Business Communication Report

This report examines the principles and purpose of different forms of organizational communication, highlighting the importance of effective listening and speaking skills in business meetings. It also evaluates the strengths and weaknesses of an HR Director in terms of communication, offering insights into how to improve communication strategies within an organization.

BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1. Principles and purpose of different form of organisational communication...........................1
General characteristics of effective listeners and effective speakers that participant must have
to be consider during meetings...................................................................................................2
Evaluation of own strength and weaknesses in term of communication....................................4
CONCLUSION................................................................................................................................5
References........................................................................................................................................6

INTRODUCTION
Business communication is the ability to interact by exchanging ideas, information and
views within as well as outside the organisation. There are basically two types of organisational
communication; that are Oral and Written communication. The study is based on various style of
conversation in the Sport Love, that is independent London sport and leisure industry and how
the HR Director can consider the principles of business communication in employees and staffs
to improvise their poor interaction style. Report will explain characteristics of effective listeners
and speakers that are essential for participants in business meetings. Lastly the report will end up
with evaluation of own strength and weakness of HR in terms of oral and written
communication.
TASK 1
1. Principles and purpose of different form of organisational communication
Organisational communication is refers to exchanging information or thoughts with
internal and external stakeholders of the industry. HR director of Love Sport need to maintain the
effectiveness of communication (Kernbach, Eppler and Bresciani, 2015). There are various
purpose of organisational communication such as: Seeking or receiving information, control,
encouragement, etc. the purpose of communication is based on different form of organisational
communication. There are various principles of communication that need to consider by HR
Director of Sport Love to enhance communication strategy in the organisation:
Clarity- It is essential to give the message or fulfil the purpose of communicating should
be clear and understandable. HR Director should ensure that communication process is clear.
The purpose of this is that client can understand what staff want to say as well as communication
process between employees within the organisation should also be clear (Brink and Costigan,
2015). HR should consider that the communication process is free from jargon word selection
and fuzzy language that is absolutely forbidden in the organisation and must short and simple.
Understanding the receiver- As, Sport Love deals with multinational customers as well as
businesses, it is essential for staff of the company to understand the language of receiver. HR
Director of Sport Love also consider that its employees are aware of every language. Purpose of
this is that employee should know what is the understandable language, exact topic to talk about
before conduct meeting with them. It is also important to approach customers or employees in
friendly manner with courtesy (Principles of communication, 2018).
1

Consistency- Sport love faces poor communication amongst the staff in the organisation
that can affect customer experience, can create confusions and chaos in company (Thomas and
Stephens, 2015). The HR Director need to focus on the consistency of communication as well as
particular attention should also be paid to subordinate managers who are the centre of
communication.
Completeness- The communication must be complete and adequate, otherwise
incomplete message create conflict, confusion and chaos in organisation and will be
misunderstood by the receiver. So the completeness would be consider to avoid future harm by
employees, staffs as well as HR of Sport Love. Good subdivision of subjects will clarify the
message that result in proper understanding of what is said or purpose.
Objective- Staff must know the purpose of communication before transmitting the
message to other workers as well as to customers (Thomas and Stephens, 2015). HR Director
should ensure that every single employee know their roles and responsibilities and also ensure
that they have right selection of mode of communication.
Feedback- HR Director should allow feedbacks from customers, individual employee to
manage the experience of customer and improve the area where improvement needed.
Purpose of effective communication strategy is to maintain connections and allow
employees of Sport Love to work efficiently towards organisational goal. By building
communication strategy HR Director of the organisation effectively identifies the objectives of
company's outreach activities. The purpose of strategy is to ensure that all the information is
delivered to right people, internally and externally. Communication strategy is implemented in
Sport Love to interact all its messages to its stakeholders in appropriate manner. Effective
communication strategy increase morale of organisation's employees as it enables transparency,
increase motivation and loyalty.
General characteristics of effective listeners and effective speakers that participant must have to
be consider during meetings
Communication process consist of four major modes: speaking, listening, writing and
reading (Guffey and Loewy, 2015). All the modes are important in an effective communication
process. In general meeting participants of Sport Love should consider and adopt various
characteristics of effective listener and speaker:
2

