BTEC Level 3 Diploma: Communicate in Business Environment

This report examines the critical aspects of business communication, essential for organizational success. It begins by identifying internal and external stakeholders and their communication needs, emphasizing the importance of tailored messaging. Various communication models, including the Shannon Weaver, Berlo's SMCR, and Osgood-Schramm models, are analyzed to understand their strengths and applications. The report evaluates the effectiveness of different communication systems, such as wheel, chain, star, and circle networks, highlighting their advantages and disadvantages. Factors influencing the choice of communication media, such as audience, purpose, cost, speed, and confidentiality, are discussed. The importance of correct grammar, sentence structure, and conventions in ensuring clear and effective communication is emphasized. Factors in structuring and planning communication media are outlined, considering audience, purpose, and the need for clarity. Strategies for overcoming communication barriers, including language differences and cultural nuances, are also addressed. The report also covers the use of communication theories and body language, as well as proofreading techniques to ensure accuracy and professionalism in business communications. Finally, the report identifies the purpose, audience, and nature of information to be communicated, along with the meaning and implications of verbally communicated information.

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Communicate in business environment

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Table of Contents
Introduction......................................................................................................................................3
1.1 Internal and external stakeholders.............................................................................................3
1.2 Different communication models..............................................................................................4
1.3 Effectiveness of communication systems..................................................................................5
1.4 Factors affecting the choice of communication media..............................................................6
1.5 Importance of using correct grammar and sentence structure...................................................7
1.6 Factors in structuring and planning various communication media..........................................7
1.7 Ways of overcoming barriers.....................................................................................................8
1.8 Use of communication theories and body language..................................................................8
1.9 Proof-reading techniques...........................................................................................................8
2.1 Purpose and audience of information........................................................................................9
3.1 Audience, purpose, and nature of the information....................................................................9
3.4 Meaning and Implication of verbally communicated information..........................................10
Conclusion.....................................................................................................................................11
References......................................................................................................................................12

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Introduction
Communication is an important requirement for any business by the help of which they can
attain success. There shall be the establishment of effective communication among all the
departments of the company. All the aspects in relation to the same will be provided in the report
presented below. All the stakeholders which are required in the business with which
communication is established will be taken into consideration. There are different models which
are used for the purpose of communication and all of them will be taken into account. The
various communication systems will be identified and then their effectiveness will be evaluated.
All the factors by which the communication media will be affected will also be considered. The
audience to whom the information should be communicated will be identified together with its
nature and purpose. The meaning of the data which has been verbally communicated will be
determined.
1.1 Internal and external stakeholders
In the company, there are various people who are involved and it is required that all the
important information shall be communicated to them. They are identified to be the stakeholders
of the company and are classified into two categories which are internal and external
stakeholders. In the internal, there is the involvement of the people which are present inside the
organization and will include all the team members, authorities and departmental managers.
They will be affecting the internal functions and decision making of the business and due to this
communication is to be made to them in the required manner (Schoeneborn and Trittin, 2013).
The external stakeholders will be covering all the regulatory authorities, suppliers and
consumers. They will be using the information in different aspects and so the same shall be
provided to them. They will be using their information in relation to the making of decisions.
The main purpose of the communication is to update all with the changes which are made in the
laws and regulations and other processes. By the help of that implementation of them is made in
an appropriate manner and for that various available communication methods will be taken into
use. In that, there will be informal, formal, written and verbal approaches will be used. The
information will be transferred as per the needs and for that best method will be used. The

