Business Communication: Purpose, Principles, and Practices

This report provides an in-depth analysis of business communication, focusing on its purpose, principles, and practices. It explores the importance of clarity, appropriate language, consistency, and feedback in effective communication. The report also discusses the application of communication principles in different organizational contexts and provides insights into evaluating communication practices. Additionally, it highlights the significance of actively listening, responding in a timely manner, and avoiding information overload in successful communication.

Business
Communication
(Project 2)

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
Purpose and Principles behind organizational communication...................................................1
Application of principles of communication...............................................................................2
Evaluation of Communication Practices.....................................................................................4
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................6

INTRODUCTION
Business communication is mentioned to exchanging information for the purpose of
promoting objectives, aims, strategies, activities, profit margins and many others within the
premise of organisation. It mainly emphasises towards attaining aims and enhancing dividends of
shareholders (Adamson, 2018). In this communication, sender sets the message as per
understanding abilities of receiver and prepares the information in simple addition to familiar
language. Appropriate selection of words, mediums and languages are necessary for effective
business communication. The report is prepared for London Tube System which is Transport
Company in UK. The report analyses purpose together with principles for distinct organisational
communication forms. Further, it involves application of effective communication principles for
the purpose of enhancing practices. At last, it evaluates various practices of communication of
themselves addition to others.
MAIN BODY
Purpose and Principles behind organizational communication
Purpose- The purpose behind organizational communication is to ensure that the message
is delivered at the right time to the intended person. This will help as this ensures that the tasks
are allocated properly and the work is finished within the intended time in the organization.
Principles of organizational communication-
 Clarity- There must be a required clarity in the message which is intended to be
delivered (Alzoubi, Gill and Al-Ani, 2016). When there is clarity in the message it helps
in serving its required purpose and things go on smoothly within the organizational
context. Unclear messages do not help and thus this is the reason why it is important.
 Appropriate language- There should be use of appropriate language in the
communication. If it is used then it ensures that there is no problem in conversations. Use
of inappropriate language can result in wrong message being communicated.
 Consistency- There should be a consistency in the conversation. If there is no
consistency in the conversation then the required message will not be delivered by the
communicator to the intended person. Thus with consistency the message can be easily
delivered to the person intended (Ward, 2016). Also there is clarity on the message due to
consistency.
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 Feedback- Feedback should be given on the communication intended. This helps in
solving a lot of organizational purposes. It can be obtained through the facial expressions
also. Thus a good communication should include feedback. The conversation can be
modified immediately by the communicator if it is noticed that there is a negative
feedback through the facial expressions.
 Integration- The organizational communication should be able to integrate the
employees within the organization so that they move uniformly towards the achievement
of their required goals and objectives which will help in obtaining the required success
(Budka, Deshpande and Thottan, 2016). Through it, it can be expected all the efforts of
different employees move in the same direction which will help the firm a lot.
 Flexibility- There should be an element of flexibility in the organizational
communication. This is so because it will help in dealing with various issues and
problems which are incurred in the company. Through it, approaches can be changed and
actions can be altered in order to achieve a particular task, goal, target or objective.
Through it, message can be modified if the need to do so arises.
 Appropriateness- There should be appropriateness in the conversation and the message
which is being delivered by the communicator. In the context of an organization, this is
especially important because inappropriate messages do not serve any purpose. An
appropriate message will make sure that the message reaches the right person intended.
Therefore irrelevant content should be avoided.
 Follow-Up- There should be a follow-up after the conversation has been completed. If
there is no follow-up done then it will create problems and issues as the required action
may not be taken. Thus this needs to be ensured by the managers so that the
communication happens properly (Chung and Lee, 2017).
Application of principles of communication
The principles of communication can be applied by taking the following steps in the
organization-
 Training of managers- Training sessions can be provided to the managers so that they
are able to learn the various aspects of communicating effectively with the subordinates
by making sure that the right message is given to them. These sessions can be quite
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helpful for them in serving their purpose in the organization efficiently and will certainly
result in increase in the productivity level (Frandsen and Johansen, 2016).
 Providing guidance to the subordinates- The required guidance needs to be provided to
the subordinates so that they can effectively do the tasks as allocated to them by their
senior managers. This will result in performing of work as required within the
organization thereby ensuring optimum usage of resources. This can be only done if the
principles of communication are followed appropriately and the lower-level workers are
told to have conversation with the seniors whenever required so that there is no gap
created.
 Ensuring relevant information- Relevant information is required to be provided to the
subordinates while allocating them the required tasks to be done. If it is not provided then
there will be too many difficulties in doing routine course of work (Mileti and
Fitzpatrick, 2019). Thus it is expected from the managers that they communicate with
their subordinates and also provide them with the information which they require in
performing their duties without any problems. For this principles of communication have
to be followed applied in the company.
 Improvement of skills- Improvement of skills is required because it will help a lot in
better communication within the organization. Managers, subordinates and other workers
in a company should focus on it because it is helpful in sending the right message and
timely completion of work without any problems.
