Effective Business Communication Strategies

The provided report is a comprehensive analysis of business communication procedures, emphasizing their vital role in transferring important messages between individual parties. It discusses various methods and technologies utilized in business communication, as well as the advantages and disadvantages of formal and informal communication processes.

COMMUNICATION
SKILLS FOR BUSINESS

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
Communication models and systems used in business .........................................................3
Communication methods and technology in businesses........................................................3
The benefits of formal and informal communication to organisations..................................3
TASK 2............................................................................................................................................4
Oral communication ..............................................................................................................4
TASK 3............................................................................................................................................5
Communication in Writing ....................................................................................................5
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................8

INTRODUCTION
Effective communication skills is an essential phenomenon that assists in communicating
important information with distinct individuals to accomplish set objectives. It is a two way
process in which message transfers from sender's end to receiver. The report highlights various
communication models and methods used in business organisation like verbal, non- verbal,
visual, written and electronic means (Stokoe, 2014). Apart from it, there are number of barriers
that hinder the whole communication process hence, it is necessary to follow some principles
that make procedure effective and efficient. The benefits of formal and informal communication
is also being highlighted in this assignment.
TASK 1
Communication models and systems used in business
Communication is a effective process that allow to carry out business operations and
transactions in effective and efficient manner. It is practised between superior and subordinate
level so that proper message, data and information could be transferred in two way channel.
Apart from it, there are number of factors that need to be consider while performing marketing
function (Rosemann and vom Brocke, 2015). All these work in performed through
communication process. It is influenced by number of factors that include understandability of
language, behaviour, attitude which must be easily communicated with each other. There are
various communication models that can be adopted by business communication which are
described below:
Berlo's Model: there are presence of several elements which directly affect the
communication procedure through which the aim is not achieved in correct time period. This
model involve number of effective things that need to be adopted to carry out communication
process in correct and prospective mode.
Shannon's Model: In this model, five factors are drafted that involve receiver, source,
communication channel, sender's end. In which sender is a party that delivers important
information through some communication channel so that objective of communication can be
attained.
Various types of communication system:

 Video Conferencing: This type of communication process is conducted at time of seminar
and discussion in which people are interacted towards each other with use of technology
system. It is performed when communication have ton be made from far away place.
 Voice processing: This method is performed when receiver do not attend the device.
Hence, a voice message to dropped to them so that they can listen to it after some time.
This is helpful in carrying out communication process at international level.
Communication procedure with stakeholder:
Stakeholders are the important part of any business organisation. Therefore, proper
attention must be delivered to them about transferring of important and effective information or
message (Verčič, Verčič and Sriramesh, 2012). There are several methods through which
communication process can be performed some are discussed below:
Formal Method of communication
 Electronic Mail: it is a most commonly used method of communication in which
information is transferred between superior and sender level.
 Town hall meetings: It is conducted when some small problem or issue have to be
resolved that arise in business organisation. It is conducted in regular interval of time.
Informal Methods of business Communication
 Discussion with peer members: In this a information discussion is carried out among
employees that are working in single business organisation. This is conducted between
individual that are working in same level of company (Wilton, 2011).
 Discussion on lunch time: It is performed between superior and subordinate level during
lunch hence, it come under informal means.
Different communication technology, methods adopted in business organisation
There are different communication methods through which transfer of message and
information can be transferred so that ultimate purpose of conducting communication procedure
gets completed in correct time period(Robles, 2012). Some methods are described below:
 Written communication process: in this various written documents are included like
business letters, journals that deliver relevance and effective information to different type
of individual .
 Verbal communication process: In this communication system use of words, expression
are used between two individuals so that business objective could be fulfilled.

