Effective Communication in Business and Negotiations

This report emphasizes the importance of effective communication in business and negotiations. It highlights the need to present oneself formally and speak professionally when communicating with customers or stakeholders. The report also touches on the use of digital communication tools such as Facebook and Twitter in a service-learning project, and the impact of transactive memory systems on IS development teams' coordination and performance. Overall, effective communication is crucial for achieving business goals and ensuring sustainable development.

COMMUNICATION IN
BUSINESS ENVIRONMENT

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

INTRODUCTION
Communication is simply act of transferring information from one place to another.
Business communication is information sharing between people within and outside an
organization that is performed for the commercial benefit of the organization. It can also be
defined as relaying of information within a business by its people (Cavusgil and et. al., 2014).
Under this given report discuss about the effectiveness of the different systems of
communication. Communication media which are appropriate to audiences and also information
to be communicated will be discusses under this given report.
TASK 1
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 performance of the company, i.e. consumers, regulators, investors, suppliers,
etc. The communications of these groups differ and have different objectives. Effective internal
and external communications are key factors that contribute to successful projects (Castells,
2013). Internal communication has the objective of informing employees of developments that
are influencing their organization, particularly the projects that they are collectively involved
with. external communication becomes extremely important as well, particularly if the project is
a controversial one.
1.2
Communication is a key element to business success both internally and externally.
Berlo’s Model (1960) further alters Shannon and Weaver’s model – stressing relationship
between the sender and receiver of messages by highlighting communication skills and
perceptions which allow people to encode and decode messages as they do.
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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1.3
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
Face-to-face- Meeting external stakeholders is an important way to create a relationship
with important business relations (Crews and Stitt-Gohdes, 2012). 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 feedback.
1.5
Business communications are important to the impressions made between internal and
external stakeholders as well as the messages expressed.
 Proper grammar, punctuation and spelling ensure your reader will have an easy time
reading your communication, making communication more efficient (Daim and et. al.,
2012).
 When a document has factual errors, readers tend to distrust the entire thing. Perceived
unreliability could have a negative impact on your reputation, and thus your standing
within your organisation.
1.6
When planning and structuring different communication media it is important to consider
how 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
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–only relevant and necessary information included within emails or conversations. Other
considerations include the formality of language choices involved in portraying ideas, i.e.
conversations with clients, and the desired outcome of communication (Gardner and Laskin,
2011). Planning and structuring communication is key to increasing the likelihood the receiver
will understand the intended message.
1.7
There are many barriers to communication overcoming them is important to ensure
successful business communications. These barriers are:
Understanding- There are many reasons that a receiver may find it difficult to understand
message. 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
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. 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. 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 (Hansen, 2011). Using open body language in
meetings with clients/candidates is important as it helps to portray an honest and friendly
message something key to creating foundations for a good business relationship.
1.9
There are many proof-reading techniques used in business: key examples include peer
review, software review, and self-evaluation. During my role, I commit many emails to
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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
Communication serves five major purposes: to inform, to express feelings, to imagine, to
influence, and to meet social expectations (Hsu and et. al., 2012). Each of these purposes is
reflected in a form of communication. Collecting 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.
2.2
The methods or tools in which information can be exchanged and communication can be
facilitated.
 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 (Li and Peng, 2011).
 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.
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.
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Formal language- Language designed for use in situations in which natural language is
unsuitable. It also depends on the words and tone you use. In formal writing, your language
should have proper syntax, vocabulary and grammar.
Colloquial language- It is similar, and refers to the language we use to communicate
with family and close friends. Colloquial language includes slang and dialect.
2.4
Communication is a process of exchanging information, ideas, thoughts, feelings and
emotions through speech, signals, writing, or behaviour (Li and et. al., 2011). The language that
we use should be easily understandable, accurate and tactful.
Every type of message—complaints, minutes and grievances, to name a few—demands different
levels of tact.
Particularly when writing something critical, always try to address the organisation or group
generally rather than making it personal.
Start with positive points before negative ones, so that the receiver isn't put on the defensive
right away.
While writing, avoid using bold or all-capital letters. This comes across as hostile in written
communication.
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.
Every audience is varied
If you want to maximize the effectiveness of your communication with various audiences, be
aware of the different approaches (Rose, Hair and Clark, 2011).
Know your crowd: In business, you'll speak with a wide range of individuals in a wide
range of ways. These may include: advertising, staff gatherings, consumers and provider
gatherings.
2.6
When organising, structuring and presenting written information we have to bear in mind
the following. Prepare all the documents for presentation depending on what has to be delivered.
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Keep documents in the correct order, so that the communication goes in a proper flow without
any confusions and errors.
2.7
Always allow additional time for these blocks to ensure that should there be problems or
delays along the way, that you can still get the work done. Set a due date plan Break your work
up into obstructs over a predefined day and age (Weber and Marley, 2012). 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.
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. letter, the
information needs to be relevant, accurate and be presented professionally (Weck and Ivanova,
2013). 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.
3.2
"Communication has not taken place until person(s) being communicated with has
understood message as sender intended." In other words, an appropriate choice of language for
your audience is required (Daim and et. al., 2012). The communication should be at pitch data
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 office.
3.3
When you are trying to reinforce messages, your body language and tone of voice will
help this. 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.
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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. I wouldn’t use
a closed question during the mid flow of a conversation as it can end a conversation quickly and
build an awkward atmosphere. Using questioning technique is a positive way of engaging the
recipient as you are enquiring their input building a positive response from them. Skilful
questioning can be matched with active listening from yourself so you are both engaging what
the other is saying.
3.5
It is important that we confirm that what we have been communicating has been
understood (Hansen, 2011). 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. When speaking to a customer it is important that you
are following your companies’ policies and standards (Hsu and et. al., 2012). For example,
present yourself formally and speaking formally as well. This presents yourself and your
company as being professional to your client.
CONCLUSION
From above report, it has been concluded that it is crucial to communicate effectively in
negotiations to ensure you achieve your goals. Communication is also important within the
business. 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 & 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.
Weber, J. and Marley, K. A., 2012. In search of stakeholder salience: Exploring corporate social
and sustainability reports. Business & Society. 51(4). pp.626-649.
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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