Communication Models in Business

This assignment delves into the significance of effective communication in business. It examines different communication models and methods, analyzing their influence on organizational performance. The report emphasizes the importance of clear communication channels and systems for smooth business operations.

Communication Skills for
Business

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1. Communication models and systems used in businesses........................................................1
2. Communication methods and technology in businesses.........................................................2
3. Making communication effective...........................................................................................4
TASK 2............................................................................................................................................5
Oral communication....................................................................................................................5
TASK 3............................................................................................................................................6
Communication in writing..........................................................................................................6
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Communication is the process of sharing information from one place to another using
mutually understood medium. It is a two-way procedure of conveying messages between
individuals thereby connecting people or places. Business communication is the sharing of
information between people inside and outside an organization. This is a way through which
employees, management and administration of a business communicate to achieve their
organizational goals.
Communication skills are the ability or capacity to convey information to another in an
efficient and effective manner. Managers with good verbal, non verbal communication skills
helps in sharing information between people within the organization thereby benefiting the
enterprise.
TASK 1
1. Communication models and systems used in businesses
Methods of exchanging information between two or more persons is called
communication and the method of presenting this process by any figures or visual presentation is
known as the model of communication. Both communication models and processes are related to
each other. Some of the important models are the following:
Shanon and Weaver's Information Theory Model- This model suggests a message,
which is originated from person who gets thought or has information who is sender. The
information then gets transmitted from sender as signals which reachs the recipient through
certain media or transmitter. After message is sensed reaction of receiver is sent back to source
of information. It includes a transmitter which converts the message detectable signals
interrupted by noise. This is one of the most comprehensive models of communication and it
includes feedback making it close to the modern business communication model.
Berlo's model- This model was developed by David Berlo in 1960, which stresses on
relationships between the sender of message and receiver. According to this model,
communication skills of both source and receiver should be good for proper encoding and
decoding of message. Best communication will only be occurred if two points are skilled. It is an
S-M-C-R model where S stands for Source, M for message, C for Channel, and R for receiver.
This model shows that sender transmits message to receiver through some channel. It
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also indicates that both source and receiver are influenced by their culture, attitudes, knowledge,
communication skills and other factors. As the model shows these influences that may act as
sources of noise it is considered as a comprehensive hypothesis which does not emphasize on
feedbacks.
Communication systems are various processes both formal and informal by which
information is passed between managers and employees within a business. The commonly used
systems for communication are:
Optical communication system- In this system, transmitter converts information into optical
signal, which is in the form of light and it reaches recipient. receiver then decodes signal and
responds according to it.
Radio communication system- This works with the help of a transmitter and a receiver; both
equipped with an antenna. The signals produced with an antenna are carried through radio carrier
waves. Unwanted signals are separated by electronic filters, which are amplified to an optimum
level.
2. Communication methods and technology in businesses
Business in today's scenario uses a wide variety of communication methods to
communicate with both internal and external audiences. Though technology has a great attention
and practice, the traditional methods still have value and relevance.
Written Communication- There are many types of written communication used in
businesses to instruct employees on policies, customers about products and services etc. Writing
should be simple and concised manner to make people understand the message. This type of
communication is effective in certain situations and is widely accepted than other techniques as it
offers: Permanency of record, Understanding complex message, wide application in some areas
etc.
Proposals: They are documents, which outline upcoming projects. It is prepared by a
marketing manager and is submitted to the research and development department to conduct
product research. They are usually one or two pages long that describe the project steps and tasks
in the proposal in a specific format.
Reports: It is a type of business communication used to inform employees about several
aspects of business. These must be prepared in a structured format and must also provide a brief
introduction to the report. The key objectives intended for the project, summarized findings,
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graphs or charts to clarify complex concepts, summary highlighting results and a cover letter
should be included in a report.
Brochures: These are literature, which features the products and services of a business
that is used to assist sales process. It can be of different sizes and shapes with colours, pictures
which characterise commodities.
Verbal communication- It entails the use of words in delivering an intended message.
Oral communication is a form of verbal communication, which is spoken word, face to face or
through phone, voice chat. Video conferencing and other medium. This is depended on the
clarity of speech, voice modulation, pitch, volume, speed etc. Meetings, presentations, lectures,
workshops and conversations are some kinds of verbal communications. Good verbal
communication skills of employees of an organization helps in maintaining business
relationships with customers, suppliers and other stakeholders.
Non-verbal communication- It is the communication by sending and receiving wordless
messages. They convey thoughts and feelings on their own, usually reinforcing verbal
communication. This mainly includes body movements, gestures, facial expressions, touch, eye
contact etc. Manager uses this type of communication to lead employees and team members and
also to communicate with individuals outside the business.
Visual communication- It is done through sight such as facial expressions, gestures,
signals, eye contact, chart, map, poster etc. Graphic designing, illustrations and animations are
also included in this type of communication.
This is an effective way for illiterate receiver, helps in oral communication, easy to explain,
assists in quick decision making and prevents wastage of time.
Electronic methods- It is the transmission of information by use of advanced techniques like
computers, voice mail, electronic mail, teleconferencing and private television networks. Using
