Business Communication Sample Copy

Business Communication

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.Analysis of the principles and purposes the HR director.........................................................1
2. General characteristics that have to be effective listeners and effective speakers..................3
TASK 2............................................................................................................................................4
3. Strengths and weaknesses of a HR director in terms of communication both orally and
writing ........................................................................................................................................4
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................5

INTRODUCTION
Business communication is a formal means of communication like meetings, interviews,
group discussion, speeches etc. and communication is the mutual understanding, originating with
the receiver. Business communication involves constant flow of information such as feedback
and it is integral part of business communication. It is a two way channel for transmitting ideas,
feelings, plans, commands, instructions, reports and suggestions that influence the attitude
towards an organisation's objectives. This assignment based on Sport Love company, the
independent London sports and leisure centre business. In this report explained about the
principles and purposes the HR director. The general characteristics of an effective listeners and
effective speakers are also explained (Bovee and Courtland, 2012).
TASK 1
1.Analysis of the principles and purposes the HR director
HR Director
HRM is the strategic approach of the effective management of people in an organisation
so that they can help the business gain a competitive advantage. HR director is the highest
position in a company and typically has overall responsibility for three areas such as culture,
capabilities and talent. In Sport Love, the HR director of the company was concerned about poor
communication amongst the staff. She felt ineffective communication because the employees of
the company belong from different different nations and there are different languages. There are
some principles and purpose that the HR director would need to consider in a communication
strategy.
Principles of Communication
Principle of clarity- It is an important principle of communication. To make the message
clear to the receivers, the message should be organised by using simple language. In Sport love,
the sender must convey the message clearly and confidently so that the receiver can understand
the message clearly and easily and the receiver can easily give response. It is also important that
the receiver must be knowledgable with the language, the inherent assumptions and the
mechanics of communication (Bovee and Thill, 2012).
Principle of brevity- It is important that the message should be as brief as possible so that
it can be easily understand by the receiver. In Sport Love, It means compiling the message with
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limited words and sentence which is easy and beneficial for the person who receive it and
responsible for the response of that message. By following this principle the company can save
its cost and time of both sender and receiver.
Principle of completeness- It is important principle for the company's present situation of
ineffective communication (Adler and Elmhorst, 2012). If the company present partial
information, the communication becomes incomplete and difficult to understand the message
correctly. The sender should give sufficient information so that the message is complete and the
receiver can understand it easily so that the company can remove the problem of ineffectiveness
which is generate cause of inefficiency.
Principle of consistency- In Sport Love, this principle implies that the communication
should always be consistent with the policies, plans, objectives and programmes of the
organisation. Any message which are related to the plans and policies of the company , create
confusion in the minds of the employees and subordinates about their implementation and this
confusion affect the company in negative way.
Principle of cleanliness and correctness- In Sport Love, it can be related to written
communication. The message and any information which is provide by the employees and the
subordinates to each other, should be written clearly and correctly. Clear handwriting, correct
grammar and punctuation should be correct because it is essential requirements of effective
written communication.
Principle of attention- To make a message effective, the recipient's attention should be
drawn to the message communicated. In Sport Love, everyone is different in behaviour,
emotions and sentiments which determine the degree of attention. It is also related to the
punctuality if the manger of the company is not punctual so he can not enforce punctuality.
Purpose of the HR director need to consider in a communication strategy
Increased coordination- Communication is a process whereby ideas and images of one
person are transmitted to another person. In Sport love, if the employees make better
coordination in communication they can remove the problem of ineffectiveness. They can make
coordination by exchange ides and information which help them to achieve their common
goal(Fall and et. al., 2013).
Flow of communication- The main purpose of it is to remove that problem which are
occur in the communication cause of inefficiency in Sport Love. The communication flow is
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used by the manger to transmit work related information to the employees at lower level
(Meredith, 2012).
Build strong relation- The manager can build batter relation to improve the
communication between the employees an subordinates so that the correct and clear information
can provide them. For building better relation company can use better communication channels
such as mail, internet and others, communication methods, techniques and media.
2. General characteristics that have to be effective listeners and effective speakers
Characteristics of an effective listener
Is attentive- A good listener must pay attention to the key points and should be alert. He
should avoid any kind of distraction. In Sport Love, the employees and subordinate should have
this quality of a listener, if they have it they can pay attention on his superior's talk during the
meetings and others or remove communication problem.
