Business Administration Report: Communication and Management

This report delves into various aspects of business administration, with a primary focus on communication. It begins by explaining the communication cycle and its importance, followed by an analysis of different communication types, including verbal, non-verbal, and visual communication, and their respective effectiveness. The report then explores how effective communication motivates employees and customers. It further examines written communication, its role in organizations, and essential sources for effective written communication. The report also discusses the tones used in written communication and how to handle different audiences in verbal communication, emphasizing active listening and its benefits. Finally, it addresses potential barriers to verbal communication. The report provides a comprehensive overview of communication strategies within a business context.

Running head: BUSINESS ADMINISTRATION
Business Administration
Name of the Student
Name of the University
Author Note

1BUSINESS ADMINISTRATION
Table of Contents
Answer 1.1.......................................................................................................................................2
Answer 1.2.......................................................................................................................................2
Answer 1.3.......................................................................................................................................3
Answer 1.4.......................................................................................................................................4
Answer 2.1.......................................................................................................................................4
Answer 2.2.......................................................................................................................................5
Answer 2.3.......................................................................................................................................6
Answer 3.1.......................................................................................................................................7
Answer 3.2.......................................................................................................................................7
Answer 3.3.......................................................................................................................................8
Answer 4.1.......................................................................................................................................9
Answer 4.2.....................................................................................................................................10
Answer 5.1.....................................................................................................................................10
Answer 5.2.....................................................................................................................................11
Answer 6.1.....................................................................................................................................12
Answer 6.2.....................................................................................................................................13
Answer 6.3.....................................................................................................................................13
Reference List................................................................................................................................15

2BUSINESS ADMINISTRATION
Answer 1.1
The communication cycle is a process that helps in developing the messages after
refining it. It helps in remembering the important points so that it is not missed out. The process
is cyclical in nature that helps in improving the process of communication in the future as well.
The communication cycle plays an important role in effective communication, as it helps
the individual in sharpening their listening skills so that goals can be set. The managers and the
leaders require strong skills related to communication so that the messages can be delivered
across all levels (Broadbent 2013). The responsibilities of the employees have to be made in a
clear way, which can be done through efficient communication process. The process consists of
source where the message is created so that it can be conveyed. The second step is the encoding
of the message where it has to be transmitted so that the receiver can understand the message.
The third step includes the channel through which the message or the information has to be
transferred. This plays an important part, as the medium that will be selected has to be proper so
that the message does not get tampered. The fourth step includes the decoding of the message by
the receiver so that it can be interpreted in a proper way. The receiver has to get the whole idea
about the message so that proper feedback can be given back. This shows that it is a cyclical
process where the sender again becomes the receiver (Fries 2015).
Answer 1.2
There are various types of communication where the important one is verbal
communication in which the flow of information is through a verbal manner that is the sender of
the information will communicate through speeches and words. In this communication pattern,
the sender expresses their thoughts and feelings in the form of words. In this process, the

3BUSINESS ADMINISTRATION
individual has to have a better understanding of the words that are being conveyed (Ruesch
2017).
Another type of communication is non-verbal in nature where the process of
communication is through gestures and body language. This type of communication takes place
through gestures, hand movements and facial expressions. There is no exchange of words that
are involved in this process.
The third type of communication happens through visual contacts where the receiver may
get the message after watching a signboard or a banner. Vision has an important role in the
process of visual communication, as it depends on the recipients on interpreting the messages
that they see (McQuail and Windahl 2015).
Answer 1.3
Effective communication helps in motivating the employees by developing proper
relationships between the employees and the various departments that are present within the
company. The honest and clear communication will help in strengthening and encouraging the
relationship with the employees so that the level of productivity can be increased. Another way
of motivating the employees is through proper decision-making capabilities. The employees
should play an active role so that their ideas and opinions can be taken in to consideration by the
management for making the decisions in a better manner. This will help the employees in
providing their views so that they can increase their level of productivity within the organization
(Castells 2013).
The customers can be motivated by the organizations by maintaining an effective process
of communication. The communication process needs to consist of phone conversations to the

