Business Communication Assessment 2

This report examines the principles and purposes of effective communication in a business context, focusing on the role of the HR director in fostering a healthy work environment. It analyzes the characteristics of good listeners and speakers, and identifies the strengths and weaknesses of an HR director in communication. The report uses the example of 'The Bingham Hotel' in London to illustrate the importance of effective communication in a business setting.

Business Communication
(Assessment- 2)

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1: Analysis of Principles and Purposes to form an effective communication strategy..........1
2: General characteristics that requires to be a good listeners and good speakers.................3
TASK 2............................................................................................................................................4
3: Own strengths and Weaknesses of HR Director................................................................4
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................7

INTRODUCTION
Business communication involves constant flow of information between people working
within and outside of an organisation for the commercial benefit of the organisation. It is
essential need of every organisation to form a better communication channel that will help
stakeholders of company to communicate with each other in more effective and efficient manner.
The present assignment is based on “The Bingham Hotel” located in London which has currently
faces communication issues amongst the staff. For this, analysis of principles and purposes of
communication that need to be consider by HR director are discussed under this report. The
project report also covers the general characteristics that must require to become a good listener
and speakers. Strength and weaknesses of human resource manager is also determined in this
report.
TASK 1
1: Analysis of Principles and Purposes to form an effective communication strategy
HR director is one who is held responsible to maintain healthy work environment through
maintaining healthy relations with the staff with the help of an effective communication strategy
It can be made through understanding and analysing the principles and purposes of
communication which are briefly explained as under:
Principles of communication:
Clarity: It means that the communicator must require to use such language which makes
easy for others to understand. The words used should be simple and unambiguous. In “The
Bingham Hotel” which is located in London, there are many employees having different culture
due to coming from different nations which creates difficulties for them to understand English
language. Therefore, it is important for HR director to conduct training sessions for them with
the purpose of teaching them English Language so that they can feel confident while
communicating with other staff and visitors coming from different nations.
Integration: It means HR director must require to integrate human resource of
organisation with each other through conducting orientation or other activities which gives a
platform for staff to communicate and understand each other. This will bring motivation among
employees having different culture and backgrounds to communicate with other staff more
confidently.
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Economy: The unnecessary use of communication system will increase cost of company
due to which the system of communication must be used efficiently, timely that means at the
appropriate time and when it is necessary so that it maximises the confidence level of staff to
communicate with each other (Belton, 2012).
Feedback: The communication is not much effective if feedback is not taken from the
receiver. It means HR director of “The Bingham Hotel” need to give a platform where their staff
can freely give their views and feedbacks related to the working atmospheres so that it
maximises the interest and working behaviour of staff members.
Purposes of communication:
Flow of information: It must require to flow useful information from top to bottom and
vice-versa. The information should reach the incumbent in the language so that staff can
understand better. Therefore, HR director should appoint member is liable to receive the
information from the staff and communicate it with the top authority. This enable staff to reach
he information to the right person at right time through the right person.
Preparing staff to accept change: Making staff more capable to accept changes in
organisational policies, procedure and work style maximise their interest and working behaviour
at workplace. Thus, HR director of “The Bingham Hotel” is required to conduct group
discussions, meetings etc. With the staff and communicate each and every thing more properly.
Developing good employee relations: The growth of business depends on the efforts of
staff which can be attained through having good communication with them. For this, HR director
of “The Bingham Hotel” is required to consider ideas, thoughts and perception of each employee
while taking decisions. This will enable HR manager to establish good relation with their staff
(Conrad and Newberry, 2012).
Ideas of employees encouraged: The communication facilitates inviting and motivating
staff to present their ideas on certain occasions. This will encourage employees to developed
creative thinking so to maximises the satisfaction level of customers. Rewarding them for their
performance also motivate them to work hard and bring confidence to share their ideas with
management. Therefore, HR director of “The Bingham Hotel” must consider the same to make
good communication with their staff.
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2: General characteristics that requires to be a good listeners and good speakers
Communication is more effective when the communicator and listener both are attentive
and interactive so that useful information can easily communicate and perceive in same manner.
To become a good listener and speaker, following characteristics should be present in staff
members while participating in a meeting of an organisation:
To become a good Listener:
Attentive: A good listen pays full attention to the content of topic communicated by
speaker. It means the participant in meeting should be more alert and should avoid any kind of
distraction so that they can perceive content of topic in same manner that speaker wants.
Do not interrupt: A good listener does not interrupt in between the conversation or
should not ask question until speaker finishes but instead of this, listener can give auditory
feedback of one or two words like Yes, Good and so on. This will encourage among speaker to
continue their conversation more confidently (Froese, Peltokorpi and Ko, 2012).
Do not assume: As a listener in a meeting, an employee should not assume something on
their own so that there is no misunderstanding of thoughts of speakers. An employee may ask to
understand the particular topic from the speaker when he/she finishes their task.
Opportunists: A good listener should listen the subject clearly and finding out an
opportunity which help in achieving own benefits in their professional career. The employees as
