Communication Skills for Business: A Comprehensive Guide

This report delves into the multifaceted aspects of communication, exploring its theoretical foundations, practical applications, and the role of technology in modern business. It examines various models and systems of communication, analyzes different communication styles and methods, and highlights the importance of effective oral and written communication. The report also discusses the challenges of communicating with individuals with complex needs and explores the use of technology and visual aids to enhance communication effectiveness.

Communication Skills for Business

Table of Contents
Introduction......................................................................................................................................2
Task 1- Theory of communication..................................................................................................3
Task 2 – Oral communication........................................................................................................18
Oral presentation........................................................................................................................20
Task 3 – Communication in writing..............................................................................................26
Formal report..............................................................................................................................26
Letter..........................................................................................................................................31
CV..............................................................................................................................................32
Appropriate technology and supporting graphs, diagrams and/or artwork to support complex
communication...........................................................................................................................34
Conclusion.....................................................................................................................................37
References......................................................................................................................................38

Introduction
This report discusses the various aspects of communication. It is fragmented into three tasks. The
task first analyses the theory of communication in which it evaluates the models and systems in
the organisations. It also accesses the different process and technology that can be used in the
business. There are certain barriers that lead to the ineffective communication. Task two
discusses the skills of communication and how the individuals communicate with other people.
Third task analyse the report in which it includes the different methods and styles of
communication. It also analyses the various technology that supports the communication. For
effective skills of communication, they also use different modes such as email, face book etc.

Task 1- Theory of communication

The above slide depicts the theory of communication. It elaborates on the different models and
systems of communication. It also helps to understand the difference between formal and
informal communication. Various types of technology can be used for communication. Different
principles of effective communication can be used. It also analyses the barriers to the effective
communication.

The above slides denote the models of communication. Communication is the process of sending
and receiving the information and messages. Models help to understand the process of
communication. There are different models of communication. It includes Aristotle’s persuasion
model which consists of three elements that are the sender, message, and receiver(Harris and
Sherblom, 2018).

The above slide determines the model of Newcomb’s interpersonal communication. This model
is recognized as the simplest model. In this model, there are three parties to the process of
communication. The third party interferes or manipulates the process of communications.

The above slides determine the systems of communication. The systems of communications can
be in form of formal and informal communication. It can be in written, verbal, and electronic.
The systems of communication allow the business to perform the communication in an effective
manner. The email and telephone is recognized as the basic form of communication.

The above slide identifies the types of communication methods. It includes the written
communication that involves the interaction in form of written words. The written
communication develops the skills which include the memos, emails, reports etc.

The above slide determines the verbal communication which is recognized as the oral
communication. The information and data can be shared between the individuals and groups.
Sender gives feelings, thoughts in form of discussions, speeches. Non-verbal communication
includes the body language and shares the information with wordless cues (Loh, 2018).

The above slide depicts the visual and electronic modes of communication. It is the conveyance
of information and ideas that can be visualized. It consists of advertising, graphics , signs etc.
Electronic modes are the modes in which information can be shared through the social media,
Email, face book etc.

The above slide determines the benefits of formal and informal communication. Formal
communication is the verbal presentation that conforms the process, rules and standards.
Through this formal communication, the organization leads to the systematic working. They also
attain the objectives and there will be better coordination of activities.

The above slide discusses the meaning of informal communication. It is the communication that
creates the informal structure and information can be transmitted in different ways. Through
informal communication the organization fulfills the social and community needs. It also helps
them in the process of fast communication. The members of organization can receive the correct
feedback from others.

The above slide depicts the types of technology that can be used by the organizations. It includes
the software, internet, mobile devices. With the help of software, the organizations can take calls
via internet. Internet helps the employees and customers to connect throughout the world.
Devices helps to remain connected and in touch (Downey and Bedard, 2018).

The above slides depict the principles of communication. If an individual follows these
principles then there will be effective communication. The principle of clarity denotes that the
communication should be clear and reliable. The principle of accuracy depicts that the
communication should be accurate and in a true manner. Principle of feedback states that after
receiving the communication the receiver should give feedback.

The above slide discusses the barriers to the communication. If there is lack of interest between
the parties then there will be no effective communication. The barriers can occur through the
language problem and culture among the parties. If there is any difficulty of a hearing problem
then the party can't communicate in a better way.

From the above slide, it can be determined that the communication plays a significant role in the
organizations. There are different methods through which communication can be done. There are
certain rules and principles of communication that leads to the effective communication.

