Effective Communication Process in Businesses

The report highlights the significance of communication process in businesses, which enables firms to interact with stakeholders properly, contributing to their growth and success. Different models, methods, systems, and technology are utilized to make communication more effective. However, various barriers hinder this process, making it essential for managers to eliminate these obstacles for smooth interaction among workforce and consumers.

Communication Skills for
Business

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
Communication systems & models utilized in business.............................................................3
Communication technology and method in business..................................................................5
Making effective communication...............................................................................................6
TASK 2............................................................................................................................................6
TASK 3 ...........................................................................................................................................8
CONCLUSION................................................................................................................................3
REFERENCES ...............................................................................................................................4

INTRODUCTION
Communication refers to the 2 way process which includes a sender & a receiver. It is the
way by which businesses convey important information to their stakeholders. In organisations,
various communication channels are used in order to interact with employees and imparting
information by writing, speaking and other medium (Conrad and Newberry, 2012). The present
assignment includes various models & systems of communication utilized by firms to interact
with their stakeholders. Apart from this, several methods and technology used by organisations
as well as principles and barriers of effective communication is discussed in this report.
TASK 1
Communication systems & models utilized in business
Communication is defined as an act of conveying messages to others. It is the essential
process that is assistive in business success and growth. Firms utilize several models and systems
for the purpose of making communication effective. When communication takes place, sender
encodes message by utilizing preferred medium. Message is decoded by receivers side and then
after data processing, reviews are taken back by using similar mode. Communication model is
the concept which are being used by firm for analysing communication process within
businesses (Robles, 2012). It assists companies to determine how communication process works,
messages received, understand and transmitted by other parties by utilizing this model. Some
models are discussed below:
Shannon's Model:
It is the model which is developed by Shannon which laid down foundation of several
communication models which assists in respective fields.
Illustration 1: Shannon's Model

In this model, sources are the individuals who sends messages by utilizing a particular
channel known as transmitter. It converts that into signals and channels pass on the message to
decoder. During this process, some noise takes place which distracts information and influence
communication flow (Certo, 2018). This results in communication of wrong message to receiver.
It is simplest model that is executed by various firms and is effective at the time when there is
person to person interaction takes place.
Berlo's Model:
The another model of communication is Berlo's model which assists in analysing the
relationship between individuals who send or receive messages. According to this approach, the
message is properly encoded & decoded. When both parties have proper abilities and skills, it is
found that communication will gets effective. There are 4 main components of this models and
each of them has sub component.
Types of communication system:
PBX phone system: In terms of business communication, it is one of the effective tool. It
is a kind of private telephone line utilized within firm and outside lines are used by users in wide
range in order to make external calls.
Voice over internet protocol: It is a alternative system of land line phone. It works by
transmitting phone calls with the assistance of utilizing digital connection which combines
traditional phone call with internet speed. For making international calls, it is utilized with
special features of voice mail & caller ID.
Video Conferencing: In order to conduct meetings, seminars etc. this kind of
communication system is used. It will assists in increasing productivity and at the same time,
reducing travel expenses. Plenty of benefits are there for making an investment in plan of video
conferencing (Hartman and McCambridge, 2011).
Processes used to communicate with stakeholders:
Various processes are used for communication with stakeholders in an effective way.
Informal and formal methods are used by business in order to interact with stakeholders. These
methods are defined below:
Formal communication method:
E-mails: This is the method in which e-mails are sending by an individual to another
person. It allows firm to communicate electronically.

Meeting: The simplest way of communication is meeting which are conducted in
businesses by collecting all the employees or audience.
Conference calls: It is the method which consumes low cost as well as time and assists in
effectively communicating with plenty of people.
Informal communication method:
Hallway conversation: It is the way by which one to one communication is done and it
also needs to clear. It is ensured that no false prediction is made (Verčič, Verčič and Sriramesh,
2014).
Lunch meeting: It is the appropriate method for communicating with others. It assists in
getting ideas and feedbacks.
Communication technology and method in business
It involves changing or communicating information among individuals by utilizing
writing, speech or sign. Various types of communications methods are utilized by business to
communicate with stakeholders. These are discussed below:
Verbal communication: Under this, words are used for delivering information or
message. All the informations are communicated orally and is done by doing face to face
communication with individuals.
Non verbal communication: Wordless messages are the way by which messages are
send and receive. It is considered as a powerful way of exchanging messages.
Written communication: In this type of communication, paper and pen documents,
letters, e-mails, text messages etc. are used (Guffey and Loewy, 2012).
Visual communication: This communication is done by the assistance of visual aids.
Graphics, signs, colour and other resources are used for visual communication.
Type of communication Advantage Disadvantage
Formal communication  Increase overall
efficiency of firm as
well as employees.
 Permanent record is
maintained.
 Wastage of time as
many lines are
followed to
communicate.
 Lack of initiative
Informal communication  Interpretation of  Spread rumour easily.