Effective Listeners
Effective listening is an essential in workplace meetings that include understanding and
interpreting messages, being motivated to pay attention and give response by verbal and non-
verbal feedback. Participants need effective listening skills to maximize effectiveness of
meetings.
Attentive- To be an effective listener, participants must pay attention to the key points of
meeting by getting some knowledge of conducted meeting. They should also avoid any kind of
distraction. Therefore, attention is important to consider for being a good listener in business
meetings (Henderson, Cheney and Weaver, 2015).
Do not assume- Participant as an effective listener must summarize the ideas and
thoughts of speaker to avoid misunderstanding and assumptions, because an effective leader do
not assume before understanding the purpose of thought. They should avoid premature
judgements about the message of speaker.
Give positive non-verbal feedback- A good leader give positive feedback to the speaker.
Speaker can understand verbally, but non-verbal feedback is more important that boost
confidence of speaker (Eaves and Leathers, 2017). Participants can have good and active sitting
position, positive and welcoming facial expression, positive body language and open mind.
Overall to being an effective listener participants should be projective that try to
understand views of speaker, empathic who not only concentrate on the base meaning of
message but also try to understand feeling and emotions of speaker (Raina and Roebuck, 2016).
Effective Speaker
For a successful meeting it is essential to have effective speaking skills that effectively
relay message of participant as a speaker. For being an effective speaker participants must
consider these following characteristics of a good speaker:
Relevance- An effective speaker know the purpose of meeting and align the topics of
conference (Chaudhury, 2015). The message should relevance of the topic and purpose of
meeting. Participants should prepare about what are they going to speak.
Confidence- The most essential characteristics of a good speaker is confidence. To being
an effective speaker participants of Sport Love must be confident, knowledgeable, accurate. A
good speaker put his message with confidence that increases listeners interest.
3

Engagement with the listeners- Speech of effective speaker should be conversational in
nature that help in building engagement with the listeners as much as possible (Penrod, Tucker
and Hartman, 2017). Connection between listeners and speakers allow them to listen your
thoughts and ideas regarding the meeting.
Evaluation of own strength and weaknesses in term of communication
As an HR Director of Sport Love, I have some strength in my oral and written communication as
well as I have some weaknesses in term of communication:
Strengths
 I am good in influencing team, staff or employees by my oral communication skills and
can able to motivate them to enhance their work performance (Eaves and Leathers,
2017).
 I am able to build effective employee relation include administrating and negotiating by
oral communication.
 Written communication is my strength and it can help me to develop and implement
organisational development programs effectively as well as in developing organisation
plan.
 By developing effective benefit plans, guidelines and policies in the context of written
communication, employees can motivated towards their work and to retain top talent
(Kernbach, Eppler and Bresciani, 2015).
 It is important to select right communication channel to implement the idea effectively,
thus I communicate with employees according to their preference and by which they can
understand. Whether I interact with the staff according to their preferences but
differentiation is important between preference and viewpoint.
 I am able to make complex things simple by communicating.
 I have clear writing skills that help me to avoid miscommunication within the
organisation and help in to understand company policies in clear manner to employees
(Brink and Costigan, 2015).
 I am a good listener and can do honest discussion with managers and staff that help me to
understand their point of view and finding solution.
Weaknesses
4

 I have lack of empathy thus it can demotivate employees sometimes. I have to work on it
and understand the feeling and emotion of the staff.
 I am able to motivate employees but several times language barriers can create difficulty
in understanding (Guffey and Loewy, 2015).
CONCLUSION
From the above study it was concluded that effective communication is essential to
building a team, fulfil customer expectations and that result in making Sport Love successful
business. It was also mentioned that various principles of business communication such as
completeness, consistency, accuracy, etc. should consider to avoid various issues that had been
faced by organisation. The report also evaluated characteristics that should adopt and help
participants for being good listener and speaker. Strength and weakness was also concluded of
HR Director in term of communication.
5

References
Kernbach, S., Eppler, M.J. and Bresciani, S., 2015. The use of visualization in the
communication of business strategies: An experimental evaluation. International
Journal of Business Communication. 52(2). pp.164-187.
Brink, K.E. and Costigan, R.D., 2015. Oral communication skills: Are the priorities of the
workplace and AACSB-accredited business programs aligned?. Academy of
Management Learning & Education. 14(2). pp.205-221.
Thomas, G.F. and Stephens, K.J., 2015. An introduction to strategic communication.
Guffey, M.E. and Loewy, D., 2015. Essentials of business communication. Nelson Education.
Henderson, A., Cheney, G. and Weaver, C.K., 2015. The role of employee identification and
organizational identity in strategic communication and organizational issues
management about genetic modification. International Journal of Business
Communication. 52(1). pp.12-41.
Raina, R. and Roebuck, D.B., 2016. Exploring cultural influence on managerial communication
in relationship to job satisfaction, organizational commitment, and the employees’
propensity to leave in the insurance sector of India. International Journal of Business
Communication. 53(1). pp.97-130.
Chaudhury, R., 2015. Developing Communicative Competence Through Language-Based
Activities in Business Communication Courses. IUP Journal of Soft Skills. 9(3). p.7.
Penrod, C.B., Tucker, M. and Hartman, K.B., 2017. Models for Delivering Written Business
Communication Skills: Improving the Process. Journal of Instructional Pedagogies. 19.
Eaves, M. and Leathers, D.G., 2017. Successful nonverbal communication: Principles and
applications. Routledge.
Online
Principles of communication. 2018. [Online]. Available Through:
<https://thebusinesscommunication.com/principles-of-communication/>
6