Effective Communication in Business

This assignment analyzes the crucial role of effective communication in diverse business contexts. It emphasizes the significance of utilizing simple language and appropriate body language to ensure comprehension by receivers. The text delves into different communication types and highlights strategies for successful message transmission.

Communicate in
business environment

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1................................................................................................................................................1
1.2................................................................................................................................................1
1.3................................................................................................................................................1
1.4................................................................................................................................................2
1.5................................................................................................................................................2
1.6................................................................................................................................................2
1.7................................................................................................................................................3
1.8................................................................................................................................................3
1.9................................................................................................................................................3
TASK 2............................................................................................................................................3
2.1................................................................................................................................................3
2.2................................................................................................................................................4
2.3................................................................................................................................................5
2.4................................................................................................................................................5
2.5................................................................................................................................................6
2.6................................................................................................................................................6
2.7................................................................................................................................................6
TASK 3............................................................................................................................................7
3.1................................................................................................................................................7
3.2................................................................................................................................................7
3.3................................................................................................................................................7
3.4................................................................................................................................................8
3.5................................................................................................................................................8
3.6................................................................................................................................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Communication is the process of interaction that takes place between two or more people
to convey or share information (Castells, 2013). Studying communication is important because
there is flow of information in organizations, companies, government or non-government offices.
Present report contain about different type of communication.
TASK 1
1.1 Analyse communication models of internal nad external stakeholders
Internal: Communication internally can be less formal due to familiarity between
members of a team if between colleagues. However, it is typically informative in nature, i.e.
regarding sales processes, business requirements etc.
External: In terms of investors, a company would be more honest with figures than it
would with customers i.e. margin profits in order to secure money from individuals. Customers
are to given all documents and company have to disclose internal records so that they have full
knowledge of firm's' thoughts ideas. This helps in maintaining transparency in system.
1.2 Evaluate communication models
Shannon and Weaver Model Of Communication (1948): This is one of the earliest
models of communication and lays out the process of conversation to evidence what could go
wrong from ‘source’ to ‘receiver’ as a message is ‘encoded’ and ‘decoded’ by two people.
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
model the structuring and layout of message plays a crucial part so that client can easily
understand the tone of message either through mail or phone.
1.3 Monitor effectiveness of communication system
Telephone: In work this is one of the most valuable forms of communication as by using
this source it ensures that clients/candidates can understand the messages. Telephone calls have
an ability to structure messages simplistically and employ tone to ensure understanding between
both parties.
Email: Comparatively to telephone calls, email is entirely written, resulting in a lack of
verbal questions and limited understanding of objectives such as personality or attitudes.
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Consequently, smaller questions or details can be missed as a result of the limitation of this
communication method.
1.4 Factors that affect communication media
When deciding which communication media to use it is important to consider what
message you are trying to get across/receive (Cavusgil and et. al., 2014). 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 feedback.
1.5 Importance of using grammar,sentence structure,punctuation,spelling and conventions
Business communications are important to the impressions made between internal and
external stakeholders as well as the messages expressed. A key example of this in the role would
be email communication which is used to describe the role of particular applicant. These emails
must be engaging, as to grab the attention of the reader, structured comprehensibly to include
key information, written in good English including spelling and grammar as to make a good
impression and a clear message for the reader. So message should have proper grammar and
punctuations so that it can be easily understandable to clients.
1.6 Factors in planning and structuring communication media
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 . Relevant data is
included in the emails.
Communications Plan Structure
A project communications plan must be structured. It must include several elements that
need to interact with each other, and it must provide information to all affected users. Factors are
Audience identification
Division of the plan into project phases
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1.7 Ways to remove barriers of communication
Difference in perception: Over the phone and particularly over email it can be difficult to
ensure that the receiver has understood a message,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. It is important to stay open minded, as not to
discriminate, and to ask questions to candidates to ensure understanding, i.e. asking to a party
clarify asking questions such as this makes sure that you will understand views of another party.
1.8 Application of communication theories and body language
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. In work, understand that body language, similarly to tone in a telephone conversation,
is a key aspect to how a message is created. For example, closed body language can suggest that
someone is uncomfortable, nervous, or judgemental whereas, open body language is a good
indication of agreement, honesty, and friendliness, i.e. expressive hand gestures and relaxed
body positioning.
1.9 Explain proof reading techniques for business communication
Below are some proofreading techniques for business communications.
1.Identify your target audience - Writing the document should be inline with the target audiences
in mind, the style of writing, the tone and the language used must be in accordance to the
intended audience. Through this, they can easily reach the audience.
2. Focus on Content and Style – People's intention is only to convey message which minimal
efforts in the shortest span. Avoid using jargons and unnecessary words to keep it readable .