a listener in a meeting should take notes of each and every points discussed and make possible
efforts in to take out benefits which can be gained during their professional career.
To become a good speaker:
Confidence: As per the study published by the University of Wolverhampton stated that
a speaker having more confidence is viewed as more credible than a less confident speaker.
There are lots of listeners are there in meeting which are looking to listen content from the
speaker in order to gain their knowledge therefore it is more important for a speaker to be
confident while presenting their views, opinions and suggestions so that it can make huge
influence on other ideas and thoughts (Peltokorpi and Clausen, 2011).
Clarity: A good speaker must use clear and unambiguous language which can be easily
understood by everyone present in a meeting. While presentation, all the points are properly
presented with an evidence so that it maintains interest of listeners towards their content of
subject.
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Interactivity: Interaction is much required so as to involve others as well in an activity
and maintain their interest and attention towards the subject. Thus, a good speaker should present
its thoughts, views, new ideas etc. and also encourage listeners to give their valuable feedbacks
so that it enables speaker to make suitable changes in their new ideas.
Content Rich: A good speaker can be successfully presented its ideas, thoughts, views
etc. towards other members if the subject are more strong and reliable. Therefore, a speaker must
bring their ideas and connect with a real example so that the listener can show their trust towards
their ideas if practically implement in an organisation (Rakshit, 2014).
TASK 2
3: Own strengths and Weaknesses of HR Director
Purposes and principles behind different forms of organisational communication:
The process of passing data from one person to another is vital in every business
organisation. The main objective is to understand the matter; information the person is going to
convey. This flow of information is crucial for managerial effectiveness and decision making in
common and for HR manager in particular as this department is connect more with all
department, employees and workers and trade union leaders of private, public and other
organisation. The communication brings people together and they can easily be able to
understand the matter which is going to be convey to them.
Flow of information: The relevant data can be flow on regular basis from top to bottom
so the proper exchange of data can be done effectively.
Coordination: It is effort of all the staffs working in an organisation can have to
coordinate for the attainment of their organisation aims.
Principles of effective communication to enhance practice:
There are various types of effective communication which will be helpful for an
organisation to increase the moral of employees as well as own experience. Some of them are:
Principle of clarity: It has been vital for sender to provide clear information to receiver
so they can easily be able to under the matters. The message can be conveyed properly only if it
has been clearly formulated in the mind of the communicator (Principles of Effective
Communication, 2017).
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Principle of objective: The communicator has to know clearly the objective of
communication which will be before actually transmitting the data to one another. If the aim of
communication is clear it will assist individual to select the right mode of communication.
It is always important to measure and analyse own ability on certain point of time so that
further decisions can be taken to improve and more capable to perform allotted roles and
responsibilities in more effective and efficient manner. All the above discussed purpose and
effective principles of communication in mind it is crucial to determine own inner positive and
negative ability. As a HR Director of “The Bingham Hotel”, I have specific strengths as well as
weaknesses in terms of communication which are briefly mentioned under the below:
Strengths:
 I have an ability to listen as well as respond which brings interest among others parties to
show their attention while communicating with me.
 I prefer to get involved in conversations with the staff members which help me to acquire
their new ideas and methods of maximising satisfaction level of customers.
 I always prefer to collect feedback from staff members in written form about any issues
that they are facing at workplace. It helps me to make further decision regarding
maximising the satisfaction level of employees and enable them to contribute maximum
towards organisational goals and objectives.
Weaknesses:
 My weaknesses with communication is that during giving speech or lectures towards staff
I become nervous and sometimes forget what I wanted to say.
 I also have a weakness in my non-verbal communication skills. The weakness is that
sometimes my body language will give a different answer what I would have spoken.
This make difficult for me to gain trust and confidence from the staff members on my
ideas and concepts.
 I am not having knowledge about multiple languages which brings more difficulties for
me to deal with the employees having different culture and backgrounds.
CONCLUSION
It has been concluded from the above project report that communication is an essential
need of every organisation which help in maintaining healthy relation with employees and
maximising their working behaviour at workplace. Therefore, HR Director of “The Bingham
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Hotel” must consider all the aspects related with purposes and principles of communication
while making an effective communication strategy so that the useful information can be
transmitted to a right person at right time in right way.
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REFERENCES
Books and Journals
Belton, N., 2012. The good listener: Helen Bamber: A life against cruelty. Faber & Faber.
Conrad, D. and Newberry, R., 2012. Identification and instruction of important business
communication skills for graduate business education. Journal of Education for
Business. 87(2). pp.112-120.
Froese, F. J., Peltokorpi, V. and Ko, K. A., 2012. The influence of intercultural communication
on cross-cultural adjustment and work attitudes: Foreign workers in South Korea.
International Journal of Intercultural Relations. 36(3). pp.331-342.
Peltokorpi, V. and Clausen, L., 2011. Linguistic and cultural barriers to intercultural
communication in foreign subsidiaries. Asian Business & Management. 10(4). pp.509-
528.
Rakshit, S. K., International Business Machines Corp, 2014. Communication management
method and system. U.S. Patent 8,775,530.
Schullery, N. M., 2013. Workplace engagement and generational differences in values. Business
Communication Quarterly. 76(2). pp.252-265.
Online
Meaning of Business Communication. 2015. [Online]. Available through:
:<https://bizcommunicationcoach.com/what-is-business-communication-meaning-of-
business-communication/>.
Principles of Effective Communication. 2017. [Online]. Available through: :<
https://www.mbaknol.com/business-communication/principles-of-effective-
communication/>.
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