Communication Skills for Business

This report provides a comprehensive overview of communication skills in the business context, covering communication models, methods, technology, principles, and barriers. It highlights the importance of effective communication for business success.

COMMUNICATION
SKILLS FOR BUSINESS

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1 - Theory of Communication..............................................................................................3
1) Communication models and system used in business............................................................3
2) Communication methods and technology used in business....................................................4
3) Principles of communication..................................................................................................6
TASK 2 – ORAL COMMUNICATION.........................................................................................6
TASK 3 – COMMUNICATION IN WRITING..............................................................................7
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................11

INTRODUCTION
Communication skill is one of the most important skill which is required by every
candidates to communicate and interact with others. It is required both in personal and
professional life. There are certain situations while working in a team in the organisation, where
it become difficult to handle situation, in that time communication skill can help to come out of
that situation (Cotton and Falvey, 2012). If anyone wants to be successful, he or she should know
how to communicate efficiently. With better skills, value of that person increases. By using
different methods and mode of communication employees can transfer their information to other
person. This assignment will focus on different theory of communication, various technology,
methods, modes and barriers to communication.
TASK 1 - Theory of Communication
1) Communication models and system used in business
Communication is the transfer of information or message from one person (sender) to
another (receiver). There are different models of communication and some of them are
mentioned below:
Aristotle Model of Communication: He was the first person who designed the
communication model. His model was widely accepted all round the world. This model focuses
on speaker and speech and is broadly classified in to 5 elements - Speaker, Speech, Occasion,
Audience and Effect. This model is basically speaker oriented as it plays important role in
transferring the message to another (Kurtz, Draper and Silverman, 2016). Here the role of
audience is passive and is generally influenced by the speech. Due to this, communication
process if from one side. Speaker prepares speech according to the target audience and situation
(Occasion).
Helical Model of Communication: Frank Dance give this model, inspired by a helix.
Helix is basically a three dimensional spring like spring in the shape of a cylindrical or a cone. It
is based on the concept of continuousness of the communication process and relational
interactions. Lower part of helix is small and is gradually becomes bigger on the other end. This
represent the progression of communication. For example, when we talk to a person at the
beginning, we have no idea about that person and the knowledge related to that person gradually
grows with time.

There are communication system help in smooth transmission of data form source to
receiver (Beebe and Mottet, 2013). System basically includes communication networks,
transmission systems, relay station, data terminal equipment usually capable of interaction to
form an integrated whole. Types of communication system are given below:
 Half Duplex Communication System: There is one way communication in half duplex.
In this, either sender can send the signals or recipient can respond to the sender.
 Duplex communication system: There is two way communication in full duplex. It may
involve two or more than two parties and they can communicate simultaneously to each
other. For example: Any employee talking to its stakeholders related to any business deal.
It involves two way communication.
 Tactical communication system: In this, the communication changes with change in
environmental conditions and other situation.
All the above communication system are used to ensure safe and secure transmission
between sender and receiver by avoiding any possible type of disturbance. There are different
types of communication model which are used to ensure smooth and better understanding of
communication.
2) Communication methods and technology used in business.
Several methods of communication are there through which one person can communicate
to others easily. Organisation uses different methods of communication to exchange their
message to others (Mascle, 2013). Some of them are mentioned below:
Verbal communication: In this, two or more people communicate to each other with the
help of speech. This is most commonly used method of communication. In organisation,
employees and other members communicate and interact with each other. With this method,
everyone working in organisation is well informed about objectives and goals of company.
Non verbal communication: It does not include speech but involves facial expression,
gestures, eye contact, body language, tone and pitch of the voice, etc. It is one of the powerful
tool that help individuals to communication via their feelings and emotions.
Written communication: This is another widely used method of communication. It
involves transfer of message or information in written form. It is essential for organisation to
maintain their record in writing for easy maintenance and tracking.

Visual communication: In this information is shared or expressed by using symbols and
pictures (Brink and Costigan, 2015). This is a reliable communication methods and is easily
remembered by individuals. It basically involves, signs, symbols, graphic designs, films, etc.
following are some benefits of formal and informal communication used by organisation
and are given below:
INFORMAL COMMUNICATION
To present grievances: Sometime, employees requires an informal way to communicate
with their seniors about their issues and problems. Informal communication is the best way to
communicate and can express their feelings. This gives them better opportunity to raise their
complaints, grievance or claim.
Alternative system: Informal communication is treated as another option after formal
communication. There are some kind of information or feelings which cannot be shared by
formal way. So, it is an effective manner to talk about feelings, emotions and other stuff.
FORMAL COMMUNICATION
Increase in efficiency: It increases the efficiency of communication process within
organisation as it has some fixed patterns or ways for it (Martin and Nakayama, 2013). This
helps in preventing any disturbance and misleading and also facilitates faster communication
between parties.
Smooth communication system: Formal communication ensures smooth flow of
information between parties. In this method, everyone in the organisation is aware about sender
and receiver.
Communication technology used in business
There are different types of technology used to facilitate transfer of message in smooth
manner. Organisation uses some of the technologies like e- mails, mobile phones, video
conferencing, video chat, social media channel, etc. Following are some use of technology: Easy product launch: Proper communication facilitates launching of products or services
in smooth and effective manner. For doing this, they can use email, visuals, message, etc.
to take large number of customers into account and make them aware about the products.
 Video conferencing: This has made official meetings very easy. Professionals sitting in
different parts of the country can communicate to anyone with the help of video
conferencing.

