Business Communication: Stakeholders, Models, and Barriers

This report provides a comprehensive overview of business communication, exploring the communication needs of both internal and external stakeholders. It analyzes different communication models, such as the chain and star models, and evaluates the effectiveness of various communication systems, emphasizing the importance of clear messaging and adapting to the audience. The report delves into factors influencing the choice of communication media, the significance of correct grammar and structure, and techniques for planning and structuring communication. It also covers strategies for overcoming communication barriers, utilizing communication theories and body language effectively, and employing proofreading techniques. Furthermore, the report addresses identifying the purpose and audience, selecting appropriate communication media, presenting information in a formal layout, adapting communication style, and meeting deadlines. Finally, it examines verbal communication, including the use of appropriate language, body language, and tone, as well as confirming understanding and responding appropriately. The report concludes by highlighting the importance of effective business communication in managing organizational functions and achieving communication goals.

COMMUNICATE IN A
BUSINESS ENV

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Communication needs of internal and external stakeholders................................................1
1.2 Different communication model which support administration...........................................1
1.3 Effectiveness of different communication system................................................................1
1.4 Factors that affect the choice of communication media........................................................2
1.5 Importance of using correct grammar, sentence structure and spelling in business
communications..........................................................................................................................2
1.6 Factors to be taken in planning and structuring different communication media.................3
1.7 Explain ways for overcoming barriers of communication....................................................3
1.8 Explain the use of communication theories and body language...........................................3
1.9 Explain proof-reading techniques for business communication...........................................4
TASK 2............................................................................................................................................4
2.1 Identify the purpose and audience of the information to be communicated.........................4
2.2 Select communication media that are appropriate for the audience and information to be
communicated.............................................................................................................................4
2.3 Present information in the formal layout and style that is appropriate to the information to
be communicated........................................................................................................................5
2.4 Followed agreed business practices when communicating in writing..................................5
2.5 Adapt the style and content communication, appropriate for audience................................5
Know your audience...............................................................................................................5
Communication objectives.....................................................................................................5
Understanding that every audience is different .....................................................................5
2.6 Present written communication that are clear, expressed correct in grammar and reflect
what is intended...........................................................................................................................5
2.7 Meet agreed deadlines in communicating with others..........................................................6
TASK 3............................................................................................................................................6
3.1 Identify the nature, purpose, audience and use of the information to be communicated......6
3.2 Use language which appropriate and correct for the audience..............................................6

3.3 Use appropriate body language and tone of voice to reinforce message..............................7
3.4 Identify the implication and meaning of information to be communicated verbally............7
3.5 Confirm that a recipient has understood the information......................................................7
3.6 Respond in a way which is appropriate to the situation and accordance with organization
policies........................................................................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Business communication plays an important role in managing organisational functions.
The report will evaluate the importance of effective communication and barriers to effective
communication. Further, it will outline the importance of framing sentences properly by
considering grammar and punctuation at specific places.
TASK 1
1.1 Communication needs of internal and external stakeholders
Communication within an organisation is always purposeful whether it is to inform, to
teach, to persuade or to request action. It is a process that must be understood by both the sender
and receiver of the message in order to be successful. The communication needs of an internal
and external stakeholders differ slightly due to their position in relation to the organisation.
Stakeholders are any individuals or groups that are involved with an organisation. Internal
stakeholders include people who work from within the organisation, such as employees,
volunteers, managers and CEO (Locker, and Kaczmarek, 2013). Apparently, External
stakeholders are the people who are affected by the work and activity of the organisation such as;
shareholders, investors, customers, clients and suppliers. Thus, it is important as it helps in
eliminating problems which can arise due to communication gap.
1.2 Different communication model which support administration
There are a number of different patterns of communication that take place in business. They
differ due to the direction and flow of the information. Communication within administration can
involve letters, meetings, emails, presentations, and memos.
 The chain model represents a hierarchical pattern of communication which can
sometimes be found in military organisations where information is passed down the chain
of command (Belás, Habánik, and Novák, , 2014).
