Business Communication Report: Unit 4, Luton College

This report delves into the multifaceted world of business communication, analyzing various types of business information, their sources, and purposes within an organizational context. It examines diverse communication methods, including verbal, written, onscreen, multimedia, and web-based approaches, with a focus on both internal and external communication strategies. The report investigates the legal and ethical issues surrounding business information, such as data protection and freedom of information, while also addressing operational issues like backups and health and safety. Furthermore, it contrasts electronic and non-electronic communication methods, providing real-world examples. The report uses Mark and Spencer as a case study to illustrate the practical application of these concepts, offering insights into how businesses can effectively manage their communication strategies.

Business
Communication

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1 Different types of business information, their sources and purposes.....................................1
TASK 2............................................................................................................................................2
P2 Business information through different methods...................................................................2
Covered in PPT............................................................................................................................2
P3 Corporate communication......................................................................................................2
Covered in Poster.........................................................................................................................2
P4 External corporate communications.......................................................................................2
TASK 3............................................................................................................................................3
P5 Legal and ethical issues..........................................................................................................3
P6 Operational issues in relation to organisation........................................................................4
TASK 4............................................................................................................................................4
P7 Electronic and non-electronic methods for communicating business information................4
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................7

INTRODUCTION
Business communication means sharing of information between people or outside
organisation which is performed for achieving benefits. Communication is neither transmission
of message nor message itself. In this, person is exchanging their information with others. In
every organisation, communication needs to be very effective as it is considered as essence of
management (Ainsworth, 2013). Present report is based on Mark and spencer which deals in
supermarket. Basically the aim of this company is satisfy needs and desires of customers by
providing them high quality of products and services. In this report, different types of
communication are explained. Along with legal and ethical issues regarding the use of business
information is also discussed.
TASK 1
P1 Different types of business information, their sources and purposes
There is different communication process which can be used by organisation. Following
are some communication in which company can convey their information to their employees and
workers.
Verbal Information - It can either be done face to face or over the phone. This is much
easier to communicate verbally that any other way because you can understand the body
language used and the tone (Alshare, Lane and Miller, 2011). This is an advantage because any
questions can be asked about the changes and can express their opinions.
Written Information - It allows businesses to communicate developments, expectations
and legalities to employees and contracts in the outside world. This involves message that makes
use of written word. There is no need for personal contact, communication can be through email
rather than wasting time.
Onscreen information - This is where information may be produced on screen. For
example, this could include a multimedia clip, a power point, a video, or an email. All of this is
available on screen, and can be made easy to read and clear (Conrad and Newberry, 2012). It has
disadvantages a lot of things on screen or over the internet is false.
Multimedia Information - It is through animation, audio, graphics, text and full motion
video through computer hardware and software for education, entertainment or training. This can
1

be used to advertise products for sale and to allow users to buy products online and to use online
services, for example online banking.
Web based information - It displays many benefits of technology. Using today’s fast
broadband connections, it is possible to stream sophisticated content to a computer anywhere in
the world (Crews and Stitt-Gohdes, 2012). This is an information system that uses internet web
technologies to deliver information and services to users or other companies.
Internal sources:
This type of information could come from a variety of sources within the organisation as:
 Finance will have a wealth of information relating to company performance.
 Sales departments will often store information about customers, as well as sales records
for the organisation’s existing products and services.
External sources
 Communication about what competitors are doing.
 Candidate Application form, reference from previous employers.
 Government law on discrimination.
TASK 2
P2 Business information through different methods
Covered in PPT
P3 Corporate communication
Covered in Poster
P4 External corporate communications
External business communication is the exchange of information and messages between
an organization and its external customers outside its formal structure. One way of Mark and
Spencer communicates to its external customers is through website (DeKay, 2012). There are
many different methods used by company’s website and these are: creating images, the use of
fonts, packaging and page layout. The use of images can enhance a communication to an
audience, as customers are tending to remember more of what they see than what they hear,
therefore showing images is a better way of communication with them. The employees of Mark
and Spencer have to maintain good reputation among customers which will also ensure about
2

good image so that they can sold their products to them. Through this customer feel more
confident when purchasing products because they know that the product is safe, clean, and best
of all brand new. Packaging is a process to which business follow in order to protect their
products from damages and ensure the product is safe and clean which stays fresh. Packaging
sells a product more effectively for a business that it would without it.
External communication is useful for organisation in order to attract large of customers. It
is help them to sale their existing products in competitive market (Grunig, 2013). For example, if
advertising of organisation is good then it will easy for to attract new customers. Advertisement
can be done through TV, leaflets, radio, newspaper etc.
TASK 3
P5 Legal and ethical issues
Legal issues refer to different legislation to protect business information from different
source of hackers. The types of legal law that exists are data Protection Act 1998, freedom of
information act 2000, Computer Misuse act 1990, Human Right Act 1998 and Privacy Act 1974.
The main three legal issues that discussing in detail will be Data Protection Act, Freedom of
Information Act 2000 (Kernbach, Eppler and Bresciani, 2015). These act also considered by
manager of Mark and Spencer in order to attain their objectives.
Data Protection Act 1998 is the data Protection Act controls how your personal
information is used by organizations, businesses or the government.
Everyone responsible for using data has to follow strict rules called ‘data protection
principles’. They must make sure the information is:
 Used fairly and lawfully
 Used for limited, specially stated purposes
 Used in a way that is adequate, relevant and not excessive
Freedom of Information Act 2000 - It Provides public access to information held by public
authorities. It does this in two ways: public authorities are obliged to publish certain information
about their activities; and members of the public are entitled to request information from public
authorities (Meredith, 2012).
3

