Communication Skills For Business Assignment Solution (pdf)

COMMUNICATION
SKILLS FOR BUSINESS

Table of Contents
INTRODUCTION...........................................................................................................................1
Task 1...............................................................................................................................................1
1.1 Communication Model and system used in Business...........................................................1
1.2 Communication Methods and Technology in Business........................................................1
1.3 Making Communication Effective .......................................................................................2
Task 2...............................................................................................................................................4
Oral Communication...................................................................................................................4
Task 3...............................................................................................................................................5
Communication in Writing.........................................................................................................5
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Communication Skills are very important in order to run any organisation effectively.
There are various ways it could be achieved but the best way is the one in which the sender and
receiver are able to effectively communicate the information. In order to increase efficiency of
operation, communication within an organisation should be effective. There are various methods
of communication that occurs within an organisation which will be discussed in this report along
with benefits received to both the parties in case of effective communication.
Task 1
1.1 Communication Model and system used in Business
Models are general representation which highlight how work is to be done within a
framework. A communication model signifies the way a task will be communicated within an
organisation. There are several models through which communication can take place within and
organisation. Usage of these models depends upon structure followed in the organisation as well
as the level of information shared amongst the people working within organisation. There are
several channels through which information flows within an organisation and they need to be
effectively managed in order to see that no errors occur and people know the task they need to
accomplish in a given time frame. The communication model also is termed as an interactive tool
as it not only allows business work to be completed but people could communicate to their peers
and seniors as well to get the things in right order and even ask for advices for personal life. A
few examples are :-
 Schramm's Interactive Model :- It was developed By Wilbert Schramm in 1954. He
happens to be the first persons to through emphasis on mathematical formulation of
communication table giving extra care on coding and decoding maintenance.
 Dance Helical Spherical Model :- was propagated by Helix in 1967. He clearly states
that communication is present in an individual from his birth till his existence. His theory
claims to be of flexible communication model. He argues that all the past and future
activities will have an impact on communication of an individual in the organisation.
1.2 Communication Methods and Technology in Business
There are various ways in which communication occurs within an organisation :
1

 Verbal Communication :- if information amongst the parties to communication is
shared through speech then it is referred to a verbal communication. These parties should
ensure that words spoken during the process of communication are correct and carry
importance otherwise the communication will become insignificant.
 Non-Verbal Communication :- when the communication amongst parties occur
through distance, voice, touch, body language, this would result in non-verbal form of
communication.
 Visual Methods Of Communication :- When a message is in the form of visual
communicated through signs, graphic designs, films, typography etc. This method is
very useful if population is large and message is common.
 Electronic Method :- Electronically there are various ways in which message could be
sent from sender to receiver. It could be through emails, mobile phones, video
conferencing, instant messaging, fax etc. the message can be delivered easily and at very
brisk pace to receiver.
A few types of communication with their benefits :-
 Benefits of Formal Communication :-
 It is a much easier form of communication.
 Helps in establishing permanent record.
 Leads to quick accomplishment of work.
 Maintains ease of co-ordination and co-operation.
 Benefits of Informal Communication :-
 It acts as alternative system.
 Grievances could be sent while communicating through this medium.
 Helps in improving relationships within organisation.
 Recommendation can be easily provided.
1.3 Making Communication Effective
There are a few principles which would surely help in effective communication :-
 Principle of Simplicity :- the message prepared for communication should be very
simple. Using simple words effective sentences should be created in order for message to
be contemplated.
2

 Principle of Planning :- the process has to be planned that after careful construction of
message, from which channel it is to be sent and what are the careful measures needed to
be observed while doing so. This principle of planning helps in making the
communication process effective.
 Principle of Brevity :- this principle ensures that the message is succinct in nature
allowing the reader the crisp information it needs avoiding long paragraphs and lengthy
data.
 Principle of Clarity :- states that message prepared should be very clear as any
ambiguity could lead into confusion, so if principle of clarity is observed it leads to
greater understanding of message.
 Principle Of Relevance :- for a work to be accomplished in organisation, the message
communicated has to be relevant. There is improper task completion if the delivery of
message is unclear. So the message delivered should always be relevant to the task in
hand.
 Principle of Accuracy :- the information expressed in terms of facts in a communication
should be accurate. Precise information results in proper communication. The message
communicated should be apt and perfectly delivered in order to strike importance in the
mind of reader.
 Principle of Attentiveness :- refers to how sound is the listening skills of receiver. If a
person is not attentively listening to the information it might lead to confusion and not
completion of task, or miscommunication leading to confusion and wrong performing of
task.
 Principle of Feedback :- only sending of message perfectly is not the end of the
conversation. A person should ensure that they get feedback from the opposite side that
they have received the message and do the task as mentioned in it. This would lead to
completion of conversation.
 Principle of Time Consideration :- refers to the communication of message at perfect
time. The time factor is very crucial in a conversation, if it is not observed then the
message will lose its importance as it won't be apt at the time it was communicated.
3