 The star model would be found in all organisations involving teams of people this will
ensure consistent communication, and in turn improve overall efficiency of the
organisation.
1.3 Effectiveness of different communication system
Communication within business can be in a number of different ways, the method
depends on the information being delivered. Effective communication relies on how clear the
message is and making sure the appropriate method is used. It is also important to consider any
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potential barriers, and know how to reduce them. It is important to adapt and meet the needs of
the audience to overcome barriers (Cohen and Kietzmann, 014). Factors to consider includes:
age, background and culture, status of the audience, health issues, language differences, learning
difficulties, breakdown of technology and prejudice. Barriers may also include human error, such
as poor listening skills, lack of discussion, and misinterpretation. Written communication (letters,
emails, memos, agendas) is a very effective way to communicate formally.
1.4 Factors that affect the choice of communication media
Communication media refers to the means of delivering and receiving data or
information. In telecommunication, these means are transmission and storage tools or channels
for data storage and transmission. Different media are employed for transmitting data from one
computer terminal to the central computer or to other computer systems inside some kind of
network. There are two forms of communication media:
Analog: Includes conventional radio, telephonic and television transmissions
Digital: Computer-mediated communication, computer networking and telegraphy
Factors that affect communication media choice:
 Audience.
 Purpose (Hardy and Everett, 2013)
 Cost
 Speed of communication.
 Subject matter of information.
1.5 Importance of using correct grammar, sentence structure and spelling in business
communications
It is important in business communication that there is structure, use of the correct
grammar and spelling, and that the text is fit for purpose. Written communication must be suited
to its intended audience, presented in a way that is appropriate and should adhere to
organisational standards and formality. Sometimes communication also needs to be completed
within a deadline (Weiss, 2014). In written communication, the first thing that should be
considered is structure. Structure refers to how the text is set out and formatted. Whereas,
Punctuation helps make it easier to read information by telling the reader when to pause etc. If
text is poorly punctuated, it may not make sense and read incorrectly. Grammar refers to making
sure the correct word and tense has been used in a sentence. For example, using “are” instead of
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“is” for plurals, or making sure the correct pronouns have been used. Apparently, Sentence is
important to use correct sentence structure in business communications so your writing has
variation and isn't all the same
1.6 Factors to be taken in planning and structuring different communication media
These include the position of the header, the address and the date, as well as proof-
reading all correspondence. Verbal communication, such as presentations, should be planned and
rehearsed beforehand to ensure they are professional (Fleischmann, 2014. ). It is important to
consider the audience with presentations as they need to be able to see the presentation, as well
as hear the speaker. Any hand-outs produced with the presentation will also need to be suited to
the audience in order to meet their needs. Further, It is important to consider the audience with
business communication. For example, using technical jargon and abbreviations won’t be
effective if they audience won’t understand them; it is important all text is clear, direct and to the
point.
1.7 Explain ways for overcoming barriers of communication
 Clarify Ideas before Communication
 Communicate According to the Need of the Receiver
 Consult Others before Communication
 Be Aware of Language, Tone and Content of Message
 Convey Things of Help and Value to the Listener
 Ensure Proper Feedback
1.8 Explain the use of communication theories and body language
The model is dynamic as it suggests a circular process of communication and highlights
that messages can be sent and received by the same person. It also takes interpretation into
consideration with the use of encoding and decoding. This is the basic model of communication
between two people developed by Schramm. It suggests that communication is a two way
process where the sender (encoder) and receiver (decoder) take turns to relay messages. The
theory suggests that communication is a continuous cycle and each message needs interpreting
before a new message can be sent (Ferraro and Briody, 2017). Apart from this, A person’s
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posture also has a big impact on the way they communicate themselves. In addition, Voice is
also another important part of body language, it includes tone of voice, timing, pace, rhythm,
pitch and inflection.