 Hierarchical structure- Hierarchical structure is required to be followed in the
organization because if a top-to-bottom approach is followed then it becomes quite easier
to send the appropriate message through the use of right channel. It is helpful in
application of principles of communication in the firm.
 Right medium- Right medium should be used while communicating. Absence of right
medium can lead to wrong analysis and interpretation of message which can be quite
harmful for the prospects of the company. Thus, subordinates should keep in mind that if
they wish to have a conversation with the higher-level management then it should be
directed through proper channels (Mumby and Kuhn, 2018).
 Content of message- For communication to take place effectively it is required that the
content of message is right and relevant. If it is not so, then it might create a lot of issues
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while communicating. Thus for the managers it is necessary that they are extremely clear
in the message which they want to be transmitted to their subordinates. Absence of
proper instructions will hamper the working pattern. Therefore, management should
make sure that in the message there should be right directions for the lower-level
workers. This helps in application of principles of communication.
Evaluation of Communication Practices
Communication practices involve the different activities like listening and talking,
performing and witnessing and many others (Owens, Wilson and Abell, 2019). To talk with any
person require focusing on different things in broad manner. There are mentioned various
communication practices that requires to apply to talking to with each other:
 Being relatable: In order to communicate it is crucial that the communication is related.
When two people start communicating and now one of them can not contribute to the
discussion then perhaps an information systems will be immediately established. When
two people are talking with each other that time require to discuss about the relatable
things otherwise it creates misunderstandings.
 Utilizing right communication tool: To communicate with any person at the work place
require using effective communication tool. If official communications methods are to be
successful, they must ensure that they connect into other correct possibilities. Ensure that
communication techniques and technologies are used which staff members use, engage in
or even appreciate using (Thussu, 2018). Tools including such cloud services, chat
groups, email, and others are resources which might find organizational valuable. Right
resources must be utilized to convey the messaging that is needed. If inappropriate
methods are used then the notification won't be received at the target destination.
Therefore it can be assured while using the right methods that the contact barriers are
overcome and it can be completed without causing any issues of any sort.
 Actively listen: A part of effective interaction is hearing effectively. The better
remembered conversationalists are the special people too. By listening, appreciate the
individuals are talking to and also respond to and consider their viewpoint. Then she can
formulate a useful answer. It supports to remove communication barrier and effectively
communicate with that person (Sople, 2016).
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 Respond in a timely manner: It is important that the answer is received with time to
communicate clearly. If the answer isn't delivered on time then the discussion can cause
various solutions. It is therefore extremely important to even provide quick response so
that the contact obstacles are overcome and this can occur without even any
complications.
 Analogies are key: The use of analogies is a simple method for improved coordination:
they place everyone on the same site directly and can supports settle disputes. The "big"
perception of one individual can be distinct from that of someone. They will describe the
problems through using explanation and an analogy (Schaltegger and Burritt, 2018).
 Avoiding overload of information: Knowledge overload must be prevented. It's because
if the text being transmitted contains much more details, therefore the interaction will
lose its meaning and the message recipient may not have been interested in it. Therefore
it is important to keep the details brief as well as to the target so that the actual meaning
arrives at its destination and that the correspondence is completed without even any
complications.
CONCLUSION
As per the discussion in the report, it is concludes that communication plays crucial role in
all types of organisation for sharing valuable and necessary information. Business
communication is one of process that helps in sharing information or ideas among people that
have keen interest and various powers in company. it is important as it assist in presenting new
options and business ideas, executing decisions properly, reaching agreements, making
proposals, sending along with fulfilling orders. Certain organisational communication principles
are clarity, consistency, integration, appropriate language, appropriateness and many more which
are considered by sender of message within the company. Communication principles are applied
while ensuring relevant information, setting content of message, training to managers and many
more situations. Few communication practice are actively listening, avoiding information
overload, using suitable communication tool and responding on time.
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REFERENCES
Books and Journals
Adamson, L. B., 2018. Communication development during infancy. Routledge.
Alzoubi, Y .I., Gill, A. Q. and Al-Ani, A., 2016. Empirical studies of geographically distributed
agile development communication challenges: A systematic review. Information &
Management. 53 (1). pp.22-37.
Budka, K. C., Deshpande, J. G. and Thottan, M., 2016. Communication networks for smart grids.
Springer London Limited.
Chung, S. and Lee, S., 2017. Crisis management and corporate apology: The effects of causal
attribution and apology type on publics’ cognitive and affective responses.
International Journal of Business Communication, p.2329488417735646.
Frandsen, F. and Johansen, W., 2016. Organizational crisis communication: A multivocal
approach. Sage.
Mileti, D. and Fitzpatrick, C., 2019. The great earthquake experiment: Risk communication and
public action. Routledge.
Mumby, D. K. and Kuhn, T. R., 2018. Organizational communication: A critical introduction.
Sage Publications.
Owens, I., Wilson, T. and Abell, A., 2019. Information and Business Performance: A Study of
Information Systems and Services in High-Performing Companies. Walter de Gruyter
GmbH & Co KG.
Sople, V. V., 2016. Business process outsourcing a supply chain of expertises. PHI Learning Pvt.
Ltd..
Schaltegger, S. and Burritt, R., 2018. Business cases and corporate engagement with
sustainability: Differentiating ethical motivations. Journal of Business Ethics. 147 (2).
pp.241-259.
Thussu, D. K., 2018. International communication: Continuity and change. Bloomsbury
Publishing.
Ward, J., 2016. Keeping the family business healthy: How to plan for continuing growth,
profitability, and family leadership. Springer.
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