Business Communication Tools and Impact

This assignment examines the crucial role of business communication tools in attracting potential customers and driving sustainable business growth. It emphasizes the need for effective communication strategies and tools to enhance customer morale, align with company policies, and ultimately contribute to long-term success.

Communicate in Business
Environment

Contents
INTRODUCITON...........................................................................................................................1
1.1....................................................................................................................................................1
1.2................................................................................................................................................1
1.3................................................................................................................................................2
1.4................................................................................................................................................2
1.6................................................................................................................................................3
1.7................................................................................................................................................3
1.8................................................................................................................................................4
1.9................................................................................................................................................4
TASK 2............................................................................................................................................4
2.1................................................................................................................................................4
2.2................................................................................................................................................5
2.3................................................................................................................................................5
2.4................................................................................................................................................5
2.5................................................................................................................................................6
2.6................................................................................................................................................6
2.7................................................................................................................................................6
TASK 3............................................................................................................................................6
3.1................................................................................................................................................6
3.2................................................................................................................................................7
3.3................................................................................................................................................7
3.4................................................................................................................................................7
3.5................................................................................................................................................8
3.6................................................................................................................................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCITON
It is critical to impart successfully in negotiation to guarantee you accomplish your
objectives. Communication is additionally critical tool inside the business. Successful
communication can encourage a decent working connection amongst you and your staff, which
can thusly enhance assurance and productivity. Work environment communication is critical task
for organizations since it enables organizations to be beneficial and work adequately (Castells,
2013).
1.1
Internal stakeholders are individuals within a company, i.e. employees, managers, directors,
investors; alternatively, external stakeholders are those that are outside of but care/benefit from
the performance of the company, i.e. consumers, regulators, investors, suppliers, etc. The
communications of these groups differ and have different objectives;
Internal: Communication internally can be less formal due to familiarity between members of a
team If between colleagues (Li and et. al., 2011). However, it is typically informative in nature,
i.e. regarding sales processes, business requirements/needs, or performance. Internal
communications will be more honest than external due to the need to maintain and improve
business performance on realistic figures.
External: This type of communication is varying largely on what the business wants/needs
from its external audience. In terms of investors, a company would be more honest with figures
than it would with customers/consumers, i.e. margin profits or company performance, in order to
secure money from individuals. Similarly, with regulators companies will be honest in terms of
relevant documents/information due to avoid legal issues..
1.2
Communication is a key element to business success both internally and externally. There
have been multiple models which explore how people communicate to enhance their ability to
transfer messages;
Schramm’s Model (1954) alters this simplistic model, showing that encoding and
decoding is not a one-sided process and that by converting ideas into words humans are
constantly encoding and decoding messages to be decoded and encoded again.
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Berlo’s Model (1960) further alters Shannon and Weaver’s model –stressing the
relationship between the sender and receiver of messages by highlighting the communication
skills and perceptions which allow people to encode and decode messages as they do. In this
case, the model includes their senses, attitudes, and structuring of the message–in my work tone
is very important in conversation with clients and candidates as it is the best indication of
emotion and intention, particularly over the phone, and alongside structuring ensures
understanding through emphasis of key points for roles or candidates.
1.3
There are a range of different communication systems/methods which are used within
business:
Telephone–Telephone calls are one of the most common forms of communication used in
business (Li and Peng, 2011). In my work this is one of the most valuable forms of
communication as by using tone I can ensure clients/candidates understand the messages
discussed, as well as ask more questions for quick and comprehensible answers–helping me in
my work.
Email–Comparatively to telephone calls, email is entirely written, resulting in a lack of
verbal ques and limited understanding of objectives such as personality or attitudes.
Consequently, smaller questions or details can be missed as a result of the limitation of this
communication method.
Face-to-Face-Meeting external stakeholders is an important way to create a relationship
with important business relations. People create their perspectives of others through body
language and therefore meeting clients in person can create a lasting impression which
supersedes relations with others forged over telephone calls or email.
1.4
When deciding which communication media to use it is important to consider what
message you are trying to get across/receive. For large amounts of information email is the best
choice as it is able to hold a large amount of written text and some documentation. When looking
to describe and to discuss, telephone or face-to-face are better choices as they allow the use of
senses within conversation i.e. tone (hearing), body language (visual), as well as ensuring the
understanding of both parties due to quick feedback1.5
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Business communications are important to the impressions made between internal and external
stakeholders as well as the messages expressed (Hsu and et. al., 2012). A key example of this in
my role would be email communications I use to first introduce appropriate candidates to roles.
These emails must be engaging, as to grab the attention of the reader, structured comprehensibly
to include key information, formal in nature and written in good English including spelling and
grammar as to make a good impression and a clear message for the reader.
1.6
When planning and structuring different communication media it is important to consider
how the message you are offering will be taken in. A key consideration is the ability of the
receiver to take on your message i.e. your message should be clear for a reader who may find
reading English difficult–who might have English as a second language or suffer from a reading
disability. Consequently, it is important to make sure that any message is as succinct as possible–
only relevant and necessary information included within emails or conversations.
