Effective Communication Skills in Business

The provided report focuses on the significance of effective communication skills in business management. It examines various forms of communication, including oral and written communication, and discusses the use of technology to facilitate these interactions. The report also addresses potential barriers to communication and suggests strategies for overcoming them. By understanding the importance of communication in a business setting, individuals can improve their interpersonal skills and develop effective communication strategies.

Communication Skills for
Business

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Models, systems and methods of communication..................................................................1
Communication methods and technology in businesses........................................................3
Making communication effective...........................................................................................5
TASK 2............................................................................................................................................6
Role plays, a response to an irate customer............................................................................6
TASK 3............................................................................................................................................7
Letter to a customer................................................................................................................7
Email to CEO.........................................................................................................................7
CV...........................................................................................................................................8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Communication skills are important for both management and employees in order to
understand different factors effectively. The report will demonstrate models, systems and
methods of communication with effective use of technology to make an effective communication
process. In addition to this, oral communication and communication in writing are also discussed
with examples in this report.
TASK 1
Models, systems and methods of communication
Communication
Communication can be described as a process in between two or more than two people in
the form of formal and informal to understand message, signs and semiotic rules effectively. In
simple words, it is a process of exchanging information by writing, speaking and using some
other mediums such as computers or telephone-communication.
Communication system
It is a collection of individual communication network, relay station, transmission
system, data terminal equipment and tributary station which is usually capable of interoperation
and interconnection to form an integrated whole effectively. It is a system model that describes
communication exchanges in between two stations.
Communication methods
There are two standard methods of communication such as writing and speaking by a
sender and listening or reading the receiver. Apart from this, non-verbal communication consists
of actions and physical appearance combined with expressions such as frowning and smiling in
order to transmit the message. Although, technology has reduced the importance of non-verbal
communication but it still takes place through face to face interaction in between two persons.
Communication models
Models of communication can be described as a conceptual model which is used to
explain the communication process in between two persons. The first model for communication
was developed by Warren Weaver and Claude Elwood Shannon in 1949 for Bell Laboratories.
Here are two models of communication described below:
Shannon and Weaver
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The model was created in 1948 when Claude Elwood Shannon wrote an article “A
Mathematical Theory of Communication” in Bell System Technical Journal with Warren
Weaver. The model is more technological than any other linear models.
Concept of Shannon Weaver Model Sender: Sender is a person who chooses the channel to send message made by him. Encoder: Encoder is a sender who uses machinery that helps to covert the message into
binary data or signals. Channel: Channel refers to the medium used by sender to send message. Decoder: Decoder is a machine which converts binary data or signals into message or the
receiver also translates message from data or signals. Receiver: The person who gets the message is known as receiver or it is the place where
the message must reach. Receiver also provides feedback on message.
 Noise: It is a physical disturbance like people, environment, etc.
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Illustration 1: Explanation of Shannon Weaver Model
(Source: Copyright © 2018)

