Effective Communication in Organizations

The provided report discusses the importance of effective communication in organizations, highlighting various models and skills that can be applied to improve communication. It also includes three sample letters demonstrating different scenarios, such as a customer complaint and a formal resignation letter. The report concludes by emphasizing the significance of optimal communication for organizational success.

Communication Skills
for Business

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1. Communication model and systems used in business ............................................................1
2. Communication methods and technology in business............................................................3
3. Making of communication effective.......................................................................................5
TASK 2............................................................................................................................................6
1. Oral communication ...............................................................................................................6
TASK 3............................................................................................................................................6
1 E-mail.......................................................................................................................................6
2. CV...........................................................................................................................................6
3. Formal letter............................................................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Communication is important aspect which is need to be profound in organisation for
attaining sustainability. To make the communication process more better required to adopt
effective communication channels. This will enables the top management of organisation is to
effectively disburse the roles and responsibilities to different departments and employees to
accomplish their goals within given framework of time. To make the communication process
more clear is essential aspect as it provides the opportunity to deliver the message in same sense
(Al-Mahrooqi, 2012).
In the present report explain about, different types of communication models and systems
which are used with the organisation, various type of communication methods and technologies
used in businesses and determination of barriers of communication and their removal to make the
communication process more effective. Also, description about oral communication and
preparation of CV, E-mail and formal letter.
TASK 1
1. Communication model and systems used in business
Communication is refers as the process which includes transferring of information from
one place to another. It is one of the medium which is mainly used regarding sharing of the idea,
views and feelings which depicts the behaviour of an individual. In context of business, it is
important process which is mainly used in disbursement of duties among the employees which
they have to perform within the organisation. A good communication is necessary build within
the organisation to make effective working relationships with their different stakeholders. This
will enables to work in team which is more efficient and profitable in future period of time.
Models of communication
It is refers as the process based on concept which defined about human communication
which they prefer while they share their ideas and views. It is basically referred as the process of
sending and receiving message from one part to another. The person who shares the information
is known as sender the individual who received called receiver. Different types of models which
are helpful in transamination of information are defined below:
Shannon's Model: It is one of the original model which provides the information
regarding functioning of ratio and telephone technologies. This model of communication consists

three different aspects which includes sender, channel and receiver. For ex., in telephone
communication, sender is the person who speaks, channel is itself telephone and receiver is the
person on other side who is getting the message delivered by sender. The structure of this model
based on different elements such as information source to generates message, transmitter which
encodes the messages into signals, channel which accepts the signals for transmission of
information and receiver which originally gets the message in real sense (Bramhall, 2014).
David Berlo: it is observed that in 1960 the model of communication which is provided
by Shannon and Weaver's known as linear model is expanded by David Berlo and created the
new model of communication which is known as SMCR. This will depicts as Sender-Message-
Channel-Receiver model which has segmented the important aspects into different and clear
parts.
Types of communication systems
There are many type of communication systems are prevail in which contributes in the
process of making flow of information more smooth between two parties. It is the duty of
management of organisation is to adopt best type of method which suited more to their
organisation's nature and size. These different type of communication methods are defined
below:
Optical communication systems: The process of communication is depends upon light
as per the characteristics of this system. This will includes efforts taken by the transmitter
regarding conversion of information into optical signals which are finally reached towards the
point of recipient. After that this message is decoded by recipient and respond accordingly.
Under this model of communication light travel through the medium of optical fibre.
Radio communication systems: Under this mode of communication information is
transmitted with the aid of radio. This system includes two important aspects transmitter and
receiver which attached with antenna through which information is disbursed from one to
another. Transmitter produces signal with the help of antenna which are carried forward with the
help of radio carrier wave and receiver get the signal with the helps of such antenna.
Video conferencing: One of the effective medium of communication which includes the
process transferring of information and message through use of digital platforms. It is mainly
used within the multinational organisation to conduct the meeting of officials located in different

cities. This will makes the process of transferring information more effective and time saving. It
enables the organisation to take informed decisions and accomplish their desired objectives.
Duplex communication system: Under this system two equipments are used regarding
to communicate with each other which can flow in both directions. This will includes the process
where message is transmit by sender as signal and accepted by receiver and provides their
valuable feedback in return. Here, both person listen each other and share their views and ideas.
It is important to develop with the organisation for the purpose of building good teams and
creation of healthy relationship between employer and employee.
Diversified range of process which is used to communicate with stakeholders
The manager of organisation has the responsibility regarding determination of best
practice of communication which helps to provide the timely information to different
stakeholders to attain their views and reactions. The major stakeholders which are present within
the organisation includes employees, customers, government, investors etc. Different kind of
range are defined below:
Meeting: This way of communication majorly used to communicate with employees and
business clients. This will helps to effectively provides the roles and responsibilities to
employees and disbursement of business objectives to clients.
Conference calls: It includes communication between the group of people through using
medium of telephone where group of people communicate with each other.
E-mail: This kind of process of disbursing information is used mainly while
communicating investors and government authorities (Chen, 2011).
Lunch meeting: It is considered as informal way of communication which includes the
process of sharing ideas and views which helps to create effective bond with each other. This
will important in the process of creation of positive environment within the organisation.
2. Communication methods and technology in business
Communication methods
There are many types of methods are used regarding communication within the
organisation defined below:
Written communication: It is the type of communication where message send in written
form. For ex., E-mail, text messages and SMS.

