Direct Approach in Business Communication
Thesis Statement
The direct approach of business communication is an appropriate communication mode in a business context where there is no resistance in a message delivered but not necessary in a situation whereby communication involves delivering negative messages as discussed in this paper.
Purpose: To illustrate the importance and applicability of direct communication or messaging approach in a business context.
Abstract
In a business context, communication may take either a direct or indirect approach depending on the content and the message intended to be delivered. Direct communication approach is appropriate where there is no resistance to communicated information. While delivering bad news or negative information, indirect communication is appropriate. Telling a person has been hired or an activity will be done in a short while does not require resistance and therefore direct approach is recommended. Direct approach involves introductory with the most relevant information with passing straightforward statements of the main information.
Direct Approach in Business Communication
Introduction
Business communication requires a mode that is easily understandable and easy to respond despite the busy schedule of the participants. While creating a communication process in a business context, one may decide to use either a direct or indirect approach depending on the person being addressed or the context of communication. The indirect approach applies where the message communicated contains negative or bad news that may not be appreciated by the receiver. For example, one may intend to inform another person on the rejection of funding request, failure to complete the projected report in time, or a delay in an expected project like shipping of goods. In this case, the indirect approach to communication would be applicable as it involves communicating negative information in a polite manner that is understandable to the receiver. On the other hand, the direct approach of communication in a business context would anticipate no resistance to the communicated information (“Direct and Indirect Approach). This paper provides an analysis of the direct approach of communication in a business context, providing its relevance and applicable situations with the provision of relevant examples.
The direct approach of business communication involves communicating the main ideas first. For instance, one may start with discussing recommendations, conclusions, and requests before going to other details in a communication context (“Direct Approach vs Indirect Approach). Evidence may follow as one would be required to defend his/her arguments while communicating. Direct communication or messaging approach involves deductive argument and is applicable in cases where the audience is neutral or positive toward the communicated message. The formal communication in direct approach is usually mandated to the summary of the key findings, conclusions, and recommendations regarding the message. These three key parts of direct communication provide a baseline for the entire communication procedure as the audience is aware of message details.
In many cases, the communication thesis or claim in direct approach is communicated in the first or introductory paragraph. Restatement of the introductory thesis in the discussion forum emphasizes on message passed to the reader through direct communication approach. If a person understands the audience’s preference, he/she can use the direct approach as there is no negative feedback expected. Business communication requires a direct mode of delivery as it is considered that it may be inconvenient to provide understatement information to business professionals and customers. The conclusion in this approach is crafted to restate the communicated claim, synthesis supporting evidence, and provision of relevant recommendations for the way forward without indicating resistance (Gurrola, Vargas, Solis, Mora, & Sosa, 2011). Messages in direct approach do not require convincing and help the reader or receiver to correctly respond and place their positive emphasis to communicated information. This form of communication mainly ends with a motivation or polite closure, appreciating the message receiver thus creating a goodwill among the participants.
Direct communication approach may be used to make a direct request for the reader to do something. For example, a reader can be inclined to place an order, to make a business reservation or appointment, request for routine business procedures or actions, or make a request for adjustment for a damage or fault committed. Clients may also pass their complaints, inquire about offered services or products or even a person using direct communication approach. The communicator may also use a direct approach to pass good news to the reader. Such information is found in the organization’s plan entailed in a business letter. In this case, the reader can be informed about credit improvement, request granted for adjustment claims, order acknowledgment, provision of positive recommendation letter, or approving a hiring request or other applications made.
Direct communication approach is however not appropriate is a situation where the communicator is passing a negative information or message to the reader. For example, the reader may have made a request for a claim adjustment which may have been rejected. The information conveyed may also contain a decline for a request or even turning down to an application for a job or promotion in the workplace. Such information may raise responses or even resistance if delivered to the reader inappropriately (Clutterbuck & Hirst, 2012). For this reason, direct approach is not the appropriate way of communicating such information. The communicator can instead use indirect communication approach which requires him to find the appropriate way of conveying information containing a negative message or that may raise negative feedback.
