Business Communication: Portfolio of Communication Materials and Reflection

This article discusses the portfolio of communication materials and reflection on business communication. It includes email to staff, letter to external special guest, progress report to CEO, report structure suitable for event, challenges faced, and scopes for improvement.

Running head: BUSINESS COMMUNICATION
Business Communication
Name of the Student
Name of the University
Author’s Name

1
BUSINESS COMMUNICATION
Table of Contents
PART A: Portfolio of communication materials............................................................................2
1. Email to staffs:......................................................................................................................... 2
2. A letter to an external special guest.........................................................................................4
3. Progress report to CEO on how the preparation of the events is going on...............................5
4. Report structure suitable for event:..........................................................................................7
PART 2: Reflection...................................................................................................................... 8
1. Introduction:............................................................................................................................. 8
2. Overview about my role as a communication manager:...........................................................8
3. Brief description about my experience from while communicating with stakeholders:..............9
4. Challenges faced while communication:................................................................................10
5. My scopes for improvement:..................................................................................................10
Bibliography:.............................................................................................................................. 12

2
BUSINESS COMMUNICATION
PART A: Portfolio of communication materials
1. Email to staffs:
Sub: Invitation for a dinner party to be held on 15 December 2018 from 6pm to 11.00pm
Hi All,
You will be very glad to know that Commonwealth Bank is going to arrange a dinner party for all
concerned stakeholders on 15th December of 2018. Westin Hotel at Martin Place located at
Sydney is the destination where every existing employee is requested to attend the dinner
party. We have arranged a social event as well for enhancing the significance of this dinner
party. Employees are requested to reach Westin Hotel at 6 pm. The program will be continued
till 11 pm.
All the employees are hereby requested to participate in the social event and show their
extracurricular skills and talents in front of eminent guests. You will be delightful to know that we
are going to invite our honorable trade minister in this event so that we can introduce our
upcoming projects to Australian government. It is our fervent request to participate in the event
and take every care of our honorable guests. Your co-operation and collaboration is highly
needed to make the entire event special and memorable.
With regards
John smith
Communication manager
Commonwealth Bank
Date: 15th April, 2018

3
BUSINESS COMMUNICATION
2. A letter to an external special guest
To,
The Trade Ministry
Government of Australia
Sub: Invitation for attending dinner party of Commonwealth Bank on 15 December of
2018
Respected Sir/ Madam,
With humble request I, the communication manager of Commonwealth Bank, beg to state that
Commonwealth Bank is going to start a dinner party in celebration to the overall success of
business as well as extraordinary effort provided by the employees towards services. As you
know Commonwealth bank has already occupied a recognizable place in the realm of finance
industry due to its extraordinary customer service and high quality of products. In order to
celebrate the success of our honest endeavor I have decided to arrange a social event as well.
We are going to introduce in this event our upcoming agendas and new financial schemes that
would be beneficial for government as well. We have already launched innovative market
strategies for expanding our business in the international market more effectively. Therefore,
your participation and cooperation is highly expected in this event. We are going to give you full
protection at the event destination. In addition, transport facilities would be provided so that you
do not have to face difficulties in reaching the destination.
We therefore fervently request you to attend our annual event and oblige
Thanking you,
Yours’ faithfully,

4
BUSINESS COMMUNICATION
John smith
Communication manager
Commonwealth Bank
Date: 15th May, 2018
Contact detail:
3. Progress report to CEO on how the preparation of the events is going on
Progress Report: About the preparation of Event going to be held on 15 December, 2018
Reporting period: 1pm to 5 pm
Event name: Annual event and dinner party of Commonwealth Bank
Reported by: Communication manager, Common Wealth Bank
This is hereby declared that every information given here are true and authentic to the
best of my knowledge and belief. If the information is/are being found incorrect or unreliable at
any time, my designation will be liable without any further delay.
Yours’ sincerely,
Communication manager
Contact detail:
Summary of the activities completed till date
Activity Responsible person Completed date
Selection of event destination Event manager 10th April
Communicating with the
staffs
Communication manager
(me)
15th April
Communicating with the Communication manager 15th May

