The Functions of Professional Communication
● to pass on information
● to persuade people to buy a product or use a service
● to discuss an issue
● to recommend a course of action
● to make or answer a request
● to make or answer a complaint
● to keep a record of something that has happened or been agreed
● to explain or clarify a situation
● to give an instruction
Written and Spoken Communication in Business
The main reasons for communicating in writing are:
● To retain a permanent record.
● To provide a basis for discussion.
● To clarify a complex subject.
● To send the same message to a number of people.
● To be able to think carefully about what you want to say.
The main reasons for communicating orally are:
● To have a discussion.
● To receive instant feedback from your audience.
● For speed.
● If the person with whom you are communicating has initiated the conversation.
Professional Style of Communication
● Where description is necessary, it should be factual and objective.
● While describing speech – give a summary of what was said, instead of full conversation.
● In professional communication, your opinions might be important, depending on the nature of communication, but the relevance of your feelings is only their impact on your business and the person you are addressing.
● Professional communication doesn’t use slang. It uses formal and decent phrases and words.
What this means is that professional communication should be as uncluttered, brief and to the point as possible, getting across the information you want to impart. People read business documents to gain information correctly, quickly and easily.
The Three Rules of Professional Communication should be:
● clear and uncluttered
● brief and precise
● objective and without feelings