Sometimes a speaker may project a disagreement from the audience. In such a situation, indirect communication is preferred over direct approach. For instance, a firing process for an employee may first involve discussion on his/her poor performance to try and convince the employee on the need to fire him/her. Getting direct to firing conversation may lead to an argument which may lead to violence or misunderstanding. While addressing an angry audience over a negative information or a message that may not favor them, direct approach is not the best communication approach. It is also advised not to use direct approach while communicating a message you are not satisfied with as it may affiliate negative attitude to the audience. While presenting a business performance report with an intensive loss or against organization’s expectations, direct communication approach is not recommended as you have to first explain the cause of the situation to create understanding among the audience.
In other cases, the audience or the message reader may be a person who likes short, direct, and clear things (“Write Approach to Business Communications – Cascade Business News,” 2015). In this case, one case uses direct approach communication rather that indirect which sound to be complicated. In other cases where the news is routine and not serious, direct approach is also applicable as the information delivered is not likely to bring about emotional feelings to the audience. Direct approach also helps to keep the relationship as it softens the blow of the tough situation. It is also a good way of maintaining a working relationship and getting the attention of the audience in a business forum. It also may be a requirement of an organization to use direct communication approach while addressing any situation related to the organization. Direct approach business communication may disadvantageous as it does not allow the audience or message receiver to pass complaints if not satisfied with the delivered message.
While a company or organization is communicating to its employees or passing a message to the members of the public, direct approach is preferred over indirect approach. The company may advertise about the upcoming events or an employment vacant with a direct communication approach. In this case, no response is expected from the audience and therefore no need to create a room for negotiation. Internal memos in an organization also form of direct communication that many companies and institutions have adapted. An organization can also use direct communication approach to pass favorite news feed and photos for promoting a product (“10 Effective Business Communication Techniques | eduCBA,” 2018). Rewarding and recognition communication also is highly favored as the communication is brief and direct to the point. Sale metrics and KPLS messages are also passed in a direct approach without the involvement of the message receivers.
Conclusion
Direct communication involves the provision of short, clear, and straightforward information and does not require illustrations or convincing to the audience. This approach is applicable in a business context whereby there is no resistance to the delivered message from the reader or audience. Some organizations have this as their policy requiring people to use a direct approach in their communication. In other situations where the message is likely to cause conflict or lead to the development of negative attitude among the audience, indirect communication approach is recommended as the communicator provides convincing illustrations for a decision made or information conveyed. Company adverts and internal memos concerning organizational news requires direct communication approach as there are no feedbacks or negotiations expected. It is, therefore, important to consider the condition of the audience and form of a message to be communicated before deciding on the appropriate approach to use.
References
10 Effective Business Communication Techniques | eduCBA. (2018, October 5). Retrieved from https://www.educba.com/10-effective-business-communication-techniques/
Clutterbuck, D., & Hirst, S. (2012). Business performance and communication excellence. Talking Business. doi:10.1016/b978-0-7506-5499-9.50006-1
Direct and Indirect Approach. (n.d.). Retrieved from http://www2.ivcc.edu/eng1205/Handouts/DirectIndirect.htm
Direct Approach vs Indirect Approach. (n.d.). Retrieved from http://faculty.winthrop.edu/kosterj/writ465/management/directapproach.htm
Gurrola, C., Vargas, C., Solis, D., Mora, J. L., & Sosa, M. (2011, January 9). Indirect or Direct Approach for Negative Messages. Retrieved from http://workplacecommunicationdoneright.blogspot.com/2011/01/indirect-or-direct-approach-for.html
The Write Approach to Business Communications – Cascade Business News. (2015, May 20). Retrieved from http://cascadebusnews.com/the-write-approach-to-business-communications/
