Communicate in a Business Environment - Assignment

COMMUNICATE IN A
BUSINESS ENVIRONMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
Explain advantages and disadvantages of written communication........................................3
Explain advantages and disadvantages of verbal communication.........................................4
Difference between urgent communication and important communication..........................5
TASK 2............................................................................................................................................5
Purpose of Written business communications........................................................................5
Information needed to create a specified written communication..........................................6
Business communication that is appropriate for a specified audience...................................7
Amendments to the communication to accommodate different audiences............................7
Proofread the communications before sending, correcting any errors...................................7
TASK 3............................................................................................................................................8
Learner will present own ideas verbally.................................................................................8
Learner will actively listen to others, responding appropriately ...........................................9
Ask questions to confirm understanding ...............................................................................9
Learner will agree future actions, taking into account own views and those of others .......10
Learner will summarise, with others, the main points of the discussion .............................10
Learner will use appropriate body language and voice tone throughout the discussion......11
TASK 4..........................................................................................................................................12
Taking feedbacks for determining the achievement of objectives.......................................12
Positive and negative aspects of the communication...........................................................12
Plan for developing own communication skills..................................................................12
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................15

INTRODUCTION
Communication refers to conveying a set of data or information from one end to another
by a means of any signs or symbols. It helps to communicate and provide direct information
which can be helpful to other. Communication can be helpful to link two or more people. There
are minimum two parties involved in the communication process and the same are known as
sender, the one who send or conveys the message to the person who is known as receiver. Hilton
Hotel is a chain of hotels which provides service and facilities, it is a flagship of American
multinational hospitality brand which provides full access as per service of hotel. It was
established by Conrad Hilton. Until December 2018, there were approximately 586 hotels, which
provide services to the world.
Report emphasized on advantages and disadvantages of written and verbal
communication and also difference between important and urgent communication. It also
includes purpose of communication and information required for preparing specified written
communication. Furthermore, it emphasized on purpose of specified written business
communication and collecting information that is required for making effective communication.
It include amendments that help in accommodating with different audiences and proofreading
communications and correcting errors. It also includes feedback that is given by employees in
the company and positive and negative points of communication that help in developing
communication skills in the future.
TASK 1
Explain advantages and disadvantages of written communication
Written communication is the type of the communication in which conversation is done
with the help of the message which are pass on to the other party with the help of the letter,
circular, manuals , report, telegrams, office memos, bulletins, etc. It is a formal method of
communication.
Advantages
Written communication is the best way through which the complex matter or data also can be
presented in the easy way. It helps the Hilton in developing an attractive presentation to be
presented in front of interested party. Written communication help the business in keeping a

evidence of the communication for the future reference. Also, it helps the Hilton in verifying the
information if there is any misunderstanding in the future.
Disadvantages
Written communication generally used to take the time to complete the conversation between
two parties. As this communication used to include a set of process which starts with first party
writing the message and sending to the other party. After that second party used to analysis that
message and in the third stage second party used to draft the reply to the first party. As compare
to the verbal communication tool written communication in relatively expensive. The main
reason behind it is that this tool require a set of the resource to conduct a conversion between two
party (Adler, Rodman, and Du Pré, 2016). Resources require are paper, pen, ink, typewriter,
computer.
From the above section it can be said that as written communication is the best way that
help in providing effective information and on the other hand it is also analysed that it takes too
much time to communicate with other party in the company. It can be judged that written
communication provides clear understanding and help in evaluating different aspects of
communication that help in collecting information from various sources. It is an expensive
method as compared to other methods of communication.
Explain advantages and disadvantages of verbal communication
Verbal communication is the form of the communication in which message are
transferred with the help of the spoken words.
Advantages
Verbal communication used to bring the clarity of the conversation in the Hilton as verbal
communication both the party has a chance to clear the doubt in interoperation of words or idea.
Verbal communication is Cheaper and efficient way of communication as it takes the less time
to conduct a conversation in the Hilton and at the same time it also requires a less resources to
conduct a conversation which eventually reduce the cost of Hilton.
Disadvantage
The biggest disadvantage of verbal communication is that there is no legal validity of verbal
communication which sometime creates the uncertainty and problem in certain situation. For
example: In case of any conflict in the organization it is difficult to present evidence of verbal
communication (Armitage and et.al., 2018). This form of the communication is difficult to adopt

