King's Own Institute: BUS709 Communication Diary Report Analysis

This report, based on a communication diary, examines the effectiveness of various communication methods within a workplace context. It analyzes four key types of communication: written, oral, visual, and non-verbal. The report provides an executive summary highlighting the importance of each communication style and their respective advantages and disadvantages. It includes a detailed communication record with examples of each type, evaluating their effectiveness. The report identifies two constructive communication types (verbal and visual) and two poorly constructed types (non-verbal and written), offering insights into their impact on workplace dynamics. Furthermore, it suggests methods for improving communication, particularly in the areas of non-verbal and written communication, emphasizing the importance of paying attention to non-verbal cues and using clear, concise language in written materials. The conclusion emphasizes the significance of effective communication for workplace coordination and efficiency.

Running Head: Business Communication
Communication Diary
Name of the Student:
Name of the University:
Author’s Note

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Executive summary
The following paper deals with the communication skill at workplace. There are four
important types of communication skill which is used in the organization, they are written,
oral, visual and non-verbal form of communication. Each of the communication style has its
own way of delegating its importance. Although all the factors does not work together there
are few disadvantage which are entangled to the work process. The above mentioned
situations are stated in the paper which also aims to cater the objective of highlighting the
ways to improve the communication forms.

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Table of Contents
Introduction....................................................................................................................3
Communication Record.................................................................................................3
Two constructive communication types.........................................................................5
Verbal Communication..............................................................................................5
Visual Communication...............................................................................................6
Two poorly constructed communication types..............................................................6
Non verbal communication........................................................................................7
Written communication..............................................................................................7
Methods to improve communication.............................................................................8
Conclusion......................................................................................................................9
Reference......................................................................................................................10

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Introduction
The following assessment is based on communication effectiveness and stating the
importance of oral and written communication. It is an effective process which comprise of
written, visual, oral and nonverbal communication and facilitates work between employer
and employee or passing of information from the professor to the students (Gertler 2017).
Communication forms an integral part of the process in the workplace and constitutes verbal
speech and other related method so that the information can get across and circulate in the
entire premises. The aim of the assessment is to cater the communication dairy which has
four types of communication related from the workplace and emphasizing on its
effectiveness. Further in the paper the factors of communication are mentioned which states
the communication process, interpersonal communication, the choice of media and the areas
where the communication needs to be rectified (Shockley 2014). The workplace
communication is referred to as the process which caters to exchange information and ideas
in both verbal and written style between a tow people or a group of people within an
organization.
Communication Record
COMUNICATION DAIRY
Date Mode Type Style Effective
(yes/no).
Why?
VERBAL 14.01.2020 Phone Induction for
the newly
recruited
The tone used
for delegating
the instruction
Hence it was
effective
because the

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employee. must be
formal and
friendly
manner.
newly
recruited
employees are
new to the
organization
and the
management
aims to make
them feel safe
in a friendly
environment.
NONVERBAL 20.01.2020 Gesture Team meeting Formal style However it
was effective
because
gestures helps
in
understanding
want is not
conveyed
through words
WRITTEN 10.02.2020 Email Report Formal It is not that
effective as
people tend to
extract
information
according to
their own
understanding.
VISUAL 26.02.2020 Quarterly
meeting
Power point
presentation
for new
revised policy.
Discussion
and open door
policy.
It is effective
because visual
image remains
back and helps
to recall.

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Two constructive communication types
In order to form a constructive structure of communication at work place the mangers
must be concerned about building healthy relationship with the workers and understand their
concerns as well. On the other hand the major role is played by the employees who absorbs
the information passed from the authority and replicates them into their job or assigned
projects. The two constructive areas where it was easy to understand and communicate with
the managers and team members were through the verbal communication style and the other
is through visual techniques.
Verbal Communication
Verbal communication is an oral form of communication where the message is
transmitted from one person to another through the spoken words. In the organization it was
the operational manager who transmits the information once he receives it from the higher
authority (Wigham and Chanier 2013). This form of communication is important and is
effective in our organization because it is the key to maintain successful business
relationship. The process through which the verbal communication is performed in the
organization involves the message, sender of the information, receiver and channel. The
information flows from the Board of Directors directly to the operational manager and he
further discuss the agenda with the team leaders and then the message gets transmitted to us.
However working in a manufacturing company gives us the experience of handling various
types of work at a given time and assist in team coordination. The channel of verbal
communication performed in the organization is through either face to face discussion or
through telephone (De Boer, Toni and Willems 2013). However the face to face
communication is much more effective for our organization because this helps the leader to

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discuss about various projects in regional language which makes it easier for most of the
employee to understand.
Visual Communication
It is observed that in visual communication the manager often performs a graphical
presentation of information or charts in meeting or conference. This however creates an
effective medium for the employees because it highlights the key areas of modulation and
performance. The communication process for visual technique consist of symbols, imagine,
films, typography and many more types (Dur 2014). Hence this type of communication
technique is important because it creates a huge impact in understanding of the process. The
verbal and visual form of communication makes the work look easier and benefits the
employee while performing the work as he or she remembers the process shown to us
visually (Kinkeldey, MacEachren and Schiewe 2014). Hence the visual and verbal
communication is well constructed in the organization which resulted in smooth functioning
of the managerial activities and proper coordination between the members as the information
delivered is clear to all.
Two poorly constructed communication types
The two types of communication process which did not emphasize was the non verbal
and written communication. However these two medium were not appropriate to coordinate
and perform the managerial activities.

