Importance of Effective Communication

The provided assignment is a comprehensive report on the importance of effective communication. It covers various aspects such as communication models, theories, barriers, and methods to improve communication skills. The report aims to emphasize the significance of proper grammar, spelling, and punctuation in verbal communication. With a focus on overcoming obstacles in communication, this document provides insights into the importance and implications of effective communication in individual life.

COMMUNICATE IN A BUSINESS
ENVIRONMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
1.1 Analyses the communication need of internal and external stakeholders.............................3
1.2 Different communication models .........................................................................................3
1.3 Effectiveness of different communication system................................................................4
1.4 Explaining different factors which affect the choice of communication media...................5
1.5 importance of using correct grammar, sentence structure, punctuation, spelling and
conventions in business communication.....................................................................................5
1.6 Different factors which affect the planning communication media.....................................6
1.7 Describing different ways of overcoming barriers of communication.................................7
1.8 Explaining the use of communication theories and body language......................................7
1.9 Explaining proof reading techniques....................................................................................8
2.1 Identifying the purpose and audience of the information to be communicated in written
communication............................................................................................................................9
3.1 Identifying the nature, purpose and audience in verbal communication..............................9
3.4 identifying the meaning and implications of verbal communication..................................10
CONCLUSION .............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Communication plays a crucial role in every individual's life. The present report helps to
understand the exact meaning of communication, it is a process which helps to exchange
information between people through signs, symbols etc. The report depicts the basic importance
of using correct grammar, punctuation and spelling. It also explains the factors that should be
taken into account in planning and structuring different communication media.
The present report shows different barriers of communication and ways to overcome
those barriers. There are various theories of communication and body language which is also
presented. It describes different proof reading techniques for proper communication in business.
The report also identifies the nature, purpose, audience and use of information which should be
communicated such as verbal communication which must be communicated clearly so that
receiver understands it. The report explains the meaning and implications of information that is
communicated properly.
1.1 Analyses the communication need of internal and external stakeholders
communication is the basic need of every individual whether they are internal or external
stakeholders. Communication is a process of sharing information using body languages, signs
and symbols. Internal stakeholder can communicate directly to their staff by using face to face
discussion or conducting general meetings. They use different methods of communication such
as verbal, non verbal or written. If they did not communicate then business will not run and
requirements are not fulfilled so there is need of communication in order to run business well.
Communication is needed by external stakeholders such as customers and product
suppliers (Barnlund, 2017). They use indirect channel of communication and express their view
point through telephonic, teleconferencing and by using social sites such as twitter, Facebook
etc. These are the methods through which an individual can express their views and then get
feedback. So it is proved that communication is the basic need of all people .
1.2 Different communication models
Shannon and Weaver: it is basically design to determine the functioning work of radio
and telephone. It consists of sender, channel and receiver. Sender part in telephone is the person
who speaks, channel is telephone and receiver is the person who listens to the conversation. Then
they both realizes that there is disturbance in the voice because of not having proper signals

which help to communicate in different ends and finally they reach to conclusion that
communication is sending and receiving information only.
The concept of Shannon weaver model require sender, encoder, channel, decoder,
receiver and feedback. The sender encodes the message and send it to the receiver through a
channel then senders convert those messages into codes. Whereas the receiver has to decode the
message and interpretate it. Then the feedback is taken whether the message is transfer or not at
appropriate way.
David Berlo: He expanded the model of Shannon and Weaver by adding sender-
message- channel- receiver model of communication. Further, the model is also expanded by
others but Berlo realized that message is also an important aspect in communication because
there is a need to verify that whatever the message is pass, the receiver get as it is message or
not.
Schramm: again he described communication into five parts such as Message-
source/encoder- form- channel- receiver. He wants to examine the message will transfer in
which form of communication because message may include acts that get knowledge, experience
and commands (Akmajian and et.al 2017). The form depends on the ability of a group which
communicates, and the receiver is the one who listens to message, encoder is the person who
sends the message, channel is the medium through which it is going to be passed whether
verbally, or by written process. Schramm analyses that the communication is not completed
unless and until the receiver did not receive the feedback then they introduce more in order to
convey the message into proper way.
1.3 Effectiveness of different communication system
There are various types of organizational communication system such as chain wheel,
star all- channel, circle, top down, bottom up, one way and two ways. And to know effectiveness
of communication, there is a need to know strengths and weaknesses of those communication
systems which are mentioned below:
Top- down communication: it is a method which helps to communicate the information
by using hierarchical structure. This is also helpful to rank the employees of an organization. The
basic strength of this communication system is that it helps to get more focus on the use of
resources from individual managed applications but on the other hand, it also has disadvantages
such as not provide proper solution because of having limited coverage