1.9 Explain proof-reading techniques for business communication
The best way to proof-read a document is to ask a colleague to read through it. This is
useful as they will pick up mistakes more easily. Alternatively, reading the text out loud will also
highlight any mistakes with punctuation and grammar. When producing Word documents, it is
important not to rely on a spell-check function as it will not pick up incorrect grammar, for
example words that are spelt correctly but in the wrong context; for example “their” and “there”.
Similarly, it is important to check numerical values such as dates and times, as spell-check will
not highlight numbers if they are wrong. Thus, A helpful technique when proof-reading is to
reading sentences in the wrong order as this will highlight any mistakes.
TASK 2
2.1 Identify the purpose and audience of the information to be communicated
When communicating, purpose is not what individual wants to do; instead, it is what and
individual want from audience to do as a result of reading what a person wrote or listening to
what you said (Tukker and Tischner 2017.). Thus, it involves the audience. To communicate
effectively (that is, to achieve your purpose), you must adapt to your audience. Therefore, it is
important for the individuals to ensure that appropriate information is being communicated to
audience.
2.2 Select communication media that are appropriate for the audience and information to be
communicated
The most commonly used data communication media include:
Wire pairs
Coaxial cable
Microwave transmission
Communication satellites
Fiber optics
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2.3 Present information in the formal layout and style that is appropriate to the information to be
communicated
In business enterprise, multiple communication formats to reach the widest audience
possible when conveying messages. The communication format offers advantages or
disadvantages depending on the message being delivered and the individuals receiving the
message.
 Letters and memos are the most traditional written business communication. Letters are
commonly used to present official business information to other businesses, to
individuals or to outside business stakeholders (Schaltegger and Wagner, 2017).
 Meetings offer organizations a way to convey information using a personal format.
Meetings may include managers, employees or customers.
2.4 Followed agreed business practices when communicating in writing
 Focus on lucidity or clarity.
 Use of appropriate words and sentences.
 Helps in eliminating sentence and grammar errors.
 It assists in communicating detailed information.
2.5 Adapt the style and content communication, appropriate for audience.
It is vital to think about the objectives of each communication, as this will help you
design your message (Solomon, 2014). Individual can take what you already know about the
audience to anticipate their reactions and tailor your message, tone and medium. Communication
with audience needs to follow specific step that is:
Know your audience
Communication objectives
Understanding that every audience is different
2.6 Present written communication that are clear, expressed correct in grammar and reflect what
is intended.
Written communication by exchange of letters, emails or faxes. It demands use of every
day to communicate with customer, colleagues at work and with my supervisors
 Developing clear goals and objectives
 Tone will help in writing be more effective.
 Use of simple language
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 Appropriate use of grammar and punctuation.
 Implementing the use of active voice.
2.7 Meet agreed deadlines in communicating with others.
 Care about deadlines
 Keep a list of projects & deadlines
 Communicate a clear deadline
 Work in a cushion.
 Have a clear outcome (Chang, 2016).
 Break down the project Focus on the first step
 Block off adequate time
 Have a start and complete date for each step
 Communication with each step
 Don't overcommit
 Learn from mistakes (Georgescu and Popescul, 2015).
 Stay up late.
 Negotiate and meet a second deadline.
TASK 3
3.1 Identify the nature, purpose, audience and use of the information to be communicated.
Readers vary from context to context. When the individual is writing a document (for
example, e mail) to a single person or to a small, well-defined group of people, you might be
tempted to jump directly to the motive of writing mail (Wheelen, and Hunger, 2017). In that
cases making assumption is unnecessary because it can lead to various uncertainties. The
document might end up being read by people you did not identify, such as those who were
forwarded your document by a primary reader or perhaps those who will obtain your document
in the future.
3.2 Use language which appropriate and correct for the audience
Tell me and I’ll forget; show me and I’ll remember; involve me and I’ll understand… but to
involve your audience you need to use the right language – the tone and vocabulary that your
audience works with and relates to. The purpose of any piece of writing is to affect someone’s
thoughts and thus their actions (Neubauer, and Lank, 016). Whether it is a work of fiction that
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engages and entertains or a technical document that informs and educates, the aim of the writer is
to make the audience think what the writer wants them to think.
