Business Communications Report

This report examines the significance of business communication, analyzing different learning styles, communication theories, and the role of effective communication in management. It explores the impact of cultural diversity, message misunderstanding, and emotional differences on communication effectiveness. The report also includes a reflective statement on the author's personal insights and experiences related to business communication.

BUSINESS
COMMUNICATIONS
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Table of Contents
INTRODUCTION :.........................................................................................................................3
1) Range of Learning Styles and factors that affect communication.........................................3
2) Theories of Communication:..................................................................................................4
4) Role of effective communication within management :.........................................................5
Reflective Statement .......................................................................................................................6
REFERENCES : .............................................................................................................................8
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INTRODUCTION :
Business Communication is a type of sharing data between persons outside and within
an organization which is done for business purpose of the organization. It covers customer and
public relations, consumer behavior, engagement of community, interpersonal communication,
marketing, brand management etc. Administration, management and employees communicate in
such a way so that they can achieve organizational goals which are also termed as Business
Communication (Bargiela-Chiappini and Nickerson, 2014).
There are several ways of Business Communication like video conferencing, web-based
communication, reports which includes documents of various activities and presentations.
Business communication should be able to accomplish clear hierarchy, manage conflicts then
cultural issues should be considered.
1) Range of Learning Styles and factors that affect communication
Each person refers different kind of technique and learning styles. Some have
dominant style while some have mixture of learning styles. There is no perfect mixture of style.
Nor anybody’s style is fixed. It is preferred to possess a style which is less dominant (KeonYoo,
Smith and Kim, 2017). Quality of learning can be improved through recognizing. Different
range of learning styles is as follows:
Visual: Colors, diagrams, pictures are used in this form f learning.
Physical: In these style persons use physical objects, play roles or draw diagrams for their
learning. They use the strategy ‘learn by doing’ in which perhaps there is use of body to develop
learning skills.
Aural: People take the help of music, rhymes, recordings and other sounds to learn.
Verbal: In this style words are used in writing as well as in speech.
Logical: Here focus is on reasons hidden behind learning.
Social: These are people who learn in segments or in groups and get their work completed with
other people.
Solitary: This type of learner studies alone by his/her owns self without taking anybody’s help.
All persons fall in each category of learning style. People also use online learning like audio
exercises, videos, reading and many more ways.
Factors that affect communication and learning are as follows:
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1. Cultural diversity: The chances of wrong interpretation and misunderstanding increases when
persons from different background communicate.
2. Message misunderstanding: Business sometimes through communication when different
meanings of the same words are assigned . This can be done intentionally and like this
misunderstanding of message happens in the company.
3. Emotional Difference: Communications involve feelings and emotions of parties significantly.
4. Past Experience: The effectiveness of past communication between the receiver and the sender
is determined by the experience. If their earlier experience has been harsh then future
communication won’t be good at all.
5. Educational and Intellectual Difference: If the educational qualification of both the parties is
same then communication between them would be noteworthy and perceptive else difference in
qualification level would definitely affect their communication (Ruesch, Bateson and Combs,
2017).
2) Theories of Communication:
There are different types Business Communication Theories:
1) Cognitive Dissonance Theory: According to this theory people do not prefer dissonance or
conflict because it is unacceptable from their side. For them, the ideas of other people are
arguable as they avoid others emotions without listening anybody.
2) Communication Accommodation Theory: It explains communicational styles and promotes
motivational aspects between two parties. People convey through two ways i.e. divergence and
convergence. People who try to underline their strong ethnic background communicate through
divergence. While people who require social assistance communicate through convergence.
3) Coordinated Management if Meaning: Coherence is created when stories are told and these
are in a living form when coordination is there. Thus, it was concluded that a tough relationship
exists between society and a person.
4) Cultivation Analysis: According to this theory television is an important part of
communication. It emphasized on this mediating factor (Kim, 2016). Direct source was not
considered by people in large scale as modern culture was used by people for information.
Though, it has some bad side effect like it may create violence.
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5) Cultural Approach to Organization: This involves different symbols which are used for
communication purpose in an organization. It focuses on significance of culture. This is
highlighted by stories and rituals.
6) Symbolic Interaction Theory: In this theory people communicate by making symbols and give
particular meanings to those symbols. This theory emerged from American pragmatism.
7) Expectancy Violation Theory: In this theory Non verbal messages are developed. Whenever
the communication rules get violated, unfavorable or favorable situation can be analyzed
according to the situation. This situation can also be viewed by determining the idea has been
shaped and in which way the receiver has recognized the situation.
8) Face-Negotiation Theory: In this theory conflicts are faced on a collective level or by a single
person. It access cultures of face or manage face conflicts. Self face and other face are two types
of conflict negotiation with different culture.
4) Role of effective communication within management :
Every aspect of a business is founded by Communication. Effective Communication is
backbone or a building block of a firm. It helps employers in improving their performance and
enhances the motivation skill among them. It also helps in decision making process of the
various departments and act as a source of information for parties, employers and employees.
