Effective Business Communication Strategies

This assignment delves into the crucial aspects of effective business communication. Students will explore various communication models, analyze their applications in diverse business contexts, and evaluate the impact of factors like nonverbal cues and cultural differences on successful communication. The assignment requires students to apply theoretical knowledge to real-world scenarios through case studies and critical analysis. It also emphasizes the development of practical skills such as assertive communication and active listening.

Running head: EFFECTIVE BUSINESS COMMUNICATION
Effective Business Communication
Name of Student
Name of University
Author Note

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Table of Contents
Diagnosis and Reflection...........................................................................................................2
Literature review........................................................................................................................5
Concept of communication and its issues..............................................................................5
Models related to communication..........................................................................................5
Conceptual and behavioural skills needed.............................................................................8
Action Plan.................................................................................................................................9
Reference..................................................................................................................................11
Appendices...............................................................................................................................13
Appendix 1...........................................................................................................................13
Appendix 2...........................................................................................................................13
Appendix 3...........................................................................................................................13
Appendix 4...........................................................................................................................14
Appendix 5...........................................................................................................................15
Appendix 6...........................................................................................................................16

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Diagnosis and Reflection
The purpose of this report is to analyse communication skills and the ways by which
an individual can improve communication with others. The communication skills required for
business and for interpersonal interaction are analysed in the report. Communication tools
required for developing communication tool is also analysed in the report. The report reflects
interpersonal communication of the researcher based on solving questionnaires. In this
regard, five diagnostic communication tools are analysed in order to understand the
effectiveness of the communication.
In order to analyse my communication level, I have used five diagnostic tools.
According to Shwom & Snyder, (2015), the communication tools help one to understand the
level of communication that exists among an individual. Questionnaires are solved in order to
understand the personality of the people while communicating with one another. These five
tools include Johari window, assertive communication technique, interactive psychological
communication test, communication test and interpersonal communication test. These test
help in analysing my personal communication style and the areas in which I can make
improvements. Each tool has different levels that help in assessing the communication pattern
of individuals. The Johari window helps to explore the areas that are known to an individual
and the areas that require being explored by self and others. The second tool, the assertive
communication tool analyses the ability to speak in public. The interactive psychological
communication test helps in providing insightfulness about the communication skills that
exists (Thill & Bovée, 2013). The fourth communication tool, the communication test
analysis certain characteristics of the individuals and the level required in the communication.
The fifth tool, the interpersonal communication skills, helps to analyse the insightfulness of
an individual.

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Based on the results of the analysis, it can be said that the different tools produced
different results that help to analyse my communication style. After taking the Johari window
test, I have seen that most of my personality trait is unknown to me and to others. These
characteristics are required in order to have a perfect communication with people. Abilities
such as being bold, dependable, loving and being relaxed help in maintaining proper
communication with individuals. The facade side that is known to others is my caring,
honesty and happy nature. According to Cardon, (2015), these characteristics are also
required in order to maintain effective communication (Refer to appendix 1).
The second test result shows that I have 66% ability to speak about self in front of
others or while defending myself. It provides evidence that I remain hesitant to speak about
my issues and tend to adjust to the situation that I remain. However, I also disclose my
disagreement if I am unable to connect properly with the thoughts brought up by other people
(Refer to appendix 2).
The third result shoes that I have a 70% insightfulness meaning that I am able to
interpret the thoughts and actions of people effectively. I even adjust my behaviour based on
the person with whom I am communicating. This provides an empathic situation for the
individuals (Refer to appendix 3). The fourth test result shows that my communication skill
is the ability of thinkers. I give some thoughts to my actions or words. This makes me
incapable of directing people about what needs to be done (Refer to appendix 4). The fifth
test result identifies my interpersonal communication level as 60%. This implies that I may
more attention to the messages sent to me rather than analysing the situation on a first-hand
basis. My empathy characteristic also is addressed stating that I can be supportive to people
in terms of needs (Refer to appendix 5).

