Communication Strategies for Internal & External Stakeholders

This assignment delves into the necessity of communication within businesses, focusing on different types of communication models, evaluation methods for effective systems, strategies to overcome barriers, and selecting appropriate channels like memos. It also defines verbal communication and discusses the implications of information sharing.

Communicate in a Business environment

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK1.............................................................................................................................................3
P1.1Communication need of external and internal stakeholder ............................................3
P1.2 Communication model that administration ...................................................................3
P1.3Evaluating the effectiveness of different communication system...................................4
P1.4Factore affected choices of media- .................................................................................4
P1.5Iportance of using correct grammar,sentences structure, punctuation,spelling..............4
P1.6 Factor to be taken into account planing and structuring different communication .......4
P1.7Overcomming barrier ways ............................................................................................5
P1.8 Use communication theories and body language ..........................................................5
P1.9Proof reading techniques for business communications.................................................5
TASK2.............................................................................................................................................6
P2.1Purpose and audience of information to be communicated ...........................................6
P2.2A communication media appropriate to the audience and information to be communicate
................................................................................................................................................6
P2.3Present information in the format ,layout and style that is appropriate to the communicate
................................................................................................................................................7
P2.4Follow agreed business practices when communicating in written................................7
P2.5A style use for communication, appropriate to specific audience...................................7
P2.6Present a written communication ...................................................................................8
P2.7Meet agreed deadlines in communicating with other .....................................................8
TASK3.............................................................................................................................................9
P3.1Identifies the nature , purpose , audience and use of the information to communicate . 9
P3.2Use language that is correct and appropriate for the audience ......................................9
P3.3 Use appropriate body language and tone of voice to reinforce massanger..................9
P3.4 Verbal communication and implication of information ..............................................10
P3.5 Recipient has understood correctly then communicate................................................10
P3.6 Appropriate situation and accordance with police and standers ................................10
CONCLUSIONS............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Effective communication is a vital tool for any business owner. Your success at getting
your point across can be the difference between sealing a deal and missing out on a potential
opportunity. In this research will be discussed about need of communication , various models
and factors affected business as well as also explain different type of ways those do help in
overcome communication barrier. This report is analysed about Purpose and audience of
information to be communicated in oral communication and written.
TASK1
P1.1Communication need of external and internal stakeholder
Communication is a major element in collaboration, and its quality is heavily influenced
by the quality of interaction .The term communication is defined as “imparting or interchanging
thoughts, opinions, or information by speech, writing, or signs”, even when the product
development process itself is often described as and seems to be one-directional information
transfer, the actual communication is bi-directional information exchange. Understanding of
different stakeholders’ demands through their interest level and power impact on the project
helps to build relationships and improve communication, and diminishes the danger of
assumptions (Ferrell and Fraedrich 2015).
P1.2 Communication model that administration
Communication means transferring message from one person to another . There are
survival patterns or networks that represent the direction and flow of communication with an
organization. Theses are model-
 Line method-Here, information is passed straight up or down the line. Lines have a
leader who decides what messages should be passed on and how .
 Star- In this method all members of the group can communicate quickly with the leader
and vice versa intersection with each other .
 fully connected- Here, all member of the group communicate with each other and
exchange information.
P1.3Evaluating the effectiveness of different communication system Email-E-mail (electronic mail) is the exchange of computer-stored messages by
telecommunication. (Some publications spell it email; we prefer the currently more
established spelling of e-mail.)