4BUSINESS ADMINISTRATION
use of social media platforms. The mails or tge calls that are made by the customers have to be
replied in a prompt manner by the organization so that their queries can be solved regarding any
doubt on the products or the services that are offered by the organization. The website that is
designed by the organization needs to contain all the information so that it helps the customers in
understanding the different products and the services that the company deals with (Adler,
Rodman and DuPre 2016).
Answer 1.4
The effectiveness of the process of various types of communication is that it varies from
in different contexts. The effectiveness of the process of communication can be classified in to
three aspects where the first aspect is the ‘ease of comprehension’ where the receivers have to
understand the message that is being sent to them. The second factor is the style of language
through which the message is sent so that it can help in demonstrating the creativity of the
sender. The third aspect is the instrumental goal that would help the individual in measuring their
proficiency in linguistics. The verbal communication is effective in an organization where the
information has to be passed through top to down and vice versa. This helps in passing of the
information in a systematic manner. The effectiveness of non-verbal communication is that it
will help the employees in passing the confidential information through eye contacts and
gestures (Shockley-Zalabak 2014).
Answer 2.1
Written communication plays an important role in delivering the messages in a clear
manner to the employees of an organization. The messages that needs to be sent needs to have
significance, which consists of documents or manuals that has to be written for the benefit of the

5BUSINESS ADMINISTRATION
individuals. The documents help in ensuring that there is clarity of messages among the
employees so that misunderstanding can be avoided. The written process of communication also
helps in identification of the projects that are allotted to the employees. The documents may
contain useful information that will help the employees in continuing with their tasks (Bovee,
Thill and Rainna 2016).
The written communication also helps in analyzing the reports and the surveys that are
conducted within the organization. The strategies and the recommendations have to be provided
by the senior management so that it can help in passing the information to all the departments
that is necessary. The written communication is also highly used in the advertising of the
business. This helps in communicating with the customers in a better way, as they will get to
know about the products and the services. It also helps in attracting the customers to purchase the
products so that it can increase the sales of the company (Mone and London 2014).
Answer 2.2
There are various sources that need to be taken in to consideration for an effective written
communication. The first source consists of internet where mostly all the information are
available regarding the message that needs to be delivered through written communication.
Books are also considered to be important sources of information, which can be used as an useful
tool in writing down the process of information. The books serve as primary sources, as it is
through these that the concept is taken and put in the internet (Cummings and Worley 2014).
Videos also serve as an important source of information, as it is a non-verbal way of
communicating the information that is required for the process of written communication. The
written communication have to consider these sources so that the sender of the information can

6BUSINESS ADMINISTRATION
gain some insights regarding what to mention so that the information can be effective when it
reaches to the receiver. This will help the sender in communicating with a proper way with the
receiver of the information, as they will be able to understand the message that is conveyed to
them (Zuckerman, DePaulo and Rosenthal 2014).
Answer 2.3
Written communication has to depend on certain tones so that the receiver can understand
the meaning that the sender wants to convey through the message. The communication has to be
in a courteous style where the author has to establish a interpersonal connection with the reader
so that it can help in maintaining goodwill. The language in the message has to be respectful so
that the reader can understand what the author wants to communicate to them.
The emphasis has to be appropriate in the message that the author want to convey to the
reader. This will help in making the emphasized sentences shorter in manner so that it can be
clearly understood by the reader (Simpson and Erickson 2015). The author needs to use capital
letters or highlight the words so that the reader can understand it easily. Another tone that the
writer needs to follow is to avoid discrimination where the writer has to express equality and
respect everyone. The message that is conveyed should not contain any biasness factors, which
may cause a problem for the reader.
The author also has to understand the perspective of the reader so that they can expect a
positive response from the reader after the message is conveyed. This will help the reader in
communicating with the author in a better way after the message has been delivered to them
(Jones and LeBaron 2013).