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After analysing the results from the five communication tests, it can be said that my
ability to speak to others need improvement. It has been seen that my ability to communicate
with people in groups need improvement as I tend to become nervous and fail to express my
thoughts in an accurate manner. I do not take responsibility for my actions and do not lead
whenever people need my assistance. Due to my disability to speak freely with people, I am
not a socialiser. I do not engage with people in order to get my work done. Thus, it is required
that I manage to work on these skills and ensure that I manage to bring out my hidden
characteristic in front of others. In order to analyse my situation, I can narrate two instances
that can highlight the issues that I faced while communicating with people.
The first issue that I need to focus is my ability to interact with others. This situation
occurred about 6 months ago. While working in a team I had been given the responsibility to
analyse the situation of the team and collect necessary feedback required for improving the
coordination between the members. However, due to my inability to interact with people I
failed to perform this task in an effective manner. This led to problems in the team, as I did
not make other people feel comfortable working with me. Thus, the ability to develop my
smartness is a necessary diagnosis that needs to be done. I even need to express my concerns
regarding the issues that I face while working.
The second issue that needs to be solved is my ability to understand the actions and
words of a person. Based on the test results my insightfulness is about 70%, however, on one
occasion I failed to understand the words spoken to me that led to the failure of team
performance. I need to develop the insightfulness in order to understand the clarity of the
words and tasks given to me. Due to my inability to understand, the task I was not able to
help my team members in carrying out the activities required for completing the project.
Thus, the ability to understand people and their thoughts is another skill that I need to
develop. In order to do this, I need to be a good listener.

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Literature review
Concept of communication and its issues
According to Rentz & Lentz, (2013), communication is the exchange of information
by using convenient ways to express thoughts and feelings. This exchange of information can
be in the form of verbal or non-verbal communication. In order to understand the necessary
communication required for individual certain tools are developed that help in the analysis of
the personal traits required for an individual. These communication tools are effective in
highlighting the issues that an individual may develop while communicating with one another
(Argenti, 2015). For example, the inability to communicate with people is a common issue
that arises among an individual. This may lead to ineffective team interaction and may
jeopardise any communication form of the individual. As stated by Peleckien & Polajeva,
(2016) the issue regarding communicating with people create a sense of depression among
many individuals. Another issue that arises in among an individual is the fact that most
people are not good listeners. The ability to listen to people is an important aspect of
communication (Chaney & Martin, 2013). Proper listening of the problems of the people may
lead an individual to provide an effective solution to the problems. Apart from this, the ability
to develop a feeling of empathy is also essential in order to assist people and make proper
communication. In order to develop these and ensure that the communication process is
maintained certain models have developed that help in the smooth transaction of a message
from one individual to another.
Models related to communication
Hampf & Müller-Pohl, (2013) stated that in order to develop proper communication
among different entities it is required that certain models are followed that help in the
effective spreading of messages. One such model is the Schramm’s model, which segments
different components of communication. The components of communication help in

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segregating the components that help in conducting communication. The sender sends the
message required to be communicated in an encrypted manner (Carroll, 2015). The message
is then decoded by the receiver and interpreted to the people. The medium of communicating
the messages from one medium to another is done within the internal activities of an
organisation. In this regard, it can be said that this model can be effective for individuals
facing issues in communicating with other people. As observed by Austin & Pinkleton,
(2015) the model considers communication as a never-ending process that requires
continuous interaction between people. Hence, the model proposed by Schramm can be
considered as an effective mode of communicating with individuals. This can also help in
developing listening skills as the messages sent by the sender are in the form of encryption
that may require proper listening skills in order to decode the message. This is a continuous
flow of message that is done from both ends in order to maintain stability in communication.
However, Sadia et al., (2016) stated that Berlo’s model could also be used to maintain
effective communication among individuals.
Figure 1: Schramm’s model