Do not assume- A good listener does not ignore the information he considers is
unnecessary. In Sport Love, a listener should always summarize the speaker's ideas so that there
is no communication errors and misunderstanding of thoughts of speakers.
Listen for feelings and facts- In Sport Love, an effective listener listens for the feelings
of the speaker and totally concentrates on the facts. He do evaluation of the facts objectively and
his listening is active, sympathetic and alert so that he can provide the correct and necessary
information to the speaker.
Opportunities- In Sport Love, an effective listener tries to take benefits from the
opportunities which is occurred. Effective listening enhance the communication quality and
remove the threats and errors inn the communication such as hesitation, grammatically errors and
others.
Characteristics of an effective speaker
Confidence- It is very important characteristics of a speaker. In Sport Love, a speaker
should have it when he speak about plans and policies of the company and others. He should
speak as being more confident, accurate, knowledgable, intelligent and likeable than a speaker
who is less confident (Shih, 2013).
Passion- An effective speaker should have a strong feeling of enthusiasm for anything
which he is going to speak and announced in a meeting. With the help of effective
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communication he can make his speech strong and present its in an effective way towards the
listeners. He have passion and it elicits emotions that flow naturally.
Introspection & self awareness- For an effective speaker, it is important that he must
understand his strong qualities such as communication and others so that he can present clear
and correct information in front of listeners (Sigmar, Hynes and Hill, 2012).
Engagement with audience- A good and correct speech an information should be
conversational in nature. In Sport Love, It help to engage the audience as much as possible.
Engaging his audience in the presentation, it is important to present the information in a
attractive way so that listeners are listen it with all interest. With the help of good
communication skill, he can engage the audience.
TASK 2
3. Strengths and weaknesses of a HR director in terms of communication both orally and writing
Strength and weakness of oral communication
Oral communication is the process of expressing information or ideas by word of mouth.
In Sport Love, HR director use this type of communication during the time of presentation,
announcement related to organisation and others.
Strengths- The strength of the HR director is good communication skills and the pleasant voice
which involves the tone, volume and speed of speech. For example when the conflicts arise in
the company between employees, HR director help to solve it by making interaction and
communicating them. The HR of the company have clarity in its messages and announcement
which he verbally deliver to its employees.
Weakness- Weakness of verbal communication come from ineffective communication skills. In
Sport Love, if a HR Director communicate properly with individual but when he speak and
provide training to a group, he felt nervousness. He does not being able to communicate his ideas
to others.
Strength and weakness of written communication
Written communication refers to the process of conveying a message through the written
symbols. It can be related to any message which is exchanged between two or more persons that
make use of written words is called written communications (Conrad and Newberry, 2012).
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Strengths- In Sport Love, the strength of the written communication can be good
communication channels and modes which are use by the HR director to deliver the message and
information. Good knowledge of language so that he can make communication essay, clear and
specific. Writing skills and writing process is the strength to make a written communication
strong (Robles, 2012).
Weakness- The weakness of HR director in Sport Love, can be complex words and lack of
direct relation. For example, sometimes he use complex words in writing a message and it can be
difficult to meaning out the reader. The grammatically and punctuation errors can be a cause of
the weakness of written communication.
CONCLUSION
In this report concluded about the the principles and purposes of the HR director such as
clarity, completeness, consistency and others which are needed to consider in a communication
strategy. The general characteristics that are needed to have to be an effective listeners and
effective speakers during the meeting are also defined in the assignment. Evaluation of the HR
director's strengths and weakness are described in terms of communicating, both orally and in
writing in terms of business context. These strengths and weakness are explained with the
specific terms such as communication skills, knowledge or others.
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REFERENCES
Books and Journals
Bovee and Courtland, 2012. Business Communication Today, 10/e. Pearson Education India.
Bovee, C. L. and Thill, J. V., 2012. Excellence in business communication. Pearson Higher Ed.
Adler, P. R. B. and Elmhorst, J.M., 2012. Communicating at Work: Principles and Practices for
Business and
the. Mcgraw Hill Higher Educat.
Meredith, M. J., 2012. Strategic communication and social media: An MBA course from a
business communication perspective. Business Communication Quarterly. 75(1). pp.89-
95.
Shih, R. C., 2013. Effect of using Facebook to assist English for business communication course
instruction. Turkish Online Journal of Educational Technology-TOJET. 12(1). pp.52-
59.
Sigmar, L. S., Hynes, G. E. and Hill, K. L., 2012. Strategies for teaching social and emotional
intelligence in business communication. Business Communication Quarterly. 75(3).
pp.301-317.
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.
Robles, M. M., 2012. Executive perceptions of the top 10 soft skills needed in today’s
workplace. Business Communication Quarterly. 75(4). pp.453-465.
Fall, L. T., and et. al., 2013. Intercultural communication apprehension and emotional
intelligence in higher education: Preparing business students for career success.
Business Communication Quarterly. 76(4). pp.412-426.
Online
Business Communications. 2018. [Online]. Available Through:
<https://www.edx.org/course/business-communications-ubcx-bus2x>.
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