information is more
easy.
 Current grievance of
employees is disclosed.
 Misunderstanding may
takes place.
Technology used in business communication:
Internet: It is widely used in business communication for communicating with others in
an effective and efficient manner. For reaching customers, websites are used.
Social media: It is the most popular way of communication in present scenario as people
widely use this (Chen, Chiang and Storey, 2012).
Making effective communication
Principles of communication:
Simplicity: It is very essential that message should be simple and like that it will easily be
understandable by others.
Clarity: Message that is going to be communicated must be clear so one can understand it easily
Accuracy: Facts and data considered in communication must be real or accurate. Any chance of
communicating wrong may results in creating conflicts among parties.
Barriers to communication:
 Lack of interest or attention by receiver.
 Difference in view point and perception of others.
 Use of Jargon words in paragraphs and sentences.
TASK 2
Oral Communication refers to the procedure of verbally transmitting ideas or information
from one person to another. In simple words it means communicating through mouth. It can
takes place in the form of telephonic conversation, direct conversation, presentation, discussion,
speeches etc. It is usually recommended where there is a need of interacting directly with other
person. Face to face communication like interview, meeting, lectures, conferences etc. plays key
role in building trust and rapport among individuals. For having effective oral communication,
information shared or transferred by one person to another must be relevant, clear, tactful,
informative and concise (Ramdoss, Lang and Mulloy, 2015). It often views as one of the most
effective and impactful form of communication that help organization and its members in
conveying and sharing informing with each other in a systematic manner.

Some of the advantage of oral communication are listed below:
1. High level of transparency and understanding in oral communication
2. It promote motivation among employees
3. It is necessary for group energy and team work
4. It is often consider as best possible solution for solving conflicts among workers
5. It not only save time but it also leads to save energy and money (Franco, Rosemann and
vom Brocke, 2015).
As per the given scenario, I need to play a role of an irate customer who has not received
promised delivery of goods. Mentioned below is the snapshot of conversation that takes place
between me and customer care department are define below:
Me: Hello! I am _______. Last week I placed an order which I haven't receive till now. When I
place the order, assurance was given in the form of promised delivery. But I didn't see anything
as expected. I need to ask why my products are not delivered on promised time?
Customer Care Department: Hello! Greetings for the day Sir/Ma'am. I am sorry for the
inconvenience caused to you due to late delivery of products. According to our company policy,
goods must be deliver within 3 days once the order has been placed by customer. Let me check
why your products are not delivered on time. Can you please provide your Order no.
Me: 54546354635
Customer Care Department: As I can see that the reason for late delivery is due to heavy
rainfall. Current status of your product is its already been dispatched.
Customer Care Department: Whatever the reason is , I placed an order just because of your
company's policy and on the basis of assurance that you have given to me. Also no information
is shared or conveyed regarding late delivery. In-fact I specifically mentioned if there is any
chance of late delivery please prior inform me.
Customer Care Department: Sir/Ma'am I am really sorry for the inconvenience caused to you
due to late delivery. As I can see that your product has already been dispatched and for
recovering your loss we charge half prices for the products that your have ordered. In addition
to that, we are also not charging any extra shipping or handling cost.
Me: Thank-You for your concern. But please deliver my product as soon as possible.
Customer Care Department: For any further assistance kindly contact on 435665656. Please
provide valuable feedback for the same.

Me: OK! Thanks.
TASK 3
A)C.V : It is a written overview that describe person's qualification and experience for an
upcoming job opportunity (Stokoe, 2014).
1. General information
Name – ABC
Phone no. - 5365565365
E-mail id – [e-mail]
2. Qualification
MBA Trinity University 80.00%
BBA Trinity University 86.00%
Higher education London Business school 82.00%
Secondary education London Business school 88.00%

5. Personal details:
Father name – PQR
Mothers name- MNO
Date of birth – 12 August, 1993
Achievement –
 National level Basketball player
 Attended Two month Exchange Program on international management
B) Letter:

XYZ
C-71 C block
Kakoli,
Seattle
Zip
Code
Your Phone Number
Subject: Regarding job
Respected Authority,
You have purposely embarked to make this culture, and it appears! It is my understanding that
you have been deluged with resumes since Computer arrive discharged their rundown of the
best organizations at which to work. My IT encounter gives me a special capacity to apply
innovation, in the entirety of its structures, to business forms. A portion of my business
procedure learning incorporates bookkeeping, fund, offices, stock control, planning, merchant
administration and different operational procedures. I have conveyed huge innovation extends
on plan/on spending plan and in arrangement with the business procedure. Organizations I have
worked for incorporate ICM, HEP, IBX and SED.
Sincerely,
XYZ
C) E-mail: In this, information is shared via electronic means i.e. from one computer user to
more recipients through network (Eggenberger, Heimerl and Bennett, 2013). In today's era it is
most commonly used medium for transferring information.
Send
To: [e-mail]

CC:
Subject: Applying for HR executive
Respected Sir/Ma'am
This mail is regarding applying for the available position of HR Executive in XYZ. I am
hereby attaching my resume which enlisted all my details. In addition to that I am currently
working as a HR assistant with MNO Technology. Hoping for getting positive response from
your side.
Thanks and Regards,
PQR
CONCLUSION
As per the above mentioned report, it has been concluded that in order to exchange
information within businesses, communication process is essential. This will assists in
interacting with stakeholders in proper manner and contributes in firm's growth and success.
Several models, methods, systems and technology is used by firms which enables them to make
communication more effective. In an organisation, various barriers takes place that hinders
process of interaction so, it is essential for manager to emphasise on it and eliminate these so that
effective communication can takes place among workforce and consumers.

REFERENCES
Books and Journal
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Verčič, A.T., Verčič, D. and Sriramesh, K., 2012. Internal communication: Definition,
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Wilton, N., 2011. Do employability skills really matter in the UK graduate labour market? The
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pp.85-100.