Understanding Communication Processes

This assignment delves into the fundamental aspects of communication within a business context. It defines key components such as the sender, receiver, message, medium of transmission, and the decoding process necessary for effective information transfer. The document highlights various mediums used in contemporary business communication, ranging from traditional methods like phone calls and face-to-face interactions to modern technologies like email, internet, and social media.

Communication in
Business
Environment

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.2................................................................................................................................................1
1.3................................................................................................................................................2
1.4................................................................................................................................................2
1.5................................................................................................................................................2
1.6................................................................................................................................................3
1.7................................................................................................................................................3
1.8................................................................................................................................................3
1.9................................................................................................................................................3
TASK 2............................................................................................................................................4
2.1................................................................................................................................................4
2.2................................................................................................................................................4
2.3................................................................................................................................................4
2.4................................................................................................................................................5
2.5................................................................................................................................................5
2.6................................................................................................................................................5
2.7................................................................................................................................................6
TASK 3............................................................................................................................................6
3.1................................................................................................................................................6
3.2................................................................................................................................................7
3.3................................................................................................................................................7
3.4................................................................................................................................................7
3.5................................................................................................................................................7
3.6................................................................................................................................................8
CONCLUSION................................................................................................................................8

INTRODUCTION
Communication is the process of interaction that takes place between two or more people
to convey or share information. Studying communication is important because there is flow of
information in organizations, companies, government or non-government offices. Therefore
communication assignment help include both the forms of communication-verbal and Non-
verbal. Communication is mainly about the combination of words and sentences that you deliver
to the receiver (Castells, 2013). Whether verbal or non-verbal, if any word is wrongly placed or
wrongly spoken; the information will get wrongly interpreted resulting in miscommunication
between sender and receiver.
TASK 1
1.1
Internal stakeholders are individuals within a company, i.e. employees, managers,
directors,investors; alternatively, external stakeholders are those that are outside of but
care/benefit from the performance of the company, i.e. consumers, regulators, investors,
suppliers, etc. The communications of these groups differ and have different objectives;
Internal: Communication internally can be less formal due to familiarity between members of a
team if between colleagues. However, it is typically informative in nature,i.e. regarding sales
processes, business requirements/needs, or performance. Internal communications will be more
honest than external due to the need to maintain and improve business performance on realistic
figures.
External: This type of communication is varies largely on what the business wants/needs
from its external audience. In terms of investors, a company would be more honest with figures
than it would with customers/consumers, i.e. margin profits or company performance, in order to
secure money from individuals (Cavusgil and et. al., 2014). Similarly, with regulators companies
will be honest in terms of relevant documents/information due to avoid legal issues.
Comparatively, customers and suppliers will have limited information.
1.2
Communication is a key element to business success both internally and externally. There
have been multiple models which explore how people communicate to enhance their ability to
transfer messages;
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Shannon and Weaver Model Of Communication (1948):This is one of the earliest models of
communication and lays out the process of conversation to evidence what could go wrong from
‘source’ to ‘receiver’ as a message is ‘encoded’ and ‘decoded’ by two people.
Schramm’s Model (1954) alter: this simplistic model, showing that encoding and decoding is
not a one-sided process and that by converting ideas into words humans are constantly encoding
and decoding messages to be decoded and encoded again (Crews and Stitt-Gohdes, 2012).
1.3
There are a range of different communication systems/methods which are used within
business:
Telephone: Telephone calls are one of the most common forms of communication used in
business. In my work this is one of the most valuable forms of communication as by using tone I
can ensure clients/candidates understand the messages discussed, as well as ask more questions
for quick and comprehensible answers helping me in my work
Email: Comparatively to telephone calls, email is entirely written, resulting in a lack of verbal
ques and limited understanding of objectives such as personality or attitudes. Consequently,
smaller questions or details can be missed as a result of the limitation of this communication
method.
1.4
When deciding which communication media to use it is important to consider what
message you are trying to get across/receive. For large amounts of information email is the best
choice as it is able to hold a large amount of written text and some documentation (Daim and et.
al., 2012). When looking to describe and to discuss, telephone or face-to-face are better choices
as they allow the use of senses within conversation i.e. tone (hearing), body language (visual), as
well as ensuring the understanding of both parties due to quick feedback. Telephone calls are
typically better when looking to discuss large amounts of information or to save time.