in the case of the conversation with distant people as emotion plays a crucial role in verbal
communication and it is difficult to pass on the emotion in long distant communication.
It can be critically analysed that through verbal method communication proper clarity is
enhanced and there is chance of doubt that create misunderstanding and also it takes less time.
On the other hand, as there is no proof of this as all information transferred verbally from one
department to another.
Difference between urgent communication and important communication
Urgent communication and important communication are two different type of the
communication as Urgent communication require the immediate attention of the user but does
not full fill the long term goal. On the other hand important communication are done with the
purpose of achieving the long term goal and simplify the complexity in the organization. Urgent
communication is generally conducted at the time of arriving deadline for any project or task in
the Hilton. Important communication is conducted by seeing the impact of the change can be
brought by the project or task in the Hilton. Generally urgent communication is conducted with
the help of the Verbal communication as it takes the less time to complete the communication. In
the case of the important communication Hilton prefer to go with the written communication as
it provides the evidence for the Hilton to verify the important information in the future.
TASK 2
Scenario: Hilton hotel is planning to organize a charity function in their garden with the main
motive of collecting a donation for poor family in the UK. Assistant Marketing Officer will be
taking the help of the written communication to communicate the different department in the
organization.
Purpose of Written business communications
Help in communicating more than one department at a time: Written business
Communication will help the officer in passing on the information about the charity program
such as when it will be organize, where it will be organize etc. to more than one party in the
Hilton Hotel which help the business in saving the time for the other function in the organization.
(Berkenkotter and Huckin, 2016).
Information sharing: This tool has been used for the purpose of passing on the
regulation which has to be followed by the employee in organizing the charity function in the

organization. For eg: Hilton can make a memo in the organization to pass on the information to
the different party in the organization.
Information needed to create a specified written communication
There are different determinants of written communication such as bulletins, emails,
memos, reports, job description, employee manuals etc. These determinants will be used for the
purpose of written communication while organizing charity event, time, location and venue will
be written while communicating information to employees of different department (Brink and
Costigan, 2015). For the purpose of providing written communication proper determinants will
be included as internet websites will be used for effective communication. For the purpose of
organizing charity programme emails will be send to every department so that they will take part
in it (Harl and et. al., 2017). Proper location is being decided so that it may not affect event and
as many numbers of employees came and provide donation for needy people.

Business communication that is appropriate for a specified audience
From:
To:
Cc:
Subject: Organizing charity event for poor families of UK
Respected Sir/Mam,
It is herby inform to all the department that the Hilton Hotel is looking to organize an social
event for the purpose of collecting donation to improve lives of poor families in UK.
Thanks and Regards
Hilton Hotel
Amendments to the communication to accommodate different audiences
AMENDMENT TO ANNOUNCE
Amending a announcement
This Amendment is made to announce that the Hilton Hotel is looking to organize an social
event for the purpose of collecting donation to improve lives of poor families in UK.
Location
Hilton hotel garden
Date
2 November 2019
Time
6: 00 P.M onward
The passes for the event can be collected from the reception from 15 October onward. Their

