, in business, in the development of economic sectors, in terms of manufacturing enterprises business The information reflects, will promptly deliver active support to the operation of the business  Classification of media properties • Direct: Is a process two or more people will directly communicate with each other They can be transmitted through direct contact with the object employee, by phone or by mail on the basis of personal communication Direct communication channels to create effective opportunities through personalized introduction and feedback They can communicate face to face, individuals with the audience, via phone, or even by mail The personal channel of communication is very effective because they focus on taking into account the response of individuals • Indirect: Converts the message to go without contact or communicate directly Indirect communications depends on the mass media, the atmosphere and events These indirect media is selective mass media including the form of print (newspapers, magazines, direct mail), electronic media (radio, TV) and presentation media (billboards, signs, posters) II EFFECTIVE COMMUNICATION IN BUSINESS Effective communication: Communication process so flawed messages are usually sent out or translated by one or more other components involved in this process This creates unnecessary confusion and reduced efficiency when communicating  Therefore, communication is effective when both the sender and the receiver perceive it in the same way (Figure 1.1) Characteristics of the components of communication / communication According to basic communication model (Figure 1.1), we see an information communication process consists of elements: sender, recipient, message, channel information, the functional elements of information communication (encoding, decoding, response and feedback) and the noise information To communicate effectively, managers must analyze the basic characteristics of the media elements, to identify specific characteristics of each element Then based on that set out the correct decision on how to communicate  Message: It is important thing sending through an active form, a work somehow symbolic  Sources of information / sender Features: The source comes from character, center or organization communications We can’t guarantee that the information is collected out respectively  Encryption: In structuralism, it is simply a pure language that says the whole community to use That notion was old and inaccurate Modern communication demonstrate that each owner and possess a certain language in the common property of the community language Because individuals are educated so different, so the characteristics of different families, the local circumstances and to different geographical conditions as well as their mother tongue learn to use it and use it as a demand different After all, human communication is the understanding and uniform code only Song for language processing experience is very different "tragedy" of humanity is never in that individuals with a unified community can fully communicate with each code So art is the art of communication stops at consensus on the code, the code level These factors affect the encoding process:  A word is interpreted differently by different people  The term continuous change of meaning and usage  The term is used in the coding phase will greatly affect the output messages when used to communicate with recipients  Decoding: After transmission of a message needs to be decrypted by the recipient information before they act or react The decoded message depends on that person's knowledge Bias in the perception of individuals from many factors: the applied pattern, using symbols, semantics, communicated channels are used  Recipients Communication does not occur if a message is not transmitted to the target or not achieved expected effects Even if the person receiving the message is clearly understood it can not also ensure that response and will act according to their expectations In fact, a message can create the effects for the following recipients:  Changing the-point attitude  Creating attitudes - the notion  Creating doubt  Communication method / channel information: Modes of communication and information channel serves to help bridge the communication can be easily accessible to the recipient information o Methods of communication include: • Text • Speech • African language • o Electronic Channel of information includes forms • Communication in the form of publications (direct mail, newspaper and magazine) • Media advertising (radio, television), • Electronic Media (audio tapes and video recordings, discs, internet: email, online newspapers, social networks ) • Vehicles on display (billboards, signs, posters, billboards)  Feedback: Feedback is particularly important component in the communication chain The media should receive feedback from recipients to see if the message is not received, helping them make the most reasonable structure for future messages  Incorrect information: The interfaces can’t be conducted in an ideal environment such as communication diagrams The elements of speakers, listeners, code language, communication cycle scene are creating a favorable factor, increasing effective communication, if one knew how to exploit them In fact, in addition to such positive elements, but must take into account a factor always hinder the communication process, undermine the value of the transferred information, misleading message content, which is noise in the information Noise is often divided into two categories: noise objective and subjective interference Belong interference objective is hampered by all the objective conditions bring For example, noise, temperature, weather There is subjectively belongs noise barriers detrimental to communication by the speaker and the listener (the participants communication) lead to a deliberate or unintentional For example, boring dialogue with someone; hungry, tired ; or educationally reasons or cultural reasons In two types of interference, the interference with the objective of scientific techniques one can overcome, but it is powerless against the difficulties caused by subjective interference Because it is a question of human problems and code level communication issues PART B: EFFECTIVE COMMUNICATION I STEPS FOR EFFECTIVE COMMUNICATION Effective communication is a vital element for development To this, you must understand what their message is, the object of that message is, and that message will be perceived how You also need to consider the surrounding context can affect their communication situations such as actual or cultural context Steps for effectively communicate information • Step 1: Identify the information object According to the communication model (Figure 1.1) shows that the key factor in communication For effective communication, the first important thing is to know what you want to target any object and expect the reaction And to send messages through the media for it to reach the target audience At the same time, implement feedback channels through which they will be the response of the recipient with the message information sent The radio started to work with an object receives a clear message Objects can enjoy are the potential customers, current users, the decision makers or influential From the analysis and understand the information objects are? Characterized by what? I decided to be the next element of the media as saying something (what), the message of how (how), say where (where), channel information is the best fit • Step 2: Determine the response