 memos- It is a short official note that is sent by one person to another within the same
company or organization (Fleischmann, A., and et.al., 2014).
P1.4Factore affected choices of media-
 Age- social media and real-time messaging such as web chat and text. And there’s a
belief in many circles that the older Baby Boomer generation has a stereotyped
preference for talking on the phone compared to newer digital channels
 Context- In an emergency where we need a fast answer, we pick up the phone,
irrespective of our demographic group. However, if you are then told you’ll be on hold
for 15 minutes and chat is available, you may hang up and switch to this channel.
P1.5Iportance of using correct grammar,sentences structure, punctuation,spelling
 Grammar-The aim of having correct grammar is to ensure what is written is correctly
understood. A sentence that contains grammatical errors can be difficult to read and can
cause misunderstandings. I
 Sentence structure -It is important to use correct sentence structure in business
communications so your writing has variation and isn't all the same. Using a variety of
sentence types can help emphasise different points and ideas.
 Punctuation-It is essential to use correct punctuation to enable the communication to be
readable and easy to understand. Punctuation is used in writing to separate sentences and
clarify meaning. An error in punctuation can convey an inaccurate meaning to the one
intended (García-Peñalvo and et.al.,2014).
P1.6 Factor to be taken into account planing and structuring different communication
1. Identify your purpose-What you might want to say depends on what you’re trying to
accomplish with your communication strategy. You might be concerned with one or a
combination of the following:
Becoming known, or better known, in the community
Educating the public about the issue your organization addresses
Recruiting program participants or beneficiaries
2.Identifies your audience-Who are you trying to reach? Knowing who your audience is makes
it possible to plan your communication logically.
3.The Message-When creating your message, consider content, mood, language, and design.

4.Resource- What do you have the money to do? Do you have the people to make it possible? If
you’re going to spend money, what are the chances that the results will be worth the expense?
Who will lose what, and who will gain what by your use of financial and human resources?
5Anticipate obstacles and emergencies- Any number of things can happen in the course of a
communication effort. Someone can forget to e-mail a press release, or forget to include a phone
number or e-mail address.
P1.7Overcomming barrier ways
Barriers to communication -Use of jargon , emotions, taboo topics, lack of interest or
relevance, distraction, perception and viewpoint; physical disabilities, e.g. .hearing problems,
speech difficulties, body language, differences, e.g. understanding accents: expectations and
prejudices& e.g. false assumption and stereotyping , cultural difference
 Ways of overcoming barriers- focus on the receiver& take the receiver more seriously&
crystal clear message and skilfully delivered messages, multiple communication
channel, awareness of own emotions and attitude& seven C's of communication (clarity&
credibility, content, context, continuity, capability and channels ) (Glavas and Mathews
S., 2014),
P1.8 Use communication theories and body language
 Body language must not be confused with sign language, as sign languages are full
language like spoken languages and have their own complex grammar systems, as well as
being able to exhibit the fundamental properties that exist in all languages.
 Body language, posture and distance provide important information to supplement words,
or verbal communication They are a crucial addition to the overall message. The full
picture also includes facial expressions, eye contact and voice.
P1.9Proof reading techniques for business communications
 Print out a hard copy while proofreading on screen. Arm yourself with two copies. It’s
likely that errors will stand out in one version even if you’ve glided over them in the
other.
 Ensure the document makes sense. Correcting grammar and punctuation can often seem
to be the point of proofreading. But your top priority should be ensuring the document is
readable (Hair 2015).

TASK2
P2.1Purpose and audience of information to be communicated
Purpose- According to this condition Iceland Supermarket talk with audience to reduce
expanses and increase productivity and profitability-
 This Supermarket faces lots of problem in increasing profitability ratio so reduces
overflow uses of equipment and experiences.
 This organization want a innovation process of selling this create new
profitability ratio.
Audience: the assembled spectators or listeners at a public event such as a play, film,
concert, or meeting. Iceland want to write a notice for them
P2.2A communication media appropriate to the audience and information to be communicate
1. Identify your target audience. Find out the job titles of the people who make or influence
decisions about purchasing the type of products you supply. Review the media
information packs of magazines and newspapers that claim to reach your target audience.
Draw up a shortlist of publications you could use for advertising or editorial coverage.
2. Analyse the message you want to communicate. Use channels such as advertisements,
email or short messages on social media such as Twitter to communicate a simple
message, such as a price change or new product announcement.
3. 3. Calculate the cost of communicating through the channels you have identified. Obtain
advertising rates from media publishers, ask designers and printers for quotes on
producing printed documents such as technical papers and calculate the cost of direct
sales calls on key decision-makers.
4. 4. Choose interactive channels if you want to obtain feedback or monitor opinions of
your company and your products.
5. Work with communications professionals to develop and implement your communication
strategy. Appoint a public relations consultant to handle relations with the media –
ensuring that press releases appear in the right publications and gaining editorial coverage
in influential media (Hassan, Nadzim and Shiratuddin 2015).
P2.3Present information in the format ,layout and style that is appropriate to the communicate Letters and Memos-Letters and memos are the most traditional written business
communication. Letters are commonly used to present official business information to

