Business Communication Theories and Strategies for Overcoming Barriers in Travel Agency: A Case Study of Hays Travel

This report analyses the theories of business communication and evaluates the barriers that prevent people from booking their holidays abroad. It also provides strategies for travel agencies to overcome these barriers. The case study is based on Hays Travel.

Business
communication

Table of Contents
INTRODUCTION .............................................................................................................................3
TASK.................................................................................................................................................3
Analyse theories of the business communication..........................................................................3
Evaluate barriers that prevent people from booking their holidays abroad...................................4
Strategies for travel agency to overcome from these barriers.......................................................5
...........................................................................................................................................................7
CONCLUSION .................................................................................................................................7
REFERENCES...................................................................................................................................8

INTRODUCTION
Business communication is a term related with the procedure to share information among
people outside or inside organisations. It show that how effectively management and employee in
organisational interact with each other in order to reach business goals. At workplace, there is a
continue flow of the information and related feedbacks that considered integral part of the
business communication (Anders, Coleman and Castleberry, 2020). At workplace, business
communication play vital role as it help in direction and controlling people. It is a goal oriented
process which is regulated by the some rules and norm of organisation so that effective business
goodwill can be build in market. Company chosen in this report is Hays Travel, a private company
which is founded by John Hays in 1980. This report will be based on some general theories related
to business communication, barriers preventing individual fro booking the holidays abroad and
strategy for travel agency to overcome form these barriers.
TASK
Analyse theories of the business communication
The business communication is a wide area in which it encompasses all the form related to
communication that permit an organisation to grow and connect with the stakeholders to
contribute for society. It facilitate exchange and transmitting of an information between group and
individual at workplace (Fulcher and et. al., 2022).This communication take in different forms
including verbal and non vernal, oral and written, formal and informal and so on. An effective
business communication help in achieve the task which is connected with some specific roles and
responsibilities. In organisation effective communication include mainly 7c such as correctness,
clarity, concreteness, completeness, conciseness, courtesy and considerations. In relation to Hays
Travel, there are certain general theories of the business communication, which are discussed
below:
 Acceptance theory of Authority- this theory was introduced by Chester Barnad in the
book of function of executive. In this, an informal organisational serve mainly three
function including maintenance of cohesiveness, communication and maintenance of the
self respect and personal integrity's feeling. As per this theory, authority of a manager over

employees depends on employee's willingness to accept right to give an order and
complying with them.
 Bureaucracy theory- Max Weber has developed this theory that show a high level of the
formal structure. In business communication, this model is assumed as a hierarchical
approach in which all members report to their superior until the communication reaches to
the top command. In this theory, communication is clear and structures by defining role
and responsibilities. Bureaucracy theory show its effectiveness by strictly controlling
employees, ensure chain of the command and also promote principles of the workplace
specification and standardization (Harissi-Dagher, 2021).
 Theory X and Theory Y- It is a motivational theory that was introduced by McGregor
depending on the direct opposing assumption of the human nature. As per this theory,
people are recognise as a great assets for an enterprise, developing self control and
promoting creativity. This theory advice that employees should be awarded based on
performance and their contribution towards the accomplishment of objectives which are
set by the organisation. Importance of this theory lies in showing the motivation and
effective communication.
Evaluate barriers that prevent people from booking their holidays abroad
Several people travel to relive the stress but for some individuals travel induces the stress
as it is a feeling of mental pressure and strain that is related to travelling. Various reason make the
travelling very stressful, specially, during COVID 19 certain barriers prevent the people to book
holidays abroad. In relation to Hays travel, these reason or barriers are mentioned below:
 Physical barriers- As people are worried about getting the COVID abroad and get stuck
ion other nation. They are also concern for the social distancing in flight and being in
close contact other individual who may have virus. In relation to Hays travel, this
tendency initiate a mind shift in individual travel behaviour and also reduce tourist risk.
And the management perception in avoidance of the overpopulated destination (Hirani,
2022).
 Language barriers- As every nation has their native language due to which people may
face problem in communicating with them. Thus, this reason restrict people from booking

