Importance of Effective Communication in Business

The provided report discusses various methods of conducting communication in a business organization, such as written form, verbal, electronic means, and non-verbal communication. It further stresses the importance of oral communication, which involves the exchange of ideas and message content to attain ultimate business objectives. The assignment includes examples of letter formats, CVs, and emails that convey specific information related to job opportunities.

Communication Skills for
Business

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Theory of Communication..........................................................................................................1
TASK 2............................................................................................................................................6
Oral communication....................................................................................................................6
TASK 3............................................................................................................................................7
1. A Letter...................................................................................................................................7
CV...............................................................................................................................................7
Email:..........................................................................................................................................8
CONCLUSION................................................................................................................................8
REFRENCES...................................................................................................................................8

INTRODUCTION
Communication may be defined as the process of transferring informations from one
person to another. It is an essential for ever successful organisation which support in maintaining
relationship among people and interact properly with them so that goals or objectives can be
achieved in an effective manner. This is necessary skills for each individual so that they can able
to shares ideas, information, experiences and guidelines to another persons for the purpose of
attaining success. There are defined various types of techniques for communicating with other
such as verbal, non verbal, written and visual etc. in the business organisation, manager requires
various kinds of skills regarding communication such as oral, written, non verbal, and many
others so that they can provide proper informations and communicate with other people for
achieving particular goals or objectives in an effective manner. This report will helps in
analysing importance of communication skills within the firm. It will undertake theories, models,
methods and systems of communication. This will also define oral and written communication
through role play, CV and Email.
TASK 1
(Covered in PPT)
Theory of Communication
In this defined various kinds of theories or models which undertake by organisation for
the purpose of passing informations to the another person. They communicate with each or every
individual regarding necessary information such as business strategies, adoptions of changes,
new tools or techniques so that they will be aware of such kinds of changes. Every firm try to
make better decisions regarding adoption of new better communication process so that better
relationship can be maintained and managed. It also support maintaining the harmony system
with an appropriate manner. Communication can be consider as the skills or ability for
conveying messages as well as necessary informations to the people in that manner which
interpreted same by the receiver. It can be understood by taking these models or systems in the
business such as:
Communication models:
In this included various descriptions regarding systems which is beneficial for defining
the systems that helps in identifying that how it can be work in well manner. The
1

communications model may be concern with set of variables which is beneficial in representing
the system process in an appropriate ways. In this consider the graphical representation of
informations which describe business decisions and its functions or operations so that every
employees will be aware regarding these information and know that what is going on in a
company. In this requires various components and parties such as sender, receiver and messages.
In this, sender send messages to the receiver for providing necessary informations so that they
can respond regrading such information and give feedbacks that can be positive and negative as
per the situations. Some models are defined here such as:
Shanon and Weaver's information theory model: this model is very effective and
beneficial which helps in providing adequate informations as it elaborate a particular procedures
that starts from sender's mind. They send the message to receiver by moulding their ideas,
opinion, thoughts, concepts and many things into a messages which are to be sent. There is
requires various aspects for passing informations such as media, channels and medium so that
receiver can receives that in their brain. In this process, receiver sent back feedback and reactions
through utilising several sources. The most important aspect is transmitter which helps in
converting messages into perceivable signal in well manner such as:
This is best model as many of firms undertake for better communication process as it
support in providing proper informations and communicate with every individual. It is
comprehensive communication model which is effective in providing information and in this
included feedbacks that related with modern business.
The Modern Model of Communication: For the successful business organisation, it is
necessary to adopt bests method of communications for passing necessary informations within
2

