Report on Business Communication

This report discusses the importance of communication in the workplace, the use of strategic internal communication, employee engagement, job satisfaction through motivation, digital channels, knowledge sharing, videoconferencing, and supporting employees to adjust to new working environments. It emphasizes the need for strategic planning in utilizing communication tools and conducting need analysis prior to motivation. The report concludes that communication is crucial for business activities and involving employees in the decision-making process results in their empowerment and motivation.

Running head: BUSINESS COMMUNICATION
Report on business communication
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BUSINESS COMMUNICATION
Executive summary
For efficient execution of the business activities, the managers need to interact with the
employees and the other personnel. This interaction reflects the dynamics of the workplace
operations. The tools used for communicating with the personnel reflects the approach
towards interacting with the clients and the customers. Briefing the employees about the use
of latest communication tools helps in achieving productive results. Conducting revisions in
the motivational strategies helps in achieving loyalty, trust and dependence from the
employees and the clients. Adequate support from the managers helps the employees to
upgrade the standards and quality of performance.

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Table of contents
Introduction................................................................................................................................3
Discussion..................................................................................................................................3
Strategic internal communication..........................................................................................3
Employee engagement...........................................................................................................4
Job satisfaction through motivation.......................................................................................4
Digital channels......................................................................................................................5
Knowledge sharing.................................................................................................................5
Videoconferencing.................................................................................................................6
Supporting the employees to adjust within new working environment.................................7
Influence of communication and motivation on employee engagement...............................8
Critical evaluation......................................................................................................................9
Conclusion..................................................................................................................................9
References................................................................................................................................11

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Introduction
Communication is the means for conveying the message from the sender to the
receiver. Through communication, insights are gained into the mindset of the individuals.
This is applicable to all spheres including the workplace. Communications in workplace
attain corporate standard upon the exposure of strategic approach. In the earlier stages,
workplaces lacked effective communication channels, which compelled the personnel to
encounter difficulties in establishing contact with the clients and the customers (Men, 2014).
This absence deprived them of lucrative orders, degrading the stability in the relationship
with the stakeholders and shareholders. This report, attempts to shed light on the
transformations, which took place in the field of business communication.
Discussion
Strategic internal communication
Organizational structure indicates the dynamics, through which the business activities
are conducted. Along with this, the structure also projects the hierarchy involved in
conducting the business operations. Within this, an evident factor is the communication
between the managers and the employees for luring the customers. Strategic approach by the
managers indicates organizing meetings with the higher authorities for developing plans and
programs towards improving the communicative skills of the employees. Mishra, Boynton &
Mishra, (2014) opines that consciousness towards the development of strategies enhances the
leadership skills of the managers. This is in terms of ensuring the wellbeing of the employees.
Incorporating innovative communication tools within the business operations, projects the
consideration of change management. Training sessions enhance the preconceived skills,
expertise and knowledge of the employees about communication.

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Employee engagement
Communication process involves the employees, managers and the clients, where the
message is transmitted from the employees to the managers and the clients and vice versa.
Provision of motivation to the employees also reflects the communication between the
managers and the employees. Here, using effective communication tools acts as an agent in
delivery of accurate messages to the sender from the receiver. In this, insight is attained into
the approach of the personnel towards performing the tasks according to the requirements.
Examples can be cited of face-to-face meetings, open forums and discussions, which results
in the involvement of the employees into the communication processes (Sisko et al., 2014).
Providing presentation opportunities to the employees reduces their fear regarding voicing
out their opinions before the clients. Supervision of the managers in these presentation is
assistance in terms of scoring the performance of the employees. This scoring method is
further assistance towards the appraising the performance and developing reward systems and
policies.
Job satisfaction through motivation
Motivation ensures the employees about the valuation of their viewpoints and
opinions. When the employees feel that the managers think about their wellbeing, they get
satisfied with the employment. The more the employees are satisfied, more will be their
motivation towards the jobs. Providing allowance towards utilization of the communication
tools helps the employees in voicing out the opinions regarding the issues, which they face in
executing the allocated activities. As per the opinions of Yuan et al., (2013), adopting
effective communication channels helps the managers in gaining an insight into the
satisfaction level of the employees. Herein lays the appropriateness of need analysis, which
enhances the awareness about the motivation to be provided. These aspects reflects the
processes adopted for maintaining the stability in the relationship between the managers and