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language which shall be used will be decided on the basis of the environment and culture and in
that all the standards which are followed in the company will be considered (Scandelius and
Cohen, 2016). The communication can be made in face to face manner with those who are
available in the company and for others, there will be the use of the electronic means of
communication such as telephone, emails, and messages. The social media will also be used to
provide the information to a large scale of people. It will be covering more audience and for that
famous social media sites such as Facebook, Twitter and LinkedIn will be taken into account.
1.2 Different communication models
The communication shall be performed in a best possible manner and for that, it is required that
various available models shall be used, an understanding of them shall be gained and the details
for the same are provided below:
Shannon Weaver Model:
This is the most popular model which is used for communication and covers all the required
aspects. There are various concepts which are involved in the same and they include sender,
encoder, channel, decoder, receiver, and noise. The person who will be making message is the
sender and then the message is converted into codes by the encoder (Rappaport et al., 2015). The
medium by which the message will be transferred is identified to be the channel and then after
receiving the message decoder will decode the message and provide it to the receiver. In this
process, certain disturbances are faced and they are known to be the noise elements.
Berlo’s SMCR Model:
This is the model which has been developed with the intention to improve technical
communication. This is the process in which data is transferred in a simple form and four main
components are involved in it. There are some common grounds which are set to get the
assurance in relation to the receiving of the message. They will be required to possess the
specified set of skills and in that various factors are involved which will be affecting the whole
process (Toolshero, 2019). Attitude, culture, and knowledge are some of the vital factors by
which communication is affected greatly. There is a difference in the culture and so it becomes

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difficult for them to make the appropriate communication. This acts as the disruption and there
are various other factors also by which the process is obstructed.
Osgood-Schramm Model:
This method considers the communication process to be a two-way process in which the sender
and receiver are involved. This is the simple model and in this, only four components are
involved which are sender, receiver, message and semantic barriers (Communication theory,
2019). The values, experiences, and backgrounds act as the barrier and by that the message
which is sent is affected.
The explained models are used by the company and will be making it possible to establish an
effective communication process.
1.3 Effectiveness of communication systems
The process with the help of which information is transferred between the sender and receiver is
considered as the communication system which is followed in all the businesses. There are
various types of systems which are included in this and shall be understood in an appropriate
manner (Wang et al., 2012). There are various networks which are involved and they are as
follows:
Wheel network: In this, the message will be transmitted by one person to all the other members
who are involved in that group. This is a formal method and in this task-oriented approach is
used. The main drawback of this system is that all the members cannot communicate with each
other. Only the superior party will be allowed to transfer the details and that will be affecting the
performance of the JGA group.
Chain network: This is the method in which information is transferred in a vertical manner and it
may move upward or downward. The commands will be given in a chain and they will be
forwarded to the next level (Wisdomjobs, 2019). This is the process which consumes more time
as the information is transferred to one person at one point in time.
Star network: This is the most commonly used method and in that, all the parties that are
involved will be allowed to communicate with each other freely. The informal channel will be

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followed in this and it provides the highest level of satisfaction to all the members who are
involved. The information will be transferred in a faster manner and one person will be
delivering the data to various people. In this model there will be an issue of the coordination as
there will be no specific path and all will be delivering the same information to all. The
information which will be transferred by this method is accurate and miscommunication does not
arise.
Circle network: This is the method in which information flows in a circular motion and is similar
to the chain network. In this, all are not allowed to communicate with one another as the
information flows in one direction.
All of these will be used in carrying out of the communication in the business in the most
effective manner. The information will be transferred to all and that will help the authorities in
making of the most appropriate decisions.
1.4 Factors affecting the choice of communication media
The communication can be made in various manners such as oral or written form. There is some
policy for which the JGA group wants to ensure appropriate communication. They will be
selecting the method after considering certain factors which are involved. In that, the audience to
whom the communication will be made shall be taken into account and with that the purpose
shall also be included (Berger, 2014). The communication in the given case will be made with
the parties that involved in the business and as these are the official policies so the written
communication will be used. The cost which will be incurred in all the methods will be
considered and one which will be having the least cost will be selected. There are certain
circumstances in which the communication is required to be made at speed and in that the
technique which will be delivering the message at a fast rate will be chosen. There will be mails
which will be sent by the company as they will be reaching a wide audience at the same time.
There are some confidential messages and in that content is required to be taken into account
such content will be required to be delivered in proper manner and the method will be selected
by taking that into account which is the written form of communication. If there is the need for
the permanent recording then in such situation written system will be used so that information is