will be 20 percent discount for all the employee of the Hilton.
Proofread the communications before sending, correcting any errors
Before sending business communication it is necessary as doing proper checking of
communication so that there may not any error occurred. As providing proofreading plays an
important part for Hilton so as to provide effective communication (Adler, Rodman, and Du
Pré, 2016). It is important in providing different aspect that lead to reduce errors in
communication and enhance different changes in process. Reading work after doing it helps in
removing mistakes that have been made by writer. Proper grammar is being used that help in
correcting information and that may not lead to future problem. Therefore, it is important while
checking business communication before sending it to other department of Hilton hotel.
AMENDMENT TO ANNOUNCE
Amending a announcement
This Amendment is made to announce that the Hilton Hotel is looking to organize an social
event for the purpose of collecting donation to improve lives of poor families in UK.
Location
Hilton hotel garden
Date
2 November 2019
Time
7: 00 P.M onward
The passes for the event can be collected from the reception from 20 October onward. Their
will be 15 percent discount on the passes for all the employee of the Hilton.
TASK 3
Learner will present own ideas verbally
Covered in ppt

Learner will actively listen to others, responding appropriately
Covered in ppt
Ask questions to confirm understanding
Different questions will be asked from learner that help in evaluating skills and
knowledge that is being gained from presentation (Bovée, Thill and Raina, 2016). Different
questions will be asked from employees of the company that help in evaluating reviews from
audiences. Questions are as follows:
Have you understand the concept that is being taught during presentation?
Did you get any benefit from presentation?
Do you think it is effective for employees of the company?
Do you think you will be able to learn new ideas from the session that is being organized in the
company?
These questions help in evaluating understanding of employees regarding communication
that is providing different aspect and changes will be taken place and enhancing operations of
Hilton hotel. As these question help in providing answers that will be helpful for the company in
enhancing changes that lead to occur and communication can be enhanced. As through this clear
understanding will be gained as employees are providing answers to questions and responding in
different ways that will be provided in gaining changes as by taking into consideration answers
that will be provided by answerers. Changes will be planned for enhancing business
communication in Hilton hotel.
Learner will agree future actions, taking into account own views and those of others
After presentation that is being conducted feedback is received from employees as the
concept that is used by presenter is not much effective as listeners not get attracted after listening
to presentation (Berkenkotter and Huckin, 2016). For making it effective bullet points will be
included into presentation that help in better understanding of concepts and theories that is
applicable in the presentation. By making improvement in presentation some actions has been
taken for making it attractive so that employees do not get bored and take part effectively and
make it interactive session. Speaker must be confident while presenting its thoughts to other
people that are sitting and hearing presentation for the future purpose. Some said that tone that is
used for presenting is not clear as what it want to say does not specify properly that may create
miscommunication between speaker and listener. These actions will be taken into consideration

while presenting matter in front of other people or organizing a charity event. These feedback
help in taking into account for the purpose of making it effective. All these help in presenting
matter in an efficient manner. It is important in presenting good matter that do not help in
making any mistake in the future.
Learner will summarise, with others, the main points of the discussion
From this study it will be summarized that written communication is an effective way of
communication that may not create misunderstanding between employees in Hilton hotel. As
charity programme is being conducted for the purpose of helping poor families in the country.
For conducting this advertisement is being published that help in awaring other public regarding
event that is being organized by Hilton hotel. As event is conducted for safeguarding life of poor
families and involving into different perspective for the future. On the other hand, verbal
communication is also effective as it saves time and reducing error that will be occurred between
two people while exchanging thoughts. There is difference between important and urgent
communication as important include different perspective of communication as that consists of
topic on which this study will be based. In contrary, urgent includes information that is being
needed on urgent basis as either it is important or not. As there are various concepts that will be
taken into consideration and providing changes that will help in enhance communication.
Purpose of specified communication is mentioned that help in collecting information
related communication. Amendments have been made as accommodating to different audiences
and improving communication as by reducing error in communication process. Furthermore,
different actions have been taken into account for summarising different changes that will make
it effective. While communicating with other proper body language will be enhanced that
provide positive impact on person that is standing in front of us. Feedback is being taken for
fulfilling objectives of the company and evaluating positive and negative impact of
communication. Lastly, skills required for improving communication in the organization. As
these skills help in improving performance as well as productivity of Hilton hotel.
Learner will use appropriate body language and voice tone throughout the discussion
It is essential in maintaining proper body language so that it do not look weird while
hearing to communicator as taking part in the discussion. Proper body language and voice will be
used for communicating while giving presentation or either by communicating with other people.
At the time of written communication proper tone is being used by writer so that it will become