the firm. It is an essential for every business for communicating with those people who are
related or associated with organisation. It is very important for developing firm so many of
organisations are spending lots of funds, time and efforts for the purpose of selecting best
communication method and make it more comprehensive as well as conceivable by using tools
or elements. There are define modern model including new items, components which get from
Shanon and weaver's informations theory such as:
As per this model, a sender and receiver playing important role in this communication
process. It describing that message and media is also very necessary for providing informations
as they are communication tools in which included encoding, decoding and feedbacks etc. the
noise element can create barriers while communicating with others.
Types of communication systems:
 PBX Phone System: It is related with private telephones line which is using for passing
information within the company. This is an essential for the business communications
because sender and receiver can share information at same time.
 Voice over internet protocols: This system is define about landline phones which is
beneficial in transmitting the calls or provide information to the another persons. It is
very helpful components which can be possible through digital connections and
combination of traditional styles for sending the messages.
 Radio communication systems: It describe the information and messages which flow by
using appropriate method or mode such as radio. It is best transmitter which depends in
antenna. The signals which produced by the radio known as carriers waves.
3

 Duplex communication system: There are two major equipment that communicate in
both direction so there is possibility to provide information by two way communication.
 Tactical communication system: In this consider the changing environment as well as
various situations for providing information to the people.
Communication methods and technology in businesses:
In this consider various communications methods that use for providing information.
Many of companies use several tools or techniques for passing information and convey message
to other parties. The important methods are oral and written as individual can communicate by
speaking and writing so that they can convey message in more efficient manner. Here are several
methods of communication such as:
Written communication: This is the best method for interacting with other person by
using written method. It helps in recognize and maintain the records so that communication skills
can be developed. This is a written document which helps in providing appropriate information
to the receiver.
Verbal communication: This is another important method which has done through
vocally. Individual share information and convey the message by a speech. It consist two ways
of communications such as oral and written.
Non-verbal: In this included various signs or symbols and provide information without
speaking and writing. It included various aspects such as signals, body languages, postures and
color etc.
Visual communication: It is another communication method of conveying information
by undertaking some factors such as designs, drawing, symbols or signs and many more.
Formal communication: In this defined several types of channels for proper
communication which is beneficial in passing information. It involves several rules or
regulations, policy and regulation of the firm.
Benefits of formal communications:
 Increase efficiency: Every organization can create their climate more effective and
positive with the help of formal communication. It support in enhancing work
productivity.
 Documentation and record systems: This is also best method in providing proper
information by keeping records and proper documentation as well.
4

Drawbacks: Time consuming: Formal communication method is very effective but it takes more time
as it can be said that this method is time consuming techniques for conveying information
regarding business.
 Lack of initiations: This can be create barriers if individual not perform their task as well
as duties within the firm.
Informal communication: This can be consider as unofficial and casual form of
communication in which individual exchange the information between sender and receiver at
same time. They do not undertake such things for communication process like formalities,
official rules and system.
Benefits of informal communication: Interpret: This method is generally use by top level of management and employees also
take part in making decision as well as any discussions.
 Grievance handling: It is helpful aspect which support in handling various kinds of
disputes or conflicts among employees because of better interaction.
Drawback: Spread rumor: The information can be misused by rumoring of data among people.
 Misunderstanding: Employees can get such things in another manner that create
negativity of particular information.
Various types of technology in business communication:
In this defined several types of communication systems which make easy to communicate
with various kinds of people such as mobile applications, internet , computer software and many
others. Internet: It is best source for providing information within limited time period. It is
very adequate and quick procedures for sharing information at anytime.
 Mobile devices: It is another device that helps in stay connect with every individual.
Making communication effective Principles of simplicity: It is the major duty of sender that to make message more easy or
reliable so that receiver can get it in more efficient manner. Clarity: Sender has to make such message more clear and effective to communicate with
others.
5