Verbal communication: This will includes disbursement of messages between two
persons by using speech.
Non verbal communication: It includes sharing of information between two people on
the basis of wordless cues. This includes use of visual cues such as body languages etc.
Visual communication: This will includes conveyance of ideas and information in such
form that can be seen. Here, information is transmitted with the help of symbol and imageries
(Conrad and Newberry, 2012 ).
Advantages and disadvantages of formal communication
Advantages
 This will enables the organisation to fix the responsibility different personnels within the
organisation
 Helps in development and maintenance of authority relationship within the organisation
 All the communication which is made has hard proof
Disadvantages
 It is time consuming process to convey message through formal communication mode
 Required large amount of cost to setup effective formal communication system
Advantages and Disadvantages of informal communication
Advantages
 It facilitates fast communication within the organisation
 This will helps the manager of organisation is to build good relation with employees
Disadvantages
 Due to not having proper channel of communication distorted information is spread in
organisation
 Not helps in maintenance of secrecy of important information
 The information which is disbursed with the help of this method is usually incomplete in
nature
Use of technology in different types of communication
 Internet: After emergence of internet there are many new communication methods
evolved which provides their effort to make the communication more easy in business
environment. For ex., Social media, E-mail etc.

 Mobile devices: Mobile devices brings ease in communication process which allows
both the parties to send and receiver messages from anywhere and at any time.
3. Making of communication effective
Principles of effective communication
To make the communication process more effective need to follow the general principles
which are essential to attain best results in future. Some general principles of communication
which are required to keep in mind by organisational authorities are defined below:
 Clarity: All the messages which are delivered are required to clear in nature.
 Simplicity: All the information which are provided by the top management within the
organisation is required to simple in nature and easy to interpret. It means simple
language and words are used which not provides more than one meaning.
 Brevity: The information which is provided required to be short or concise in nature.
Only such information is included which is need to convey as message.
 Accuracy: This will provides that all the information and facts which are provided
required to be accurate, true and reliable in nature. This will provides the opportunity
regarding redressal of issues in appropriate manner (Cotton and Falvey, 2012).
 Attentiveness: This will provides about receiver that need to be attentive in nature to get
the message in real sense. This will results in removal of situation of confusion.
Barriers of effective communication
There are many barriers which arise in the process of communication which restricts the
sender is to diver the message and receiver to get it in real sense. Such different type of barriers
are defined below:
 Emotional barriers effects the capability regarding expression of emotional in effective
manner
 Lack of attention and interest of receiver
 Differences which are arises between the viewpoint and perception
 Presence of physical disabilities such as hearing issues and speech trouble
 Presence of differences in language
 Presence of cultural differences

TASK 2
1. Oral communication
Oral communication: It refers as the process where information and ideas are expressed
with the help of words speak from mouth. It is a type of informal communication which can be
normally used by the individuals while having conversation with each other. In the present
report, it is used to provide response to irritate customer which not getting the delivery of
product within period of time (Kurtz, Draper and Silverman, 2016).
Interviewer (Customer): Still product is not received by me, Please provide clarification
CSE (My response): Please provide me details of order to check the status and sorry for
the inconvenience happened to you.
Interviewer (Customer): My order no is 568855 please check the status and provide me
solution.
CSE (My response): Sir, I checked your details the reason behind the non delivery of
your product is misinterpretation of you address. I assure you this time the delivery should be
provided within the period of 2 days without any charges.
Interviewer (Customer): Thank you for your response
TASK 3
1 E-mail
Email message:
Subject: Non delivering of product
Dear Mr.
I am James your customer, ordered a phone which is yet not delivered to me. My order no
is 5595865 and the time period of delivery is yesterday which is passed away. Please check
the details and provides timely delivery of product.
Sincerely,
James
[e-mail]
2. CV

Name – Martin
Phone no. - 2358715580
E-mail id – [e-mail]
2. Qualification
MBA( Finance) Oxford University 82.00%
BBA Cambridge University 70.00%
Higher education London school 88.00%
Secondary education London school 77.00%
5. Personal details:
Father name – Shane Jackson
Mothers name- Elia Jackson
Date of birth - 18th May, 1993
Achievement – Gold medallist in financial debates
3. Formal letter
A-36
Greenwich street,
London, UK
Date: 11th May, 2018
To,

Ms. Elisa White
Marketing, Manager
Retail department store
MNO Ltd.
Respected Ma'am
I am James working in accounts division in your organisation. I wants to resign from my
post of Accounts Executive with effect from 25th June 2018 due to reason of shifting of
school education of my son in another city. Please consider my request.
Sincerely,
James
CONCLUSION
It has been concluded from the above report that communication is integral part of
organisation which need to be optimum to gather success in future actions. There are many
models which helps in making communication better and application of technologies provides
opportunity to provide information to stakeholder effectively.

REFERENCES
Books and Journals
Al-Mahrooqi, R., 2012. English communication skills: How are they taught at schools and
universities in Oman?. English Language Teaching. 5(4). p.124.
Bramhall, E., 2014. Effective communication skills in nursing practice. Nursing Standard
(2014+). 29(14). p.53.
Chen, R. P., 2011. Moral imagination in simulation-based communication skills
training. Nursing ethics. 18(1). pp.102-111.
Conrad, D. and Newberry, R., 2012. Identification and instruction of important business
communication skills for graduate business education. Journal of Education for Business.
87(2). pp.112-120.
Cotton, D. and Falvey, D., 2012. Market Leader Upper Intermediate: Business English Course
Book. Pearson education.
Kurtz, S., Draper, J. and Silverman, J., 2016. Teaching and learning communication skills in
medicine. CRC press.
Pearson, J.C., and et. al., 2011. Human communication. New York, NY: McGraw-Hill.
Schell, J.O., and et. al., 2012. Communication skills training for dialysis decision-making and
end-of-life care in nephrology. Clinical Journal of the American Society of Nephrology,
pp.CJN-05220512.