Business Communication: Portfolio of Materials and Reflection

This article discusses the portfolio of communication materials for a year-end dinner party, including an email to staff, a letter to an external special guest, and a progress report to the CEO. It also includes a reflection on the communication manager's role, experience, challenges, and scopes for improvement.

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

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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.........................................................................................3
3. Progress report to CEO on how the preparation of the events is going on...............................4
4. Report structure suitable for event:..........................................................................................5
PART 2: Reflection...................................................................................................................... 6
1. Introduction:............................................................................................................................. 6
2. My role as a communication manager:....................................................................................7
3. My experience from while communicating with stakeholders:..................................................7
4. Challenges that I have faced:..................................................................................................8
5. My scopes for improvement:....................................................................................................9
Bibliography:.............................................................................................................................. 10

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PART A: Portfolio of communication materials
1. Email to staffs:
Sub: Year-end dinner party on 15 December 2018 from 6pm to 11.00pm
Hi All,
We are very glad to inform you that Commonwealth Bank is going to hold a dinner party
like every year end for celebrating the success of our business. We are going to arrange an
outdoor plan for enhancing the significance of this dinner event. 15 December of 2018 from
6pm to 11.00 pm is the day of celebration where large number of eminent personalities will
gather for making our event successful. The venue that is selected for this dinner party is
Westin Hotel at Martin Place, located at Sydney. Its’ innovative interior design and
extravagant decoration can easily attract the attention of viewers. Before starting the dinner
party we have planned to decorate a short social event where the employees would show their
extracurricular talents and skill. We will start the event after office hour. We will take around four
hours in order to conduct the entire event.
Therefore, all employees are requested to show their collaborative and cooperative
approach for making the dinner party successful. Employees would have to attend the event
without showing any excuse. We request you to take care of our eminent guests and show them
a cooperative outlook during event. Being a part of this organization we expect your cooperation
for conducting the entire party joyful.
With regards
David James

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Communication manager
Commonwealth Bank
Date: 20th April, 2018
2. A letter to an external special guest
To,
The Trade Ministry
Government of Australia
Sub: Invitation for attending Year-end dinner party on 15 December 2018 from 6pm to
11.00pm
Respected Sir/Madam,
With due respect and humble submission I, the communication manager of
Commonwealth Bank, beg to state that our organization is going to arrange a dinner party for
celebrating the success of our performances. It is a one day celebration party where we have
arranged a social event for making the evening pleasurable. In this very specific event we would
like to present out upcoming agenda and innovative plans of future. 15 December of 2018
from 6pm to 11.00 pm is the day of celebration happening at Westin Hotel in Martin Place,
located at Sydney, Australia.
There will be transport facilities for you and our event coordinator will be responsible to
give you proper protection at the event location. We have already launched new market agenda
for drawing the attention of customers. In this agenda Australian government would get facilities
in rendering their economic growth. We have planned to participate in developmental projects
initiated by Australian government as well. All information would be elaborately discussed in the

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day of celebration. Therefore, it is my humble request to attend this dinner party and enhance
the significance of our event. You cooperation will be highly appreciated.
Thanking you,
Yours’ faithfully,
David James
Communication manager
Contact detail:
Commonwealth Bank
Date: 10th May, 2018
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
from 6pm to 11.00pm
Reporting period: 2pm to4 pm
Event name: Year-end dinner party of Commonwealth Bank
Reported by: Communication manager, Common Wealth Bank
I do hereby declare and state that all the information mentioned here are true, correct
and complete to the best of my knowledge and belief. If at any time the information is/are being
found incorrect, my candidature will be liable as cancelled without any further information to me.
Yours’ sincerely,
Communication manager
Contact detail:
Summary of the activities completed till date
Activity Responsible person Completed date
Selection of event location
and date
Event manager 20th April
Distribution of information
to staffs
Communication manager
(me)
30th April

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Distribution of information
to the ministry of trade
Communication manager
(me)
10th May
Personal visit to trade
minister for taking
appointments
Event coordinator 25th May
Organizing scripts of social
event
Program coordinator 30th May
List of activities which are still due
Due Activities Responsible persons Expected completion of
date
Arranging transport
system
Event coordinator 24th June
Rehearsing for social event Program coordinator 1st July to 30th November
Decoration of the event
location
Event manager 10th December to 14th
December
Arranging the entire dinner
party
Event coordinator, event
manager, all event volunteers
15th December
Brief Narration about the progress
I as a communication manager am responsible to convey the message about our year end
dinner party to the concerned stakeholders. I have already dropped the mail to both employees
and external guest. I have given a brief overview about the activities which are already
completed till date. Activities are also mentioned herewith which are left to conduct. Apart from
those written communication I have personally met organizational employees for seeking their
cooperation and participation.
4. Report structure suitable for event:
In this very specific part an overall structure of the event is presented to give overview
about the structure of final event
1. Introduction: Brief overview about the mission of this event and business success story
2. Welcome ceremony of guests: Eminent personalities will be welcome and requested to
deliver speeches
3. Appreciation of the best employees: Appreciation speech along with rewards will be
provided for their efforts