1.7
There are many barriers to communication–overcoming them is important to ensure
successful business communications. These barriers consist of:
Understanding-There are many reasons that a receiver may find it difficult to understand a
message (Hansen, 2011). In order to decrease the likelihood of difficulties, it is important that
communication is clear, with minimal use of dialect or strong accents, and that for those with
disabilities or English is their second language. This is typically important to my role when
discussing roles with candidates initially as there are a lot of details to discuss, sometimes with
candidates where English is their second language, and so it is importantly relay details to them
clearly and ensure they understand my message.
Difference in perception–Over the phone and particularly over email it can be difficult to
ensure that the receiver has understood a message as intended, furthermore, they can disagree on
certain elements and so it is important to address these ideas to ensure understanding between
both parties.
Cultural differences–Differences in cultural backgrounds typically alter body language,
attitudes, and tone of voice in response to ideas. In my role, it is important to stay open minded,
as not to discriminate, and to ask questions to candidates/clients to ensure understanding, i.e.
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asking to a party clarify/expand on ideas–asking questions such as this makes sure that you will
understand the viewpoint of the other party.
1.8
Berlo’s theory of communication takes into account the importance of senses, and therefore body
language as viewed by a receiver, in the deliverance of a message. Similarly, it can be argued
that the ‘interference’ of Schramm’s model could include such things as body language (Gardner
and Laskin, 2011). In my work, I understand that body language, similarly to tone in a telephone
conversation, is a key aspect to how a message is created and taken in. For example, closed body
language can suggest that someone is uncomfortable, nervous, or judgemental, i.e. hunching,
crossing arms, etc., whereas, open body language is a good indication of agreement, honesty, and
friendliness, i.e. expressive hand gestures, a lack of physical barriers, and relaxed body
positioning.
1.9
There are many proof-reading techniques used in business: key examples include peer
review, software review, and self-evaluation. Proof-reading is important in business as
communications are commonly the foundation for the opinion of a client or candidate of you and
your business–therefore, creating a professional message is important to ensure positive
feedback. During my role, I commit many emails to candidates and clients. At first these were
reviewed by my mentor to ensure I understood the quality expected in the emails and attached
documents. Once I understood the standard required for these documents and communications, I
reviewed my own work–using Word Spellcheck and Grammar (spelling & grammar reviewing
software) to assist and ensure I am communicating clearly to external stakeholders.
TASK 2
2.1
Gathering of people focused communication is a kind of communication where a speaker
examination the group of audience to decide the substance, language use and audience desires. It
permits powerful correspondence in light of the fact that the speaker can tailor messages to the
requirements of the audience (Daim and et. al., 2012). Communication fills five noteworthy
needs: to advise, to express emotions, to envision, to impact, and to meet social desires. Every
one of these objects is reflected in a type of correspondence.
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2.2
Electronic communication refers to email, faxes, or any written communication transmitted
and stored electronically.
 Effective electronic communication involves some degree of technical mastery. You
should be skilful enough to transmit information over telecommunication technologies
and know how to use the requisite software.
 When choosing electronic communications for exchange of information, you should
think carefully and decide which is the best and most efficient method of communication.
2.3
Colloquial, casual, and formal writing are different styles with their own expectations and
outcomes. The style of writing you use depends on your intentions, your medium, and your
audience.
 Casual language is informal and conversational. It's how you write in friendly text
messages or chats. Likely, you only use casual language judiciously at work, particularly
with your superiors. Casual language is the way you speak with your peers.
 Colloquial language is similar, and refers to the language we use to communicate with
family and close friends. Colloquial language includes slang and dialect.
 Formal language is used in business communications, and is used when you want to
come across as professional and authoritative. It also depends on the words and tone you
use. In formal writing, your language should have proper syntax, vocabulary and grammar.
2.4
Business Writing is a kind of written communication, as a rule with standard structure and
style. Written communication is most basic type of business communication. It is basic for
entrepreneurs and managers to create powerful written communication abilities and to support
the same in all workers. Some business practices are:
• Clear aim and reason
• Clarity and conciseness
• Appropriate tone
• Attention to shape
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• Awareness of audience
2.5
One of the keys to conveying adequately is to have the capacity to tailor your
correspondence to your crowd. This should be possible in different ways, and if done effectively
will enable you to connect with your gathering of people rapidly and with the ideal outcomes.
Know your crowd: In business, you'll speak with a wide range of individuals in a wide range of
ways. These may include: advertising, organizing, staff gatherings, customer and provider
gatherings,
Each audience is different: In the event that you need to augment the viability of your
correspondence with different groups of onlookers, know about the changed methodologies.
2.6
Successful written work enables the reader to completely comprehend all that you are
stating. This isn't generally simple to do. It is vital that language ought to be straightforward.
Here are a couple of tips that will help you:
• Know your objective and state it obviously
• Explain in clear terms what you need the reader to do
• Tone can enable your written work to be more viable.
