Effective Communication Skills and Methods

This assignment discusses the significance of effective communication in business, covering various forms of communication, models, technology, systems, and principles. It also highlights the need for individuals with good communication skills in business and provides a sample letter showcasing effective communication.

Communication Skills For
Business

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1 – Theory of Communication.............................................................................................1
1. Communication models and system used in business.............................................................1
2. Communication methods and technology in business............................................................3
3. Principles of communication ..................................................................................................4
TASK 2 – Oral communication ...................................................................................................5
TASK 3 – Communication In Writing.............................................................................................6
CONCLUSION................................................................................................................................8
REFERENCES ...............................................................................................................................9

INTRODUCTION
Communication simply refers to transferring information from one end to the other end
in this process two entities are involved where one is the sender and another one is the receiver.
The communication is effective when both parties are equally participates in the process because
the sender's information is well understanding for the receiver and after fetching the
information the receiver can respond the sender. This assignment is focused on the different
method of the communication along with benefits of formal and informal communication. It also
comprises the use of technology, principles and effective barriers of communication. The oral
and writing communication is also focused in this report.
TASK 1 – Theory of Communication
1. Communication models and system used in business
Communication models - The communication theorists developed several types of
models some of them are mentioned below -
Aristotle’s Persuasion Model: Aristotle a world famous Greek philosopher who give his
theories on various subjects and popularly known a for 'Aristotle’s Persuasion Model'. According
to Aristotle’s there is no scope on the receiver side to respond when a speaker delivers a
message. For an example, when a teacher giving a lecture to the students then the students can
get the speech but they can't give their response. It can be see as when a politician is addressing a
speech to the crowd then the gathering only receives the words and but at time they don't have a
media to give their response. This kind of style is included in Aristotle’s Persuasion Model. In
this model there are the three entities of business communication process but the end receiver is
neglected to respond that's why it is one sided communication process in business where the
leader can deliver a message to the employees and the employees does not have a medium to
revert back.
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Circular Model of Communication: In real manner business communication is a two
way process where a sender sends a message and after retrieving a message a receiver on the
other side process the response in feedback back to the sender. This is effective only when the
receiver react to the received information and sends the feedback to the sender. Two way
communication model is effective cause it connects both the sides. In an organization when a
leader generates a message to the other end and after that the receiver sends a feedback to the
first end again this two way communication is effective in business organization.
Communication system of business : The communication system enables successful
transmission of the thoughts among the individuals. A person who generates the information is
known as encoder as the first end encodes the information at origin and then sends to the the
other end and this message passes through a medium or path that make it available to the second
end of the communication that is the receiver or recipient of the information. This flow of the
information from the sender to receiver takes place among the end points because of the
communication system. There are various kind of communication system that makes a smooth
flow of information between two parties such as :
Duplex communications system : Duplex communication system is also known as full
duplex cause it based on two way process as the sender sends a signals and after that the receiver
gives the feedback in response. Both the parties can communicate at the same time without any
delay in the signals.
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Half Duplex Communication System : In half duplex both the parties cannot be active
at the same time. Once the sender stop sending signals then only the receiver can send the
feedback in response.
2. Communication methods and technology in business.
There are various communication methods and technology that transmits and share the
information among two persons. There rare different methods of the communication like :
Verbal Communication : Verbal communication refers to the words to deliver an
effective information. The transmission can channels can be one to one or it can be telephonic
conversation. The person can share their thoughts and ideas while meeting to another person face
to face or through email and telephonic communication.
Non Verbal Communication : Non verbal communication expresses an individual
thoughts and feelings without uttering a single word. Like one would like to express their feeling
through hugging, patting on the back. It communicate through facial expressions, gestures and
eye contact.
Written Communication: Written communication refers to a record of information that
can be used in future. It is the most trustworthy way to communicate that cannot be altered y the
third party. It has an importance for the business cause it keeps a documented record in order to
justify others.
Visual Communication: Visual communication can be define as the creative process to
share the information through pictures, graphs. It aid to help the audience to get information in
most understanding manner through displaying objects, models, graphs, maps, tables,
photographs.
Electronic Communication : Electronic communication can be refer to the email,
internet and communicating through social media websites, chat rooms, news groups, etc.
Formal and informal communication
There are various kind of benefits of formal and informal communication that are
discussed below -
Formal communication
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 The formal communication increase overall efficiency of the predetermine rules.
 It is easy communication system cause the top level management and the employees can
transfer their information.
 It is a permanent record as the formal messages are preserved in the organization system.
Informal communication
 If there is any kind of problem between the workers and the employees that can be solved
through information system and it makes good relationships among the employees and
the management.
 Informal communication is more flexible then than formal communication because it is
free from formalities.
Technologies for communication
There are various kinds of technologies that impacts on the communication and transmits
the information in real time smoothly. There are so many channels that transmits the information
among participants. The persons can transmit their information through e mail, mobile phones,