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(Source: DiSanza & Legge, 2016)
Belo’s model states that communication skills are of vital importance in order to
transmit a message from sender to receiver. This model is also called SMCR model in which
every required factor for each component is analysed and the skills required for performing
the factors are stated. Evans et al., (2017) stated the division of factors help in a proper
analysis of the model. The sender transfers the message to the receiver in the forms of various
channels. These channels are abstract objects that are required for proper communication.
Some of the common factors that exist in the model are the fact that proper communication
skill is required for the sending and receiving the message. In this regard, it can be said that
the inability to communicate with other people and improper listening skill can affect the use
of this model (Grunig, 2013). One of the important components of the communication model
is the fact that the messages transferred from this model are content and consist of codes that
are necessary for the effective working of an organisation. In this regard, it can be said that in
order to develop personal communication skills, the use of this model can be effective
(Fleisher & Bensoussan, 2015). Hence, the practical implication of the model can be done on
the individuals wanting to improve the ability to communicate with one another. The
conceptual application of these models helps in developing an individual in terms of
maintaining proper interpersonal communication with one another. Thus, Belo’s model can
be used for developing interpersonal skills.

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Figure 2: Belo’s model
(Source: McQuail & Windahl, 2015)
Conceptual and behavioural skills needed
In order to develop competence in the communication department, it is necessary that
an individual apply theoretical as well as practical knowledge of the models. This can help
the individuals to understand the areas needed for improvement. In the words of Popp,
Raneburger & Kaindl, (2013), the basis of communication is the listening skill of the
individuals. The individuals have an opportunity to develop self-competence by applying the
factors that can help in the understanding of the problems. In this regard, it can be said that in
order to prevent any disruption in communication and solve issues, verbal and non-verbal
communication is required (Tuna, Gulez & Gungor, 2013). Another factor that affects the
interpersonal communication model is the emotion of people. People with a strong emotional
competence can develop proper communication because they may not be affected by any
emotional outburst. It has also been evidenced that individuals with a proper listening skill

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are subject to excel in the communication department (Guidotti, 2013). One of the best
methods of improving communication technique is to understand the demand of the people.
Based on this understanding, an individual can develop communication competence and
ensure that the issues related to communication are solved (Dozier, Grunig & Grunig, 2013).
The ability to listen and express proper thoughts helps in the development of interpersonal
communication and maintains the effectiveness of the individuals.
Action Plan
After analysing the issues in my communication, I have formulated an action plan that
can help me to improve my communication skills. The action plan is based on the issues that
I have encountered and the ways by which I can rectify these issues. In order to execute the
plan in a proper manner, I have started to maintain a journal that records every activity that I
undertake in the course of my rectification. This journal can be useful for me in order to
reflect upon the ways by which I have managed to improve myself over the course of time. I
have set a timeline for myself to develop my communication skills. Within 6 months, I aim to
address my issues and ensure that I become capable of managing any communication-related
problems that arise.
In order to ensure that I am guided in a proper manner, I have sought the help of a
mentor. He is a professional in terms of coaching people in developing proper
communication skills. I have sought the help of Peter Dhu, a Diploma holder in Professional
Coaching. He has over 20 years of experience in training people who suffer from
communication issues. I aim to undertake an eight-week training programme under him to
help me overcome the issues that I face while communicating with others and listening to
others. The advice provided by him can be valuable in order to improve my communication
skills and develop a stable career in the future.