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kept securely for a long period of time and so is the case with the company in given
circumstances.
It is required that data shall be communicated in a correct and accurate manner and that will be
done by selecting the best method of communication (Patel, Pettitt and Wilson, 2012). The
distance is another factor which affects the means of communication as there is the need to
choose such method by which the distance will be covered effectively and the message will be
delivered in the required time frame. The technologies which are available shall be used in the
best possible manner and for that there understanding shall be gained. With that, the
requirements of the business in terms of communication will also be identified and a decision
will be made accordingly.
1.5 Importance of using correct grammar and sentence structure
In the communication process, it is required that the information shall be presented in an
understandable manner. For that, it is required that the grammar, punctuations and sentence
structure should be correct. If there will be errors then the message which is transferred will be
difficult to understand and appropriate actions will not be taken as there will be a
misunderstanding of the data (Coskun, Ozdenizci and Ok, 2013). For a better understanding,
there will be effective communication which will be carried and that too in a precise manner.
The conventions are used in the communication process as by the help of its easy format is used
and it is comfortable for all to read and understand the document. The emails are required to be
developed in such a manner that no grammatical or spelling mistake is involved as otherwise, the
reader will be taking some other meaning of the available information.
1.6 Factors in structuring and planning various communication media
The communication is done by using various media’s which are available and there are certain
factors which need to be considered in planning them. There will be the use of the correct
grammar and conventions so that the correct meaning is explained. In the process of planning of
media, there will be need to focus on the audience as they are the one to whom information is
delivered. Media will be chosen according to them so that they can understand the data
effectively (Wang, Yu, and Wei, 2012). Communication objection will be another factor which

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needs to be considered as the presentation will be made according to it only. For example, the
products can be provided to the consumers with the help of social media. The ability of the
receiver will be analyzed and then the planning will be made accordingly so that they are able to
understand the process in an effective manner. Therefore all of these will be considered in
structuring the communication media.
1.7 Ways of overcoming barriers
The communication will be made in a successful manner when all the barriers which are
involved are eliminated. There is difficulty in making all understand the message which is
delivered and for that proper communication source will be used. There are different perceptions
of all and in that case, the audience will be entertained in a manner that they are able to
understand the point of view of business (Veit et al., 2014). Cultural difference is the major
barrier which exists as all have different language and attitudes. To deal with this open-
mindedness is required by which the information can be properly provided and understood.
There will be no discrimination which shall be made according to several attributes and all shall
be provided with the same information and that too in a manner which is understandable to them.
The business will be required to develop such structure by which all of the barriers will be
overcome and best communication will be made.
1.8 Use of communication theories and body language
The different theories will be used as by that the communication will be made in an appropriate
manner. The theory of Berlo will be used to incorporate the appropriate sense and body language
in the process of communication by which the message will be delivered in the most effective
manner. The theories help in using all the available techniques which help in making the process
better as the tone of the communication is improved. The body language involves a posture,
gestures, facial expressions, and eye contact. They all will be required to be managed in such a
manner that communication is successful and the audience is able to understand them. They play
an important role in the face to face communication in which the parties involved are able to
notice the body language of each other. There will be various forms of the communication which
will be used and in that the manner in which data is expressed plays an important role.