video conferencing, video chats, social media websites, etc.
Social interaction with consumers: A business can directly connect with its customers
through social media platform it will help them to know the states in market. The customer can
easily share their views about the products and business can improve that to meet the cusotmer's
demand.
Use of digital networks : Everything is digitalized the phones and printers too. Now the
satellites are involved in the transmission to communicate anywhere in the world.
3. Principles of communication
The principles of communication are as follows -
Principle of clarity – The message should be clearly stated that canbe understand by
others.
Principle of feedback – The principle of feedback specifies that a message which is
received by the recipient is understood.
Principle of adequacy – The information should be adequate and complete in all aspects.
Barriers of communication
The barriers of communication as follows:
Physical Barriers – The physical barrier can be refer as the geographic distance between
the sender and the receiver.
Attitudinal Barriers – This refers to the behaviours of the people who are
communicating. Attitudinal barriers the prevents people from establishing the communication.
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TASK 2 – Oral communication
Oral communication is referred to the exchanging information verbally (Kurtz, Draper
and Silverman, 2016). Oral communication includes
 Face to face conversation
 Group discussions
 Counselling,
 Interview
 Radio
 Television
 Telephone calls etc.
There are some formal oral communications also exists such as :
 Presentations at business meetings
 Commencement speeches given at a graduation ceremony
A conservation between the customer and me to convince them as follows -
Me : Greetings sir! How may I help you?
Customer : I purchased a product from you and you promised me to deliver the product on time
but you did not comply on your words.
Me : My apologies for the inconvenience but we are going through some technical issues that'
why we could not deliver the purchased order.
Customer : But you you should inform us, that you are unable to deliver the product.
Me : You are right sir but we tried our best but somehow we failed to send the delivery of the
product on time (Certo, 2018).
Customer : First of all it not an excuse that you are making but if you are saying so then you can
loose a customer.
Me : Pardon me please! But you can trust us, this time we will not disappoint you and we will
serve out best as it is our main motive.
Customer : If you insists then its fine. But be sure this time be cautious.
Me : Of course sir, we will do our best. Thanks for your support.
The above conservation states that the oral communication is effective to convince the
customer. It is always impactful because it share the point view on time when it is generated and
face to face communication (Rosemann and Brocke, 2015).
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TASK 3 – Communication In Writing
Written communication involves any kind of information that uses written words.
Writing communication is essential in the modern world to encourage conversation between the
employees and the top level management. In fact, written communication is base of the
developing business cause there are so many information that needed to be transfer in written to
give as an order or transferring the information to others. There are various advantages of written
communication such as:
 There is no need of personal contact to the individual.
 It saves money to call because people can save money through send email.
 There is always written proof that can be use in disputes.
There are so many forms of written communication in business operations that are as follows:
 Reports
 Job description
 Email
 Instant messages
 Letters
 Faxes
 Brochures and so on.
The business use email to communicate and the format is given below:
From: [e-mail]
To: hr_micro.org
Subject: Application regarding HR post
Respected Sir,
I am working on the Human Resource Manager's designation from past 2 years and
now I am looking for the new opportunities where I can explore more. It will be an honour for
me to work with you. Please give me chance to work with you so I can learn new things and be
able to explore the opportunities (Hashim, 2015).
Thanks
Johnson
CURRICULUM VITAE :
CURRICULUM VITAE
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Name:
Address:
Contact Number:
Email Address:
Career Objective:
I am seeking for the opportunities where I can grow with the organization and develop the new
skills (Stokoe, 2014).
Educational Qualification:
 Graduate with 85% from University of Texas, United States of America MBA with Human Resource Management with 94% from University of Texas, United
States of America (Royle and Laing, 2014).
Other Skills: Certified in Robotics.
Experience: 3 years of experience of HR manager in at Intel Corp.
Personal Skill/Knowledge:
 Ability to work under pressure.
 Energetic
 Honest
 Loyal. Strong communication skills
Personal Profile:
 Father's name-
 Date of Birth-
 Religion-
 Marital Status-
 Nationality- Hobbies -
Declaration:
I hereby declare, that all the information given above is truly related to me and trustworthy
(Schermerhorn and et. al., 2014).
Date:
Place:
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LETTER :
B- 105, South Hall, London, UK
14June, 2018
To,
Mr. Stephen
London, UK
Sir,
I am Johnson and I am looking a for a new job in HR field. I am experienced in the relevant
field for 3 years in the Intel Corp. I have completed my graduation and MBA from the
University of Texas, USA. After that I have joined the job and now I wanted to explore
(Bedwell, Fiore and Salas, 2014).
Thank you.
Yours Sincerely,
Johnson
CONCLUSION
Everyone establishes a effective communication cause that is the only way to share the
information and businesses are also seeks for an individual who is good in communication skills.
The report is about the communication skills that includes the various forms of communication,
models, technology, systems and principles of effective communication.
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REFERENCES
Books and Journals
Kurtz, S., Draper, J. and Silverman, J., 2016. Teaching and learning communication skills in
medicine. CRC press.
Certo, S.C., 2018. Supervision: Concepts and skill-building. McGraw-Hill Education.
Rosemann, M. and vom Brocke, J., 2015. The six core elements of business process
management. In Handbook on business process management 1 (pp. 105-122). Springer
Berlin Heidelberg.
Hashim, J., 2015. Information communication technology (ICT) adoption among SME owners in
Malaysia. International Journal of Business and Information. 2(2).
Stokoe, E., 2014. The Conversation Analytic Role-play Method (CARM): A method for training
communication skills as an alternative to simulated role-play. Research on Language and
Social Interaction. 47(3). pp.255-265.
Schermerhorn, J., and et. al., 2014. Management: Foundations and Applications (2nd Asia-
Pacific Edition). John Wiley & Sons.
Royle, J. and Laing, A., 2014. The digital marketing skills gap: Developing a Digital Marketer
Model for the communication industries. International Journal of Information
Management. 34(2). pp.65-73.
Bedwell, W.L., Fiore, S.M. and Salas, E., 2014. Developing the future workforce: An approach
for integrating interpersonal skills into the MBA classroom. Academy of Management
Learning & Education. 13(2). pp.171-186.
Hesselbarth, C. and Schaltegger, S., 2014. Educating change agents for sustainability–learnings
from the first sustainability management master of business administration. Journal of
cleaner production. 62. pp.24-36.
Moss, B., 2017. Communication skills in health and social care. Sage.
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