the modern means of technology the communication process have becoming fast and easy. Some
widely used e-communication technologies are telephone, e-mail, fax, Telex, video text, internet
etc.
Formal communication is what which takes place through official channels in an
organization like between managers, employees or superiors and subordinates. It can be oral or
written. The benefits of such communication are:
 Maintenance of authority
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 Orderly flow of information
 Secrecy
 Coordination
 Creation of chain of command
Informal communication occurs in an organization without following any formal lines which
usually takes place among workers in exchanging their views and social needs. It is sometimes
helpful in spreading information through these channels by managers to understand the reaction
of workers. The benefits of such communications in business are;
 Fast communications
 Fulfils social needs
 Accurate feedbacks
Technology in business communication has become a necessary in today's advanced world.
People communicate with each other through email, faxes, mobile phones etc. Every business
uses technology to reach media and target customers. It helps in easy launch of products,
surveys, customer interaction, video conferencing thus taking the trade to a whole new level
powered by high technology. Today businesses rely heavily on technology as it allows the
business to expand quickly having proper means to promote.
3. Making communication effective
Communication is the exchange of ideas or messages, and responses there off. It can be
oral, written, pictures, graphs etc. To make effective communication in business there are some
principles to be applied they are as follows:
Principle of objective- The communication must have a clear purpose or aim and that has
to be understood by the communicator before transmitting the message. It may be to obtain or
gather information, initiate actions and change other person's attitude etc. A clear understanding
of the objective of communication helps in choosing the mode.
Principle of consistency- The message to be transmitted must be consistent with policies,
plans, programmes and goals of an organization. It should not be conflicting with prior
communications and should not create confusion in the enterprise.
Principle of feedback- Communication is two way process providing chances for
suggestions and criticism. The sender provide instructions to the receiver and they are to carry
out them so their reactions must be known to the source of information.
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Barriers of communication:
Barriers of clarity- The message is the main part of all communication so it is important
to make sure that it is clear and understandable. A message can only be conveyed properly if it is
formulated clearly in communicator's mind.
Barriers of understanding the receiver- Communication's main aim is proper
understanding in the mind of receiver. This knowing of the receiver's ability and knowledge will
make the sender plan and putting of the thoughts into words for a better transmission of message.
Barriers of completeness- The message to be communicated should be adequate and
complete,to avoid misunderstanding by the receiver which can cause delayed actions, poor
public relations which all will affect the efficiency of communication and organization activities.
TASK 2
Oral communication
Me: Hello Sir..
Customer: Hello, I've tried to reach you many times the response was cold.
Me: I am sorry, for the interruption caused to deliver your product on time.
Customer: I had to take leave from my office to collect my parcel but due to the irresponsible
management team I was not able to receive it.
Me: I apologize for the inconvenience and sorry again on behalf of our customer service. The
unexpected rainfall and bad weather conditions hindered our operations that day as a reason you
were not able to receive your product.
Customer: I agree to your words but you could have delivered the courier on the same day before
ending the working hours of your company.
Me: Sir, I understand your emotion but you could have contacted with our customer support
team on the working hours as the delivery services are available 24 hours on all working days.
You didn't had to take a leave from your job to collect the product as it might have delivered if
requested stating the emergency.
Customer: Sir, sorry from my side I didn't knew about the 24 hour delivery service feature of
your company.
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From the above conversation, It can be seen that I have better communication skills so
that I can able to convince my clients in much effective way.
TASK 3
Communication in writing
Letter to the customer informing about their winning in a lucky draw:
Denim Republic Clothing Store
Road no.33, Civil lane, London
07 July 2018
Mr. Stanislaus
House no.27,
Anerley, London
United Kingdom
Dear Mr. Stanislaus,
Congratulations! We are happy to inform you that, you are one of the lucky draw winner
of Denim Republic for the month of july 2018. Your bill no.92 have won a free buffet at Hotel
Intercontinental London and a t-shirt of our brand. Thanks for your purchase at our store and
valuable contribution to Denim Republic.
Kindly, contact with our store for more details and passes for buffet entry. We expect your
continuous visit on our store.
Thank you!
Yours Sincerely,
Mann John
Store Manager, Denim Republic
E-mail:
From: [e-mail]
To: [e-mail]
CC:
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Subject: Information on training programme for new entrants.
Hello everyone, This is to inform the Business Development team of Sales Department that
there are 25 new joiners in the our department. As per the decision there is a 15 days training
programme organized for them to improve their work and performance. To bring efficiency an
expert trainer from MNC is being called up (Mr. Denver). All are requested to attend the same
by coming forward and conduct it successfully.
Thank you
Regards
Oberon Jay (CEO)
CV:
Personal Information
Name: Mathew Harisson
Telephone No.: 969369213
Email id: [e-mail]
Aim
I will obey all my responsibilities and duties on time. I will give my best to your company.
Professional Qualification
1 B.Com
2 MIB
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3 Computer Course
4. Certified laisoning practitioner
5 Winner of IEA Music Awards for best performance
Key Skills
1 Artist
2 Excellent verbal and written communication.
3. Active listening
4 High knowledge in G.K.
Experience
Laisoning Officer at Hilton Hotel
CONCLUSION
From the above report on Communication in business we can conclude that for carrying
out the smooth and successful operations of a company it is important to have an effective and
efficient communication channel and systems. The project have discussed the several models and
methods of communication which have direct effect on the business of an organization.
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REFERENCES
Books and Journals
Bruneel, H. and Kim, B.G., 2012. Discrete-time models for communication systems including
ATM (Vol. 205). Springer Science & Business Media.
Paun, G., Rozenberg, G. and Salomaa, A., 2010. The Oxford handbook of membrane computing.
Oxford University Press, Inc..
Popp, R., Raneburger, D. and Kaindl, H., 2013, June. Tool support for automated multi-device
GUI generation from discourse-based communication models. In Proceedings of the 5th
ACM SIGCHI symposium on Engineering interactive computing systems (pp. 145-150).
ACM.
Wuyts, W.A., Peccatori, F.A. and Russell, A.M., 2014. Patient-centred management in
idiopathic pulmonary fibrosis: similar themes in three communication models. European
Respiratory Review, 23(132), pp.231-238.
McQuail, D. and Windahl, S., 2015. Communication models for the study of mass
communications. Routledge.
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