3) Principles of communication
Organisation can establish a sting and effective communication system, for that they have
to follow certain principles which are mentioned below:
 Principle of Clarity: It states that, the message sent should be written or communicated
clearly. No ambiguous message will not establish good communication.
 Principle of Simplicity: It is necessary that the message shared or transferred is in easy
language so that the person receiving it can understand it properly.
 Principle of Planning: Prior planning can be done before sending the message. This help
in creating a proper message with clear intentions and expressed in easy language
(Wilton, 2011). This will ensure proper understanding of message by recipient.
 Principle of Brevity: Organisation should avoid writing long messages. They can cut the
long message in concise manner and include only the essentials. This help in
understanding better.
Above principle ensures better communication but some barriers are there which can
cause hurdle in communication process. Some of them are mentioned below:
Physical barrier: Outdated communication methods are involved that can create great
disturbance while interacting with others such as noise, sound, extra signals, etc.
Cultural differences: People belonging to different cultural backgrounds have their own
language in which they communicate. But it is not necessary that the next person understands
their language. So, it is a great barrier to communication (Yoshida, Yashiro and Suzuki, 2013).
Emotional attitude: When one person's emotions are strong and in that condition, he
might not able to understand the frame of mind of other person or group. Emotional attitude of
both will obstruct the free flow of transmission and understanding of message.
TASK 2 – ORAL COMMUNICATION
Oral communication involves communication through mouth. Information and ideas are
communicated through mouth by speech. It is crucial to be efficient and fluent in communication
skills as they are the tickets to success. This is an effective methods to share feelings, emotions,
ideas and information verbally (Hamidi and Barati, 2011). Oral communication can be done
formally and informally. Examples of formal oral communication are given below:
 Speeches at events.
 Lectures given at coaching classes.

 Presentation given at university.
Following are some examples of informal oral communication:
 Telephonic communication.
 Face to face communication.
Me: Good morning Sir, how can I help you.
Unsatisfied Customer: I am here to inform you that, I haven't received my delivery yet and I
am really upset and unsatisfied from your services.
Me: I am so sorry for the problem sir as I was not aware about this.
Unsatisfied Customer: This is not done, you should know about delivery schedules and should
make sure whether your delivery is done on time or not.
Me: I understand sir, I was not aware about late delivery. Our company is facing shortage of
delivery boys and we are recruiting candidates for that. That is why we become late in reaching
you.
Unsatisfied Customer:You should have informed me about this as I was unaware about this.
Me: I am sorry again sir. I will track down your product and will deliver your product right
away. Sorry again for inconvenience.
Unsatisfied Customer: Kindly take care of this matter next time.
Me: Thank you for understanding.
Unsatisfied Customer: Your welcome.
TASK 3 – COMMUNICATION IN WRITING
Written communication involves interaction between parties through written words. It is
an efficient manner to interact with other person. It is crucial to prepare message in concise and
clear manner so that receiver can understand the intention of message in proper manner. There
are two ways through which the communication can take place and they are formal and informal.
Organisations mainly use formal way to communicate with their employees and may also use
informal way to know about feelings of employees (Datar Garvin and Cullen, 2011). There are
different methods which are used by candidates such as E-mails, fax, messaging and other ways.
CV: Below is an example of CV for job vacancy of HR in Lidl.
CURRICULUM VITAE
Name:

Address:
Contact Number:
Email Address:
Career Objective:
I want to work with good organisation and wants to increase my skills and talents and serve the
organisation with my best.
Educational Qualification:
 Matriculation with 90% marks Intermediate with 85% marks
Other Skills:
 3 years course in Bachelors of Business Administration. 2 years course of Masters of Business Administration.
Experience: 2 years of experience of HR manager in Aldi
Personal Skill/Knowledge:
 Ability to work under pressure.
 Honest.
 Loyal.
 Great communication skills. Time management skills.
Personal Profile:
 Father's name-
 Date of Birth-
 Religion-
 Marital Status- Nationality-
Declaration:
I hereby declare that all the data that has been provided above is correct to the best of my
knowledge and belief.
Date:

Place:

E- mail : Below is an example of an E- mail for job post of HR in Lidl
From: [e-mail]
To: hrLidl.org
Subject: Applying for HR post
Respected Sir/ ma'am,
I am interested to apply for the vacant job position of HR in your esteemed organisation. I have
attached by resume for the same.
I have experience of two years and is looking for more opportunity which I can seek from your
organisation.
Thanks and Regards
Veronica
Letter: Below is an example of formal letter.
C- 161, Villa street, London, UK
13 June, 2018
To,
Mr. Edward
London, UK
Respected Sir,
My name is Veronica and I am interested for HR job at your esteemed company. I have pursued
my graduation in BBA and Master of Business Administration with specialization in HR and
marketing. I have two years experience as HR manager in Lidl company and seeking job at
your organisation.
Thank you and I am looking forward for working with your company in future.
Yours Sincerely,
Veronica
CONCLUSION
From the above prepared report, it has been concluded that communication skills are
crucial soft skills that are required by individual to achieve success in life. Business organisation
uses different ways to communicate third party. There are some important communication

principles that help in establishing strong communication process within organisation.
Companies mainly use formal communication process to carry out their interaction with
employees and stakeholders. There are various means of written communication that can used
and they are e- mails, CV, fax, etc. It is crucial to transfer clear message to receiver so as to carry
out further procedures in the organisation.