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the employees. Communication tools are the agents, which helps in enhancing the
professional relationships.
Digital channels
Digital channels delivers the messages to the senders in less times. However, digital
channels are limited within the arena of the multinational companies. Recently, many local
companies have adopted the means of social media marketing. This medium has assisted in
establishing contact with large number of clients at the same time. On the other hand,
Kernbach, Eppler and Bresciani, (2015) thinks that mention needs to be made of the privacy
cookies and policies, which were missing in the earlier times. As a result of this absence, the
companies and organizations faced intense losses, which degraded their position within the
competitive ambience of the market. As a matter of specification, it turned the relationship
with the clients into a hostile one.
According to Cardon and Marshall, (2015), in the usage of social media, the aspect of
culture gains an important position. This is applicable especially in the process of feedbacks,
which is an open platform. The vastness and openness of the platforms reflects the ease, with
which the individuals can voice their opinions regarding the issues. The involvement of the
employees in this activity is assistance for the employees towards estimating the motivational
strategies, so that consistency is maintained in their performance. According to the modern
business requirements, revisions have been brought within the policies for respecting the
culture of the employees. On the contrary, Cardon, (2014) thinks that conscious approach
towards these revisions reflects the steps undertaken for enhancing the workplace culture.
Knowledge sharing
As a matter of specification, communication involves the transmission of knowledge
from one employees to the other. Most importantly, it reflects the delivery of important
information from the managers to the employees. This is done in the form of trainings, which

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informs the employees about the latest communication tools. Strategic approach in this
context is being selective about the messages to be communicated to the employees. For
example, emails is one of the advancements, which have preceded the act of writing letters
and sending it personally to the higher authorities. According to the opinions of Penrose,
(2015), advanced communication tools have assisted the personnel to send the information
with just one click.
Creation of portals and briefing the employees about its usage is a practical example
of knowledge sharing between the employees and the managers. Instructing the employees to
maintain blogs is a wise initiative towards upgrading the communication skills of the
employees. Tracking the blogs of the employees is assistance for the managers towards
realizing the approach of the employees towards the workplace issues. Herein lays the
importance of privacy cookies and policies, which maintains safety, privacy and security of
the responses produced by the employees (Young & Hinesly, 2014).
Videoconferencing
In order to maintain the pace with the competitive nature of the market, most of the
companies and organizations have adopted modern communication tools. Typical example of
this is videoconferencing. Practical training sessions have been organized in the workplace
for briefing the employees about the usage and benefits of videoconferencing. According to
the evidences, videoconferencing has enabled the managers to track the performance of the
employees. Along with this, videoconferencing has provided allowance to the employees to
establish contact with the managers and the supervisors at any point of time (Mikkelson,
York & Arritola, 2015). Surveys and feedbacks about the e-learning courses has excavated
the popularity of videoconferencing within the employees.
Collaboration and teamwork are the issues, which have been projected through the
communication in videoconferencing. Monitoring the involvement of the employees in the

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use of videoconferencing enables the managers to make estimates about their capability.
Herein lays the importance of need analysis, which is a strategic move towards providing
motivation to the employees (Chaiprasurt & Esichaikul, 2013). Evaluation of the
effectiveness, appropriateness and feasibility of the adopted communication tools is one of
the other strategic tools towards establishing linkages between the motivation, adopted
communication tool and the approach of the employees towards the online learning
programs.
Videoconferencing acts assistance for the employees in terms of establishing contact
with the managers upon their physical absence from the workplace. This tool is so effective
that they can maintain the pace with the workplace activities. Motivating the employees
through videoconferencing is advanced form of communication in the workplace. Within this
process, the employees can be briefed about the motivational strategies.
From the other perspective, Fatimah et al. (2015) proposes that tools like video
conferencing provides advanced learning opportunities to the employees. The platform is
vast, incorporating different cultures. In this process, the scope and arena of the organizations
are enhanced. This is because of the communication between the internal environment and
the external environment.
Supporting the employees to adjust within new working environment
When the employees are recruited, they are instructed to expose conscious approach
towards maintaining the traditionalism of the workplace. However, according to the
requirements, certain changes need to be adopted. In the process of executing the allocated
activities, the thoughts of the employees get confined within the workplace environment. It is
at this stage that the employees need motivation and encouragement for adjusting within the
new working environment. Within this, focus is to be placed on preparing the mindset of the
employees regarding adopting the proposed changes. Here, Korzynski, (2013) proposes that

