Effective Communication Strategies in Business

The provided report focuses on the significance of communication in business, highlighting its role in passing information to employees and achieving organizational goals. The report includes two assignments: a case study on a student's application for an HR assistance post and a personal details section with information about the student's education, achievements, and family background. The summary aims to provide specific details about the assignment, including key points and takeaways for students.

COMMUNICATION SKILLS
FOR BUSINESSES

Table of Contents
INTRODUCTION ..........................................................................................................................3
TASK 1............................................................................................................................................3
1.1: Communication models and systems used in business........................................................3
1.2: Communication methods and technologies in businesses...................................................5
1.3: Making communication effective........................................................................................7
TASK 2............................................................................................................................................8
Oral communication....................................................................................................................8
TASK 3............................................................................................................................................8
1. A formal report........................................................................................................................8
2.: CV..........................................................................................................................................9
3. Email.....................................................................................................................................10
CONCLUSION .............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Communication plays an important role in order to convey the information from one
department to other department. There are various types of internal and external drivers which
are able to communicate with the various employee perform various types of functions of
organisation. In this report it explains about the different theory which are used by the
organisation in order to conduct interview. This report explains about the formal report, CV, and
emails. This aids to accomplish different types of information which are use to communicate
with various employee working in company.
TASK 1
1.1: Communication models and systems used in business
Communication model: The communication models adopted in business does not
consist all the elements of communication. The specialists of communication systems have
developed various models of communication till date.( Jackson, 2014) The various models
related to the communication are discussed as below:
 Aristotle's persuasion model: this model is developed by the Greek philosopher
Aristotle. He suggested that when a teacher or any leader gives a speech in any assembly
or in a classroom, the way they deliver the speech includes the persuasion model.
According to this model, three elements are included in this business communication
process. But in this model there is no role of receiver as his role is neglected in this and
he can not respond to the conversation.
 New comb's Inter-personal model of communication: this model is considered as one
of the easiest model of communication.(Guffey, and Loewy, 2010 ) As per this model , a
total three parties are involved in a Effective conversation process. According to this,
there is a third party involved in the communication process (I.e between sender and

receiver) and that person can manipulate the conversation between the sender and
reciever.
 Hoveland's Persuasion model: this model is kind of similar to the Aristotle model but
there is one difference in this model which makes it better then the latter model. In this
model, the leader delivers the speech to the audience and the feedbacks of the people's
response are transferred to the speaker. This is described as under:
Communications System:
 E-mail: In this communication process, the managers of the company communicates
with the employees electronically through a network. In this process, the sender delivers
a message electronically which is transferred to the receiver and is stored in his
electronic mailbox.
 Fax: this is also an electronic way of communication, in which the message is delivered
through a use of modems, telephones or scanners to the employees or any organisation

throughout the globe who have access to telephones. In this communication, the sender
and receiver both requires a fax machine in order to send and receive a message.
1.2: Communication methods and technologies in businesses
Communication methods: Communication is the process which involves interchanging
and Transmitting opinions, thoughts and information to the stakeholders by delivering speech, in
writing or signs. The methods of communication are discussed below:
 Verbal: This method of communications implies the use of mouth in delivering the
message intended to send. The verbal communication are broadly divided into two broad
categories namely written and oral communication. (Robinson, Segal, and Segal, 2014)
Written communication: This communication process includes paper letters, documents
, typed electronic documents, text charts and E-mails. This form of communications is majorly
used in sending formal messages.
Oral Communication: The another form of communication includes spoken word,
which can be through phones, voice mails, face to face or video conferencing. The oral
communication is generally used in informal conversations.
 Non-verbal Communication: The non verbal conversation is used in receiving and
sending wordless messages. The messages in this communication fortify verbal
communication, but these can also convey feelings and thoughts on their own. This
communication uses body language, symbols, facial expressions , gestures, eye contacts
,waves etc. for conversing with the other person.
 Visual communication: this is the third type of communication which adopts visual
aids such as drawings , graphics, topographies , signs , illustrations, colour and other
visual electronic sources. The visual communications which includes charts and graphs
emphasises written communication and in many situations it replaces the written
communications. It has also been said that ' a picture says a thousand words' such visual
form of communication conveys more powerful message then verbal and non verbal
communications. ( Lawlor, and Donnelly, 2010 )
Benefits of formal and informal communication process:
Formal communications: Formal communications plays a very critical role in all the
organisations as it provides all these benefits which are discussed as under:

 Smooth system of communication: The formal communication flows through a pre
specified route and thus everyone is responsible for how and where to deliver the
message, such that it will not face any difficulties in flow of communication.
 Increased efficiency: The formal communications increases the efficiency of the whole
organisation's management as the procedures and rules are mandatory to be followed
always.
 Less Mistakes and errors: The formal process of communication includes all the
formalities that are required thus there is very minimal chances of errors and mistakes.
Informal communication: This form of communication also have its own benefits which makes
it necessary in organisations. The benefits are as under:
 Free Environment: the Informal form of communication makes an free and casual
environment. This means that there is no pressure whether the office is small or big. The
viewpoints and suggestions of employees can be easily collected.(Wilson, 2013)
 Improving management-labour relationship: The informal form of communication
plays a significant role in enhancing the relationship between the managers and labours.
In various situations, the flow of information through informal network can create a lack
of trust , disputes and controversies among the employees.
 Relieving Frustrations: An informal network in the organisation assists the employees
in reliving work frustrations from their minds. By expressing their issues to other they
can relieve their frustrations, in the formal process, it is not possible.
Communication technologies:
 Teleconferencing: In this process of teleconferencing, the meeting are held virtually
through video and audio links. The teleconferencing process assits the manager a lot of
money otherwise that would be spent on travelling and it saves the time too, increasing
the efficiency of the organisation.
 Image scanning: This technological process assists the organisation in converting the
paperworks, documents , diagrams , plans and photos in the electronic files through
scanning them with the image scanners. These makes easier for the companies to keep
track record of all the documents and these are also easier to transfer to the employees in
various places at a same time with no or very less cost.

 Cloud technology: This technology is going to be another big part for every business
communications in the near future. The storage of the data related to the clients of the
company is a critical issues that the companies face in the modern world. Many of the
companies don't have the capability to store their data on the their own websites, which
makes the cloud storage desirable for the companies.
1.3: Making communication effective
Principles of effective communication: For making the communication effective there
are certain principles that should be adopted by the organisation. The list of such principles are
discussed as under:
 Principles of clarity: this principle states that the message that contain the information
and objectives should be very clear. An message that is evasive will not be helpful in
making communication that is effective. ( Dede, 2010 )
 Principle of simplicity: As per this principle, the content of message should be simple
and easily understandable for the readers. The information must be in simple and
common words and the sentences that are used should be grammatically correct and easy.
 Principle of brevity: This principle states that the message should be brief and concise in
nature. If the message will be too long then the reader may feel troubled. So the content
of message should only include necessary information.
 Principle of attentiveness: Proper and effective listening is crucial for the effective
communication. So this principle implies that the receiver should be attentive in listening
to the information.
 Principle of language control: Controlling on the language is significant in effective
communication. The sender of the message or communicator should be should be
cautious in creating sentences and selection of words.
 Principle of feedback: This principle implies that only sending a message is not the end
of the conversation. The receiver must ensure that he provides a proper feedback to the
message that he has received.
Barriers to effective communication:
For an effective communication in the organisation the company needs to overcome these
barriers which are discussed as under:

 Use of jargon: this barrier means the communicator should not use unfamiliar, over-
complicated or technical terms in the process of communication.
 Emotional barriers and taboos: Some of the employees in the organisation find
challenging to express their emotions and people find some topics taboo or completely
'off-limits'. The examples of such topics include, but are not limited to religion, politics,
racism , sexuality , mental or physical disabilities and any such thing that sounds
unpopular.( Kermis, and Kermis, 2010)
TASK 2
Oral communication
Oral communication is the most effective methods which helps to express the data or
thoughts by the oral process. It is the process by which it directly impact describing any point on
the basis of the some specific point for the discussion. There are various types of communication
system
Interviewer(Customer): why the product have reach at stipulated time?
CSE (My response): Sorry for inconvenience. Let me check cause of failure of delivery of
products.
Interviewer (Customer): I don't response about the cause of delay in delivery that you are
convincing. The company is going to start to conveying to me after making mistakes the
company has also charge extra amount of money in order to deliver the products
CSE (My response) Thank you for giving me your response I took care about the delivery of
products at stipulated time period. ( Petrie, 2011)
Interviewer( Customer): you have to deliver the products on timer other I am going to cancel the
order. And also you have give me compensation amount on the products
CSE (My response): I will try my best to deliver the product as soon as possible and also talked
to management to give you compensation amount. Thank You for your valuable feedback.
TASK 3
1. A formal report
20D Hunter bridge
Klacksburg, VA 25000

(560) 655-11 15
[e-mail]
Date: 14th June, 2018
Mr. Glenn John
HR, Manager
Human resource Department
1300, line Drive
Tairfax. CA 23030
Dear Mr Wright,
I have enjoyed interviewing with you during the recruiting visit to natural Plc as one 14th June
2018. The HR executive would be outlined certain challenging and rewarding all decision
related with on-site visit. I think my learning capability and experiences to face different
types of challenges and I am able to give my best to perform different types of functions in
effective manner.
Sincerely,
Crisitn Martely
Enclosure
2.: CV
1. General information
Name – Michal Jackson
Phone no. - 23587166890
E-mail id –[e-mail]
2. Qualification
MBA Oxford University 75.00%
BBA Oxford University 88.00%

Higher education London Business school 79.00%
Secondary education London Business school 89.00%
5. Personal details:
Father name – John Jackson
Mothers name- Samy Jackson
Date of birth - 18th June, 1994
Achievement – volleyball winner at national level in 105th standard
3. Email
Email: This is concerned about the most effective process in order to give various information
about the post which is given by the sender. (Saavedra, and Opfer, 2012)
Send
To: [e-mail]
CC: HR. Accenture
Subject: Regarding post of HR assistance
Respected sir,
Good morning sir, I want to apply for the post of the HR assistance. As I am eligible for
the post as I am having completed my MBA in HR.
Thanking you
Your sincerely .

CONCLUSION
It can be concluded from the above mentioned report it has been assumed that
communication plays an important role in order to pass information to different employee
working in the organisation. This helps to attain goals and objectives of organisation in effective
manner.
REFERENCES
Books and journals:
Jackson, D., 2014. Business graduate performance in oral communication skills and strategies for
improvement. The International Journal of Management Education. 12(1). pp.22-34.
Guffey, M. E. and Loewy, D., 2010. Business communication: Process and product. Cengage
Learning.
Robinson, L., Segal, J. and Segal, R., 2014. Effective communication: Improving communication
skills in business and relationships. Retrieved February. 20. p.2014.
Lawlor, B. and Donnelly, R., 2010. Using podcasts to support communication skills
development: A case study for content format preferences among postgraduate research
students. Computers & education. 54(4). pp.962-971.
Wilson, K. P. , 2013. Teaching social-communication skills to preschoolers with autism:
Efficacy of video versus in vivo modeling in the classroom. Journal of autism and
developmental disorders. 43(8). pp.1819-1831.
Dede, C., 2010. Comparing frameworks for 21st century skills. 21st century skills: Rethinking
how students learn. 20. pp.51-76.
Kermis, G. and Kermis, M., 2010. Professional presence and soft skills: A role for accounting
education. Journal of Instructional Pedagogies. 2. p.1.
Petrie, P., 2011. Communication skills for working with children and young people: Introducing
social pedagogy. Jessica Kingsley Publishers.
Saavedra, A. R. and Opfer, V. D. , 2012. Learning 21st-century skills requires 21st-century
teaching. Phi Delta Kappan. 94(2). pp.8-13.