7BUSINESS ADMINISTRATION
Answer 3.1
Effective verbal communication can be done in a professional and respectful manner so
that it can help in handling the situation in a better way. There are many type of audiences that
has to be handled in a professional manner so that it can satisfy their needs as well. The narrator
has to conduct one-on-one meeting with those audience who tend to be silent during a group
meeting, which may not result in effective result. The single meeting with these audiences will
help the audience in giving proper feedback and communication in an easy manner (Bugoon,
Guerrero and Floyd 2016).
Some audiences may be introvert in nature, which makes it difficult for them to speak in
front of everyone. The narrator has to perform small talks so that they can make these audiences
feel comfortable while talking. The extrovert audiences need to be communicated with in groups
so that they can share the concerns that are present within the organization with the upper
management on behalf of the other staffs. This will help in solving the issues that may be related
to other people.
The narrator has to speak in first person with the audience so that it can help them in
associating themselves with the communication process. This will act as a mediator between the
parties so that it can help in forming strong bonds and renew the energy of the subordinates
(Siegman 2014).
Answer 3.2
The benefits of active listening is that it helps in building up of relationships, as they try
to understand the emotions that are present behind the message that helps in creating mutual
understanding and trust. The active listening by the subordinates also helps in increasing the

8BUSINESS ADMINISTRATION
level of productivity, as they can identify the information that is being conveyed through the
message. This will help in understanding the processes so that the productivity in the
organization can be increased. The listener can ask questions regarding the topic, which will help
them in understanding the process so that they can increase their output level (Mandal 2014).
Active listening also help in overcoming disagreements, as the listener can frame up their
queries according to the message, which is being conveyed by the narrator. It will help in giving
rise to a debate in a positive manner by challenging the logic that is being put forward by the
listener. This will help in eliminating the misunderstandings that might later crop up in the minds
of the audiences. It also helps the speaker in defending themselves with the logic that is being put
by them, as more questions will help in analyzing the information (Beattie and Ellis 2017).
Answer 3.3
Verbal communication can face many barriers such as grapevine, which may hamper the
message that the sender wants to convey to the receiver. To overcome these barriers it is
important for the sender to use simple languages so that the emphasis can be present. It is
important for the sender to avoid unambiguous words, which may lead to jargons in the
communication process. Noise is another barrier that needs to be reduced by indentifying its
source and eliminating it on a priority basis. The process of feedback has to be encouraged so
that it can be done in a constructive manner. The use of constructive process of feedback will
help in communicating in a better way between the sender and the receiver (Akmajian et al.
2017).
The use of proper media has to be encouraged in verbal communication so that it can help
the sender in conveying the message properly such as direct interactions. To stop the grapevine

9BUSINESS ADMINISTRATION
process in the organization, it is important for the sender to directly communicate with the person
to whom the message is directed. This will help in keeping a check on the variations that can
take place over the message (Legutke, Thomas and Candlin 2014).
Answer 4.1
Body language is an important part in the business environment where it helps the
management in understanding what the subordinates want to convey. The first impression can be
created in a better way by maintaining an upright posture with eye contact. This will help the
managers to understand that the employees are confident in carrying out the duties and
responsibilities that will be assigned to them. The tone of the voice along with the speech has to
be clear and moderate so that it can show the humility that the employees have towards the
organization. While being in a defensive position, the employees need to maintain the
expressions of the face in a minimalistic manner and keep a little eye contact so that they can
show that they are in a difficult position within the organization. these signs have to be picked by
the managers so that they can understand the condition of the employees and can help them in
becoming at ease with the system (Bolinger 2014).
When the employees are disengaged from their work they will keep their heads down and
may be fiddling with objects that are near them to be occupied with something. This shows that
they are not interested in the process of work that has been delegated to them within the business
environment (Beach 2014).