2.7
Set a due date plan Break your work up into obstructs over a predefined day and age. To
get a thought in the matter of to what extent you can anticipate that the undertaking will take,
split it up into pieces and distribute each square a specific measure of time. Continuously enable
extra time for these squares to guarantee that ought to there be issues or deferrals en route, that
you can at present complete the work.
Be exceptionally watchful of over submitting This is one of the primary reasons that due dates
are not met. Or maybe be straightforward and talk up before the venture begins. Know your
qualities and confinements, and plan as needs be (Crews and Stitt-Gohdes, 2012).
TASK 3
3.1
When communicating in a work environment, the nature is to communicate factually, in
concisely and in an easily digestible style. If you are communicated non-verbally, e.g. a letter,
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the information needs to be relevant, accurate and be presented professionally. Knowing what is
trying to be achieved from a conversation is essential for a successful conversation. You have to
make sure in a business environment that the information that you a portraying or that is being
portrayed to you is accurate. If not, important decisions could be made erroneously and maybe
unnecessary costs could occur. This is why it is a good idea to confirm that a recipient has
understood correctly what has been communicated but repeating what either you have said, or
what they have said to clarify for yourself.
3.2
Communication has not taken place until the person(s) being communicated with has
understood the message as the sender intended." In other words, an appropriate choice of
language for your audience is required. The communication should be at a pitched at a level that
will be understood by your audience e.g. if you were talking to a customer you wouldn't be using
the usual jargon or abbreviations that would to your colleagues in the office.
3.3
When you are trying to reinforce messages, your body language and tone of voice will help this.
Your tone of voice needs to be moderate to low and the speed of what you are talking needs to be
slow enough in order for it to be clear and easy to understand (Cavusgil and et. al., 2014). When
communicating verbally, your body language will be assessed. Keep your posture high with your
shoulders back, give direct, solid eye contact and smile. Also use purposeful and deliberate hand
gestures and these will make you appear confident and interesting.
3.4
Communication is the act of transferring information from one person to another. If you do
this verbally, it will usually be as a face to face conversation or over the phone. When speaking
to a customer over the phone I use question techniques as way of confirming that the information
has passed through successfully. Examples of this would be, using open questions. For example,
I might ask during a phone conversation, “What do you think about this?” This ensures me that
the recipient understands what I am saying and allows any questions to be put forward. However,
in some cases, closed questions are good to conclude a conversation.
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3.5
It is important that we confirm that what we have been communicating has been
understood. A way of judging this when having a face to face conversation would be by
observing the person's body language as you speak and by questioning throughout. With all
forms of communication, at the end almost like a conclusion, you could sum up overall what has
just been discussed as a clarification of understanding.
3.6
Sometimes when questioning and answering over the phone, information can be misinterpreted
due to the speaker’s nerves. You should always appear confident when you speak by speaking
clearly and speaking with a smile (Castells, 2013). Smiling can change the tone of your voice to
make you sound friendly and welcoming whereas if you are frowning you may seem like you are
fed up and that you don’t really want to be having that particular conversation. As a result, that
could lead to your company losing their customer morale. When speaking to a customer it is
important that you are following your companies’ policies and standards.
CONCLUSION
From the above mentioned report, this can be said that the business communication tools are
the most important one which ultimately helps the firm to attract the potential customers.
Although, this can be said that the company needs to make effective communication tools which
would ultimately help out to gain the sustainable development.
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REFERENCES
Books and Journals:
Castells, M., 2013. Communication power. OUP Oxford.
Cavusgil, S. T. and et. al., 2014. International business. Pearson Australia.
Crews, T. B. and Stitt-Gohdes, W. L., 2012. Incorporating Facebook and Twitter in a service-
learning project in a business communication course. Business Communication
Quarterly. 75(1). pp.76-79.
Daim, T. U. and et. al., 2012. Exploring the communication breakdown in global virtual teams.
International Journal of Project Management. 30(2). pp.199-212.
Gardner, H. E. and Laskin, E., 2011. Leading minds: An anatomy of leadership. Basic Books.
Hansen, A., 2011. Communication, media and environment: Towards reconnecting research on
the production, content and social implications of environmental communication.
International Communication Gazette. 73(1-2). pp.7-25.
Hsu, J. S. C. and et. al., 2012. The impact of transactive memory systems on IS development
teams' coordination, communication, and performance. International Journal of Project
Management. 30(3). pp.329-340.
Li, J. F. and Peng, J., 2011. Task scheduling algorithm based on improved genetic algorithm in
cloud computing environment. Jisuanji Yingyong/ Journal of Computer Applications.
31(1). pp.184-186.
Li, Q. and et. al., 2011. Towards the business–information technology alignment in cloud
computing environment: anapproach based on collaboration points and agents.
International Journal of Computer Integrated Manufacturing. 24(11). pp.1038-1057.
Rose, S., Hair, N. and Clark, M., 2011. Online customer experience: A review of the business‐to‐
consumer online purchase context. International Journal of Management Reviews.
13(1). pp.24-39.
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