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Business Communication
Communication is one of the most important tools of in the normal running of business.
Scholars define communication as any act that include an individual delivering or receiving information as regard to personal needs, wishes, awareness or comprehension. Furthermore, communication could perhaps be intentional or unintentional, may utilize conservative or eccentric signals or may take linguistic or non-linguistic forms.
It is observed that communication is a form of dialogue but not a monologue meaning that it is concerned about twofold listening.
Business communication is commonly utilized to pass information within and without the organization (Krizan 21).
Messages can be conveyed through several channels such as the internet, print, data lines, TV, outdoors and verbal.
Communication can take the form of upward, downward or horizontal way depending on the seniority of the speaker and the recipient.
Messages such as bad news, good news and routine request messages are frequently conveyed from one office to another through upward, downward and horizontal communication.
Bad News
There are instances when an individual would need to deliver bad news.
To deliver such news, the sender should be equipped with some strategies since the recipient would most likely be upset. In this regard, it is advisable that the speaker employs inductive approach in dealing with the emotional state of the receiver (Clow 35).
The business administrator may perhaps be called upon to draft a message that instructs the supplier to forfeit supply of merchandise, denying credit to potential customers or conveying constructive criticism to employees. In this scenario, an administrator is required to adopt some steps in writing the message.
The first step would be to introduce the topic with an idea that seems neutral. This would set the stage for explanation of an idea, which should be presented in succinct and reasonable style. The language used should be positive.
This would involve providing a counterproposal or silver liming testimonial that seems positive. Finally, the writer can close the message by encouraging and chivalrous quotes that diverts the attention of the reader from bad news.
In this case, bad news is articulated using paper documents or face-to-face means. However, electronic channels can also be employed in circulating bad news.
Good News
Good news messages are those that convey positive information to the respondent. In other words, the message carries information that would be of pleasure to the recipient. It broadcasts good news to the receiver (Rankin 78). This type of message is easy to write as opposed to bad news message.
In designing good news message, some factors are to be considered, which would make the message formal and effective. First, it should have friendly, understandable and comprehensive tone. Besides this, the appearance of the message should be suitable.
The message should have three components that make it complete and more reliable. The statement of the main idea should be clear because the main purpose of the message is to express an idea.
Secondly, the message should have needed details that back the main idea. It should not leave out any substantial idea. On the other hand, the message should not have irrelevant information.
Finally, the writer should conclude the message pleasantly.
Routine Request Messages
Routine request messages are those types of messages that are utilized for various purposes. They are used in requesting for action, modification and passage of information.
In the main body of the message, the writer should include an explanation regarding the request. The writer should utilize this opportunity to show the reader that the message is beneficial to him or her.
The message can actually be broken to small sub-topics in order to allow the reader understand the request. Details should be provided in case the request is complex.
Finally, the request message should conclude with a positive and courteous quote that encourages the reader to reply.
How to Prepare for an Interview
An interview refers to an investigative meeting that happens between an applicant or applicants and the employer; thus, representing both the supply and demand of an organization.
Regardless of whether an individual is applying for a scholarship or a job, it is necessary to conduct an interview in order to determine whether he/she qualifies for the applied position (Lee & Thill 2).
Both the interviewee and the interviewer need to prepare properly before an interview.
Interviews are very important to the interviewees; therefore, they should spend time in preparation before attending them.
In addition, job interviews are very important to employers because they help them in choosing the best candidate that suits the organization’s position (McKay 2).
Interviewers carry out interviews for many reasons including getting the interviewee’s impression relating to his/her image obtained in the application documents and those that he/she did not write.
Therefore, the interviewee should conduct research regarding the company that he/she has an interview.
This information should include what the company deals with and its success.
Aspects such as corporate culture and how the communities view the corporate culture, their market position, the role played by the position being interviewed and relevant information concerning a normal day in the company are fundamental (Boyer 48).
Secondly, the interviewee should ensure that he/she re-reads the job advertisements severally in order to clearly understand the job requirements and think out the main reasons to prove whether he/she can meet such requirements.
The interviewer should not exaggerate things during an interview because it will appear as if he/she is overqualified. Similarly, the interviewer should not lie during an interview because the information will appear to be paranoid.
Finally, the interviewee should revise and memorize all information concerning his or her CV so that incase the interviewer asks questions in line with the CV, the interviewee is capable of answering them deeply thus giving relevant details and explanations.
In addition this, the interviewee should list down all his/her strengths, accomplishments, experiences, hobbies, and weakness among others so that he/she can easily recall them during an interview (Adams Media 18).
Conclusion
To any company, a job interview is very relevant because it helps the company in obtaining the best candidate suiting the available company’s position.
In preparation for a job interview, it is important that an individual conduct more research regarding the organization that she/he has an interview.
Secondly, an interviewee should ensure that she severally reads the requirements of the applied job in order to get answers on how he/she meets such requirements.
Thirdly, an interviewee should investigate on the total time that the interview will take.
Fourthly, revising common interview questions is vital.
Finally, the interviewee should memorize his/her CV in according to answer questions in line with it.
However, it is important for every individual to consider well preparation before an interview.
Works Cited
Adams, Media. The Adams Job Interview Almanac. Avon, MA: Adams Media, 2005. Print.
Boyer, Susan. Understanding Spoken English: A Focus on Everyday Language in Context. Lapstone, N.S.W: Boyer Educational Resources, 2003. Print.
Clow, Kenneth. Integrated Advertising, Promotion, and Marketing Communications. London: Sage publications, 2006. Print.
Krizan, Buddy. Business communication. New York: Cengage Learning, 2005. Print.
Lee, Courtland, and Thill, John.Business communication today.New York: Pearson Prentice Hall, 2004. Print.
McKay, Dawn .The Everything Practice Interview Book: Be Prepared for Any Question. Avon, Mass: Adams Media, 2004. Print.
Rankin, Thomas. Business communication. New York: Cengage Learning, 2010. Print.
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