Alternative actions can be easily identified through strong communication (Mai and Hoffmann,
2014). There are various forms of communications like journals, attending meetings, reading
magazines etc. and through all these ways persons keep their knowledge up to date. This is a way
of building attitude and a well-read person will always have better attitude than a low informed
person. Communication is used for socializing which is very important in present scenario. Other
than this effective communication helps in knowing the grievances of employees and controls
the complete process of management (Martínez and Sierra, 2016). It helps the subordinated to
know objectives, policies of organization. Through this, morale of employees becomes high and
people put forward their feedbacks through non-verbal or verbal communication. It is a
significant feature of management as it is important at all levels in an organization. All the
deadlines and details of sales should be clear to employees and this could be done through mails
rather than explaining them verbally.
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Reflective Statement
I have realized by working in an organization that business communication is very much
important in terms of supporting the firm in building good image. I have experienced that
effective communication helps management in attracting the more numbers of employees as well
as customers. I have identified that there are several platforms or methods which can be used for
facilitating the communication with internal as well as external parties. The several modes of
communication which I have observed are video conferencing, web based communication etc. I
have also learned to use these methods of communication. As I believe that this type of
knowledge will assist me in improving communication abilities.
I have also analysed that there are different learning styles which can be used by an
individual for gaining or increasing their knowledge. The different learning which I have
observed are pragmatics, activists, reflectors and theorists (Nakata, 2009.). I have analysed that
an individual with the activities learning style learn things by executing several activities with
them. I have also observed that theorists make their decision by analysing as well as developing
the understanding about different theories, concepts and hypothesis. I have found that reflectors
encounter things from the various points of view. I have analysed that people with pragmatists
learning style have focus on identifying the way to put their knowledge or learning gained in
routine practices. I have also observed that reflectors are the people who learn things by
observing this surrounding them. I perceive that people choose the learning style based on their
method of learning, interest and knowledge gaining capacity. I have analysed that the different
learning style have great as well as significant impact on the communication.
I had analysed that there are several factors which can have effect on the person ability
to communicate effectively. The factors or constituent which has effect on communication are
cultural diversity, message content, educational qualification etc. (Cullen, et. al. 2017) I have
analysed that cultural difference, unique values and believes can create barriers in
communication. I had experienced that ineffective communication can give rise to
misunderstanding and some time can lead to confusion or misunderstanding. I have analysed
that an individual selected the learning style which best suits their personality. I have decided
that I will use activist learning style, as it suits my personality. I perceive that this learning
pattern will help me in gaining practical experience. I also expect that this learning style will
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assist me in retaining knowledge for long time. I think that a person should change the learning
style as per the learning needs and demand of situation.
I have learned about the different theories related to the communication these are
cognitive dissonance , communication accommodation , cultural approach etc. (Hofstede and
Minkov, 2010) I believe that effective communication is very important in an organization in
terms of eliminating misunderstanding as well as conflict situation.
I have also gained knowledge about the different theories related to communication these
are Cognitive Dissonance Theory, cultivation analysis, cultural approach, communication
accommodation, expectancy theory, I have also experienced that effective flow of information
is very important in terms of eliminating the misunderstanding as well as overlapping of
activities.
I perceive that manager in an enterprise should have effective communication skills. As I
perceive that these abilities would assist them in developing as well as maintain strong
relationship with other people. I also believe that effective communication abilities will support
manager in influencing people to work for the benefit of a company (Conrad and Poole, 2012). I
think that manager in an organization should provide open communication channel to
employees. As I perceive that this strategy will support management in identifying the innovative
solution to different business problems. I have experience that effective communication allows
an individual to increase their knowledge about particular field. I perceive that this type of
abilities also provides a person an opportunity to share their knowledge, values and belief with
other people. It also provides individual a chance to improve their performance at work place and
enables a person to increase their participation in decision making procedure by an organization
(Alvesson and Sveningsson, 2015). I have realized that effective communication skills are very
much important to be developed by employees working in sales or marketing department in an
enterprise. As effective communication abilities posses by sales person have positive influence
on the behaviour of customers. I have experienced that the method of communication adopted by
the salesperson or marketing manager have direct impact on the reputation of firm.
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REFERENCES :
Bargiela-Chiappini, F. and Nickerson, C.R., 2014. Writing business: Genres, media and
discourses. Routledge.
KeonYoo, S., Smith, L.R. and Kim, D., 2017. Communication theories and sport studies.
In Routledge handbook of sport communication (pp. 22-33). Routledge.
Kim, M.S., 2016. Implicit Theories. The International Encyclopedia of Interpersonal
Communication.
Mai, R. and Hoffmann, S., 2014. Accents in business communication: An integrative model and
propositions for future research. Journal of Consumer Psychology, 24(1), pp.137-158.
Martínez, B.P. and Sierra, N.N., 2016. Perspectives of classical theories of communication
against the'forgotten'references present in the Spanish sitcom. Index Comunicación, 6(2),
pp.83-99.
Ruesch, Bateson and Combs, G., 2017. Communication: The social matrix of psychiatry.
Routledge.
Conrad, C. and Poole, M. S., 2012. Strategic organizational communication: in a global
economy. John Wiley & Sons.
Cullen, J et. al. 2017. Business Communication, Hampshire: Cengage
Nakata, C. 2009. Beyond Hofstede: culture frameworks for global marketing and management.
Basingstoke: Palgrave Macmillan
Hofstede, G. and Minkov, M. 2010. Cultures and organizations:
Alvesson, M. and Sveningsson, S., 2015. Changing organizational culture: Cultural change work
in progress. Routledge.
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