Task 2 – Oral communication
Communication: It is the act of conveying the intended messages from one group to another
group with different rules and signs. It involves the sender and receiver who convey the
information through the channel of communication.
Communication skills: The skills are the capability to shares the feelings and ideas effectively.
There are different types of skills, these are discussed below:
Listening: The individuals should have the skill of listening, it can listen twice or more than that.
It is necessary for the employee to listen and understand the language of employer. If the
employees do not listen to their manager then they can’t understand the task which was provided
to them.
Non-verbal communication: The individual should have the skills of transmitting information
through gestures, words, signs etc. It can be in form of facial expressions, eye-contact
etc(Nathan, 2017).
Clarifying and summarising: The individual should have the skills of clarifying the problems
and doubts in business and also summarise the activities to work better. With these skills the
employee can easily perform their work within effective and efficient time period(Dabbagh and
Kitsantas, 2012).
Providing feedback: It is recognized as the effective skills of communication. The individual
should provide feedback to their managers about the activity.
Communicate with different people: It can be recognised that there are different ways to
communicate with people. These are:
Trustworthy and honest: The individuals should be honest and trustworthy at the time of
communication. If they remain honest then they can give true and reliable information to other
people.

Don’t go speedily: If individual communicates in speed manner then the information can’t be
known to the other people, it creates the problem or difficulty for the other people. So to
communicate effectively the parties should be slow and clear.
Adapt your ideas to others: The party should set the image in mind but they are not able to
communicate with others. So the individuals should have techniques to adapt according to the
situations.
Stay in moment: While communicating to others the individuals should take rest or should for a
moment so that the other party can easily understand the information.
Be patient and open-minded: Communication is the difficult process so to provide effective
communication; the individual should remain patient and open-minded. If they should be open-
minded then they communicate ant type of information which is useful for the purpose of
business.
Use gestures: Gestures is the form of non-verbal communication in which they communicate
through actions and communicate through messages. To communicate with other people, the
individuals should use the signs and actions that help in the process of communications.
Channel of communication: The person should use the proper channel of communication to
communicate with other people. If they did not use the proper channel then the information gets
diverted and they are not able to receive the vital information.
Role played by manager
If the customer did not receive the delivery from the company on time then he/she gets frustrated
and that leads to the confusion. Then it is the responsibility of the manager to provide the remedy
to him. They can give listen actively to their problems and provides the solution and also react on
their issues. The manager should be sensitive in their problems and provides them idea and clue.
They also provide them with emotional support towards their issue.

Oral presentation

Task 3 – Communication in writing
Formal report
Introduction
In this task, it analyses the concept of communication. Communication is the method or process
of exchanging information through a different medium. It also helps to analyze the different
styles and methods of communication that helps the parties to exchange their ideas and views in
an easy way.
Appropriate business styles and methods
Methods of communication depict the way of writing and speaking by the sender or listening
from the receiver. There are different methods of communication that can be used by the
managers and that can be in form of oral communication, written communication, nonverbal and
interpersonal communication (Pratesi, 2017).
Style of communication denotes the way in which the individual can exchange and interact
information with others. There are different styles of communication that can be used by the
managers. These are:
 Assertive
 Aggressive
 Passive- aggressive
 Submissive
 Manipulative
Assertive style: Assertive can be termed as the confident and having a strong personality. This
type of communication is born of self-esteem. In this type of style, the individual has confidence
to communicate without any manipulation. It involves the wishes and rights of the individuals. It
is recognized as the effective style(Cooren2012).

Aggressive style: This type of style can be termed as the behavior of destructive and angry and
that can be injurious and aimed at the domination of one person to another. The person who is
aggressive behaves as if needs are essential as they have more rights and contributed towards the
people.
Passive –aggressive style: It is the style in which individuals developed the pattern of avoiding
their feelings and opinions that protect their rights and also identifies their needs. In this type of
style, individuals behave in the resentful and powerless manner and express their feelings by
undermining the object of resentments (Eaves and Leathers, 2017).
Submissive styles: In this the individual allows themselves to control by the other individuals. It
avoids the conflicts between the individuals and also pleases the other people. In this the
individual behaves as if the needs of other individuals are important and they have more rights to
contribute.
Manipulative style: Manipulative communicators are skilled at influencing or selfish for others
to their own advantage. It is cunning in nature and feels obliged to others. In this type of style
individuals feel frustrated, angry and guilty(Feliu and Serra, 2018).

Effective methods of communication
It can be said that communication is the process of exchanging ideas and information through
words or through other means. The company can access to different methods of communication
that can be used internally and externally. The company can use the traditional methods such as
meetings and social media.
Verbal
communica
tion
Written
communica
tion
Oral
communica
tion
Face to face
communica
tion
Non-verbal
communica
tion
Visual
communica
tion

Verbal communication: When the message can be delivered the words can use and made. It can
be through phone or emails etc. The mode of communication is oral and can be in form of
feelings, information’s, support etc.
Importance of verbal communication:
 It helps to disseminate the information to other individuals.
 The problem can be communicated and solution is provided to the parties.
 It maintains the better relations with other people.
Types of verbal communication:
 Speaking face to face communication through the facial expressions, gestures etc.
 Individuals can communicate through video chat services via the internet.
Figure: Verbal communication
Source: Quora.com, 2016
Written communication: In written communication, the individuals can use the paper and pen,
documents, letters, emails to convey the message in company. It includes the reports, memos, job
descriptions, manuals etc. Different written methods of communication consist of