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1.9 Proof-reading techniques
Proofreading is an important process in which the text which is communicated is tested and all
the errors and mistakes are identified so that they can be corrected. Once the document is
completed then the proofreading is performed and the corrections are made in it. For this
purpose, the printout will be taken as it is convenient to make the changes by that. All the errors
will be checked in a separate manner as the most important will be done earlier and then the least
important will be chosen (Baruah, 2012). The spellings will be checked and for that, a particular
dictionary will be used and trusted upon. All the errors which will be identified together with the
punctuation marks and they will be highlighted so that corrections can be made. All the small
details will be covered by this and the document produced will be error-free.
2.1 Purpose and audience of information
The process which is involved in the process of communication will be considered to be
completed when the message will be delivered and understood in an appropriate manner by the
receiver. The audience will be required to be analyzed so that the information is communicated
according to the requirements. The audience will be identified so that the structure is designed in
such manner and for that, there will be need to understand the audience (Macnamara and Zerfass,
2012). The goals and needs will be considered as all will be in interest when they will be
benefitting from the information which is being communicated. In this process, the audiences are
of various types and they involve the primary audience, secondary audience, gatekeeper
audience, watchdog audience, and initial audience. They all will be considered and then the
planning will be made according to the requirements which are to be fulfilled.
3.1 Audience, purpose, and nature of the information
In the group, there is the conflict which has arisen due to the disagreement over a certain issue
and in such situation the resolving of the issue is the main task. Company will be required to
undertake the required steps and in that communication will be required to be made so that they
can be explained the whole condition appropriately. There will be verbal communication which
will be used and in that all the members will be addressed at same time. There will be a face to
face communication which will be established and in that the interaction will be made so that the

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cause of the conflict can be clearly identified (Keyton et al., 2013). The main purpose of this
communication is to identify the reason and then prepare the steps by which the same can be
eliminated from the complete process. The person who will be establishing the communication
shall have the skills by which they can interact in a clear manner and understand the point of the
audience. The clear communication will be developing a bond and all will be able to present
there a part of the information. The conflict is due to some confusion and in such state, the
clearing of the same is required. All will be addressed and told about the real facts which are
involved and will be made understood that the conflict is on the wrong point which is not real.
By the help of this, they will be considering the true facts and the purpose of the communication
of the attained (Mavridis, 2015). There will be a clearance of the doubts and all will be able to
understand the situation of one another. This will be resolving the conflicts and the activities
which were hampered earlier will be carried again in an effective manner.
3.4 Meaning and Implication of verbally communicated information
In the process of communication, the information is transferred from one person to another.
There are various forms which can be used to communicate in a verbal manner and in that
telephonic communication and face to face interaction is involved (Keyton et al., 2013). While
communicating over the phone there is oral communication which is established and in that the
questions are usually asked and they are answered by the respondent which helps in collecting
the required information.
By the help of them, it is ascertained whether the information has been delivered in a successful
manner or not. For this purpose, there are open questions which are asked and that gives the
required response which helps in making a decision. There is another approach also which can be
used and that includes the questionnaire (Ceravolo et al., 2012). In that, there are several
questions which are asked to the respondent and they are required to provide the answers of the
same. There is a set of questions which is provided to them and the answers will be taken from
them. If the response is positive then the communication is made successfully. By the help of
verbal communication the collection of information takes place in a faster manner and also the
answers which are attained are more reliable. In the written form there is a chance of fraud and

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the information can be changed in the process but in verbal the information is collected in a
direct manner.
Conclusion
The report elucidates all the important aspects in relation to the communication which is required
to be made in the business. There is the coverage of the elements which are to be noted in the
context of JGA group. The stakeholders with whom the communication id required to be made
are ascertained and with that the manner in which communication will be made with them is also
identified. The various forms of communication which are available and can be used have been
taken into account and with that, the systems that are included are also determined. The merits
and demerits of all the systems are taken into consideration. There are various channels through
which communication can be established and an understanding of them is obtained from the
discussion which is performed. The factors which affect the choice of the mode have been
identified and discussed and with that proper evaluation in respect to the effectiveness of the
system is made. The information which is to be communicated and its nature, audience, and
purpose have been ascertained by which correct information is gathered. The verbal
communication and its implication in the business have been included in the report by which
communication is managed effectively.

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