Business Communication - Assignment

Business
Communication

Table of Contents
INTRODUCTION...........................................................................................................................1
P1 Explain different types of business information, their sources and purposes .......................1
P2 Present complex internal business information using three different methods appropriate to
the user's needs ...........................................................................................................................2
P3 Produce corporate communications ......................................................................................4
P4 Evaluate the external corporate communications of an existing product or service .............4
P5 Explain legal and ethical issues that are related to use of business information ..................5
P6 Explain the operational issues in relation to the use of business information ......................6
CONCLUSION ...............................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Business communication is defined as sharing of information between individuals within
an organisation and also outside an organisation. This is performed in the organisation for
commercial benefit of the company (Akmajian, and. et. al., 2017). This is also referred as the
relaying of information within an organisation. The business communication includes a variety
of concepts such as marketing, customer relations, brand management, interpersonal
communication, event management, employee engagement and reputation management. In the
following report, the company which is considered is Hilton Hotels. Sainsbury is the third largest
chain of supermarket that is established in United Kingdom. This company was founded by John
James Sainsbury in the year 1869. This report consists of explanation on different types of
business information and their sources and purposes. It also explains complex business
information that is required for needs and demands of customers. This report also includes
corporate communication and evaluation of the external corporate communication of an existing
product or service. This report will describe the legal and ethical issues which are associated with
business information. At last, this report will explain the operational issues of business
information.
P1 Explain different types of business information, their sources and purposes
Business information means the transfer of information within all departments of the
company. The different types of information in business are described below -
Verbal information – The verbal information is defined as the way of communicating
information ace to face or over a telephonic conversation. This is an effective way of
communication as conversation is done face to face and there is a direct convey of message
directly to the individuals. There is no misunderstanding of the information and it allows both
verbal and non verbal messages. The main advantage of using verbal information is that it is an
easier and convenient way of communicating the message to people. In case of Sainsbury, the
the management has verbal communication with its staff members and in this way employees
can ask any questions or queries they are having about new plans and strategies of business.
Written information – The written communication helps business in communicating
developments, legalities and expectations to workers and contracts in the outer world. This is
symbol of verbal communication and the main advantage of written communication is that there
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is no need of personal contact and the managers and leaders can tell employees and subordinates
to perform their task in an appropriate manner (Bannier, Pauls, and Walter, 2019). This will
increase the efficiency of both company as well as employees. If there is any important message
that has to be delivered to employees can be written on Emails or messages and sent to all
employees. By the managers and leaders. There are some limitations of this written information
as if there is a delay in receiving message by the recipient. Sometimes the written message does
not able to inform all details and if employees have any query they are not solve immediately.
On-screen information- This is a way of communication in which information is
produced on screens. Such kind of messages are in the form of multimedia clips, video, power
point, email or short film. These are made available on screens and these messages are easily
transferred to the employees in the organisation. This is a fastest way of providing message to
employees. Managers and leaders of Sainsbury can use power point presentation for conveying
their message to employees and workers.
Multimedia information – The multimedia communication includes different media for
conveying messages to employees like audio, graphics, text, animations, full motion videos. This
is done through computer hardware and software for entertainment, education and training. The
multimedia communication is used for advertising products far sales and this allows users for
buying products online. The greatest example is online banking. The multimedia messages are
used for presenting information of a wide range of areas.
P2 Present complex internal business information using three different methods appropriate to
the user's needs
A business information is provided to employees in an appropriate manner so that there
will be no issues in delivering message to employees. The managers and leaders of the company
ensures that business has effective ways for communicating messages to employees and
subordinates. This will help the company to convey messages of business to lower level
employees and attain the goals and objectives of the company. In context of Sainsbury the
managers and leaders uses different ways to provide information related to business plans and
strategies to employees. This helps them in properly clarifying the activities and tasks they have
to perform in achieving the goals and targets of the company in given time. The three types of
methods used by Sainsbury to convey messages of top level management to mower level and
middle level workers are on screen presentation, verbal presentation and multimedia
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presentation. It is essential for this company to effectively communicate the goals and objectives
so that company will be able to perform better and increase the productivity and efficiency of
business operations and functions (Berkenkotter, and Huckin, 2016). These different ways used
by Sainsbury managers to inform all employees about plans and strategies are described below-
Written presentation – Sainsbury is the third largest chain of supermarket in UK.
