Improving Business Communication Skills

This assignment emphasizes the significance of business communication in achieving organizational growth and objectives. It identifies key weaknesses such as rapid speech and technical language use, which can lead to miscommunication among team members. The student aims to develop stronger communication skills to effectively convey plans and ideas, making adequate decisions in business meetings. The document outlines principles and purposes for a communication strategy, emphasizing the importance of being an effective listener and speaker.

Business Communication

Table of Contents
INRODUCTION .............................................................................................................................1
Literature review..............................................................................................................................1
TASK 1............................................................................................................................................2
1. Principles and purposes that HR director needs to consider in a communication strategy.....2
2. Characteristics of effective listener and speaker during meetings...........................................3
TASK 2............................................................................................................................................5
3. Strengths and weaknesses in terms of communicating............................................................5
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................7

INRODUCTION
Business communication, help in communicating and delivering important message to
individual that help in accomplishing organisation goals (Srinivasa and Deka, 2017). For
communicating frequently the employees needs to have adequate information so that they put
their point with confidence. Business communication process if pass through the following
means the sender encoding message, the channel decoding, noise of receiver and feedback. The
communication have huge importance of job satisfaction and enhance the overall job
performances also.
In this report, principles and purposes the HR director would need to consider in a
communication strategy. General characteristics of effective listeners and effective speakers are
discussed. Report also shows own strengths and weaknesses in terms of communicating.
Literature review
According to Richard Sexton and Virginia Staudt, 2010, the business communication has
got so much of attention in past years. As before world war II there was very less or zero
mention of communication. There are various studies and research which identify the importance
of effective communication though there difference in values described to good communication.
As it is written or oral, two way communication is very important. There is requirement for two
way communication in order to exchange ideas. There is huge gap between management and
workers so it demands a two way interaction in order to better flow of communication within
organisation. The study says that people need to be permitted for talks out and put there
viewpoints inside and outside of organisation.
According to Vinicius, Paulo and Heitor, 2016, communication is a crucial as well as
critical factor which make directly impact on the success of any business or business projects. It
does not matter what kind of industry it is. The industries are still not giving much emphasize on
the communication skill of employees. Business communication is required at all level of
business in order to communicate with internal and external stakeholders of business. This
business communication is considered as mainstream for development and growth of business
organisation. This is a critical factors which guide and mobilize staff and employees towards the
achievement of organisation and individual goals. It is important for effective team performance
and for making effective decisions in business.
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TASK 1
1. Principles and purposes that HR director needs to consider in a communication strategy
Communication is the process of interacting with different people. When the HR director
of Sport Love is going to formulate communication strategy than various principles are going to
be considered as all of them are required to be followed for an effective communication strategy.
All of them are as follows:
Principles of communication:
 Principle of clarity: While formulating a communications strategy the HR director
should assure that the strategy is clear and all the employees of the organisations can
under stand it easily. If there is lack of clarity in communication strategy than it will
affect the whole communication chain of the business concern.
 Principle of feedback: If HR director of Sport Love is willing to formulate an effective
communication strategy than collecting feedback is very important. It is essential as it can
help to figure out that strategy is formulated appropriately or not and it is able to remove
communication barrier among managers and employees.
 Principle of consistency: According to this principle, communication required to be
consistent with the organisational plan and policies. The HR director of Sport Love need
to consider this principle while formulating communication strategy as it is required to
resolve provide appropriate information to the employees (Kralewski, 2016).
 Principle of adequacy: It is very important for the HR director of Sport love to use
adequate information while formulating communication strategy, if it is not followed
properly than it will create confusion among employees and inadequacy will result in
inappropriate decision making.
 Principle of attention: For HR director of Sport Love it is very important to be attentive
at the time of forming communication strategy. This will help to formulate appropriate
and effective policy than may help to remove communication barriers within the
organisation.
 Principle of informality: Communication strategy is mainly formulate to make the
communication process easy so that all the employees can interact with the top
executives easily. But some times it is also very important to keep an element of
informality so that employees point of view can be analysed on organisational strategy.
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 Principle of timeliness: According to this principle the HR director of an organisation
required to formulate the strategy on time so that it can be implemented to enhance
profitability and employee engagement.
All the above mentioned principles are required to be followed and considered by the HR
director of Sport Love as it can help to effectively run the communication process within the
organisation.
The strategy is formulated for specific purposes and following are the purposes that are
considered by the HR director of Sport love while formulating communication strategy:
Purpose of communication strategy:
 Main purpose of communication strategy is to remove the communication barriers that
are faced by employees while interacting with managers.
 Another purpose of this strategy is to make the communication process easy so that staff
members can provide their valuable opinion that can be used while by the managers in
order to implement a successful strategy.
2. Characteristics of effective listener and speaker during meetings
When a meeting is help by HR director or other members of an organisations than it is
very important for all the employees and listeners to listen carefully as it can help to understand
all the information appropriately (Kolarik, 2016). In Sport Love it is suggested to all the listeners
and speakers to have certain characteristics as it is required to reduce communication barriers.
All the characteristics of both of them are as follows:
Characteristics of effective listener:
 Understands the speaker: The main characteristic of effective listeners is that they
understand the facts that are discussed by the speaker. HR director of Sport Love is