 Attentiveness: receiver must be attentiveness in listening various things for understanding
better.
Barriers of effective communication:
 The barriers can be occur in communication such as jargon in words.
 lack of communication skills can create barriers in speaking and listening.
TASK 2
Oral communication
In this process, communications is being done through word of mouth as sender transfer
information by speaking with receiver. In this included seminars, conferences, group discussion
and meeting etc. For example:
 Interviewer (Customer): Why my products are not delivered yet. I will not take your
services from the next time.
 I (Sales person): I apologize that you disappointed because of us. I will try to find the
reason behind it
 Customer: your are irresponsible because you do not care about customers so I am not
interested for being with your products.
 Sales person: I am very sorry, this delay has been happened due to misinformation and
misunderstanding. Actually your ordered has been dispatched and transferred to another
wrong address.
 Customers: It is not my fault I gave you my right address..!!!
 Sales person: We are sorry for this major mistake so now I will give you these products
at less prices and delivery charges also will be not taken. Please accept your order.
 Customer: Then okay. I am ready to accept this. Thank you.
 Sales person: For further query, you can ask me. Please take my visiting card. Thank
you.
TASK 3
1. A Letter
ABC company,
27 Near Big Ban, Old Street,
6

London
XC 1N 3 AY
UK
This is to inform you that I am interested for getting this job as per the matched criteria or
eligibility. My qualification are BBA and MBA from HR field. I had worked at XY firm and I
have 2 year experience.
Yours Sincerely,
Petter Parker
CV
Curriculum Vitae (CV)
Name:
Address:
Objectives: To utilise my managerial skills and human resource skills for getting organisational
success and increase growth.
Qualification:
MBA with specialisation in HR field.
Experience:
0-2 year experience
Personal skills:
Good communication skills
Managing people
Customer relationship management
Leadership qualities
Declaration:
I hear by declare that the above information is true as per my experience and knowledge.
Email:
Date:- 14/ 06/ 18
To:-
CC:-
7

BCC:-
Subject:- Interview information for Human Resource Executive
Dear Mr. / Ms.
This is the good news for you that you have been shortlisted for HR executive post as
per your matching profile. Your criteria has matched with this position so we are inviting you
for an interview that will held on 18/06/18. for the further details, you can contact us or log on
to our official website for getting information. We hope for your bright future.
Regards
HR manager, ABC company
Mobile no:
CONCLUSION
It has been concluded that communication must be conducted in effective way so that
business transactions could be performed in corrective way. The report highlights the various
methods through which communication can be conducted in business organisation like, written
form, verbal, electronic means, non verbal etc. apart from it, there is importance of oral
communication in which exchange of ideas, message content take place so that ultimate
objective could be attained. The format of letter, CV, e-mails are also included in assignment that
deliver particular information related to job.
8

REFRENCES
Books and Journals
Certo, S.C., 2018. Supervision: Concepts and skill-building. McGraw-Hill Education.
Beebe, S.A. and Mottet, T.P., 2013. Business and professional communication: Principles and
skills for leadership. Pearson.
Mishra, K., 2014. Employability skills that recruiters demand. IUP Journal of Soft Skills. 8(3).
p.50.
Aarikka-Stenroos, L. and Jaakkola, E., 2012. Value co-creation in knowledge intensive business
services: A dyadic perspective on the joint problem solving process. Industrial
marketing management. 41(1). pp.15-26.
Storbacka, K., 2011. A solution business model: Capabilities and management practices for
integrated solutions. Industrial Marketing Management. 40(5). pp.699-711.
Azevedo, A., Apfelthaler, G. and Hurst, D., 2012. Competency development in business
graduates: An industry-driven approach for examining the alignment of undergraduate
business education with industry requirements. The International Journal of
Management Education. 10(1). pp.12-28.
Tymon, A., 2013. The student perspective on employability. Studies in higher education. 38(6).
pp.841-856.
Saavedra, A.R. and Opfer, V.D., 2012. Learning 21st-century skills requires 21st-century
teaching. Phi Delta Kappan. 94(2). pp.8-13.
Barratt, C., Hanlon, D. and Rankin, M., 2011. Assessing the success of a discipline-based
communication skills development and enhancement program in a graduate accounting
course. Higher Education Research & Development. 30(6). pp.681-695.
Street, R.L. and De Haes, H.C., 2013. Designing a curriculum for communication skills training
from a theory and evidence-based perspective. Patient education and counseling. 93(1).
pp.27-33.
9