 Principle of Language Control :- is observing control over the language while
communicating a message. This would mean that the person has understood the message
and no language related barriers are caused.
Conclusion
It could be concluded that communication skills are very necessary for survival of
business. There are times where people find it difficult to communicate within a structure
because of lack of proper communication channel. An organisation should ensure that it is
following a proper model for communication in order to make sure that messages are delivered
effectively. This would result in timely completion of tasks. Communication skills help both
individual and organisation. Individual are able to communicate in a better way if they have
these skills. On the contrary organisation is able to effectively communicate if they follow a
proper channel and hierarchy allowing the flow of right information on the right time.
Task 2
Oral Communication
A small conversion between me and my client.
Me : Hello sir
Client : Hello
Me : This call is regarding the parcel which was not delivered to you on time. We are extremely
sorry.
Client : I had taken leave just to receive the parcel... It is so unprofessional of you for not
delivering on time wasting my time as well...
Me : Yes sir I understand the inconvenience it caused you, but you would also understand that
because of extreme traffic jams, as the bridge construction is occurring in one part of the city
lead to non-delivery of your parcel.
Client : listen, there could not have been jams throughout the day you should have tried to
deliver it during late hours if you couldn't in daytime.
Me : sir we tried our level best to reach that part of the city but couldn't at any point of time as
the government officials had clearly banned permit on one side and on the other side people were
jamming and there was no chance we could have made it on time.
Client : So now what ! Are you going to deliver it or not ?
4

Me : Yes sir please be rest assured your parcel is on its way and it will reach you soon. The
moment we got the news that government had opened another way from the countryside we have
sent our men to deliver your parcel.
Client : Ohk, Thank You
Me : Thank you for choosing us as your service providers and showing patience and trust. Bye !
This is a small conversation between me and my client, where I was able to convince the person
that because of genuine problem the parcel could not be delivered. This shows that I have the
communication skills to tackle such situations.
Task 3
Communication in Writing
 Letter
A letter written by company to customer regarding the additional services provided by them.
Planet Organic
22, Torrington Pl
9th July 2018
85, Princess Street
London, UK
Dear Mr. Adams,
Hello Sir, we are very glad to inform you that your favourite organic grocery store “Planet
Organic” is adding a bunch of new products and a vibrant variety of fruits and veggies which
you can now put under your bucket list. It is the health conscious population like you which
drives us and we always look forward to your response towards our services. Mr. Adams you
have been a regular visitor of our store and have been buying o7712345678 or for Iur products
from a long time. So it is a humble request that you make a visit soon and help us know how we
could improve and serve you in a better way. Looking forward to your visit.
Yours Truly,
Patricia Wayne
Store Manager
5

Planet Organic
 Curriculum Vitae
Personal Information
Name : Evan Forsberg
Telephone No. : 98795 48567
Email id : [e-mail]
Aim
I will work best of my potential in order to achieve organisational goals. Will abide by all the
rules and regulations and develop all the skills required to work effectively and provide
efficiency to the organisation.
Professional Qualification
Bachelor Of Technology in Electrical Engineering.
Master Of Technology In Electrical Engineering
JAVA Certification
Certificate in Cyber Security and Automation Control
National Level Certificate in Rugby
School Level Certificate in Swimming [Backstroke]
Key Skills
Critical Thinker
Active Listener
Good Interpersonal Communication Skills
Complex Problem Solver
Circuit Design Skill
Organizational Skill
Experience
1 Year Work Experience as Electrical Engineer with Brecknell Willis.
 EMAIL
An email regarding revised holiday structure to be followed within organisation.
6

From : [e-mail]
To : [e-mail]
CC :
Subject : Information regarding updated holiday structure.
Hello everyone, after considering to all your opinions and recommendation. We are glad to
announce that every Saturday from now onwards will be a holiday. So you will now have only
five working days and two days holiday in a week. Please make sure that this information is
passed to every employee within the organisation and tell them that they utilize their holiday in
a positive way and not just waste it by doing nothing creative. Make sure that team leader that
insures that their group members were doing some activity on this holiday so that our decision
proves to be correct.
Thank You
Raymond Frey
Frey Corp [CEO]
CONCLUSION
This report includes the level of communication skills required in order for a task to be
completed within an organisation. Communication model conveys several principles one needs
to follow in order to maintain level of communication. The model should be an effective one and
needs to be providing apt information to all the users of this information in a peculiar and
perfect manner enabling them in better understanding. There are a few excerpts of ways in which
communication occurs within an organisation along with a small conversation dealing with how
issues are resolved using perfect communication skills. This shows that communication plays a
pivotal role in every organisation. People working within an organisation follow a certain pattern
and are able to discuss their issues, problems, tasks to be performed, run errands, etc. making
sure that there is healthy exchange of thoughts and views before a decision is taken.
7

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.
McQuail, D. and Windahl, S., 2015. Communication models for the study of mass
communications. Routledge.
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.
8