Communicate in a Business Environment

Communicate in a business environment INTRODUCTION 4 TASK 14 P- Summarise advantages and disadvantages of using written communication in a business environment.4 b) (Lo 1.2) 5 Summarise the advantages and disadvantages of verbal communication in business environment. 6 TASK 27 (LO2.1) 7 P- The purpose of a specified written business communication.7 b) (LO2.2) 7 Collate information needed to create a specified written communication. 7 (LO2.3) 8 P- The learner will

Communicate in a
business environment

Table of Contents
INTRODUCTION...........................................................................................................................4
TASK 1............................................................................................................................................4
P- Summarise advantages and disadvantages of using written communication in a business
environment............................................................................................................................4
b) (Lo 1.2)........................................................................................................................................5
Summarise the advantages and disadvantages of verbal communication in business
environment. ..........................................................................................................................5
c) (Lo 1.3) Difference between important and urgent communication..................................6
TASK 2............................................................................................................................................7
(LO2.1)...................................................................................................................................7
P- The purpose of a specified written business communication. .........................................7
b) (LO2.2)...............................................................................................................................7
Collate information needed to create a specified written communication............................7
(LO2.3)...................................................................................................................................8
P- The learner will create a written business communication that is appropriate for a specified
audience..................................................................................................................................8
(LO2.4)...................................................................................................................................9
P- The learner will make amendments to the communication to accommodate different
audiences................................................................................................................................9
(LO2.5).................................................................................................................................10
P- The learner will proofread the communications before sending, correcting any errors.. 10
TASK 3.................................................................................................................................12
Covered in PPT.....................................................................................................................12
(LO3.2) Actively listen to others, responding appropriately................................................12

(LO 3.3) Ask questions to confirm understanding...............................................................13
(LO3.4) Agree future actions, taking into account own views and those of others.............13
(LO3.5) summarise, with others, the main points of the discussion....................................13
(LO 4.1)................................................................................................................................13
P- Seek feedback on whether a communication has achieved its purpose...........................13
(LO4.2).................................................................................................................................14
P- Summarise the positive and negative points of the communication................................14
(LO4.3).................................................................................................................................15
P- The learner will develop a plan to improve own communication skills..........................15
CONCLUSION..............................................................................................................................16
REFERENCES .............................................................................................................................17

INTRODUCTION
Business communication involves the continuous flow of knowledge and information
which is originated by the receiver. Communication needs to be effective in business
environment as it is the essence of management to share right kind of information to the potential
shareholders of a business. Communication also refers to the way chosen by an organisation to
promote their products and services to reach at potential consumers in positive manner. This
report is based on the Tesco which is an British multinational merchandise retailer and third
largest retailer in the whole world in context of gross revenue. This assignment covers the
various aspects of business communication with advantages and disadvantages of written and
verbal communication to reach at potential consumers. It also includes the difference in
important and urgent communication with purpose, selection of information behind the written
business communication. Further it elaborates detailed written and verbal business
communication for their target audience and then making some essential amendments to get
potential outcomes out of it and many more.
TASK 1
a) Lo 1.1

P- Summarise advantages and disadvantages of using written communication in a business
environment.
In an business environment two kinds of communication tools should be used by them
that helps to transmit potential kinds of knowledge and information to right people at right time.
There are various forms of written communication in a business such as email, internet websites,
letters and proposals. There are some advantages and disadvantages of written communication
that are as follows:
Advantages of written communication:
There are some advantages of business communication that are avail by Tesco that are as
follows:
Easy to preserve:
In written communication all knowledge and information share or transmit by using
documents that are easy to preserve. On other hand oral and non verbal information can not be
easily stored. In context of Tesco they use emails, letters and other kinds of written
communication tools to share knowledge to their potential shareholders in positive manner.
Disadvantages of Written communication:
There are some disadvantages of written communication that hinders self interest of an
organisation in achieving their desirable goals and objectives that are as follows:
Expensive in nature:
Written communication is very much expensive in comparison to the verbal
communication, to share properly message organisation have to use various kinds of tools
(Aydin, 2012 ). In context of Tesco they to save the money not uses paper, pen and ink and
typewriter but use email and online messaging that helps to effectively transmit information.
As per the view of Rasel, written communication have some advantages and
disadvantages that are helps to organisation in achieving their goals (Advantages and
Disadvantages of Written Communication, 2019).
Advantages:
Easy presentation of complex tasks:
The another important kind of advantage of written communication that it is the best way
to share and represent the matter which is rigid in nature easily and attractively (Baker, 2012). In