1.5
Business communications are important to the impressions made between internal and
external stakeholders as well as the messages expressed. A key example of this in my role would
be email communications I use to first introduce appropriate candidates to roles. These emails
must be engaging, as to grab the attention of the reader, structured comprehensibly to include
key information, formal in nature and written in good English including spelling and grammar
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as to make a good impression and a clear message for the reader. If unclear of details, a
candidate may be turned off by a role or time may be wasted clarifying information typically
appropriate candidates will get a lot of emails/messages daily and so it is important that time is
spent making it clear for them to assess if they should return contact through the structuring and
content of the first email sent to them
1.6
When planning and structuring different communication media it is important to consider
how the message you are offering will be taken in (Gardner and Laskin, 2011). A key
consideration is the ability of the receiver to take on your message i.e. your message should be
clear for a reader who may find reading English difficult who might have English as a second
language or suffer from a reading disability. Consequently, it is important to make sure that any
message is as succinct as possible only relevant and necessary information included within
emails or conversations.
1.7
Understanding: There are many reasons that a receiver may find it difficult to understand a
message. In order to decrease the likelihood of difficulties, it is important that communication is
clear, with minimal use of dialect or strong accents, and that for those with disabilities or English
is their second language.
Cultural differences: Differences in cultural backgrounds typically alter body language, attitudes,
and tone of voice in response to ideas. In my role, it is important to stay open minded, as not to
discriminate, and to ask questions to candidates/clients to ensure understanding.
1.8
Berlo’s theory of communication takes into account the importance of senses, and
therefore body language as viewed by a receiver, in the deliverance of a message. Similarly, it
can be argued that the ‘interference’ of Schramm’s model could include such things as body
language (Hansen, 2011). In my work, I understand that body language, similarly to tone in a
telephone conversation, is a key aspect to how a message is created and taken in.
1.9
There are many proof-reading techniques used in business: key examples include peer
review, software review, and self-evaluation. Proof-reading is important in business as
communications are commonly the foundation for the opinion of a client or candidate of you and
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your business therefore, creating a professional message is important to ensure positive feedback.
During my role, I commit many emails to candidates and clients.
TASK 2
2.1
Management is getting the things done through others. The people working in the
organisation should therefore be informed how to do the work assigned to them in the best
possible manner (Hsu and et. al., 2012). The communication is essential in any organisation.
Purpose of the communication
 Flow of Information
 Coordination
 Learning Management Skills
 Preparing People to Accept Change
 Developing Good Human Relations
 Ideas of Subordinates Encouraged
2.2
Types of Communication Medium
 Physical media: With physical media we mean channels where the person who is talking
can be seen and heard by the audience. The whole point here is to be able to not only hear
the messages but also to see the body language and feel the climate in the room. This
does not need to be two-way channels.
 Mechanical media: The second of the two types of communication medium is mechanical
media. With mechanical media we mean written or electronic channels (Li and Peng,
2011). These channels can be used as archives for messages or for giving the big picture
and a deeper knowledge. But they can also be very fast.
2.3
Businesses commonly use multiple communication formats to reach the widest audience
possible when conveying messages. Each communication format offers advantages or
disadvantages depending on the message being delivered and the individuals receiving the
message.
 Letters and Memos
 Meetings
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 Email
 Social Media
 Online Chat
2.4
Written communication allows businesses to communicate developments, expectations
and legalities to employees and contacts in the outside world (Li and et. al., 2011). While
traditional hard copies of written communication in business are still prevalent, email and online
communication has become increasingly common.
Types: Two main classifications of written communication are in business, according to My
Own Business, a non profit organization that works with entrepreneurs. Internal written business
communication involves employers and employees at all levels of the company. External written
communication involves clients, independent contractors, industry colleagues and other
individuals not working directly for the company.
Uses: Business letters can help promote the business image by communicating with the outside
world. Memoranda are mainly used by employers and employees to communicate information
about current projects, changes in business procedures or other internal topics. Business letters
and memoranda can be used to confirm in writing what has been agreed upon verbally
2.5
Adapting Communication for Different Audiences
One of the keys to communicating effectively is to be able to tailor your communication
to your audience (Rose, Hair and Clark, 2011). This can be done in various ways, and if done
correctly will allow you to engage your audience quickly and with the optimum results.
 Know your audience
 Communication objectives
 Every audience is different
2.6
To communicate effectively you need to get your point across and relay information
clearly. The reader will understand exactly what you mean. Following are some tips for
effective writing and some common errors. Effective writing allows the reader to thoroughly
understand everything you are saying. This is not always easy to do. Here are a few tips that will
help you:
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 Know your goal and state it clearly (Weber and Marley, 2012). Do you want the reader to
do something for you or are you merely passing along information? Do you want a
response from the reader or do you want him to take action? Your purpose needs to be
stated in the communication. Avoid information that is not relevant. Clarity is key.