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exposing rationality in the approach enhances the leadership skills of the managers. This
rationality is one of the crucial traits within the characteristics of the managers, bringing Trait
Theory into the discussion.
New working environment not only relates to the introduction of new policies,
practices. It is also the incorporation of new systems for enhancing the productivity in the
business operations. Support, motivation and encouragement is needed from the managers
regarding making the employees familiar with the functions of these new systems. Practical
demonstrations in the briefing sessions helps the employees to gain an easy understanding.
Using simple language for making the employees understand the functions of the new
systems, make the managers approachable. Question answer sessions are fruitful for the
managers in terms of gaining an insight into the issues, which the employees are facing.
Penrose, (2015) thinks that maintaining consistency in executing the interactive sessions is
assistance towards improving the stability in the relationship between the managers and the
employees. These sessions enhance the awareness of the managers regarding the capability of
the employees to grasp the issues.
Support from the senior level managers enhance the capability of the employees to
upgrade their skills, expertise and knowledge. Along with this, the support from the senior
employees is assistance in terms of clarifying the doubts, which arises in the process of
executing the allocated duties and responsibilities. Here, standards and protocols attains a
backseat. This is in terms of enhancing the preconceived skills, expertise and knowledge.
Influence of communication and motivation on employee engagement
In the present generation, the employees are involved in the decision-making process.
Motivation helps the employees in unleashing their preconceived skills, expertise and
knowledge. Motivation involves communication between the senior and the junior
employees, resulting in the upgradation of their skills (Cardon, 2014). The more the

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employees are engaged in the business process, less are the issues regarding the exposure of
poor performance. Need analysis, prior to the provision of motivation helps in gaining an
insight into the kind of motivation to be provided. With the aspect of need analysis, Maslow’s
hierarchy of needs can be related. In the present context, the focus is on encouraging the
employees, so that they can expose better performance. The goal here is to increase the self-
esteem of the employees in terms of enhancing their professional development.
Critical evaluation
In order to lure the employees towards the services, motivation is crucial. The
managers and the senior employees are entrusted with the responsibility of motivating the
employees. In this process, communication is an evident form, transmitting the essential
information to the employees. Various communication tools have eased the process of
communication in the workplace arena. Typical example of these tools are social media, e-
learning courses, videoconferencing among others (Giesbers et al., 2013). Although the
companies and organizations have adopted the latest communication tools, there is a lack of
strategic planning in utilization of these tools. As a result of this, the companies and
organizations have failed to conduct the business operations according to the requirements.
Prior to motivation, the managers need to conduct need analysis. This analysis helps
the managers to gain an insight into demands, needs and requirements of the employees.
Involving the employees into the decision-making process results in their empowerment, It is
also a means of motivation, where the focus is to involve the employees into the business
processes (Yuan et al., 2013).
Conclusion
Communication is a crucial aspect within the business activities. Communication
between the managers and the employees results in the developing policies and programs.

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This interaction relates with the aspect of involving the employees into the business process
enables the managers to make estimates regarding the capability of the employees.
Motivating the employees generate interest within the employees to expose better
performance. Training and development programs for the employees, for briefing them about
the adopted changes. Within this, rationality is important in terms of luring the employees
towards the services. This rationality can be considered as an integral component for
enhancing the leadership skills of the managers. Consciousness along with rationality is an
approach towards preserving the organizational culture.

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References
Cardon, P. W. (2014). Business Communication: Developing Leaders for a Networked World
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Cardon, P. W., & Marshall, B. (2015). The hype and reality of social media use for work
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Chaiprasurt, C., & Esichaikul, V. (2013). Enhancing motivation in online courses with
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Darijani, A., Soltani, H., & Pourroostaei, M. (2014). Impact of the effectiveness of
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Fatimah, H. E. R. M. I. N., Dharmawan, A. H., Sunarti, E. U. I. S., & Affandi, M. J. (2015).
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Korzynski, P. (2013). EMPLOYEE MOTIVATION IN NEW WORKING
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