context of Tesco sometimes written communication method proved beneficial for them to deliver
appropriate gist or essence of whole scenario so that is appropriate for business environment.
Disadvantages:
Red Taoism:
The one of major disadvantages of respective communication that it takes time to get
approval or permission for a specified project.
b) (Lo 1.2)
Summarise the advantages and disadvantages of verbal communication in business environment.
Verbal communication is a type or kind of oral communication in which message is
transmitted with help of spoken words. There are some advantages and disadvantages of verbal
communication that are as follows:
Advantages:
There are several advantages of verbal communication that helps to communicate right
kind of information very quickly (Bøllingtoft, 2012). It helps to direct all orders to subordinates
and achieve instructions in less time. It is one of effective method to take feedback from
consumers and other stakeholders of a business to build effective products and services properly.
In context of Tesco they by using respective method of communication to save time and cost also
by building legality of information.
Disadvantages:
The major barrier in effective verbal communication that intended meaning of message
changes from person to person that creates a lot of problems in front of an organisation. Further
it is not convenient for long or detailed message, in that regards receiver may forgot the previous
spoken information that hinders self interest of an individual. In context of Tesco they overcome
from respective disadvantages by using the both written and verbal method to obtain important
outcomes.
As per the view of Chitra Reddy (Top Advantages and Disadvantages of Verbal
Communication, 2016), Verbal communication is foundation stone of general communication by
using words as an medium to transmit important information. Verbal communication is one of
most convenient method adopted at global level but sometimes it create the misunderstanding in
deep kind of conversations which hinders self interest of an organisation.

c) (Lo 1.3) Difference between important and urgent communication.
Various kinds of information should be shared within the organisation by using kinds of
tools and techniques. There are huge difference in between important and urgent communication
that are as follows:
Urgent communication considered as an extra kind of workplace communication, majorly used
unfortunate events like natural disasters in which leading organisations such as Tesco have to
effectively communicate with their employees about it by using mass notification system or
MNS. So the objective behind both kind of communication is totally differ from each other.
On other hand important communication refers to major decisions that directly influence
the profitability of an organisation that they have to communicate with their stakeholders (.Chi,
Q., Yan and et.al ., 2014.). In major communication refers to share financial decisions, change in
structure and strategic decisions. In context of Tesco which uses both kinds of communication
tools to transmit information properly by arranging meetings and delegates roles accordingly.
TASK 2
(LO2.1)
P- The purpose of a specified written business communication.
In context of Tesco they use Email abbreviated as an electronic mail to share digital
message electronically from one computer to more than one computer. It is one of most flexible
kind of medium for sharing information and proved useful in variety of purposes. The crucial
reason to share basis knowledge and information to employees regarding policies. It helps to
share information regarding needs of employees so that organisation can easily pay attention. It
also a crucial part of print media to market and advertise to reach at target audience by
personalize message. In context of Tesco they use respective tool to sharing figure and facts and
to negotiate with another party.
b) (LO2.2)
Collate information needed to create a specified written communication.
For an organisation to communicate written communication in effective manner it is very
much necessary to follow some kinds of important attributes that are as follows:
To write a effective mail or any kind of written information it is very much potential that words
should be appropriate that are easily understandable and satisfy the feelings, expectations needs

properly also it is clear in its intent or idea so that people directly acknowledge about its gist. In
written and any kind of communication offensive language should not be used (Cook, 2017.).
In context of Tesco they used email to share knowledge and information in a appropriate manner
so that they can gain potential outcomes out of it.
In context of Tesco to create a effective email they take information from the internal
department to communicate message in proper manner. Positive impact of using appropriate
language and follow the above mentioned instructions while write a message create distinctive
image in front of consumers. In another case if organisation not use proper language then they
are not able to transmit knowledge and information which they intended.
(LO2.3)
P- The learner will create a written business communication that is appropriate for a specified
audience.
To write a effective written communication it is very much necessary to evaluate the
purpose, audience and tone that are different in writing paragraphs. In context of Tesco they use
kinds of language and tone to their stakeholders that are as follows:
Job vacancy:
Tesco
For our E commerce business
Position: in charge- Pick up point
Location: All pick up points across the Pune
Job specification
 Communication skills
 Leadership and basic knowledge of excel
 customer handling experience
 2 years working experience in respective field
Interested candidates can send their CV to: [e-mail]