Linear Model
Communication in linear model is considered as one way process in which sender is the
only person who sends and receives message and does not give feedbacks or any kind of
response. The model was found by Shannon and Weaver which was adopted by David Berlo
later in his own model which is now known as SMCR model of communication. SMCR stands
for Source, Message, Channel and Receiver. The model was established to determine
communication in between humans. In this model, communication process depends on many
factors such as attitude, skills, knowledge, content of message, sense of receiver and cultural
system.
Communication methods and technology in businesses
Communication methods
There are different types of communication methods used in businesses or at workplace
such as verbal, written, oral, face-to-face, non-verbal methods, physical non-verbal,
paralanguage and visual communication. In this modern world, business have may access or
methods of communication which is used with internal and external audiences effectively.
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Verbal communication: In this method, information is shared in between individuals using
speech. Verbal communication should be used by the business effectively that employs readily
understand spoken words and tone of voice from which the words are expressed appropriately. In
simple words, the message is transmitted through spoken words.
Written communication: In this communication, any type of message is transmitted through
written words. This is one of the most effective modes of communication in any business that are
used internally for operational activities. It has a great significance in today's world in order to
prepare worthy promotional materials.
Oral communication: In oral communication, message or information is expressed by the word
of mouth. The conversation between two or more than two people is done by speeches,
presentations and other oral discussions. For an example: telephone-communication and informal
communication.
Visual communication: It can be described as conveyance of information and ideas in the forms
that can be seen. Visual communication relies on eyesight. For an example, people rely on most
and includes graphic design, television, videos, films, black-board and signs to deliver
information and data.
Non-verbal communication: NVC between people is a communication through sending and
receiving wordless cues. For an example: eye contact, facial expression, posture, body language,
tone of voice and behaviour.
Face-to-Face communication: Face-to-Face communication is an effective method of
communicating information and data in which people use words, expressions and other signs to
express their thoughts and ideas in front of any person without any use of technology.
Benefits of formal and informal communication methods:
Formal communication Informal communication
It moves through pre-determined channel so
everyone is aware of where and how to send
the message.
Some messages require alternatives to be sent
which is done by only informal
communication.
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It increases overall efficiency of business
management as rules are requires to be
followed.
It provides values to subordinates which
requires interpretation or explanation.
Formal communication like memos, reports
and letters are kept permanently for future
decision making.
It will help employees to raise their hands for
complaints and other issues.
It helps to create discipline in both employees
and organisation.
Employees are able to express their feelings,
ideas and thoughts with the helps of informal
communication.
Formal communication provides scope of
coordination among different departments and
functions of business.
It will help to manage effective relationship
between employees and management which
increase their efficiency towards work.
Technology use for different types of communication methods
There are different types of technologies exists in today's world which can be used by
business in order to communicate information, data or thoughts. Electronic media is one of the
most effective method of communicating things. In addition to this, social media, SMS (Text
messaging), Telephone-communication, Video conferencing, Live web chat, E-mail marketing
and face-to-face methods are effective towards communication. Thus, the business is able to
communicate different things which is required in operations effectively.
Making communication effective
There are some certain principles which should be followed by business and employees
while making communication. Principles of effective communications are described below: Principle of simplicity: The message for communication should be in simple and easy
format so that it can be easily understand such as use of simple and common words. Principle of clarity: The message should be clear that an ambiguous message will reduce
effectiveness of communication. Principle of brevity: The nature of message should be concise that a long message can
disturb receiver. Only important and necessary information should be given.
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 Principle of accuracy: Factors and information should be clear and accurate in message
that wrong information can create confusions. Principle of language control: The words should be selected properly in the message for
an effective communication.
Barriers to effective communication
There are some certain barriers to effective communication and these can occur at any
stage of communication process. This can easily destroy effectiveness of message therefore risk
and time both waste because of misunderstanding and confusions. The use of Jargon: Technical terms, unfamiliar and over-complicated.
 Emotional barriers: There are some people find difficulties in expressing emotions
because of the complicated topics or taboo.
 Lack of attention, distractions, interests or irrelevance to receiver.
 Certain differences in viewpoint and perception. Physical disabilities such as speech and hearing issues.
 Physical barriers to non-verbal communication: People with such disabilities are not
able to see non-verbal cues, posture, gesture and body language. Differences in languages can cause difficulties in understating messages. Cultural differences: Different culture of people decrease social interaction and not able
to express emotions.
 Psychological barriers: If someone is stressed they may be preoccupied by personal
concern and not as receptive to the message as if they were not stressed.
TASK 2
Role plays, a response to an irate customer
Me: Hello Sir, How are You.?
Consumer: Hello. I am fine
Me: I am really sorry sir that we are not able to deliver your item on delivery date and time.
Consumer: How can you say sorry...!!!! I have taken holiday from my job to take my item.
Me: Sir, I can understand but we have an accident of our delivery boy that he was not able to
deliver your item on time.
Consumer: I agree with your words but it is your responsibility and duty to deliver my item from
any of your other employee.
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Me: Sir, actually he lost his mobile phone and we are unable to contact him on that time. Sir, we
are sorry for all these things happened to you and I promise you, We will never do such type of
mistakes in the future.
Consumer: It's OK. but let me give you an advice please improve your management team.
Me: Sir, I assure you, we will make the best efforts to improve our management team
systematically so that our other Consumers will not face such kind of problems in the future. It
will never happen next time.
Me: Have a good day sir.
Consumer: Bye!!
It can be understand from the above conversation that I have good communication skills
to convince my customers in an effective way.
TASK 3
Letter to a customer
INFORMATION LETTER
Daniel brown
Bannel Ltd.
28 green St. Suite 14
October 27, 2018
Mr. Margret Edwards
Stationary store owner
London, SE27
Subject: Winner of the season.
Dear, Mrs. Edwards:
This is to inform you that we celebrate every year our business anniversary function in
which you are the lucky customer selected for a cash prize of $1000. We request you to kindly
provide us your name, contact number and other bank details mentioned in the attached
document so that we can transfer your winning amount.
Thank-You
Daniel brown
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Chairmen of Bannel Ltd.
Email to CEO
Training and development program for employees
To: “Anna Jones”
Cc: All Staff
From: James Brown
Subject: Training and development program
Dear Anna,
It is my pleasure to talk with you. We all are exited to work with our new members but I
have a request to you to organise a training and development program for all of us. This will
help both existing and new members who have joined the firm recently to understand their
roles, work and further responsibilities.
Kindly, take a look on my words.
Warm regards,
James Brown
Senior employee (project department)
CV
Curriculum Vitae
Thomas Anderson
956, 31st street
NYC-10001
United States
[phone]
Objective: I can work independently using my own skills and knowledge.
Computer skills: Microsoft word excel, Power-point, Outlook express, Windows, C++
language knowledge.
Education
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MS in accounting. Sep 1997- Sep 2001
University of London
BS in accounting Sep 1993- Sep 1996
Columbus university
Skills
Knowledge of English, Hindi and French language.
Diploma in RS-CIT
Job experiences in Tada firm Ltd of 2 years.
CONCLUSION
It can be concluded from the above report that communication skills are important for
business management and its employees in order to communicate different factors and things
easily and effectively. Different types of communication and technology used to express them
will help to make an effective communication. There are some barriers to communication which
should be addressed by business. The oral communication with an example of assisting an irate
customer and communication in writing will help to understand different type of uses of
communication in various situations.
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REFERENCES
Books and Journals
Online:
Copyright © 2018, Shannon and Weaver Model Of Communication. Available through
https://www.businesstopia.net/communication/shannon-and-weaver-model communication
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