Bottom -up Communication: this system helps to communicate with employees while
planning for future as team members are encouraged to come with the steps which are needed to
reach the objectives (Baran and Baran, 2014). The basic advantage of this communication is that
it allows all level of people to come and make them feel that they are also a larger part for
achieving the targets of a business and help in decision making power but on the other side, it
may lead to choose one plan among many and it may develop a kind of ego and separate
employees from a team.
One way communication: it is linear and limited because direct communication is
occur, there is no mediator between receiver and listener.
Two way communication: Under this, communication, feedback is required because it is
a confirmation from senders side whether the message has been received or not in accurate way.
1.4 Explaining different factors which affect the choice of communication media
Communication media can be in written and oral form and there are many factor which
affect it such as:
Cost: budget is the biggest factor which affect the media. If an individual have high cot
of spending then he can choose television, national dairies and popular magazines.
Audience: the nature of customers is also another factor. Different age, climate and
gender affect the choice of communication media (Akmajian and et.al 2017).
Nature of message: message should have basic information which can attract more
number of peoples and can be suited to publish in newspaper. If the message convey the idea of
emotions then choosing television is the best option.
Product distribution: if message is related to local peoples then select the media which
cover only local area and reach should be local magazines. But the information is distributed on
national level then media should telecast on national level.
Objectives: information should have proper objective and the response come from public
will help to get immediate result and at that time choosing best media such as banner, newspaper
etc.
whether feedback is required: it depends when the information is transferred it requires
the feedback from the public or not.

Safety and information security: it is the most important factor that affect the choice of
media. Safety and security is the most important while choosing media as everything should be
confidential.
1.5 importance of using correct grammar, sentence structure, punctuation, spelling and
conventions in business communication
Business communication is the sharing information between employees and management
team through e- mails, reports, letters and presentation or meetings. It is important to use correct
form of grammar, sentence structure, punctuation and spelling because it provides information
that helps to listener or reader understands.
Correct grammar: It conveys proper meaning from writer to readers. Using correct
form of grammar help to build good image as well as good impression of writer. Using correct
form of grammar will help to provide information which helps the readers to understand the
meaning of sentence. By reading such letters or mails, reader understand that writer not only use
language properly but can run a business in proper manner using its effective languages.
Sentence structure: It is important to use correct form of sentence structure too because
it will help the reader to understand the views of writer and using wrong form of sentence
structure will misinterpreted and good sentence structure buildgood image as a professionals.
While communication, writer use a variety of sentences which helps to show different ideas as
well as points (Mehrabian, 2017)
Punctuation: Generally, people take it lightly but punctuation is one of the most
important parts of communication. There are various types of punctuation marks and using those
in writing skill will change the tone of voice when speaking. Using wrong form of punctuation
will convey different meaning. important aspect of business communication. Convection is
paragraph, format, language and style of presenting the reports. Using technical term and proper
use of jargon will create good impression of writer. Presenting report in best way is also help to
attract customers and create awareness about the products. Using marketing concept and
promotional activity helps to create good impression and awareness about company and proper
formatting and present the report in different style will also attract people and develop curiosity
among them.

1.6 Different factors which affect the planning communication media
There are various factors which affect the planning communication media which are
mention below:
Audience: while communicated through media, determine the nature of customers or
audience is the crucial task. An appropriate media plan should be considered that the no. of
customers for whom the advertisement is done. It may be from any place, age, gender, caste but
affect the planning of communication.
Communication Objective: the objective of organizing media should be different and it
must be affect more number of public and if the response from customers is in favor then the
campaign get immediate result as it publish in a newspaper, banners etc. So, must have different
aim for conducting communication media (Baran and Baran, 2014).
Massage: the nature of message should be informative then only it publishes in
newspaper. If the nature of message is emotional, demonstrative then it is suited for television.
Nature of conveying message should be considered on top most priority.
Channel: Channel of conveying message should be proper and effective. Such media
should be consider or selected which cover most of the target customers and have wider reach.
Timing: while planning for media, proper time should be selected so that larger number
of gathering will affect the media.
Budget: budget Is the most considering factor, if the budget for choosing the plan is is
high then choosing television for broadcasting is the best method for planning media.
While structuring different communication media, there are also other factors which
affect such as giving clear and proper introduction related to products and give background
information related to campaign will help to organize and conduct successful program. The
detailed information related to program with effective facts and figures will let people know
what is the reason behind the campaign and by providing clear structure of organizing campaign
help to gather more and more people (Shelton and et.al 2018). If media ask any question related
to campaign then response them proper so that they collect all information and then publish it on
newspaper. At last provide the overall conclusion so that they exactly know why there is need to
conduct a campaign.