Email for Employees:
Respective email to warn employees regarding leave without the prior information.
Hi all,
Greetings !
It has been noticed that employees now a days taken informed leave in the organisation, that
leads loss of productivity.
As all personnel are integral part of the organisational system, so it has been requested to all
make prior plan regarding leaves and inform or report to manager beforehand.
Your assistance and cooperation will help us to maintain the proceedings of organisation
properly.
Any uninformed leave will leads to one day loss of pay.
Regards
Team HR
(LO2.4)
P- The learner will make amendments to the communication to accommodate different
audiences.
It is very much essential for a business to communicate the same message to different
audience in different manner that not create boredom and build effectiveness in communication
(Grunig, 2013.). To come into practice there are various ways that are firstly organisation have
to collate important knowledge and information regarding their audiences and area of interest. In

context of Tesco which is an multinational organisation and deals with kinds of stakeholders in
their business so they have to mould their message accordingly. Such as the message tone or
style of saying should be different from marketing to networking to regulators or government
agencies for getting optimum outcomes.
For an organisation it is proved beneficial to communicate differently with kinds of
stakeholders of business. In that respect they have to firstly acknowledge their self interest
towards the organisation (Da Xu, He and Li, 2014). In various kinds of stakeholders
organisation have to communicate differently such as marketing, networking, meetings of staff
member, suppliers congregation, disciplinary procedures and way to regulate or communicate
with government agencies. In context of Tesco, they priorly set goals and objectives to achieve
communication purposes in effectively as possible. In case manager speaking to a room full of
subordinates, then they can use jargon and ideals of to represent the ideas of organisation. On
other hand presenting to the no . Of consumers that might not be converted into sales. To
communicate in better manner with kinds of potential audience of an organisation, it is vital to
mould objectives as per each communication that assist to design message, tone and medium
accordingly.
It is very much potential to maximise the effectiveness of communication while
communicating with kinds of audiences, management have to beware about their approaches.
Such as a joke in the office premises might be in appropriate while dealing with the consumers
(Noe And et.al ., 2017). On other hand formal kind of client negotiation proved misproportion
while chatting with personnel. If management fail to modify their communication style to
audience resulted confusion, misunderstanding and kinds of offences in whole process. It is one
of most hazardous kind of risk which is not worth taking particularly in the business to obtain
organisational goals.
(LO2.5)
P- The learner will proofread the communications before sending, correcting any errors.
Proofreading is the process of evaluating a document to find out the writing mistakes and
errors, proofreading provides the accuracy in the project and bring clarity in project. To build
effectiveness in writing.

Tuesday, October 05, 2018
Dear Illa,
Thank you for spend time to share with us about reason did not meet your expectations. We
possess desire to compensate every needs to provide one of best products and services by
resolving issues or concerns ASAP.
We will be come in contact in the upcoming days to build a effective attempt to gain the
confidence level of your's again.
Please accept out serious pardon for the problems or concerns we have caused you. It is our
major goal to retain you as an satisfied consumer and hope to serve in future in well manner.
Thanks
Name
Tesco
998459586

Tuesday, October 05, 2018
Dear Ira,
Thank you for spend time to share with us about reason did not meet your expectations. We
possess desire to compensate every needs to provide one of best products and services by
resolving issues or concerns as soon as possible.
We will be come in contact in the upcoming days to build a effective attempt to gain the
confidence level of Yours again.
Please accept out serious pardon for the problems or concerns we have caused you. It is our
major goal to retain you as an satisfied consumer and hope to serve in future in well manner.
Thank You
Name
Tesco
998459586
From the above example of written communication it has been summarised that there are some
common kinds of writing mistakes that hinders the objectives behind transmitting appropriate
message to target audience. It is ideal to use the apostrophe when the word means it is and it has
else it changes meaning behind the sentence. Use comma in appropriate manner and not use
vague pronoun reference, wrong word usage are the common mistakes occurs while
communicate with help of tools and techniques.

TASK 3
Covered in PPT.
(LO3.2) Actively listen to others, responding appropriately.
Active listening is a skill that can be developed after practice although it is difficult to
acquire and takes time and patience (Osterwalder and Pigneur, 2012.). In an business
environment to amend in works and activities an individual have to be calm enough to listen
others carefully. While presenting work in front of others it is necessary to listen others and
solved out their queries which is effective symbol that other understand properly. In an
organisation when each other develops the nature to understand and create sense of
belongingness then they can be able to develop quality of active listening.
At time of representing the whole group it is very much necessary to listen others and
respond with confidence so that others also feel positive by taking interest.
(LO 3.3) Ask questions to confirm understanding.
For an individual it is very much necessary to present the work which are open ended in
nature draw out longer response than a closed one. While presenting the work in front of other it
is necessary to ask some relevant questions that shows their level of understanding. Such as what
understand by target audience? Role of feedbacks for an organisation? And many more are the
questions should be asked to check the understanding of audience.
(LO3.4) Agree future actions, taking into account own views and those of others.
To communicate in proper manner it is very much necessary to prepare the full fledged
plan and appropriate actions to get desirable objectives (Robles, 2012.). It is essential to build
effective goals and objectives before communication so that any kind of gaps not arise in
performing well. To amend communication organisation have to hand over proper roles and
responsibilities to each and every individual to get optimum outcomes.
(LO3.5) summarise, with others, the main points of the discussion.
To understand the gist of the whole discussion it should be evaluated that communication
is very much important for an organisation as well as individual to get optimum outcomes. To
deliver message and information organisation firstly evaluate the nature and objective of
transmitting the same so that they can properly deliver right kinds of outputs. It is essential to