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4. Serving proper food and other facilities to the stakeholders: At the middle of this
program eminent guests and existing employees will be served foods and other facilities.
5. Conducting most awaiting dinner party: Stakeholders should be served dinner properly so
that they do not get hesitated in having food. Every person attending the party should get proper
respect and dignity from program coordinator. In addition, the guests would be given priority at
every step so that they do not have to face challenges in receiving the services
6. Drop the guests as well as employee to their locations: At the end of this event, transport
facilities would be given for dropping stakeholders
7. Keep a follow up: Organizers need to collect proper feedback from the guests and
employees about their experience on that event
PART 2: Reflection
1. Introduction:
In this very specific part, I have given a brief overview about the plan of an event that is
going to be held on 15th December of 2018 at Westin Hotel at Martin Place, located at
Sydney from 6pm to 11.00 pm. My role as a communication manager was to convey the
messages to concerned stakeholders regarding the venue of event as well as times and date. I
have gathered wonderful learning experience while communicating with the stakeholders. While
communicating with the external guests I have give brief overview on how the organization has
launched new market agenda for drawing the attention of customers. I have tried to clarify on
how Australian government would get facilities in rendering their economic growth with the
gradual development of our organization. This very specific event is highly significant for
employers as well as stakeholders both. In this platform employers would like to introduce their
brands and services to the stakeholders along with new agenda. On the other hand, the

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stakeholders would get overview about the future plan of business. Automatically, they would
get a new enthusiasm in providing their good efforts towards services.
2. My role as a communication manager:
As a communication manager the primary role that I have played in my organization was
the role of an interpreter. I have dropped an official mail to the employees by highlighting the
event and its significance. Here, I have provided detailed overview about venue, time, date and
other facilities. While communicating with the external guests I have dropped an official letter. In
this official letter I have given an overall brief about the purpose of this event as well as
upcoming agenda. Apart from maintaining written communication I had maintained a proper
verbal communication with the concerned stakeholders in order to make them understand about
the significance of this event. While playing the role of communication manager, I have
prepared a progress report as well in addressing out honorable CEO of Commonwealth Bank.
In this progress report I have given detailed view about the activities already done and the due
activities which are still left to be done. In addition, I have given a brief narration on the entire
event program and its necessary needs to be done.
3. My experience from while communicating with stakeholders:
I have gone through excellent learning experience while communicating with the
stakeholders. While dropping the mail I did not have to face any issue in making them
understand about the significance of this message. However, at the time of making verbal
communication I have faced immense differences. Employees are from diverse cultural
backgrounds and attitudes who believe in their own values and perceptions. As a result,
psychology varies from one person to another. At the time of making interpersonal
communication I have faced immense difficulties in conveying my message due to language
barrier as well as psychological barrier. On the other hand, it is undeniable that I got immense

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innovative plans and proposal from employees’ end which enabled me to make collective
decision. My experience in communicating with the trade minister of Australia was wonderful. I
made a telephonic communication with the eminent person for ten minutes. In this conversation
I have left my concern and gave a detailed overview about the event and its significant. I was
successfully able to make the person understand about the value of this event so that the
minister did not show reluctance to visit the program. Therefore, the overall experience was
good in communicating with concerned persons.
4. Challenges that I have faced:
Undoubtedly I have faced several challenges in dealing with the people First of all
language was the major issue due to which I faced difficulties in communicating with every
individual employee effectively. Being not comfortable in any regional language I had to face
challenges in interacting with those persons who are not comfortable enough in communicating
in English. In addition, I have observed that psychology varies from person to person as per
cultural and moral belief. I have however observed that employees were opposing my views and
perception at the time of convincing them. Due to psychological barrier I have faced
innumerable challenges in making them understand why we should invite the external persons
in our business events.
However, I always maintained participative form of leadership style at the workplace. In
participative form of leadership style I intended to allow my fellow employees to share their
views and thoughts regarding the event. However, after taking a collective point of views I have
faced immense challenges in making suitable business decision for me. Eventually, the entire
business decision method was getting delayed. However, I have observed that while convincing
CEO about the way of progress of this event I faced challenges while maintaining the proper

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format of progress report. Finally, with the assistance of my senior manager I got the success
and overcome all challenges.
5. My scopes for improvement:
I as a communication manager have enough scope for improving my skill and
competency level based on which the entire event plan could be made more organized way.
First of all I should render multilingual flexibility within me. Large numbers of employees are
there within my organization and they are not competent enough in maintaining formal
communication. Those employees are sill restricted within regional languages. However,
effective multilingual competency would help me immensely in dealing with the persons of
different cultural backgrounds and attitudes. As a result, we would be communicating with each
other properly.
In addition, I need to improve my way of approach as well. While talking with the trade
minister I have observed that I was unable to introduce myself properly. I need to be more
specific and brief while showing my concern. Otherwise, those kinds of eminent personalities
would not show their level of interest in talking to me. Finally, I need to develop my level of
confidence as well as attitude. As a result, I would not have to fumble while communicating with
the persons. I have identified these areas based on which I can improve my own skill and
competency.

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