P6 Operational issues in relation to organisation
In organisation they need to store lot of information which some can be more important
that others, this is means important information needs to take very seriously with security of
message to be put into place using passwords and security questions. This task is down to the
management deals with maintaining the integrity and availability of organisational information
and knowledge. For example, employers can secure confidential data from their employees
which will aid them in protecting from dangerous activities (Okoro, Washington and Cardon,
2011). It is responsibility of manager of Mark and Spencer to secure all information. Following
are some points which have to be considered by manager:
Backups - It also one of the operation issues as most businesses have developed
programmes constantly to try to minimise the risk of losing vital information stored on IT
servers. This involves producing backups of information stored on the servers. Some companies
back up constantly and some less frequently.
Health and safety - Is also one of operational system and so are business continuance
plans and costs. Business continuance plans are the steps that a company puts into place to make
sure it is capable of surviving a worst-case scenario (Robles, 2012).
TASK 4
P7 Electronic and non-electronic methods for communicating business information
There are many electronic and non-electronic methods which can be used by organisation
to convey their message to employees as well as investors.
Forms of
communication
Electronic/ Non
electronic
Description Audience and
examples
Letter Non Electronic Letters are a written
communication
representing a speech.
Teller contains a
characters symbols of
an alphabet (Ru-Chu,
2013).
The audience for
letters within a
business would be to
employees and
customers (the
public). An example
of a letter to
employees would be
4

information regarding
a pay check or new
working hours,
another example for
letters to the public
would be letters via
the post regarding
new deals or
promotions involving
the business. Mark
and Spencer would
usually send out a
brochure explaining
their new deals.
Memorandum Non Electronic Memorandum is a
written message used
in business and
diplomacy, it is used
to communicate
between different
departments within
the same organisation.
It is usually shorter
than normal business
letter and also deal
with one practical
subject.
Memorandums would
usually be used
between managers,
employees and other
departments within a
business in order to
communicate.
Examples would be
managers giving
employees and sales
assistants new tasks to
do or new targets.
Fax Electronic Fax is an exact copy
of document that is
made by electronic
scanning and
They would be used
to transfer a hard copy
of data to one store to
another containing
5

transmitted as data
telephonic transition.
For many decades
before digital
technology became
widespread scanned
data with particle ones
information on may
finance or sales
(Sharp and
Brumberger, 2013).
The main audience
would be high up
managers being in
charge of stores or big
departments.
CONCLUSION
It has been concluded from above report that business communication is important in
organisation. If managers are not properly convening with their employees, then it may become
difficult for them to achieve objectives. Further internal and external communication will help to
organisation to make strong position with all. Moreover, there are some ethical issues can be face
by organisation so it is their responsibility to deal with them on regular basis. They have to
comply with all rules and regulations which are framed by government. It will be helpful for
them to run their functions smoothly.
6

REFERENCES
Books and journals
Ainsworth, J., 2013. Business languages for intercultural and international business
communication: A Canadian case study. Business Communication Quarterly. 76(1).
pp.28-50.
Alshare, K. A., Lane, P. L. and Miller, D., 2011. Business communication skills in Information
Systems (IS) curricula: Perspectives of IS educators and students. Journal of Education
for Business. 86(3). pp.186-194.
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.
Crews, T. B. and Stitt-Gohdes, W. L., 2012. Incorporating Facebook and Twitter in a service-
learning project in a business communication course. Business Communication
Quarterly. 75(1). pp.76-79.
DeKay, S. H., 2012. Interpersonal communication in the workplace: A largely unexplored
region. Business Communication Quarterly. 75(4). pp.449-452.
Grunig, J. E. ed., 2013. Excellence in public relations and communication management.
Routledge.
Kernbach, S., Eppler, M. J. and Bresciani, S., 2015. The use of visualization in the
communication of business strategies: An experimental evaluation. International
Journal of Business Communication. 52(2). pp.164-187.
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.
Okoro, E. A., Washington, M. C. and Cardon, P. W., 2011. Eportfolios in business
communication courses as tools for employment. Business Communication Quarterly.
74(3). pp.347-351.
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.
Ru-Chu, S. H. I. H., 2013. Effect of using Facebook to assist English for business
communication course instruction. TOJET: The Turkish Online Journal of Educational
Technology. 12(1).
Sharp, M. R. and Brumberger, E. R., 2013. Business communication curricula today: Revisiting
the top 50 undergraduate business schools. Business Communication Quarterly. 76(1).
pp.5-27.
Online
Corporate Communications. 2014. [Online]. Available through:
<http://www.authorstream.com/Presentation/vinayaka57-1556213-corporate-
communications/>. [Accessed on 11th July 2017].
7

8