take proper feedback from target audience so that major amendments should be applied
appropriately.
(LO 4.1)
P- Seek feedback on whether a communication has achieved its purpose.
Feedback is one of important function by which organisation build effective
improvements in products and services which they are deliver to their consumers. Feedbacks
effective at every stage of a business, In context of Tesco they collect detailed knowledge and
information from their clientele regarding the products and services they utilized. There are kinds
of feedbacks such as sometimes it is non verbal contented smiles, sights and it can be oral while
react to a colleague's ideas with help of questions or comments. Feedback is organisation's
audience response which helps to evaluate the effectiveness of the message communicated
previously.
A manager should ensure regarding the feedback in following manner:
they by focusing on their behaviour that it is specific or general in nature and feedback should be
impersonal and job related in nature (Rueben and Jakobson, 2013). So in context of Tesco they
properly evaluate the each and every factor in order to improve the overall performance after
observing the behaviour and responses of their clientele.
To seek a detailed kind of feedback, it is very much necessary that feedback should be
goal oriented if something negative to say about the person and goods direct towards the receipt
goal. To optimise the feedback it is very much crucial there is a time lag in between the
recipients behaviour and their feedbacks. From the above mentioned instructions or knowledge it
has been summarised that feedbacks from the view point of various stakeholders are positive as
they understand the message which is communicated with them.
(LO4.2)
P- Summarise the positive and negative points of the communication.
Communication have both positive and negative effects on the individual as well as
group of individuals. While communicating across large distances it made easier with help of
technological advancement organisation can achieve their desirable goals. The another positive

effect that communication creates socializing to maintain the healthy society which plays a
crucial role in organisation to develop best products by understanding their needs and demand.
There are some negative effects too of communication which creates enormous no. of people to
getting habitual or addicted to communication media and technology. Spending too much time of
respective tools and techniques hinders the self interest and forget the real world around them
that hinders the culture of an organisation.
Communication have both positive and negative effects that foster or hinders the self
interest of an organisation in obtaining organisational goals and objectives. In communication
body language plays very major to depict the actual meaning out of it (Sotiriadis and Van Zyl,
2013.). In order to communicate in effective manner signs, symbols and gist of communication
plays role to remain always competitive in the business environment if the message should be
depicted in positive way then the outcomes simultaneously positive. There are some negative
impacts also that if communication if poor communication occurs in organisation then it creates
culture of distrust, limits the employee engagement and bring uncertainty in environment. In
context of Tesco to communicate in business environment positively they use kinds of tools and
affix goals and objectives.
(LO4.3)
P- The learner will develop a plan to improve own communication skills.
Communication skill is very much potential for both an organisation and individual to
survive in competitive world. To improve communication skill it is needed to build a effective
plan that are as follows:
Evaluate needs:
To amend communication skills it is very much obligatory to evaluate goals and
objectives behind the same and then list out communication skills needed to develop (Theaker,
2016). It can be be public speaking, article writing, communicate with audience, report writing
and many more. So it is very crucial to set objectives before going ahead to amend
communication.
Look for resources:
After evaluating goals and objectives, needed to evaluate available and desirable
resources to improve communication skills. If an individual operates in sales then look for kinds
of books and videos to write efficient sales reports.

Create a plan:
To save time and values it is very much necessary to build a effective plan and list out
crucial actions to bring effectiveness in communication skill (Vaccaro And et.al ., 2012.). In
order to purchase books, attend seminars and takes classes to detailed out appropriate actions.
Obtain feedbacks:
After passing through the whole procedure an individual have to collect feedbacks from
their co workers and supervisors to better communicate for getting desirable outputs.
CONCLUSION
From the above report it has been concluded that in today's competitive world
communication is very much important to deliver right kind of knowledge and information at
right time. There are various ways to share information such as verbal and non verbal, written
and oral all are contribute towards achieving the desirable goals and objectives and have their
own advantages and disadvantages. For an organisation various kinds of communication tools
plays major role to obtain feedbacks from consumers and build products effectively. So it is very
much necessary to communicate effectively and focus on major areas which lacks in an
individual.

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Advantages and Disadvantages of Written Communication, 2019. [Online]. Available through.
<http://www.businesscommunicationarticles.com/advantages-and-disadvantages-of-
written-communication/>.
Top Advantages and Disadvantages of Verbal Communication, 2016. [Online]. Available
through. <https://content.wisestep.com/top-advantages-disadvantages-verbal-
communications/>.
Adapting Communication for Different Audiences, 2019. [Online]. Available through.
<https://fleximize.com/articles/000592/communication-styles>.