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I have also started to read books involving various models, theories and case studies
related to communication. I have managed to search for books such as “Active listening 101:
How to turn down your volume to turn up your communication skill” written by Emilia
Hardman, 2012. "The Power of communication skills to build trust, inspire loyalty and
lead effectively" written by Helio Fred Garcia, 2012. "Power Listening: Mastering the
most critical business skill" written by Bernard, T. Ferrari, 2012. These books have helped
me to understand the effectiveness of communication and the ways by which it can be used
effectively to develop skills. Participating in evaluating communication courses can also help
in developing communication skills. The courses undertaken by me include Diploma in
Communication Management courses, Skills on managing people effectively using
communication techniques. These courses can help me to develop my communication skills,
as I would be under experienced guides. The experience of the teachers can help me to
understand my problems more clearly (Refer to Appendix 6 for gnat chart).
It can be concluded that the report helped me to understand my communication
abilities. The issues that I have in speaking to people and listening to the problems of the
people have been brought in focus by completing this report. The models and concept
identified in communication can be related to the issues that I face. Undertaking courses and
searching for books that can help in addressing this issue is effective in developing
communication issues that I have identified.

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Reference
Argenti, P. A. (2015). Corporate communication. McGraw-Hill Higher Education.
Austin, E. W., & Pinkleton, B. E. (2015). Strategic public relations management: Planning
and managing effective communication campaigns (Vol. 10). Routledge.
Cardon, P. (2015). Business communication: Developing leaders for a networked world.
McGraw-Hill Higher Education.
Carroll, C. E. (Ed.). (2015). The handbook of communication and corporate reputation (Vol.
49). John Wiley & Sons.
Chaney, L., & Martin, J. (2013). Intercultural business communication. Pearson Higher Ed.
DiSanza, J. R., & Legge, N. J. (2016). Business and professional communication: Plans,
processes, and performance. Pearson.
Dozier, D. M., Grunig, L. A., & Grunig, J. E. (2013). Manager's guide to excellence in public
relations and communication management. Routledge.
Evans, D. R., Hearn, M. T., Uhlemann, M. R., & Ivey, A. E. (2017). Essential interviewing:
A programmed approach to effective communication. Nelson Education.
Fleisher, C. S., & Bensoussan, B. E. (2015). Business and competitive analysis: effective
application of new and classic methods. FT Press.
Grunig, J. E. (Ed.). (2013). Excellence in public relations and communication management.
Routledge.
Guidotti, T. L. (2013). Communication models in environmental health. Journal of health
communication, 18(10), 1166-1179.

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Hampf, M., & Müller-Pohl, S. (Eds.). (2013). Global communication electric: business, news
and politics in the world of telegraphy. Campus Verlag.
McQuail, D., & Windahl, S. (2015). Communication models for the study of mass
communications. Routledge.
PeleckienÄ, V., & Polajeva, T. (2016). Towards sustainable entrepreneurship: role of
nonverbal communication in business negotiations. Entrepreneurship and
Sustainability Issues, 4(2), 228-239.
Popp, R., Raneburger, D., & Kaindl, H. (2013). 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
Rentz, K., & Lentz, P. (2013). Lesikars Business Communication: Connecting in a Digital
World. McGraw-Hill Higher Education.
Sadia, A., Salleh, B. M., Kadir, Z. A., & Sanif, S. (2016). The Relationship between
Organizational Communication and Employees Productivity with New Dimensions of
Effective Communication Flow. Journal of Business and Social Review in Emerging
Economies, 2(2), 93-100.
Shwom, B. G., & Snyder, L. G. (2015). Business communication: Polishing your
professional presence. Pearson.
Thill, J. V., & Bovée, C. L. (2013). Excellence in business communication. Pearson.
Tuna, G., Gulez, K., & Gungor, V. C. (2013). The effects of exploration strategies and
communication models on the performance of cooperative exploration. Ad Hoc
Networks, 11(7), 1931-1941.

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Appendices
Appendix 1
Johari window test result
Appendix 2
Assertive communication test result
Appendix 3
Interactive psychology communication skill

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Appendix 4
Communication test result

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Appendix 5
Interpersonal communication skill result

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Appendix 6
Gantt chart for action plan
Activity October November December January February March
Maintain
journal
Undertake
guidance from
professor
Read books
Enrol in
communication
course