 Visual communication process: In this use of graphics, video, pictures are utilised while
communicating between two individual identity.
 Non- verbal communication process: in this only use of signs, actions are used in order to
communicate essential and effective process.
Advantages and disadvantages of communication methods are described below:
Type of communication Advantage Disadvantage
Formal communication This type of communication
process is very effective and
include documentation
process.
It involve lots of expenditure
and time.
Informal communication Thoughts, ideas, is known by
superior so that proper plans
can be drafted
It may rise instances of
rumours, gossips hence,
miscommunication could take
place.
Technology used in communication process
 Use of social media: It is a modern and advanced way of communication process in
which data or information is posted on social media sites so that it can be transferred to
large number of people at same time.
 Internet: It is the most commonly used method in which business organisation can gather
important information or can post it through e-mails, search engines in effective and
adequate style (Ramdoss and et. al, 2011).
Effective communication Process
There are some principles that are available that make the communication process efficacious
some are described below:
 Principle of clearness: It include that information must be clear that have to be
communicated so that proper objective could be achieved in accurate way.
 Principle of simplicity: It involve that message that has to be conveyed should be simple
in structure so that it must be in understandable form.

 Principle of accurate information: the care must be taken to ensure that message must
contain relevant and adequate information so that yaks gets completed effectively.
 Principle of conciseness: the message that needs to be communicated should be concise
in nature so that receiver get all content (Hartman and McCambridge, 2011).
Barriers in communication system:
 There are number of conditions which lead to generation of noise in communication
process.
 If the receiver do not get the actual meaning of message hence, the whole process gets
affected and ream aims is not get accomplished.
TASK 2
Oral communication
This communication process is opposite of written form of communication as it does not
involve any transferring of written information or data (Certo, 2018). The expressions, feelings,
exchange of words take place in this form of communication system. From business context, this
is carried out in the form of conferences, telephonic conversation, meetings and many other. It
include face to face interaction between two individuals and there are some benefits associated
with it which are described below:
 It do not involve wastage of time at emergency conditions that may arise in business
organisations.
 It leads to maintain conducive relationship between superior and subordinate level.
 Superior can examine the mindset of each and every employee that is working in single
business organisation (Guffey and Loewy, 2012).
 Proper exchange of ideas, message content take place so that work could be shared
properly.
There are different type of areas in single business organisation that involve carrying out
oral communication so that set objectives can be accomplished in proper time period. It is less
effectual as compared to written communication process as it do not involve any written
documentation (Chen, Chiang and Storey, 2012). For instance, business delivers customer care
services which is performed through face to face interaction, telephones, conversation between
interviewer and interviewee. The case has been illustrated below that highlights the case of

interviewer who is playing role of unsatisfied customer due to non- delivery of product in correct
time period. The conversation is described below:
Interviewer (Unsatisfied Client): I am not at all happy with the service who have delivered as
I do not receive my parcel on time and which was Very much urgent for me.
Service Boy(Interviewee): May I know your batch number so that I can check the status for
the same.
Interviewer (Unsatisfied Client): 236548963225
Service Boy(Interviewee): Sir! The product is on way and will reach you by tomorrow surely.
As due to some emergency our delivery boy could not able to reach your destination. We are
really sorry.
Interviewer (Unsatisfied Client): This is not the way, you have not informed me about late
delivery. I will going to register complaint about this matter.
Service Boy(Interviewee): Sir, really the situation are worst that is why we are unable to
deliver the parcel on time. I understand your issue and we are ready to compensate for the same
by giving you that product in discount.
Interviewer (Unsatisfied Client): No sorry, that parcel was very very urgent for me and I have
taken leave from my job so that I could receive that by myself.
Service Boy(Interviewee): Sir, I will assuring you that your order will be received by you in
today's evening. Please, cooperate for the last time.
Interviewer (Unsatisfied Client): Thank you so much. I am giving you last chance either you
deliver me my parcel by today's evening or I will cancel my order placed.
Service Boy(Interviewee): Sure Sir, I will going to deliver you the parcel definitely. For any
query get back to us on this same number. Thank you and Have a nice day.
TASK 3
Communication in Writing
Business communication can be performed in written process through E-mails, CV and
Letter (Conrad and Newberry, 2012).