10BUSINESS ADMINISTRATION
Answer 4.2
Rapport helps in the formation of harmonious relationships between the employees so
that they can enjoy their work in a collaborated manner. To build up rapport between colleagues,
it is important to check ones appearance, as properly dressed is one of the attributes that will help
in attracting others. The colleagues have to be relaxed and communicate with smiles with their
counterparts so that it can help in developing new relationships within the organization. One
needs to identify the common grounds based on which a conversation can be picked up so that it
can help in relaxing and opening up their ideas with each other (Karannges et al. 2015).
It is important for the organizations to maintain rapport with their customers so that
loyalty and trust can be built amongst them. For building good rapport with the customers, the
organization has to get their names so that they can treat the customers in a better manner. It is a
must to speak with smile so that the customers do not feel that they are being ignored. The
organization also needs to see from the viewpoint of the customers so that they can associate the
problems or the feedbacks in a proper manner that will help in the success of the organization
(Bolinger 2014).
Answer 5.1
Feedbacks are important, which helps the organization in assessing the changes and the
policies that are implemented within the organization. It helps the organization in understanding
the effective ways through which the level of productivity can be increased. The feedbacks from
the employees can be attained by dividing them in to groups and arranging meetings with them.
This will help in taking one-to-one sessions with the employees so that the process of feedback

11BUSINESS ADMINISTRATION
can be effective in nature. This will help the organization in understanding the problems that are
faced by them within the organization (Carroll 2015).
The feedback from the customers can be collected by organizing a survey where the
customers can participate. The customers can fill up the questionnaire boxes that are provided by
the organization so that it can help the company in developing the products and the services in a
better way. The questions have to be framed in a positive manner so that the customers can give
their opinion in a constructive manner, which will help in improving the services by the
organization. Another process of collecting feedbacks is to reach the loyal customers directly
through a random sampling process so that they can provide proper feedback. The loyal
customers are in a better position to provide feedback since they use most of the products that are
offered by the organization (Coombs 2014).
Answer 5.2
The purpose of receiving feedback helps in developing the skills of the employees with
respect to communication. It helps them in identifying the best ways that are available that can
be used in the process of communication. It is a helpful process, as it makes the employees
improve their communication skills by reducing their nervousness when they are speaking with
others. The process of feedback will help in improving the performance of the employees with
respect to their level of productivity. This will help in increasing the profit margin for the
company (Bradley and Campbell 2016).
The process of feedback also helps in understanding the quality of product and the
services that are being provided by the organization. The feedback that will be collected from the
customers will help in processing the products and delivered once again in the market so that the

12BUSINESS ADMINISTRATION
customers can again review the products. The other purpose that feedback serves is that it helps
the employees to develop themselves so that it can lead to increase in their level of productivity.
This will help the employees in understanding their strengths and weakness and evaluating it
accordingly so that it can help them in working in an efficient manner (Beach 2014).
Answer 6.1
Communication is mainly divided in to two parts that is formal and informal. Formal
communication takes place mainly in an organization in the process of written communication
where as informal communication takes place through verbal and non-verbal ways. The outcome
of the process of communication is that it helps in transferring of important messages to the
subordinates or equivalent level of people in the organization so that the work within the
company can be performed in an organized manner (Mandal 2014).
The communication process involves many types of audiences such as in an organization
it consists of employees and the managers along with customers with whom proper
communication has to be maintained so that the products or the services can be provided to them.
Technical communication is mainly used within an organization where the sender wants to
communicate with the receiver in a written form through mail, as it involves the use of
technology. Non-technical communication mainly happens between friends and relatives where
most of the information is passed through word-of-mouth and is basically informal in nature
(Siegman 2014).

13BUSINESS ADMINISTRATION
Answer 6.2
The two main types of communication are verbal and non-verbal in nature. The verbal
pattern of communication is further divided in to oral and written communication. In the scenario
of an organization, the oral process of communication takes place between the managers and the
employees, where the latter tries to explain the process of work to the employees so that it can be
done in an efficient manner. The written communication in the scenario of an organization takes
place between the senior management and the employees where if some changes are bought
within the companies, it has to be notified via mail and handouts. This will act as a proof if the
process turns out to be negative within the system (Akmajian et al. 2017).
The non-verbal type of communication takes place between the friends and families
where mostly it can be seen that the messages and the information are conveyed through body
languages and gestures. It is important to have an understanding between the sender and the
receiver so that they can understand the meaning of the messages (Karanges et al. 2015).
Answer 6.3
A communication strategy is a planning that is done so that it can help the audience of the
brand to be engaged in to the product that is offered by the organization so that it can help in
increasing the effectiveness of the company. One of the common methods through which the
organization tries to raise awareness amongst its customers is by telemarketing where the
company randomly selects the customers and calls them so that products can be described to
them (Coombs 2014).
The company indirectly tries to communicate with the customers by advertising the
product with the help of billboards and banners. This helps the customers in gaining first-hand