Social media: It includes the face book and that can be used for the aim of communicating
between the departments and employees.
Email: It is a common method of communication that shares the information or data to a number
of employees. It can be defined as the transmission of messages over a different network of
communication. It is the inexpensive and accessible approach(Remington and Pollack, 2016).
Oral communication: It is the method of expressing the ideas and information by words or
mouth. Oral communication can be in form of formal and informal communication. Informal
communication includes the discussions at the time of meetings, telephone conversations.
Formal communications include the classroom lectures, presentations at business meetings. It
also includes the podcasts and voiceover Internet protocol. Different types of communication
activities are one on one speaking, small group, discussions of full class, debate and
deliberations.
Face to face communications: It is not really all the time and describes the social interaction
that can be carried without any mediating technology. It creates the personal connections
between the staff and management. It includes the meetings in which individuals’ use the
technology and they can participate in the discussions although they not present physically.
Nonverbal communication: It is the communication between people through sending and
receiving wordless cues. It consists of body language, physical appearance, actions, and eye –
contact. It involves the conscious and unconscious processes of decoding and encoding.
Visual communication: It is the conveyance of information and ideas that can be visualized. It
is the third method of communication that can be taken with the help of graphic design, signs and
electronic resources. It reinforces the written methods and replaces the written communication
(Argyle, 2017).

Letter
This job interview invitation informs the applicant about the job interview that has been
scheduled
Dear ABC,
Thank you for applying for the vacancy of a human resource manager with XYZ Company in
Melbourne Australia. You are selected for the interview which will be held in our company.
Your interview has been set for June 10, 2018 on 1 pm main street, Melbourne, MN 66189.
Please call me on the below number or drop email me at [e-mail] if there is any
query or requires to reschedule.
Sincerely
PQR

CV
Frankie Dane
Email: [e-mail]
Contact No: 8514725639
Address: Street 14, beach lane, Melbourne
Human resource manager
Personal summary
Areas of expertise
I have a very good track record of hiring and identifying the very best talent across from
different industries. I have an experience of recruiting and working across multiple companies of
Australia and come to you with a long list of checkable and excellent references. Possessing
important human resource management experience.
Academic Qualification
Diploma in human resource administration (2011- 2012)
Birmingham South high school (2008- 2011)
Work experience
Johnsons medical systems, Sydney
Experience of 2 years as HR manager
Skills
 Australia HR policies and Procedures
 Provide transactional HR support across in all respect
 Maintaining employee records
 Setting up disciplinary and grievances meetings
 All employee documentation
 Processing payroll information
 Performance and probation management

 Destroying documents which are no longer needed
 Solve Employee relations issues
Selected Achievements
 Personal development certificate in workplace safety
 Advanced first aid certificate
 Set up and run award winning blog that focuses on employment issues

Appropriate technology and supporting graphs, diagrams and/or artwork to support
complex communication
It is very challenging to work with individuals having complex communication needs. It means
if a person can’t speak doesn’t mean they have nothing to speak. Communicating is more than
expressing the demands and wants, and communication is the primary human need that connects
with other person make decisions which affect the lives, feelings of many connected person.
(Source: legal techdesign.com, 2018)
It is described in the above picture that, complex communication design are divided into two
kinds, such as design for understanding and design for decision making. A design is prepared to
make the conversation easy to interact with one to another. Communication can be increased
with the understanding of topic very clearly, meaning of data and information, use charts and
graphs to make it more attractive and effective to present own views and opinion.
There are number of barriers are faced by the person due to communication and cognitive
challenges. The barriers are attitudinal barriers, low expectations, limited opportunities,
professional training, inadequate adaptations and support tools (Remington and Pollack, 2016).
The communication technologies and methods are adopted by the person and corporate
organisation to make the complex communication easy. The consideration is given towards the
protesting, commenting, greeting, asking, directing, suggesting, telling, choosing etc. Some other

tools to make the communication more easy are, leading gestures, pointing gestures, reaching
gestures, pushing objects, sign language, read words and phrases, using pictures and images to
make the communication and feelings reliable. For example, radio was used in earlier time to
communicate the information to public, after few years to make the communication stronger
Television was launched; it is the advanced version of radio that shows with pictures in audio
and video form (Boichuk, et. al., 2014).
Source: Augsburg University, 2018
Conclusion
From the above task, it can be determined that written communication provides the way for the
individuals. It also includes the technological communication that provides the effective solution
to the parties.

Conclusion
From the above report, it can be concluded that the communication plays a significant role in the
organisation. Communication is the process of exchanging ideas and opinions through the means
of communication. In business the management can communicate through written, verbal, and
non-verbal. The formal and informal mode of communication provides an advantage to the
manager. It also provides the different principles and rules to the effective communication. There
are various methods of technology through the individuals can communicate in effective and
efficient manner. It consists of email, face book, video-conferencing etc. Different skills are
carried out to provide the effective communication. There are various methods and styles that
help to communicate better in organisation.

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 Nathan, G., TouchTunes Music Corp, 2017. Method for the distribution of audio-visual
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