suggested to build this characteristic in all the employees so that they can understand all
the information shared by the speaker.
 Check body language of speaker: Effective listeners analyse each and every movement
of the speaker that includes body language. They examine the gesture and posture of
speaker and than determine that the speaker have confidence, hesitation and over
confidence.
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 Ignore distractions: It is very important characteristic of an effective listener because it
is very important to ignore the distractions so that the shared information and facts that
are shared by the speaker can be understood appropriately.
 Offer valuable advice: When body language is analysed by the listeners they offer
valuable advice to the speaker so that they can make modifications next time. Their
advice is very important for the speakers because it will guide them to make changes in
their communication process.
Characteristics of effective speaker:
 Confidence: It is very important for the speaker to be confident so that all the listeners
can take interest in the communication process. If the speaker is not confident than
listeners will loose interest. It is suggested to the HR director of Sport Love to build
confidence in all the employees of the organisations so that they can easily communicate
with each other and the top executives (Bădin and et. al., 2016).
 Authenticity: While a speaker is delivering speech it is very important to be authentic so
that only valuable information can be passed to the listeners. This characteristic will
result positively for the speaker because the listeners will get appropriate information
regarding the factors that are mentioned in the speech.
 Excitement: When a speaker deliver speech with excitement than it will also increase the
excitement level of listeners but an excess of this element can leave negative impact. It is
very important for the speaker but only then when it is in limit.
 Specific: The effective speaker will always be specific and straight to the point about the
information which is delivered to the listeners. It will help to always be connected to
listeners. If a speaker is not able to be specific to the point than listeners will not listen
and the information cannot be delivered to the listeners.
All the above described characteristics of listeners and speakers are very important to
describe the employees of the organisation so that they can interact with all the organisational
members appropriately (Bolfek, Milković and Lukovac, 2017).
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TASK 2
3. Strengths and weaknesses in terms of communicating.
In general communication is defined as the art of exchanging and delivering of important
message and information between individual that different means such as symbols, sign and
behaviour (CHEN and YAO, 2015). Thus it is described that with the effective communicating
skills and ability manager and other employees are able to execute different function in work
place. It is observed that strength in communication skills can boost the performance of mine.
This help me to ask for a raise whenever required to provide a feedback to other worker, that
support to build an effective team that will work in order to attain the goals. This will also help
me and my team to be good communicator to the different existing and new customer those are
member of company. While working in company I have various strength and weaknesses that
help me overcoming different,. Some strengths and weaknesses are discussed below:
Strengths:
Good communicator: This ability of mine make m,e comfortable with number of other
team member those are working in Sports Love. As I am good communicator it help be in both
ways such as I able to deliver the important message of top level manger to other team member.
This also make be good listener, as after delivering message than I listen carefully the various
important feedback from workforce. As a result I act as a mediator, where flow of important
information from high manager and feedback from other employees take place.
Multi lingual: This help me to become more comfortable to workforce, as people from
different region and place are able to interact with me. I have knowledge of different language
such as, English, Arabic, Russian etc. that make me one of the important part of company. For
example, in company there has been a issue that existing customer are not able to interact with
staff member as many customer do not have proper English skill. Thus I can handle this situation
and make customer feel more satisfied so that they might change their decision and remain
valuable part of sport love.
Weaknesses:
Speak fast while communicating: While working in company I have to deliver
important message to workforce that guide them to work accordingly. But recently I have
receiving feedback from my team member and other employee that they are not able to
understand my message as I use to speak very fast while delivering important message. They
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found it difficult to react or ask any cross question on my situation as they are not understanding
content. I need to improve my this weakness that will help me to cop with team member and
transfer important information in effective manner.
Use of technical language: This is one of my major weakness that I need to overcome as
soon as possible otherwise their might be chance of mis communication. Use of more technical
words and language will create problem among team member and myself. Sometime team
member are not skilled and English is not their native language so I need to make sure that while
convening important information and content I do not not use heavy language. I make sure that
problem only can be sorted if I use more simple language or make proper translation of each
statement.
These above mention weakness is need to be resolved as soon as possible otherwise it
will reduce my performance. I need to develop more strength and become good communicator so
that plans and ideas are transferred easily.
CONCLUSION
In the conclusion it can be said that business communication plays an important role for
achieving growth and objectives of organisation. This enables the people to listen properly.
There are some principles and purpose for the communication strategy. As effective listener and
effective speaker's characteristics plays important role in the business meetings to make adequate
decisions for business. So overall business communication is very important for the each person
at every level of business. This is not related with any post or person, every person needs to have
communication skill in order to be sustainable in this competitive market.
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REFERENCES
Books and Journals:
Bădin, L., and et. al., 2016, June. Reflecting on Romanian Universities Ranking: An Entropy-
Based Approach to Evaluate Scientific Research. In International Conference on
Informatics in Economy (pp. 175-183). Springer, Cham.
Bolfek, B., Milković, V. and Lukovac, M., 2017. The Impact of Internal Communication on
Employee Satisfaction at a Workplace. Oeconomica Jadertina. 7(1). pp.16-27.
CHEN, X. and YAO, M. P., 2015. Relationship of security, social support and work-family
conflict among oil enterprise employees. Modern Preventive Medicine. 18. p.012.
Kolarik, D., 2016. Suvremena tehnologija u poslovnoj komunikaciji (Doctoral dissertation, Josip
Juraj Strossmayer University of Osijek. Faculty of Economics in Osijek. Chair of
Quantitative Methods and Informatics.).
Kralewski, D., 2016, September. Business models of Internet of things. In EuroSymposium on
Systems Analysis and Design(pp. 85-103). Springer, Cham.
Srinivasa, K. G. and Deka, G. C. Eds., 2017. Free and Open Source Software in Modern Data
Science and Business Intelligence: Emerging Research and Opportunities: Emerging
Research and Opportunities. IGI Global.
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