3.3 Use appropriate body language and tone of voice to reinforce message
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 (Tukker and Tischner, eds., 2017).
3.4 Identify the implication and meaning of information to be communicated verbally
Verbal communication encompasses any form of communication involving words,
spoken, written or signed (De Giovanni, 2012). The conversation we have with our co-worker at
lunch, the morning news or the sports page we read in the morning--even the text message you
send to your spouse telling him to pick up some milk is a form of verbal communication. Our
ability to communicate with a language that is based on an organized system of words, rather
than merely sounds, is what sets us apart from lower species.
3.5 Confirm that a recipient has understood the information
Your communications style matches theirs. If they think in pictures and stories did you
match their style or did you communicate from your preference which maybe numbers, data and
logic or vice versa (Newman, and Ober, 2012).
3.6 Respond in a way which is appropriate to the situation and accordance with organization
policies
Clearly defined process for identifying and regularly updating a Community Resource Index so
that all workers are aware of what other services are available to refer to (the index contains
basis contact details and information about what each service provides)
CONCLUSION
The report summarized that Communication within an organisation is always purposeful
whether it is to inform, to teach, to persuade or to request action. It is a process that must be
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understood by both the sender and receiver of the message in order to be successful. Further, it
concluded with different ways and barriers to effective communication.
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REFERENCES
Books and Journals
Belás, J., Bartos, P., Habánik, J. and Novák, P., 2014. Significant attributes of the business
environment in small and meduim-sized enterprises. Economics & Sociology, 7(3), p.22.
Bocken, N.M.P., Short, S.W., Rana, P. and Evans, S., 2014. A literature and practice review to
develop sustainable business model archetypes. Journal of cleaner production, 65, pp.42-
56.
Chang, J.F., 2016. Business process management systems: strategy and implementation. CRC
Press.
Cohen, B. and Kietzmann, J., 2014. Ride on! Mobility business models for the sharing
economy. Organization & Environment, 27(3), pp.279-296.
De Giovanni, P., 2012. Do internal and external environmental management contribute to the
triple bottom line?. International Journal of Operations & Production Management.
32(3). pp.265 – 290.
Ferraro, G.P. and Briody, E.K., 2017. The cultural dimension of global business. Taylor &
Francis.
Fleischmann, A., Schmidt, W., Stary, C., Obermeier, S. and Brger, E., 2014. Subject-oriented
business process management. Springer Publishing Company, Incorporated.
Georgescu, M. and Popescul, D., 2015. Social Media–the new paradigm of collaboration and
communication for business environment. Procedia Economics and Finance, 20, pp.277-
282.
Hardy, G. and Everett, D. eds., 2013. Shaping the Future of Business Education: Relevance,
Rigor, and Life Preparation. Springer.
Locker, K. and Kaczmarek, S., 2013. Business Communication: Building Critical Skills: Sixth
Edition. McGraw-Hill Higher Education.
Neubauer, F. and Lank, A.G., 2016. The family business: Its governance for sustainability.
Springer.
Newman, A. and Ober, S., 2012. Business Communication: In Person, In Print, Online. Cengage
Learning.
Schaltegger, S. and Wagner, M. eds., 2017. Managing the business case for sustainability: The
integration of social, environmental and economic performance. Routledge.
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Schmitt, B., 2011. Experience Marketing: Concepts, Frameworks and Consumer Insights. Now
Publishers Inc.
Sethi, 2010. Business Communication. Tata McGraw-Hill Education.
Solomon, M.R., 2014. Consumer behavior: Buying, having, and being (Vol. 10). Upper Saddle
River, NJ: Prentice Hall.
Tukker, A. and Tischner, U. eds., 2017. New business for old Europe: product-service
development, competitiveness and sustainability. Routledge.
Weiss, J.W., 2014. Business ethics: A stakeholder and issues management approach. Berrett-
Koehler Publishers.
Wheelen, T.L. and Hunger, J.D., 2017. Strategic management and business policy. Pearson.
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