14BUSINESS ADMINISTRATION
information regarding the products and the services that will be offered to them. The extensive
use of newspapers is also done by the organization so that they can communicate with the
customers who read the newspapers. These strategies help the company in clearly
communicating with the customers regarding the products and the services that they want to
provide to them so that the profit of the companies can increase (Carroll 2015).

15BUSINESS ADMINISTRATION
Reference List
Adler, R., Rodman, G.R. and DuPré, A., 2016. Understanding human communication. Oxford
University Press.
Akmajian, A., Farmer, A.K., Bickmore, L., Demers, R.A. and Harnish, R.M., 2017. Linguistics:
An introduction to language and communication. MIT press.
Beach, L.R., 2014. Decision making in the workplace: A unified perspective. Psychology Press.
Beattie, G. and Ellis, A.W., 2017. The psychology of language and communication. Routledge.
Bolinger, D., 2014. Language-the loaded weapon: The use and abuse of language today.
Routledge.
Bovee, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Bradley, G.L. and Campbell, A.C., 2016. Managing difficult workplace conversations: Goals,
strategies, and outcomes. International Journal of Business Communication, 53(4), pp.443-464.
Broadbent, D.E., 2013. Perception and communication. Elsevier.
Burgoon, J.K., Guerrero, L.K. and Floyd, K., 2016. Nonverbal communication. Routledge.
Carroll, C.E. ed., 2015. The handbook of communication and corporate reputation (Vol. 49).
John Wiley & Sons.
Castells, M., 2013. Communication power. OUP Oxford.

16BUSINESS ADMINISTRATION
Coombs, W.T., 2014. Ongoing crisis communication: Planning, managing, and responding.
Sage Publications.
Cummings, T.G. and Worley, C.G., 2014. Organization development and change. Cengage
learning.
Fries, P., 2015. Rhythms for cognition: communication through coherence. Neuron, 88(1),
pp.220-235.
Jones, S.E. and LeBaron, C.D., 2013. Research on the relationship between verbal and nonverbal
communication: Emerging integrations. Journal of Communication, 52(3), pp.499-521.
Karanges, E., Johnston, K., Beatson, A. and Lings, I., 2015. The influence of internal
communication on employee engagement: A pilot study. Public Relations Review, 41(1), pp.129-
131.
Legutke, M., Thomas, H. and Candlin, C.N., 2014. Process and experience in the language
classroom. Routledge.
Mandal, F.B., 2014. Nonverbal communication in humans. Journal of human behavior in the
social environment, 24(4), pp.417-421.
McQuail, D. and Windahl, S., 2015. Communication models for the study of mass
communications. Routledge.
Mone, E.M. and London, M., 2014. Employee engagement through effective performance
management: A practical guide for managers. Routledge.
Ruesch, J., 2017. Communication: The social matrix of psychiatry. Routledge.

17BUSINESS ADMINISTRATION
Shockley-Zalabak, P., 2014. Fundamentals of organizational communication. Pearson.
Siegman, A.W., 2014. Nonverbal behavior and communication. Psychology Press.
Simpson, A.W. and Erickson, M.T., 2015. Teachers’ verbal and nonverbal communication
patterns as a function of teacher race, student gender, and student race. American Educational
Research Journal, 20(2), pp.183-198.
Zuckerman, M., DePaulo, B.M. and Rosenthal, R., 2014. Verbal and nonverbal communication
of deception. Advances in experimental social psychology, 14, pp.1-59.