easy to understand for reader while learning it. In case of verbal communication proper tone and
body language is required for communicating with other people as that enhance productivity as
well as performance of it in Hilton hotel (Brink and Costigan, 2015). As body language plays an
important part while communicating in the organization and enhance different aspect that may
provide to audience. Effective communication help in providing better results and enhance
business operations. It is essential in providing different aspect that may provide changes in
business activities and enhance communication. Therefore, maintaining body language and
voice help in bringing out effective communication and provide easy understanding what is
provided by writer or speaker in case of verbal communication. From the above discussion
communication will be enhanced as proper body language help in enhancing operations as well
as gaining different perspective for the future.
TASK 4
Taking feedbacks for determining the achievement of objectives
In the meeting one of my colleague was having one query that how we will able to make sure to
the audience that the money collected is going to the social cause only will not be misused. I
have given him the feed back that we will be inviting the head of that NGO and their will be
speech of the Head in the event. This description will be more than enough to make sure that the
money will be used in the social care. Another query was the money for pass is not high I has
given the feedback that the main purpose of the event is to gather money for poor family. So
audience will understand it.
Positive and negative aspects of the communication
Communication is having both positive and negative aspect that help in providing
different aspect. Effective communication help in evaluating positive aspect that provide
different changes in business (Frye and et.al., 2018). It is important to note that communication
is important as it helps in conveying messages that will be required for the purpose of evaluating
changes in business. There are different communication technique that help in providing various
aspect as it is important in evaluating messages that will be provided as enhancing changes that
enhance communication. There are some positive and negative impact that enhance
communication and providing changes that will be providing specific skills for communicating
and bringing changes in business operations. In an organization communication is having

negative impact on employees as it reduces productivity of doing work. Sometimes it may lead
to conflict between employees. For example: While communicating with each other as employee
do not agree with the points that will be emphasized by other employees then conflict may arise
between them.
Communication is having both positive as well as negative aspect that make it effective
and in some cases it create problem for employees as their productivity and profitability of
company will have greater impact.
Plan for developing own communication skills
Communication skill is the biggest strength that help in increasing productivity as well
as improving performance of an employee in the future. As it help in building effective relation
between employees that improve profitability of the company. Weakness is listening skills that
create misunderstanding and problem for the future and it may lead to affect operations of
business.
Skills Target Strategies Outcome Time period
Listening skills This skill will be
improved as by
listening to more
and more people
seminars and
conferences that
help in gaining
better result in
few months.
Training will be
taken for
enhancing
listening skills as
how to
concentrate on
issue that is being
discussed in the
study.
After few months,
this skill will be
enhanced and
able to take
decision and
giving feedback
after listening to
other people.
2-3 months
CONCLUSION
From the above report it will be concluded that written and verbal communication both
are having some positive and negative points that will be considered while enhancing
communication in the company. There is difference between urgent and important
communication as important include information that is needed by company in making decision

and on the other hand, urgent communication provide information that is required for taking
effective decision for company. Further, purpose of specified written business communication is
taken into account and collecting information that help in enhancing business operations.
Different business communication is prepared for audience that help in providing them results
for the future. Amendments will be made for accommodating different audiences that may
provide different changes in business. Before providing business communication proof required
that help in evaluating necessary changes and may not lead to misunderstanding. As future
actions are also taken that help in enhancing communication in business environment. Lastly,
feedback is being provided by employees in enhancing communication and also summarise
positive and negative points of communication. It will be concluded that for enhancing
communication different skills will be taken into consideration for providing various aspect in
the future.

REFERENCES
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