TASK 2
2.1 Purpose and audience of information to be communicated
Objectives – They are -
Generate Awareness
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A company cannot exist for long if no one knows about it. Business communication
broadcasts what and where you are, so that it can increase awareness through advertising and
other sources.
Identify your audience - If there is no knowledge of audience, make list of informal list
so that further research can be done.
Research – In this try any attempt to understand the audience’s needs.
Example Audience can be analysed on basis of demographic basis by knowing their
age,education level,gender etc.
2.2 Choosing an appropriate communication media
To determine the appropriate communication channel, identify the people you want to
communicate with, research how they obtain information, consider the complexity of the
message you want to communicate, calculate the cost of communicating and decide whether you
want the communication to be interactive (Crews and Stitt-Gohdes, 2012). Factors are-
 Identify your target audience.
 Analyse the message you want to communicate.
 Calculate the cost of communicating through the channels you have identified.
 Choose interactive channels
 Work with communications professionals to develop and implement your communication
strategy.
2.3 Information in the format, layout and style that is appropriate to the communication
Businesses commonly use multiple communication formats to reach the widest audience
possible when conveying messages. Each communication format offers advantages or
disadvantages depending on the message being delivered.
 Letters and Memos: 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.
 Online Chat: Chat allows organizations to take advantage of individuals viewing the
company’s website and present a response system consumers can use if they have
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questions regarding the company or its products. businesses may use an online chat link
on their website homepage to connect consumers directly to a customer service
representative.
2.4 Agreed business practices when communicating in written
Written communication allows businesses to communicate developments, expectations
and legalities to employees and contacts in the outside world. While traditional hard copies of
written communication in business are still prevalent, email and online communication has
become increasingly common.
Types: Two main classifications of written communication are in business, according to
My Own Business, a non profit organization that works with entrepreneurs. Internal written
business communication involves employers and employees at all levels of the company.
External written communication involves clients, independent contractors,not working directly
for the company.
Uses: Business letters can help promote the business image by communicating with the
outside world. Memoranda are mainly used by employers and employees to communicate
information about current projects, changes in business procedures or other internal topics.
2.5 Style and content of communication
To determine the appropriate communication channel, identify the people you want to
communicate with, research how they obtain information. The choice of channel is not simple;
for a complex communication program, you may need to work with professionals such as public
relations or marketing communication consultants. Content is -
 Identify your target audience
 Analyse the message you want to communicate.
 Calculate the cost of communicating through the channels you have identified
 Choose interactive channels if you want to obtain feedback or monitor opinions of your
company
 Work with communications professionals to develop and implement your
communication strategy.
2.6 Written communication that are clear, expressed in correct grammar
The purpose of effective written communication is to send a message with the intention
of the recipient understanding the message and responding to it. For example, if a supervisor
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needs to get a profit-and-loss statement to her manager, she may print it out, email it or fax it
with the required information in writing (Gardner and Laskin, 2011). If the purpose of the
written communication is not achieved, the needed information may not be understood, which
can cause the manager to appear to her superior as being unorganized or unable to perform her
duties appropriately.
2.7 Purpose and benefits of meeting deadlines
What can you do to ensure you meet your deadlines?
 Agree to a reasonable deadline.
 Ensure that you are a hundred percent clear on what is expected of you, and the timeline
the project should be completed in.
 If you are working in a team, ensure that everybody in the team, is aware of the deadline,
 Always make sure you are ahead of schedule, work in advance, and give yourself plenty
of time to complete the project.
TASK 3
3.1 The nature, purpose, recipients and intended use of the information to be communicated
Nature of communication can be done in many ways. They are
Oral – When sender orally communicates to target audience then it is known as oral
communication.
Written – It is communicated through letters,Emails in which information is written.
Softwares – It can also be communicated through different software's such as
management information system and decision making system.
Recipient can be senior managers. They are given information regarding statements which
disclose profits so they can create future plans to ascertain next year profits.
3.2 Language that is appropriate for the recipient's needs
Using Appropriate Language at Work
 Use standard English and follow established rules of grammar
 Use a level of formality appropriate for your audience.
 Do not use profanity.
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 Avoid biased or derogatory comments
 Be polite.
3.3 Use body language and tone of voice to reinforce messages
Body language, sometimes called “non-verbal communication,” is an important tool. The
way you communicate through body language can determine your success in everything from
relationships to your career. Up to 93 percent of communication can be non-verbal. Paying closer
attention to the messages you send through body language can help you succeed.
 Use open body language.
 Identify emotional body language.
3.4 Meaning and implications of verbal communication
The sharing of information between individuals by using speech is known as verbal
communication. It has certain implications -
 Can easily understand information – Audience can easily understand information and
they can use them for their purpose. Thus it has positive impact on audience.
 Increase attention – Through information it increases the attention of audience towards
information. Thus audience can easily use it suitable purpose.
 Increases interest – Through communicating the information it increases the interest of
audience and thus they can gain many benefits through relevant information
3.5 Confirmation of understanding of communication by receipient
The assurance of your message being understood begins with the message and the
manner of delivery. Here are some general guidelines for assuring that your message is clearly
communicated. Express your message in clear language. Don’t try to “sugar coat” tough
messages. Don’t try to embellish the message.
3.6 Solution in accordance with organization plans and policies
It is imperative in a leadership role that you communicate effectively. An age old
aphorism goes, “It’s not what you say, but how you say it.” Communication is what separates a
poor leader from an exceptional one. Having effective communication skills is the key to good
leadership. The moment you get the lines of communication open with your team, the process of
carrying out tasks and projects will most likely go by smoothly. Plus you will be surprised how
meeting targets will become a whole lot easier.
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CONCLUSION
From the given information, it can be summarised that communication held in different
type. To make the receiver able to better understand the communication, it is very essential for
sender to use simple language and tight body language.
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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.
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teams' coordination, communication, and performance. International Journal of Project
Management. 30(3). pp.329-340.
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International Journal of Computer Integrated Manufacturing. 24(11). pp.1038-1057.
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Weber, J. and Marley, K. A., 2012. In search of stakeholder salience: Exploring corporate social
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Weck, M. and Ivanova, M., 2013. The importance of cultural adaptation for the trust
development within business relationships. Journal of Business & Industrial Marketing.
28(3). pp.210-220.
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