1.7 Describing different ways of overcoming barriers of communication
There are many barriers of communication such as wrong use of jargon, taboo topics,
lack of interest, distraction, view point and many physical disabilities such as hearing problems,
difficulty in speech etc. to overcome those difficulties.
There are many ways such as Senders should be clear in his mind and listener must be focused
more on what he is trying to convey.
 Conveyed message should be clear and transparent and receiver must take it seriously.
 The sender should prepare the structure of complete message not only his own ability but
should keep in mind the level of receiver also.
 Follow all the seven C's of communications which are clarity, credibility, content,
context, continuity, capability and channels (Barnlund, 2017).
 The message should be delivered with a proper meaning and in accordance with
objectives, policies.
 Listeners should have proper focus on the receiver.
 There should be crystal clear message while transferring.
 In order to overcome the barriers, there should be multiple communication channels.
 Message should be delivered in skillfully way.
1.8 Explaining the use of communication theories and body language
There are various types of theories which are mention below:
Albert Mehrabian theory: he believes in three aspect of communication, face-to-face,
non verbal, tone of voice. He particularly focus on importance of facial expression done during
the time of expressing view. Using this theory an individual also know and able to listen what
speaker tries to convey. The people who are physically handicapped by means of not able to hear
can use this theory in order to get message and through facial and non verbal action they
understand the view point of speaker (Mehrabian, 2017).
Ray Birdwhistell theory: he termed kinesics, it means gesture and posture. He mostly
believed in body movement communication. To express the view, verbal conversation is not only
best way but an individual can use his body language too. He analysis the human movement as
culturally and get a result that communication is necessary in expressing the views with each
other (Avena-Koenigsberger, Misic and Sporns, 2018). An individual can use his body language
like facial expression, posture in order to let receiver understand what he wants to convey.

There are various types of body language such as facial expression, gestures, postures
and eye contact etc and each language have their own significance. A person can enhance his
body language by facing himself in front of mirror and can enhance verbal communication.
There are various benefits of using body language such as an individual can present himself in an
easy way and it is a substitute of verbal message like if finger is put on mouth it indicate to keep
quite (Rittmaster, and Piccionelli, GEOCOM 2018). Non verbal communication help to illiterate
and handicapped people and it always consume less time as compared to verbal communication.
1.9 Explaining proof reading techniques
Proof reading means to read carefully a documents, spread sheet or emails and find out
the errors in spelling, grammar or in punctuation. It also include to checking of paragraphs,
headline, proper formatting is done or not etc. Proof reading means editing.
There are various techniques such as take a hard copy of documents and then see whether
the font size is different and focus more on punctuation, spelling error, any grammatical mistake
because these are small mistake which no one focuses. Using dictionary is another technique of
proof reading because normally an individual does not know all the words and meaning while
typing or writing documents so its necessary to use the dictionary. A common error which every
individual done is to ignore the headlines where a writer mistake mostly but at the time of proff
reading he ignore it (Shelton and et.al 2018). So, must check headings and formatting style too.
If the reports have some figures and facts then do check it properly again because number of
mistake chances will be increase if they do not relate with each other.
2.1 Identifying the purpose and audience of the information to be communicated in written
communication
Communication is the basic need of transferring the information in written form also and
it is called written communication. If a person is physically handicapped and he is not able to
listen at that time written communication will help to transfer the information.
Nature: written communication is a two way process and continuous process as it needs to
person, one who write and second person who receives the message but it is not dynamic process
because it requires only single medium to convey the information (Hovland and Lumsdaine,
2017). Written communication is non verbal form of communication .
Purpose: written communication help to stored and transferred the information without keep
those in the memory. Through written process, words and records can exist permanently and that