they expect Once the information objects have been defined, the next step to decide if I find any kind of reaction Example: The business response to customer wishes is subject to final purchase The purchase is the result of a long process consumer decisions And, the Customer may be in any state which of the six states of the willing buyer - Attention, knowledge, interest, preferred, trust or purchase • Step 3: Select the message Have been identified that respond to expect from the audience enjoy, the transmission of information transfer to developing an effective message Ideally, messages should receive attention (Attention), holds interests (Interset), desire to rise (Desire) and obtained the action (Action)-collectively called AIDA model While creating the message, the media need to address three issues: what to say (message content), said that song was extracted (message structure) and how to say it iconic object (the format of the message), There is also need to be aware of elements in the construction process the message: o Standard value of communication and the listener; o The hearing in the different provinces, different countries; o The threshold filter information; • Step 4: Select the method of communication and information channels Communication methods and channels of information are important factors in the transmission of messages to recipients Serve as a bridge, so the selection of communication methods and channels of information will determine the quality of message transmission Each method of communication and information channel has its own advantages and disadvantages However, all more or less dominated and influenced by the surrounding agents such as environment, noise, temperature, weather also known as "incorrect information" Thus, deciding which mode of expression and the media is out so that the sender must be balanced to convey both the nature and contents of messages to reduce the influence of "incorrect information” • Step 5: Collect feedback After sending messages, communicators need to study its performance for the target audience This includes asking the target audience enjoy if they remember the message or not, they have seen this message many times, they remember the point II SPECIFIC CASES IN CORPORATE COMMUNICATION Communication model of GPBank A Internal communications Characteristics: These are direct and guide the professional nature, the provisions of the Bank, State Bank from time to time for employees to understand and implement Messages should use: Guidelines, notification of the Board, CEO Modes of communication and information channels:  (Text) Through internal Outlook e-mail (E - Mail) − After the text was drafted and signed by the competent authority for approval, this text will be transferred to the clerical section of the general office manager and executive will scan the entire text file and saved as PDF then send it via E-Mail individuals for the entire staff throughout the system to know − The message is private You can send it directly via E - Mail of the person on the system for information security − The documents sent via E - Mail will be reduced document printing costs, transportation, information quickly to meet the requirements of time But there are disadvantages to regular employees on Check Mail to read the information, the staff does not have the habit Mail Check will not catch the notice of the Bank − On the other hand notification via E-Mail will be vulnerable to internal information highway out if Bank staff want to move out documents or have any questions when reader would not know to ask the professional division explained to them  (Speech) Conference directly − This form is often used for high-level management, mid-level to encourage and inspire employees to promote work efficiency, and listen to the opinions of other to remove the difficulties and problems in working − Meeting directly applied regularly between the Board of Directors with the Director, Deputy Director of the branch Meeting the direct cost of travel expenses, accommodation , but the information is provided for the right person − On the other hand, the meeting also applies directly to the Branch Director Division of Trading would like to inform the development of bank employees and listen to the opinions of staff, thereby fostering staff to work effectively B Communications outside Characteristics: The goal to provide the necessary information to individuals, businesses, state management agencies The information: Often the people who represent the bank as Chairman of the Board, General Director These are reputable people in society, to influence social and legal representatives of the Bank The modes of communication: written, words, images Time Communication: Having prepared the content of information should provide Truthful information and contact information clearly The external object is GPBank towards the media, investors, shareholders, businesses and state management agencies For each different target, the Bank uses various communication methods to deliver maximum performance 1.1 Communications to the media Effective channels of communication o Press releases, press materials, correspondence o Interview, commercial speech story o Personal contact, building relationships, trips familiar o Press conferences, press meetings 1.2 Communication investors Effective communication channels o Annual report, annual meeting o o Intranet, web page… 1.3 Communication to the community Effective communication channels o Contribution, participate in sponsored programs, community and society o Meeting 1.4 Media / communication to the authorities Effective communication channels o Meeting with official, unofficial, participation in support programs, explaining and lobbying o Appeal letter, notice 1.5 Communication to customers Effective communication channels o Advertising, Development brochure, counselor o Events, regular release of information, feedback mechanism, construction and management hotline Conclusion: Communication is important in every business So, businesses need to build themselves a mode of communication, networks and information channels HEU results, thereby helping managers operating a business easily, through which image building culture of enterprise and branding of the business to customers In communication management, managers should establish a communications strategy in which the relationship between media with confidence building should be promoted Along with the reliability factor, an atmosphere of cooperation is a reflection of management philosophy An open communication policy, including between individual departments and groups involved partners to achieve our business prospects for new money REFERENCE Textbook of Organizational Behavior Management – Porf Hugh Adams –Eastern Michigan University http://www.polygon.vn/vn/ViewAllArticle.aspx? PageName=ContentDetail&ContentType=Content&ID=246S http://ngonngu.net/index.php?p=240 Synthesis of some articles on the internet  ... according to their expectations In fact, a message can create the effects for the following recipients:  Changing the-point attitude  Creating attitudes - the notion  Creating doubt  Communication. .. conferences, press meetings 1.2 Communication investors Effective communication channels o Annual report, annual meeting o o Intranet, web page… 1.3 Communication to the community Effective communication. .. hotline Conclusion: Communication is important in every business So, businesses need to build themselves a mode of communication, networks and information channels HEU results, thereby helping