other businesses, to individuals or to outside business stakeholders. Organizations can
also use letters to communicate business contracts or build professional relationships with
other companies in the business environment. Email-Email is an electronic form of written communication. This communication
format has become more popular as organizations increase the use of personal computers
in their business operations. Email offers businesses a near-instant format to convey a
message or transfer information to individuals inside or outside the business organization.
 Social Media-Social media websites and networks have presented a relatively new
business communication format. Social media networks allow organizations to create
websites or fan pages and develop a following of customer
P2.4Follow agreed business practices when communicating in written
 Professionalism counts- That means avoiding unnecessary enthusiasm or exclamation
points. If you’re writing for a job opening, use the salutation, “Dear…” Close your letter
or email with “Sincerely” or “Best regard.
 Use correct grammatical structure- Your sentences should be complete, not
fragmented, and contain a subject, verb, and object. A writer who is skilled at
diagramming sentences will undoubtedly communicate skilfully.
 Employ subject-verb agreement- Your subject is singular, your verb is plural (“He
wants an agreement”). If your subject is plural, the verb is singular
 Use an economy of words- Short sentences are best unless you’re writing for academia
or the scientific world (Kolko 2015).
P2.5A style use for communication, appropriate to specific audience
Email- Electronic Mail (email or e-mail) is a method of exchanging messages between
people using electronic devices. Email first entered limited use in the 1960s and by the mid-
1970s had taken the form now recognized as email. Email operates across computer networks,
which today is primarily the Internet. Some early email systems required the author and the
recipient to both be online at the same time, in common with instant messaging. Today's email
systems are based on a store and forward model. Email serversaccept, forward, deliver, and
store messages. Neither the users nor their computers are required to be online simultaneously;
they need to connect only briefly, typically to a mail server or a webmail interface, for as long as
it takes to send or receive messages.

P2.6Present a written communication
To- Employees
From- Iceland SUPER MARKET
Date -20-1-2018
Subject – In future use of resources and increase profitability
Hi,
Recently , it was founded that employees unnecessary use of company equipment like
machinery , material and many more. So manger of Iceland Supermarket Implementing a policy
about proper use of resources and generate extra profitability After carefully deliberation, I have
determined it is necessary to begin the initial step of a financial stewardship program that carries
provisional .
Applying February 1 these following action are implemented-
 purchase only those material who need organization.
 Request for using appropriate and optimum sources of company a as well s increase
selling of product.
Kindly understand that organization taking these strict action to maintain proper management .
Thank you giving your contribution and please come in my office when have any quandary .
(Morecroft 2015).
P2.7Meet agreed deadlines in communicating with other
 Work Backwards-Now that you have the set deadline, deliverables and responsibilities
outlined, you need to start attaching the time dynamic to your plan. Start from the end
and create milestones to measure progress along the way. You will still have some large
chunks of complex work, but the milestones will further define the most important
checkpoints of the project.
 Break It Down- Going back to your project plan, take a look at the deliverables you have
outlined leading up to each milestone. Break all of those large complex chunks down into
small tasks and assign responsibility for each one. Each of your tasks should outline an
individual action
TASK3
P3.1Identifies the nature , purpose , audience and use of the information to communicate
Purpose- In this session communicating reasons with employees is reduces expenses .