5
BUSINESS COMMUNICATION
ministry of trade (me)
Personal visit to trade
minister for taking
appointments
Event coordinator 15th May
Making social event plan Program coordinator 28th May
List of activities which are still yet to complete
Due Activities Responsible persons Expected completion of
date
Making available transport
system
Event coordinator 25th June
Rehearsing for annual social
event
Program coordinator 2nd July to 30th November
Designing and decorating of
the event location
Event manager 11th December to 14th
December
Conducting the entire dinner
party
Event coordinator, event
manager, all event volunteers
15th December
Brief Narration about the progress
Being a communication manager I am responsible to interact with the stakeholders regarding
the next dinner party to be held on December 15th of 2018. I have properly communicated to
both employees and external guest. In this progress report, I have given a brief overview about
the activities which are already accomplished till date. Activities those are left to be conducted
are also mentioned herewith for your convenience. Apart from those written communications, I
have communicated personally to existing employees of Commonwealth bank for seeking their
cooperation and participation in the annual event.
4. Report structure suitable for event:
This specific part is the brief overview on how the entire program will be conducted on
15 December 2018 from 6pm to 11.00pm at Westin Hotel at Martin Place located at Sydney.

6
BUSINESS COMMUNICATION
1. Introduction: Introducing eminent guests by highlighting the mission and vision of
Commonwealth Bank
2. Welcome guests: Eminent personalities attending the event will be welcome with flower and
pen. They would be requested to deliver speeches about the contribution of financial institutions
3. Recognition to the best employees: Providing rewards and recognition to the well
performed employees throughout the year.
4. Delivering food and facilities to the stakeholders: Eminent guests and existing employees
will be delivered foods and other facilities at the middle of event
5. Conducting dinner party with proper care: Stakeholders should be dependent on self-
service. Every person attending the party should get equal respect and dignity proper respect
and dignity from service providers. In addition, the community leaders should be given proper
care and attention so that they do not have to face difficulties in receiving the services at the
event spot.
6. Transport facilities to the stakeholders at locations: At the end of this event, transport
facilities are there for dropping stakeholders
7. Keeping a constant follow up: Organizers need to get follow-up from the guests and
employees regarding services provided by Commonwealth bank.
PART 2: Reflection
1. Introduction:
In this very specific study I have provided an insightful idea on how to conduct and plan
an event which is celebrating for the purpose of business success. After making an in-depth

7
BUSINESS COMMUNICATION
discussion with my senior managers I have selected Westin Hotel at Martin Place as the
concerned venue. The event will be held on 15th December of 2018 from 6pm to 11.00 pm. The
overall experience that I have gathered while communicating with the stakeholders was
wonderful. In some of the specific areas I have identified the lack of knowledge and competency
that should be improved. I have come across large numbers of people coming from different
geographical backgrounds and psychological attitudes. While communicating with them I have
gathered wonderful learning experience. I have learnt on how to maintain workplace harmony
on the floor. It would definitely guide me to conduct the entire event successfully. While
organizing the event I would have come across the people from various cultural backgrounds. In
this kind of situation, I may have to face challenges in maintaining collaborative work. Still, my
communication skill enables me to make an effective bond with every participant associated
with this event management.
2. Overview about my role as a communication manager:
As a communication manager my primary role was to properly convey the message of
dinner party to both internal as well as external stakeholders. In order to transmit the message
properly to the employees I have send an official mail where I have given detailed information
about the significance of event, its venue, date and time. I have requested every single
employee to spread their hands for participating within the event program. However, before
communicating with the trade minister I have taken self-preparation on how to introduce myself
as well as my concern to the minister so that it can be convincing for the person. I have tried to
give detailed overview about the future business plan of Commonwealth banks.
The financial schemes that are going to be launched for Australian government are also
introduced in the formal letter. Apart from that I have decided to make a verbal communication
as well. This specific verbal communication has helped me immensely to know about the