is why most of the people use written way of communication. This also help to keep safe all the
documents because any idea or logic which come from outside source should be documented.
Audience: there are more than two person involve while the written documents are read but only
one person involve at the time of writing (Akmajian and et.al 2017).
Use: written communication is use mostly in big firms and schools where long term documents
should be kept in order to not relying on memory. Writing on sheets will helpful in reading and
researching on future because it is permanent means of communication.
3.1 Identifying the nature, purpose and audience in verbal communication
Verbal communication is very common way to express the views while conducting a
conference in a banquet at that time verbal communication is need in order to convey all the
messages.
Nature: the nature of verbal communication is continuous process because it is on going process
in a business environment. It is two way process because a person cannot communicate himself
only. The information should be transfer between two person- sender and receivers but receivers
may be more than 2, it depends on the situation what type of information is transferred.
Purpose: verbal communication provides clarity and it increases the motivation among the staff
members (Baran and Baran, 2014). While held a conference, there is need to express the ideas
using verbal communication in order to understand the view points of senders. Through verbal
communication, a person easily express their views that is why in conference only verbal
communication is required.
Audience: the person who handling the conference is only in one number but on the other side
there are large people who listen the words of speaker.
Use: verbal communication help to emphasize and help to motivation. The efficiency of speech
is depends on how much people gather and listen the words of speaker. Through verbal
communication people can easily express their views and emotions (Barnlund, 2017).
3.4 identifying the meaning and implications of verbal communication
The information shared between two people using speech is known as verbal
communication (Verbal communication.2018). Through verbal communication, listeners can
easily understood the behave of speakers by tone of voice, stress. The information might be
feelings, thoughts and memories which are expressed with each other. There are many problems
during verbal communication such as :

Cultural Barriers: people come from different cultures faces difficulties in communication
because every person have their own mother tongue. And these different culture have many
system and caste which cause problem in understanding the languages.
Confused message: even presenting the best speech, still there is chances to miss some point at
that time wrong message is conveyed and action is not done according to the need.
Poor listening skills: poor listening skills is also affected the communication. Those employees
who fail to listen can lead to miss communicate and they did not know what is going on.
CONCLUSION
By summing up the report, it is concluded that communication is a important part in
every individual life. It help to express, share information and communicate the view points, so
that receiver can easily understand. The present reports describe the deep meaning of
communications and its types with various models and theories. The report also evaluate the
effectiveness of different communication system. It also present different types of
communication media and the factors that affect the choice and planning of communication
media. The report focus more on the importance of using correct grammar, spelling and
punctuation etc. it explain various barriers while communication and different ways to overcome
it. It also identify the purpose, nature and use of information in verbal and non verbal form. The
report completely tell us the meaning, importance and implication during verbal communication.

REFERENCES
Books and Journals
Akmajian, A. and et.al 2017. Linguistics: An introduction to language and communication. MIT
press.
Avena-Koenigsberger, A., Misic, B. and Sporns, O., 2018. Communication dynamics in
complex brain networks. Nature Reviews Neuroscience, 19(1), p.17.
Babe, R.E., 2018. Communication and the Transformation of Economics: Essays in information,
public policy, and political economy. Routledge.
Baran, S. J. and Baran, S., 2014. Introduction to mass communication: Media literacy and
culture, updated edition. McGraw-Hill Education.
Barnlund, D. C., 2017. A transactional model of communication. In Communication theory (pp.
47-57). Routledge.
Hovland, C. I. and Lumsdaine, A. A., 2017. Experiments on mass communication. Princeton
University Press.
Mehrabian, A., 2017. Nonverbal communication. Routledge.
Ocasio, W., Laamanen, T. and Vaara, E., 2018. Communication and attention dynamics: An
attention‐based view of strategic change. Strategic Management Journal, 39(1), pp.155-
167.
Rittmaster, T. R. and Piccionelli, G. A., GEOCOM LLC, 2018. System and process for
distribution of information on a communication network. U.S. Patent 9,924,216.
Ruesch, J. and et.al 2017. Communication: The social matrix of psychiatry. Routledge.
Shelton IV and et.al 2018. Signal and power communication system positioned on a rotatable
shaft. U.S. Patent 9,901,342.
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