The share information between all members of company by using speech. This method use
because worker and employees all are easily understood, as well as ensuring that the
enunciation,body language \ and tone of voice with which the words are expressed is appropriate
(Nair and Paulose 2014).
P3.2Use language that is correct and appropriate for the audience
 Use standard English and follow established rules of grammar- No matter who your
audience is, in the workplace you should always use standard English (the form of
English taught in schools and used in most texts, government documents, media
publications, and the like) in your speech and writing.
 Use a level of formality appropriate for your audience -When conversing in less
formal situations or when writing less formal correspondence, you can use less formal
English, but still remain respectful and professional at all times.
P3.3 Use appropriate body language and tone of voice to reinforce massanger
Trying to make a good impression – both socially and in business – we often smile and
hold contact the other person’s eyes as we shake their hand. The difficulty is that we give off
thousands of other unconscious signals through our body language that other people will ‘read’
instantly and instinctively.
By shaking their hand or standing in a particular way, we might trigger off old memories
in the person we are trying to impress. Maybe an old friend stood exactly like that, in which case
our advances might be treated sympathetically. But if we stand like the back-stabbing colleague
who has treated them badly, our advances are likely to be treated as hostile (Veleva, V.,and et.al.,
2015.).
P3.4 Verbal communication and implication of information
Communicating in a business environment takes on new meaning as technology
continues to advance. No longer can you assume that communication indicates a face-to-face
conversation or a chat over the telephone. Eliminate Misunderstanding- Sometimes non-verbal messages, such as email, may be
misunderstood by the receiver. This can cause friction in a personal relationship.
However, in business, it can mean the loss of a valuable customer or a denied opportunity
to build your client base

 Connect with More People- Sending out mass emails is a marketing technique used by
large and small companies. However, there may be a portion of your target market that
does not use email on a regular basis. That is why it is important to market both through
online media and in person Respond to Objections-Hearing someone's voice over the phone or talking in person
helps you to pull out any objections to buying your product or service.
 Create a Relationship-In business, deals can be made through the relationships that you
have with others. If you are in sales, developing that relationship, if does not exist
already, should be a priority to increase your revenue.
P3.5 Recipient has understood correctly then communicate
 Be friendly-People who communicate with a friendly tone and warm smile almost always have the
edge. The reason is simple: we are subconsciously drawn to people who are friendly because they
make us feel good and bring more enjoyment to our lives.
 Think before you speak.- One of my favourite English Proverbs is “Better to remain silent and be
thought a fool, than to open your mouth and remove all doubt.
 .Be clear-Most of us don’t have the time nor do we want to spend our emotional energy to figure out
what someone else is trying to say.
 Don’t talk too much- Last week I met with a personal chef. At first I was impressed with him and
considered hiring him for an upcoming event. (voinea. and et.al., 2015)
P3.6 Appropriate situation and accordance with police and standers
 Colloquial, casual, and formal writing – these are three common styles that carry their
own particular sets of expectations. Which style you use will depend on your audience,
and often whether your communication is going to be read only by those in your
company (internal communications) or by those outside the organization, such as
vendors, customers or clients (external communications). As a general rule, external
communications tend to be more formal, just as corporate letterhead and business cards—
designed for presentation to the “outside world”—are more formal than the e-mail and
text messages that are used for everyday writing within the organization.
 Casual language- It is used a lot around those you know well. It is a carefree way of
speaking and one in which those who know you can easily understand or relate to. There
are many slang expressions used in everyday conversations and these phrases change
over time. With the explosion into the technological era leading to more frequent

conversations, more and more slang words are added each day to the English language.
It is also appropriate to use casual language when writing blogs, tweets, and
advertisement.
CONCLUSIONS
This report is concluded about communication need for internal and external
stakeholder, different types of models, evaluate effective communication system as well as
process of overcome barrier , In this also explain take a topic for communicate with
audience and their purpose , also select a Chanel like memo. In this also define verbal
communication and implication of information.
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