Written communication is used by managers and leaders of this organisation to circulate
messages regarding business information. Written communication includes a type of interaction
that is in the written form. This is a common type of communication used by managers in
spreading business information. The written communication consists of various ways which
helps to analyse the message or idea more efficiently. Writtten communication includes letters,
reports, policies, memos, instructions, agreements, etc. This kind of communication is the best
way for business information when there is a requirement of detailed instructions or when the
message includes documents, or if the recipient is too far away and it is no easy to speak on
phone easily with that person. Sainsbury uses this type of business for communicating with
different individuals in the hierarchy and customers or clients. This is appropriate for the user as
written way of communication is more explicit and precise. This helps managers for getting in
contact with employees and individuals without hassle.
Verbal communication – A verbal communication is defined as the sharing of
information between people by using speech. It is essential for workers in the company to use
verbal communication effectively. This will help in understanding the goals and targets of the
company in given time frame. Verbal communication includes more of listening than speaking as
a person is dealing with a number of employees. Verbal communication in Sainsbury is an
effective way of communicating business information in an appropriate manner. There are
basically two types of verbal communication used in Sainsbury like one is through electrical
device and other is face to face communication. Verbal communication is effective as it gets
quick response and questions regarding business plans and strategies. In Sainsbury verbal
communication is used because it reduces any kind of confusion or obstacles in understanding
the objectives and goals of the company. This kind of communication allows managers of
Sainsbury to convey accurate information. This communication is used in different departments
of Sainsbury.
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Multimedia presentation – This is defined as the way of communication in which
multimedia messages are used (Dubinsky, 2019). The different kind of multimedia ways used for
conveying messages are text, audio, animations, interactive content and video clips. These are
used for providing a clarified message to employees of the company. These messages can be
recorded, played or interacted with other people. In context of Sainsbury, managers and leaders
uses multimedia messages when there is a need for clarifying message. This will help employees
to have more knowledge about concept of message.
P3 Produce corporate communications
Corporate communications are defined as set of activities which are involved in
managing the internal as well as external communications that aims for creating a favourable
point of view among stakeholders. The operations of a company are dependent on this
communication. The corporate communication is the message of a corporate organisation like
employees, channel partners, general public and media. The companies have the objective for
communicating message to all stakeholders and customers for transmitting credibility, coherent
and ethics. A corporate organisation helps an organisation for explaining the mission, combining
the visions and and values into a important message to stakeholders. The main objective of
corporate communication is that it has to integrate communication structure with stakeholders of
the company. The main responsibilities of a corporate communication in Sainsbury are listed
below -
 to promote the profile of the "company behind the brand"
 to minimize discrepancies between the company's desired identity and brand features
 to delegate tasks in communication
 to formulate and execute effective procedures to make decisions on communication
matters
 to mobilize internal and external support for corporate objectives
 to coordinate with international business firms
P4 Evaluate the external corporate communications of an existing product or service
The external business communications is process of exchange of information and
messages between organisations and the external customers outside the formal structure of the
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company (Gallois. and Giles, 2015). The way by which Sainsbury communicates to the external
customers through their website. There are some other methods by which this company markets
and advertises its products and services to customers like use of images, attractive fonts,
packaging and layouts to make website more attractive. Using images in website will help to
attract more customers. Marketing communication and graphic designs are applied in packaging.
Attractive logos are used by Sainsbury to attract more customers. Various offers and discounts
that are offered by the company are shown on the website of the company. This helps the
company to increase the efficiency and productivity of the company as more customers will buy
products of the company. The other factor which is required by company for attracting customers
is the packaging. This is defined as the protection of products for storing, distributing, selling,
using and distributing. The main objective of packaging is to provide good services to customers
and attracting them to use convenient packaging of product. The main product of sainsbury is
milk and this is sold in attractive packaging that attracts a lot of customers. Packaging plays an
important role in physical protection of the product but it also contains information associated
with disposal and storage of product.
P5 Explain legal and ethical issues that are related to use of business information
There are several legal and ethical issues which are associated with the business
information. The messages which are sent to employees by managers of the company must have
legal and ethical bound. Some of them are listed below-
Data Protection Act – According to this act, it is important for the company to know that
information used in business should not be using any individual's information. This Act helps in
people from being misused.
Freedom of information Act – According to this act, individuals and organisations have
the right to request for information that is a public authority. This public authority can tell
applicant for holding the information and this is is a request form.
Computer misuse Act- According to this act of UK, there are some activities which uses
computer and this is not applicable according to law. As there are some threats like hacking into
system of other individuals and misusing the software and helping an individual for gaining
access to protect files on other individual's system. This includes three sections mentioned
below-
 Unauthorised access to computer material
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 Unauthorised access to computer systems with intent to commit another offence
 Unauthorised modification of computer material
Some ethical issues in business information are listed below-
Ethics in business are defined as moral principles which concerns about accepting and
not accepting behaviour of business (Habermas, 2015). The code of practise is present in the
organisation for maintaining business ethics on use of email, internet and information ownership.