their holidays abroad as they are not able to communicate with other. In relation to Hays
travel, this barrier may result in various emotional issues such as loneliness, anger,
discouragement etc., due to which people ma avoid to visit abroad.
 Information barriers- During COVID 19, people have not much information related what
they need to carry during visiting abroad. Due to this many people prefer no to booking
their holiday abroad. In relation to Hays travel, passenger are unsure that what they will
required to travel such as PCR test and vaccine passport. Due to these incomplete
informatics mostly travellers avoid the booking for holidays abroad.
 Organisational barriers- As people are not clear regarding government policies for
COVID 19, due to which they are not sure about the visiting to abroad. In relation to Hays
travel, travellers are not aware bout the new quarantine rules which are introduced by
another nations. Thus this barriers is also a big hurdle for visitors to book their holidays
abroad.
 Cultural barriers- In different countries, different culture and rules or regulation are
implemented so it is vital reason for traveller to avoid international holidays. In relation to
the Hays travel, individuals are not aware about the protocol of other county if there is new
variant related to COVID 19. Thus, all these barriers prevent people to booking for
holidays abroad.
Strategies for travel agency to overcome from these barriers
As all these barriers may impact the company adversely. Therefore Hays travel need to
formulate some strategies to overcome from all the related barriers. Certain of these strategies are
discussed below:
 To overcome form the physical barriers, Hays travel should pay more attention to facilitate
the social distancing in their flight. It is their responsibility to establish proper instruction
and spread awareness among passenger to keep a distance form each other. It build a trust
among traveller on respective company that they are safe in their flights (Rosati, Landers
and Videon,2021).
 To overcome from language barriers, people can use the sign language and the online
translators is an effective option to communicate with other people with different

language. Non verbal communication might be help the passengers so they will have more
enjoyable stay despite the language barrier within foreign country.
 To overcome form the organisational barriers, Hays travel must have proper information of
government policies and new quarantine rules introduced by other countries. By this they
can help their travellers by informing them about government guidelines or instruction
related COVID 19.
 To overcome form the information barrier, Hays travel should provide a proper details to
their clients that what they need to carry with them. They should provided provide accurate
information about required document and test related to COVID 19. It will make the
people's travelling less stressful (Shishkov, 2020).
 To overcome from the cultural barriers, Hays travel must have complete information
related to protocol of another country. Company must have some strategies for the
uncertainty in another nation. They must be aware the rules and regulation of foreign
country that may help their travellers in abroad.

CONCLUSION
From the above report it is find out that the communication play vital role in individual's
life as it is required at every phase of life and everywhere. Communication support people to
create a better understanding and also lead to an exchange of the though among people at
workplace. As effective organisational communication help the company in enhancing their
productivity as it relays on decisions and ideas. In organisation, effective communication aid in
improving knowledge and developing confidence along with the communication skill. This report
also discussed some communication theories adopted by organisation on the bases of their
business structure. There are various barriers that prevent individual from booking the holidays to
abroad. Therefore it is recommended to travel agencies to formulate such strategy that help them
to overcome form all above mentioned barriers as these strategies make enable the company to run
their business efficiently.

REFERENCES
Books and Journals
Anders, A.D., Coleman, J.T. and Castleberry, S.B., 2020. Communication preferences of business-
to-business buyers for receiving initial sales messages: A comparison of media channel
selection theories. International Journal of Business Communication, 57(3), pp.370-400.
Fulcher, I.R. and et. al., 2022. The impact of the COVID-19 pandemic on abortion care utilization
and disparities by age. American journal of obstetrics and gynecology.
Harissi-Dagher, M., 2021. COVID-19 and continuing professional development: an opportunity
for inclusion. Canadian Journal of Ophthalmology, 56(1), pp.2-3.
Hirani, S.A.A., 2022. Breastfeeding During Travel: Barriers and Informational Support for
Mothers Traveling With or Without Infants. Clinical Lactation.
Rosati, R., Landers, S. and Videon, T., 2021. COVID-19 Vaccination in Home Health and
Hospice: Barriers to Vaccination and Results From a Home Vaccination Program.
Innovation in Aging, 5(Suppl 1), pp.147-147.
Shishkov, B., 2020. Social Theories. In Designing Enterprise Information Systems (pp. 79-105).
Springer, Cham.