 Language needs to be simple. Do not overuse clichés, jargon, and expressions or try to
impress with big words. Keep sentences and paragraphs short and concise.
2.7
What can you do to ensure you meet your deadlines?
 Agree to a reasonable deadline
 Ensure that you are a hundred percent clear on what is expected of you
 Always make sure you are ahead of schedule
 Give Yourself Extra Time
 Go Step-by-Step
 Keep Everyone in the Loop
TASK 3
3.1
The transmission of any meaningful message is communication. It is as natural a
phenomenon as existence itself. Whether we recognize it or not, we have no option but to
communicate. Then we here stands for all things living. A baby cries to convey its hunger. A dog
barks to warn his master of an intruder. Corporate organizations which, after all, consist of the
human element, use information- based systems like Management Information System (MIS),
Decision Support System (DSS) and Strategic Information System (SIS) to run businesses
successfully (Weck and Ivanova, 2013). This is what communication is all about.
Communication is an integral part of human existence. Communication contributes enormously
to the success or failure of every human activity. Communication is essentially the ability of one
person to make contact with another and to make himself understood.
3.2
The purpose of any piece of writing is to affect someone’s thoughts and thus their
actions. Whether it is a work of fiction that engages and entertains or a technical document that
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informs and educates, the aim of the writer is to make the audience think what the writer wants
them to think (Daim and et. al., 2012).
3.3
The difference between the words people speak and our understanding of what they are
saying comes from non-verbal communication, otherwise known as "body language." As you
will learn in this article and video, by developing your awareness of the signs and signals of body
language, you can more easily understand other people, and more effectively communicate with
them. There are sometimes subtle – and sometimes not so subtle – movements, gestures, facial
expressions and even shifts in our whole bodies that indicate something is going on. The way we
talk, walk, sit and stand all say something about us, and whatever is happening on the inside can
be reflected on the outside.
3.4
The word verbal comes from the Latin word for word – verbum. Meanwhile, the word
communication comes from the Latin word for to share – communicare. So, it follows from this
that verbal communication means sharing things by means of words. What is shared here can
vary: it might be information, feelings, thoughts, support and memories. You name it, you can
share it using your verbal communication skills (Hansen, 2011). Verbal communication can be
taken to mean many different things. However, one thing is always clear: words must always be
involved in verbal communication. Words have been used for centuries as carriers of meaning.
3.5
The assurance of your message being understood begins with the message and the
manner of delivery. Here are some general guidelines for assuring that your message is clearly
communicated.
Communicate just one message at a time. Don’t confuse the receiver with multiple messages
and make them sort through them.
Express your message in clear language. Don’t try to “sugar coat” tough messages. Don’t try to
embellish the message.
3.6
It is imperative in a leadership role that you communicate effectively. An age old
aphorism goes, “It’s not what you say, but how you say it.” Communication is what separates a
poor leader from an exceptional one. Having effective communication skills is the key to good
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leadership. When you communicate well with your team, it helps eliminate misunderstandings
and can encourage a healthy and peaceful work environment (Li and Peng, 2011). Efficient
communication with your team will also let you get work done quickly and professionally. The
moment you get the lines of communication open with your team, the process of carrying out
tasks and projects will most likely go by smoothly. Plus you will be surprised how meeting
targets will become a whole lot easier.
CONCLUSION
There are three different steps important in communication- creating, encoding and
decoding. The origination of information or generation of ideas or feeling in senders mind is
creating. Likewise, the fresh idea is then encoded in the form of message that can be understood
by the listener or receiver. Finally is decoding of information in order to translate it to the
receiver. Also a medium is involved for transfer of message to the desired person; presently these
mediums can be anything like- phone, message, face to face to conversation, email, internet,
radio, TV etc.
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REFERENCES
Books and Journals
Castells, M., 2013. Communication power. OUP Oxford.
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Daim, T. U. and et. al., 2012. Exploring the communication breakdown in global virtual teams.
International Journal of Project Management. 30(2). pp.199-212.
Gardner, H. E. and Laskin, E., 2011. Leading minds: An anatomy of leadership. Basic Books.
Hansen, A., 2011. Communication, media and environment: Towards reconnecting research on
the production, content and social implications of environmental communication.
International Communication Gazette. 73(1-2). pp.7-25.
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