Accounts: 0782557223 Tracking: 0318115749 | 0870574924


Business Communication Protocol

In order to achieve business goals and maintain profitability, companies rely on effective business communication protocol. Interviews, board room meetings, and informal discussions are samples of opportunities to communicate business objectives within an organization.

Protocol Purpose
Establishing a communication protocol incorporates two key factors: the promotion of a meaningful exchange of information and the building of relationships with partners and key stakeholders. Business communication protocol is not only a set of professional rules, but also a code of conduct used to guide business-related behaviors and etiquette.

Verbal Communication Etiquette
Verbal business communication can take place in hallway conversations, shareholder meetings, ceremonial events, interviews, workshops, press conferences, phone calls and even web videos. Verbal comments that are appropriate in hallway conversations may not be appropriate in a board meeting. For example, personal statements about family and hobbies may be acceptable during a lunch meeting with a co-worker, and can build authentic and productive networks. However, sharing intimate stories during a press conference can usurp the authority of the spokesperson delegate.

Written Communication Etiquette

Written communication can include formal newsletters, reports and informal memos that require appropriate etiquette in business settings. Etiquette in business communication can vary in structure depending on the audience size, culture, place and purpose. Written messages should follow the same ideals as verbal communication etiquette; each message should be edited to fit the tone of the audience receiving it.

Verbal Communication Guidelines
Informal verbal communication in business settings can supplement official channels, save time spent on projects and increase productivity. Formal communication delivered as a presentation can reinforce the ethics and culture of an organization. As a chief officer, manager or a field representative, verbal communication in informal and formal settings should include the following guidelines.

First, is the language considerate and courteous? Kindness trumps bluntness, even during disagreements.

Second, does the conversation reflect company values? Even if personal views are not 100 percent in alignment with company directives, an employee should always support the corporate mission.

Next, does the discussion reflect positive characteristics about employee attitudes or the corporate culture? Eliminate gossip and minimize negative comments about company policies.

Finally, will the message incorporate a beneficial truth? Confidential information, while true, may not be appropriate for everyone in the organization.

Written Communication Guidelines
Written communication is generally used to inform, collaborate or persuade. Before drafting any piece of literary collateral, one of these general uses should be identified. Once the purpose is established, the following guidelines can be used for an effective business communication protocol.

First, are all of the contents incorporated into one main idea? Multiple topics in one document can confuse the reader. Separate unrelated subjects into different documents.

Second, is the language clear, familiar and free of slang? Never assume the reader understands industry jargon.

Next, is the message brief, engaging and properly formatted? The appearance should always be professional, but should be easy for anyone to read.

Finally, are necessary facts and details presented? Don’t leave out information that can leave the reader confused.

Protocol Report

Although the word “protocol” has several different meanings (including guidelines for diplomatic etiquette, details of an international agreement or a description of how data is formatted in computer systems), the most common definition of a “protocol report” is a document that sets forth the hypothesis and plan of investigation for a research study prior to the actual experiment. The purpose of a protocol report is to help researchers focus and clarify their thoughts and determine that they have the necessary resources and information to begin their investigation.

1 – Formulate a specific title or thesis for your protocol that is clear, concise and specific–for example, “The Effects of Fertilizer Application on Chili Pepper Growth.”

2 – Describe the subject you are investigating in the first few paragraphs of your protocol. Use the first person pronoun and begin by stating your objective clearly. (“In this research project, I will investigate the effects of certain fertilizers on the growth of chili peppers.”)

3 – Explain briefly why you’re performing this experiment. In addition, include a short overview of the relevant literature on the subject, pointing out earlier studies and their conclusions, and describing how your approach differs from the protocols of others before you.

4 – Write a carefully focused hypothesis, one that is both verifiable and realistic as in this example: “The application of certain fertilizers to chili pepper seedlings produces a marked increase in mature pepper growth.”

5 – Describe the procedure you’ll follow to test your hypothesis as well as the specific materials you’ll need to conduct your experiment such as a certain number of chili pepper seedlings, fertilizer, planters and light sources. Include timelines and specific descriptions of the methods and measurements you plan to use. This will be your action plan for your research.

6 – Provide a list of references for your research study. These references will demonstrate your breadth of knowledge and provide useful resources for your readers.

Ethics and Protocol in the Workplace

As 21st century companies face more stringent governmental and societal expectations with regard to ethics, many are developing ethical codes of conduct for the workplace. Company leaders set the tone for ethics in any organization, but they also establish expectations for employees and workplace conduct to require all employees to participate in ethical decision making.

Moral Judgment
Cornelius von Baeyer is a European management consultant who specializes in workplace ethics. In his 1999 “What’s Workplace Ethics” article, he explains that organizational ethics sit between the law and religion. His point is that established legal principles formalize expectations while religion represents personal appreciation for virtue. Part of von Baeyer’s job is to help managers and employees in organizations understand the common ethical dilemmas they face and, through discussion, help them consistently respond to these dilemmas with ethical principles.

Ethical Code
Most medium- to large-sized companies have ethical codes of conducts to guide employees in ethical decision making. Ethical codes are grounded in an organization’s guiding values, and a code of conduct specifies behaviors that are either expected or prohibited, explains von Baeyer, who also helps businesses develop effective codes. Company conduct codes should extend beyond legal precedent to guide employees in making appropriate business decisions in lieu of assistance from management.

Ethics and workplace protocol require ongoing training, notes Business Training Media President Myron Curry in his article “Ethics in the Workplace.” Curry and his company believe that ethical codes are not enough to deter unethical behavior. He suggests that companies consistently review ethical decisions with employees and provide ongoing training for workers. While routine ethics training comes with a cost, Curry is quick to point out that the expenses that can occur without well-trained employees are often much more expensive and can include “devastating lawsuits, negative publicity, wasted time, loss of money, and low employee morale.”

Types of Protocol in Business

Business protocol is an extremely important aspect of the formation of relationships within a company and between companies. Protocol can be defined as the proper procedure of conduct. There are many different protocols necessary between different countries and similar care should be taken at all times in business. This will lead to a positive image for your company and your employees.

Different companies have drastically different levels of etiquette. This includes how co-workers treat each other and how formal the working environment is. For example, a very informal environment might yield employees that playfully joke with each other. If a new client were in the office and heard a playful joke out of context, he might think that your company is comprised of rude employees. Etiquette also includes how organized an office appears, the appearance of documents and reports that the office prepares and the way that employees relate to their superiors.

Attire is the one of the first things that will be noticed in a meeting or a visit to the office. Some businesses have very informal attire, allowing their employees to wear jeans and t-shirts. Most offices, however, use business casual or business formal attire as their protocol. This requires button-down shirts for men and women with dress pants or skirts. Men will often wear ties and potentially a suit or sport coat.

The communication protocol of an office can be quickly ascertained by calling the front desk. One receptionist may offer a formal and positive greeting, while a simple “hello” might be the standard greeting at another office. An office may institute specific policies for how employees communicate with each other and how they communicate with incoming calls or visitors. The communication protocol may also include whether employees are available to take calls outside of their normal office hours. It is a frequent occurrence in a busy city to see business people on their phones well before 8 a.m. and well after 6 p.m.

The protocol of the business meeting has changed greatly in the last decade, as many meetings are now incorporating the Internet and video to allow for worldwide capabilities. This gives an employee working from home a chance to both be involved in the meeting and to be much less formal. An employee could conceivably get away with wearing pajama pants to a formal business meeting if working from home. Some businesses have certain protocols set up to ensure that these meetings run a particular way and have specific professional standards.