Different organisations uses code of practise in email and internet. The company should be
responsible for creating information about daily activities of the company.
P6 Explain the operational issues in relation to the use of business information
Businesses stores and manages countless information and it is important for the company
to have to preserve it's information. The managers and leaders of company ensure that
procedures and operations of the company are effectively managed. The different procedures
used that have to be put in place like
Security and information – It is important for business to protect and secure business
information. This is done by companies by storing information on strong IT systems. This will
help in accessing the business information anytime. It is necessary for business to have the right
information as it helps in making good and effective decisions. If a business do not take care of
it's information, then bad decisions will be made.
Health and safety – Computer equipments are important for workers of the company but
it is not possible for company to give access to computer equipments throughout the day. This
can be explained with an example, staying on computer for whole day is not good for eyesight.
The employers should ensure that employees are not having problem of bad posture, incorrect
positioning of equipment and strain injury.
Organisational policies – The use of organisational policies is essential in business
information. This will help in making effective decisions for staff.
Business continuance plans – These are defined as those plans which are set by business
for making sure that business is capable of surviving in the worst case scenario. A plan which
may create back up for information is helpful for preventing the losses of important data and
information of business.
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Backups – This is important for saving data and information of the company (Hovland,
and Lumsdaine, 2017). There are many businesses that uses backups for preventing information
from getting lost or corrupted. If the information is lost, backups helps in securing data from
being lost.
CONCLUSION
From the above mentioned report, it has been concluded that business communication is
essential in any business. It helps an organisation to spread information and awareness about
products and services to people in an effective manner. Also this helps a company to easily
convey action plans and strategies between different levels of management. There are some
factors which are included in the internal business information. There are some legal issues
which can occur in a company while operating so it is advisable for organisations to use business
informations effectively.
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REFERENCES
Books and journals
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MIT press.
Bannier, C., Pauls, T. and Walter, A., 2019. Content analysis of business communication:
introducing a German dictionary. Journal of Business Economics, 89(1), pp.79-123.
Berkenkotter, C. and Huckin, T. N., 2016. Genre knowledge in disciplinary communication:
Cognition/culture/power. Routledge.
Brioschi, E.T. and Kobayashi, Y., 2019. A Comparative Study in Business
Communication. Sante.
Cyphert, D., Holke-Farnam, C., Dodge, E.N., Lee, W.E. and Rosol, S., 2019. Communication
Activities in the 21st Century Business Environment. Business and Professional
Communication Quarterly, p.2329490619831279.
Dubinsky, J.M., 2019. Internationalizing the Association for Business Communication: A Long
Journey, One Step at a Time. Business Communication Research and Practice, 2(1), pp.1-4.
Gallois, C. and Giles, H., 2015. Communication accommodation theory. The international
encyclopedia of language and social interaction, pp.1-18.
Habermas, J., 2015. Communication and the Evolution of Society. John Wiley & Sons.
Hovland, C. I. and Lumsdaine, A.A., 2017. Experiments on mass communication (Vol. 4976).
Princeton University Press.
Jha, M.S.A.A., 2019. ROLE OF INFORMATION AND COMMUNICATION
TECHNOLOGIES IN BUSINESS SUCCESS OF WOMEN ENTREPRENEURS
WITH SPECIAL REFERENCE TO INDORE CITY. Journal Current Science, 20(1).
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Sustainable Future. Springer.
McCroskey, J. C., 2015. An introduction to rhetorical communication. Routledge.
McQuail, D. and Windahl, S., 2015. Communication models for the study of mass
communications. Routledge.
Mehrabian, A., 2017. Nonverbal communication. Routledge.
O'Rourke, J.S., 2019. Management Communication: A case analysis approach. Routledge.
Painter, M., Pouryousefi, S., Hibbert, S. and Russon, J.A., 2019. Sharing vocabularies: Towards
horizontal alignment of values-driven business functions. Journal of Business
Ethics, 155(4), pp.965-979.
Pavenkov, O. and Rubtcova, M., 2019, February. The Role of Integrated Communications in
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Perlman, R., Kaufman, C. and Speciner, M., 2016. Network security: private communication in a
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Ruesch, J., and. et. al., 2017. Communication: The social matrix of psychiatry. Routledge.
Schieber, D.L. and Robles, V.D., 2019. Using Reflections to Gauge Audience Awareness in
Business and Professional Communication Courses. Business and Professional
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