Business to Business Messages University of Phoenix June 4, 2010 Business to Business Messages There are three important ways to communicate via messages with business-to-business messages. When a business wants to conduct deals with other businesses or get a message across professionally, the company should use the most efficient and professional way to get the message needed to be delivered across. There three ways the organization chose to communicate business-to-business are Video conferencing, E-mail or memos, and Business letters.
These three was will provide similarities in proper etiquette and professionalism in order to stress the importance of communication. “Electronic mail, sometimes called email, is a computer based method of sending messages from one computer user to another. These messages usually consist of individual pieces of text which you can send to another computer user even if the other user is not logged in (i. e. using the computer) at the time you send your message. ” (University of Birmingham, 2000).
When a business sends an e-mail to another business either to conduct continual business or begin new business, the company receiving the e-mail can save the message as hard proof and keep an ongoing file for record purposes. E-mails can be sent as a letter, memo, or as a document with an attachment. The convenience of e-mails is that the business has the option to send the message to one receiver or to multiple receivers simultaneously. The best thing about companies conducting business through e-mail is that the company will have a written record of the information being sent.
E-mail also allows a company to transmit complex information fast and conveniently in a matter of minutes across the world. In a descriptive analysis of the e-mail, an individual has multiple options to design the message in which he wishes to send. Example e-mail: To: John Doe From: Jane Doe Date: June 4, 2010 Subject: Decision to Purchase New Stock Options Message: Dear M. Doe, The Smith Organization wishes to purchase multiple stocks and bonds from your company.
After hearing your presentation yesterday, Our Company has determined the business deal to be a great success. Please contact me at your earliest convenience so we may begin the purchase process. I can be reached at the below number. Thank you for your valuable time. Sincerely, Jane Doe 555-555-5555 This e-mail was sent in a professional tone, proper address, subject line, message information, and contact information. The companies wishing to do business with one another must create an e-mail showing the professionalism of the organization.
If an e-mail or memo is sent using grammatical errors, ill-worded or using street slang, the other company may not wish to complete the business deal. The type of e-mail and the tome of an e-mail is very important in representing the business. Another issue with sending e-mails would be when the receiver opens the e-mail sent. This type of communication could harm a business especially if the material being sent is time sensitive and the receiver takes a while to open the message. Another of business to business communication is Video conferencing meetings. Video conferencing technology, which allows face-to-face interaction in real time with two-way video and audio communication, is a tool that can be used to increase productivity, reduce travel expense, and quickly bring together a number of geographic locations around the State, the nation, and the world” (State of North Carolina Office of Information Technology Services, 2009). Telephone systems can also be used with this type of business to business communication. Video conferencing allows individuals to dress in the professional attire and join one another in an electronic but visual manner.
The analysis of a video conference is a business has the ability to get a visual feel for the organization the company is choosing to send a message to. This type of communication is on real time, normally during working hours. However, the businesses could get a wrong impression of one another if the message gets mis-understood or the conference gets disconnected. This method also does not provide a hard paper copy for future records in case any uncertainty occurs. The third type of business to business communication involves a basic hand written letter.
Hand written letter can be a memo, a note, or a file of papers being sent from business to business in order to close a deal, sign a contract, or to revise rules and regulations from company to company. Whatever the message may be, hand written notes take a lot of time to compose and could take a few days to even get delivered to another business. The worst thing with hand written letters is that the materials get lost in the mail or another individual gets the company confidential information and makes it public. Business-to-business message that ABC Company is asking to create a working relationship with XYZ Company.
June 6, 2010 XYZ Company 4422 Oddball Lane Somewhere, LA 70000 Dear Mrs. Fakename, Here at ABC Company, we are always looking for new an innovative ways to expand our business. Our executives have been provided the opportunity to view the abilities of XYZ Company and we are very impressed. ABC Company would like to extend an offer for a joint business venture to benefit the growth of our company and a possible long standing professional relationship with XYZ. Please contact me at (555) 555-5555 so we may discuss a possible professional future. Thank you for your valuable time and consideration. Sincerely, Mrs. Jane Smith
Business-to-business message that XYZ Company is denying a working relationship with ABC Company. June 6, 2010 ABC Company 5555 Nowhere Company Somewhere, LA 70004 Dear Mrs. Smith, Here at XYZ Company, we are always looking for new partners in the business environment. While XYZ Company appreciates the time ABC Company executives took to research the organization, we respectfully decline any joining partnership at this time. Over the past few years, ABC Company has been involved with bits of media speculation of scandals of which XYZ Company does not condone. XYZ Company could not in good faith be associated at this time in such manner.
While we do understand the hard times fall upon good businesses, XYZ Company feels it would be in the best interest to refuse the offer presented by ABC Company. Sincerely, Mrs. Positive Fakename No matter how a business communicates, it is important for all message senders and receivers to respond in a professional and appropriate manner, business could be lost for simple unprofessional acts. References: www. email. bham. ac. uk/intro_gen. shtml, University of Birmingham, 2000. www. its. state. nc. us/ServiceCatalog/Videoconferencing. asp, State of North Carolina Office of Information Technology Services, 2009.