E-mail: It is the important method in which mostly business communication is
performed. The below e-mail is drafted by particular candidate as he is applying for the post of
HR manager.
From: [e-mail]
To: hrtalentplus.org
Subject: Applying for HR manager post
Respected Sir/ ma'am,
I want to draw your attention that I am interested to be a part of your esteemed organisation as
HR manager. I have completed by master degree from reputed college and I have 2 year
experience of working.
I have attached my CV. Please consider the same.
Thanks and Regards
Peterwan John
Business Letter: It is also formulated to carry out communication process in business
organisation in written format (Eggenberger, Heimerl and Bennett, 2013).
56- PK enclave, 83 Max Street, Cambridge, UK
14, June 2018
63- Manchester house, London, UK
Respected Sir/ ma'am,
Good Morning,
It is the response of advertisement in newspaper about the vacant position of HR manager in
your esteemed organisation. I have completed my Master's degree from esteemed college from
UK. I have work experience of 2 years in HR section. Please consider the same.
Thanking you

Yours Respectfully,
Peterwan John
CV: It is prepared to deliver important and relevant information to user so that proper
communication could be made. Below is the format of CV which is drawn to highlight the
candidate applying for job of HR.
Curriculum Vitae
Name:
Address
Mobile No:
Email ID:
Career objective: To engage in a effective HR organisation where I can utilise my knowledge
and skills in better and effective manner.
Qualification:
 Degree of finance and HR both
 Degree in HRM course
 PGDM in HR and Marketing
Personal skills
 Punctuality and disciplined
 Effective team skills
 Confident and have optimistic attitude
 Flexible and can work according to changes
 Cooperative and effective listener
Declaration: I hereby declare that all the above information is true and correct. There is no
mistake and falseness in presenting my data.
Date :
Place:

CONCLUSION
From the above prepared report, it has been concluded that communication procedure
play a vital role in business resignation so that transfer of important message could take place
from individual party to another. The report highlights the methods, technology which is utilised
in business communication. There are several advantages and disadvantage of formal and
informal communication process that need to consider in effective manner.

REFERENCES
Books and Journals
Certo, S.C., 2018. Supervision: Concepts and skill-building. McGraw-Hill Education.
Chen, H., Chiang, R.H. and Storey, V.C., 2012. Business intelligence and analytics: from big
data to big impact. MIS quarterly, pp.1165-1188.
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.
Eggenberger, E., Heimerl, K. and Bennett, M.I., 2013. Communication skills training in
dementia care: a systematic review of effectiveness, training content, and didactic
methods in different care settings. International Psychogeriatrics. 25(3), pp.345-358.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Hartman, J.L. and McCambridge, J., 2011. Optimizing millennials’ communication styles.
Business Communication Quarterly, 74(1), pp.22-44.
Ramdoss, S., and et. al., 2011. Use of computer-based interventions to teach communication
skills to children with autism spectrum disorders: A systematic review. Journal of
Behavioral Education. 20(1), pp.55-76.
Robles, M.M., 2012. Executive perceptions of the top 10 soft skills needed in today’s workplace.
Business Communication Quarterly. 75(4). pp.453-465.
Rosemann, M. and vom Brocke, J., 2015. The six core elements of business process
management. In Handbook on business process management 1 (pp. 105-122). Springer
Berlin Heidelberg.
Stokoe, E., 2014. The Conversation Analytic Role-play Method (CARM): A method for training
communication skills as an alternative to simulated role-play. Research on Language
and Social Interaction. 47(3). pp.255-265.
Verčič, A.T., Verčič, D. and Sriramesh, K., 2012. Internal communication: Definition,
parameters, and the future. Public relations review. 38(2), pp.223-230.
Wilton, N., 2011. Do employability skills really matter in the UK graduate labour market? The
case of business and management graduates. Work, employment and society. 25(1).
pp.85-100.
Online
Communication Theory/Introduction. 2014. [Online]. Available.
<en.wikibooks.org/wiki/Communication_Theory/Introduction>