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Non verbal communication
Non verbal communication in our organization can be expressed in terms of facial
expression, tone modulation, physical distance between the communicator and gesture
displayed through body language. However this method of communication was a failure in
the organization because the employee often collaborate their personal and professional life
which creates a negative impact on their performance (Onwuegbuzie and Byers 2014). On the
other hand when the employee often fails to show signals while talking or by giving nod at
the end of the conversation it leads to a bad reputation of the person. Making an eye contact
with the manager or team leaders will indicate the person to speak or else this highlights a
disinterested attitude within a person. However this area of communication was a failure and
needs rectification to constitute the flow of communication and facilitate proper managerial
functioning.
Written communication
The second area which is poorly constructed is the written form of communication
because it comprise of to sending message either by letters, reports, memo, bulletins or
through circulars (Phutela 2015). However it is a formal medium of communication but is
less flexible and the employee often tends to extract out their own meaning and
understanding of the message delivered to them. Therefore this form of communication is
time consuming and takes a lot of time to transfer the message from one channel to another.
However our business found it difficult to maintain secrecy through written communication
as the internal information was accessible to the operational head or by the team leaders.
Hence it requires rectification and a proper channel should be arranged for written form of
communication.

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Methods to improve communication
The two areas which are poorly constructed in communication are non verbal form of
communication and secondly the written style of communication.
Ways in which non-verbal communication can be improved are:
 Firstly it can be stated that the non verbal communication can be improved by paying
attention to the non verbal signs. The employee must learn how to pay attention to
little things like eye contact, gestures, body movement and voice pitch (Levine and
Ambady 2013). These movements can covey important information which is not
conveyed in words.
 Secondly the employee must pay more attention when some information is been
conveyed as the body language can suggest something while he or she is discussing.
 The employee must learn how to control their tone of voice while speaking however
the tone of voice conveys a wealth of information which normally ranges from
eagerness to disinterest to anger (Morgan et al 2017).
 In order to make this approach more effective the employee must facilitate to ask
question and make the session more interactive and this can result in clarity of
information.
However the ways by which written communication can be improved are:
 It is important for the employee to keep in touch with the managers and use correct
words. Depending on the situation the employee must use formal language in letter
and reports.
 It is effective for the employees to explain matter and be straight forward. There are
times for long winded creative language but unfortunately the workplace is not the

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one. Most the people who are reading the report are time poor and need key
information (Santos and Semana 2015). So it is important to keep the key information
on top of the document.
 Considering the purpose of the key message it is effective when the message is put
down in paper, making notes of exactly what the requirement or purpose of the
project will make the work effective and efficient.
 Therefore it is also significant to read well written materials whenever it is possible as
it improves the reading and understanding skills (Santos and Semana 2015). It is
worth to create a style and syntax guide for the workplace so that each of the
employees can get an opportunity to improve their skills.
Conclusion
Hence it can be concluded that communication skill is important in any organization
or work place as it facilitate proper coordination of work and makes the functioning easy to
operate. The basic types of communication like verbal, written, visual and non-verbal
communication caters to improve the communication skill. The various medium of
communion channel assist to transmit the information from one medium to another and
facilitate to engage the listener. However written and oral communication caters to create a
huge impact and makes sure that the employee understands the information.

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Reference
De Boer, M., Toni, I. and Willems, R.M., 2013. What drives successful verbal
communication?. Frontiers in human neuroscience, 7, p.622.
Dur, B.I.U., 2014. Data visualization and infographics in visual communication design
education at the age of information. Journal of Arts and Humanities, 3(5), pp.39-50.
Gertler, M.S., 2017. “Being there”: proximity, organization, and culture in the development
and adoption of advanced manufacturing technologies. In Economy (pp. 351-376). Routledge.
Kinkeldey, C., MacEachren, A.M. and Schiewe, J., 2014. How to assess visual
communication of uncertainty? A systematic review of geospatial uncertainty visualisation
user studies. The Cartographic Journal, 51(4), pp.372-386.
Levine, C.S. and Ambady, N., 2013. The role of non‐verbal behaviour in racial disparities in
health care: Implications and solutions. Medical education, 47(9), pp.867-876.
Morgan, S.E., Occa, A., Mouton, A. and Potter, J., 2017. The role of nonverbal
communication behaviors in clinical trial and research study recruitment. Health
communication, 32(4), pp.461-469.
Onwuegbuzie, A.J. and Byers, V.T., 2014. An exemplar for combining the collection,
analysis, and interpretations of verbal and nonverbal data in qualitative
research. International Journal of Education, 6(1), p.183.

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Phutela, D., 2015. The importance of non-verbal communication. IUP Journal of Soft
Skills, 9(4), p.43.
Santos, L. and Semana, S., 2015. Developing mathematics written communication through
expository writing supported by assessment strategies. Educational studies in
mathematics, 88(1), pp.65-87.
Shockley-Zalabak, P., 2014. Fundamentals of organizational communication. Upper Saddle
River, NJ: Pearson.
Wigham, C.R. and Chanier, T., 2013. A study of verbal and nonverbal communication in
Second Life–the ARCHI21 experience. ReCALL, 25(1), pp.63-84.