8
BUSINESS COMMUNICATION
current business scenario of finance industry in global market. In addition, I have prepared a
progress report as well for our respected CEO of Commonwealth Bank. In this progress report, I
have given a brief overview about the activities which are already accomplished till date.
Activities those are left to be conducted are also mentioned herewith for your convenience. This
progress report is very helpful for CEO to keep a constant update regarding the preparation of
annual event. As per this update CEO would be able to instruct the concerned persons to take
effective measures for making the entire annual dinner party successful.
3. Brief description about my experience from while communicating with stakeholders:
I have seriously gone through wonderful learning experience while dealing with the
various persons both inside and outside the organization. While visiting personally to the
employees for knowing their concern I have widen my knowledge and experiences based on
which I have improved my own competency. In addition, my experience in interacting with the
trade minister was very memorable. I got the scope to communicate with the person for ten
minutes through telephonic conversation. In this conversation I got detailed overview about the
real business scenario of finance industry and its upcoming challenges. However, this
information would help me immensely in making effective business strategic decision.
Moreover, my cordial approach and decent gesture enabled me to convince the trade minister
to attend my event. The overall experience that I gathered as a communication manager is
highly significant for enhancing my competency level.
4. Challenges faced while communication:
It is undeniable that I have faced innumerable challenges while playing the role of a
communication manager within my organization. Firstly, I am comfortable only in maintaining
formal communication with my colleagues. I do not have multilingual flexibility based on which I
can maintain regional communication as well. As a result, people who are having language

9
BUSINESS COMMUNICATION
barrier cannot communicate with me properly. As a result, the entire communication method
was getting hampered due to the lack of proper interaction. Therefore, language barrier was a
major concern for playing my responsibilities properly. In addition, I have faced immense
challenges in making decision as well. People coming from various geographical backgrounds
have psychological issues. Their values and beliefs differ from one person to another. In this
situation, I had to face immense challenges in making effective decision regarding the event and
its success.
In addition, while maintaining participative decision making style I have given equal
opportunity to every individual employee for sharing their point of views. While sharing their
opinion regarding the success of event psychology differs from one person to another. In this
kind of situation, I was facing difficulties in taking appropriate decision. Moreover while making
the progress report for submitting to the CEO of Commonwealth bank I have faced challenges. I
did not have any experience of making progress report before. As a result, I did not have any
clue in maintaining appropriate format of the product. In this kind of situation, I have faced
immense challenges in showing a proper progress report about the preparation of this event.
5. My scopes for improvement:
However, after evaluating the entire study I have observed that I as a communication
manager have faced immense challenges in playing my role properly. I have identified several
issues within me that should be rectified for enhancing my skill and competency level. I can
receive an effective training session for improving my multilingual flexibility so that employees
do not have to face problem in communicating with me. In addition, I need to raise my
confidence level based on which I do not hesitate and fumble while talking to any person.
Automatically, the entire communication between the sender and receiver would be effective.

10
BUSINESS COMMUNICATION
Bibliography:
Hargie, O. (2016). Skilled interpersonal communication: Research, theory and practice.
Routledge.
Jackson, D. (2014). Business graduate performance in oral communication skills and strategies
for improvement. The International Journal of Management Education, 12(1), 22-34.
Morgan, L., Paucar-Caceres, A., & Wright, G. (2014). Leading effective global virtual teams: The
consequences of methods of communication. Systemic Practice and Action
Research, 27(6), 607-624.
Nickerson, C. (2014). The use of English in electronic mail in a multinational corporation.
In Writing Business (pp. 53-74). Routledge.
Nickerson, C., & Bargiela-Chiappini, F. (2014). Business writing as social action. In Writing
Business (pp. 19-50). Routledge.
Olsson, E. K. (2014). Crisis communication in public organisations: Dimensions of crisis
communication revisited. Journal of Contingencies and Crisis management, 22(2), 113-
125.
Tench, R., & Moreno, A. (2015). Mapping communication management competencies for
European practitioners: ECOPSI an EU study. Journal of Communication
Management, 19(1), 39-61.
Tench, R., & Moreno, A. (2015). Mapping communication management competencies for
European practitioners: ECOPSI an EU study. Journal of Communication
Management, 19(1), 39-61.