Business Communication Report: Principles and Practices Analysis

This report delves into the core concepts of business communication, emphasizing the significance of effective information transfer within organizations. It begins with an abstract and an introduction outlining the importance of clear and concise communication. A literature review provides context by exploring organizational communication theories, highlighting the role of both internal and external communication channels. The analysis section dissects the purpose and principles of different forms of organizational communication, including formal, informal, interpersonal, and written communication. It then examines the practical application of effective communication principles, such as clarity, attention, and consistency, for enhancing business practices. The report evaluates various communication practices, including posters and emails, and considers the effectiveness of face-to-face interactions and meetings. Finally, the report concludes with recommendations and a summary of the findings, supported by references to relevant books and journals.

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ABSTRACT
Communication is act of transferring the information to person, place or the group. Every
communication involves message, sender and a receiver. For conveying the message it is
essential that communication is effective. The message should delivered in the right manner and
right context. Communication principles ensures that the information is delivered in the right
manner. It helps in enhancing the business practices with effective application of communication
principles.

TABLE OF CONTENTS
ABSTRACT.....................................................................................................................................2
INTRODUCTION...........................................................................................................................1
LITERATURE REVIEW................................................................................................................1
Organisational Communication...................................................................................................1
ANALYSIS AND DISCUSSION...................................................................................................2
1. Analysis of the purpose and principles behind different forms of organisational
communication. ...........................................................................................................................2
2. Application of principles of effective communication for enhancing the practices................3
3.Evaluating communication practices of themselves and others ..............................................4
RECOMMENDATIONS & CONCLUSION..................................................................................5
REFERENCES................................................................................................................................6

INTRODUCTION
Effective communication is more than exchanging the information. It refers to
understanding the intentions and emotions behind information. Along with delivering the
message clearly it is also required to listen ways that gain full meaning about what is conveyed.
It is defined as the forms and channels of communication which occurs within the organisation.
It includes communication in the organisations & public facing communication. Present report
will discuss general theories of the organisational communication. It will be analysing and
describing the purposes and principles of organisational communication. This will shows the
application of principles of effective communication for enhancing the practices
LITERATURE REVIEW
Organisational Communication
Organisational communication refers to receiving and sending of the messages between
the interrelated people within particular environment for achieving the common and individual
goals. It is culturally dependent and highly contextual. Information is transferred in the
organisation by written, oral and other intermediary channels. It helps in accomplishing the tasks
related to the particular roles & responsibilities related with the sales, production and services.
Using this organisations are completing their tasks, policies and procedures for supporting the
continuous and daily operations. Organisational communication refers to how organisation
presents, represents and constitute the organisational culture and climate, values, attitudes and
the goals which characterise organisation and the members. As per Kittelman and et.al., (2018)it
is focused largely over building relationship and interacting with members of internal
organisation and the external interested public.
Conventional approach of communication is focused over communication within the
organisation. Second approach of the communications as organisations which means firms are
the result of communication within them. Much of the communication involve receiving and
sending of the unproblematic messages acting over the information. Organisations are required
to be good communicators for the success of the organisation. Firms rely over effective
communication and the efficient skills of communication from the members. In an organisation
they have to deal with number of people both internally and externally. Internal communication
ensures that the right message is conveyed to the workers and employees for doing the work and
increasing their efficiency. External parties are the stakeholders of the business and organisation
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strives for establishing effective and strong relationship with the stakeholders such as consumers,
suppliers, shareholders and others. They are the interested parties in business which makes it
essential for enterprise to build effective communication channel for transfer of information.
ANALYSIS AND DISCUSSION
1. Analysis of the purpose and principles behind different forms of organisational
communication.
Purpose and principles of the organisational communication
It examines the field of communication in workplace or office that leads to clearer
understanding of the every human process that occurs virtually.
Formal Communication
Each organisation has the formal communications. Flow chart of the organisation
delineates chain of the command and flow of information. Policy manuals and internal
memoranda are the examples of the formal organisational communication. It flow downward
from the management to employees or upward from employees to management.
Informal communication
It occurs unconsciously and naturally within organisation on regular basis. Casual
lunches with colleagues and office grapevines are examples of the informal communication. It is
essential and indicative of the relaxed organisational environment but not so pervasive that it
replaces the formal communication (Zang, 2019). Horizontal communication is also there among
the employees at same level like work groups or the task forces.
Interpersonal communication
This has increased importance within the firm as online or telecommuting
communications have become popular. Method of the one to one communication allow
participants receivers and senders of the messages in processing all the communication operators
like non verbal and verbal communication. Verbal is something like volume or inflection of
voice . On the other non verbal include eye contact, facial expressions and body language. It hels
in eliminating confusion and the misunderstanding.
Organisational Culture
This refers to the unspoken networks of the understanding which defines norms &
standards of the organisation. Established culture or environment is essential for communication
as it clarifies the expectation for certain norm & behaviour and could increase the productivity.
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Leader trying to change the culture has to understand strategically what is required to be change
& leaving elements that are not significant.
Written Communication
Written communications are highly used in the organisation. The form of communication
is highly indispensable in case of orders, rules or policy matters. Notes, circulars and manuals are
the form of written communication. This is majorly used for passing authentic orders and
instructions in the organisation. Firm should ensure the message is understood in the same
context in which it is conveyed.
2. Application of principles of effective communication for enhancing the practices.
Main purpose of the communication is of exchanging ideas among the different people
working in organisation. Communication process should help in exchanging the information
effectively. Barriers of the communication
Application of the communication principles enhance the practices.
Principle of clarity
It ensures that the message or ideas are communicated clearly. This should be spelt or
written in manner in which recipients understand the message in same context as of sender.
Ambiguity should not be there in the message. Speaker gives meaning to the words as words
themselves do not speak. The information represented through the poster should be clear and
correct.
Principle of Attention
Effective communication should draw the attention towards message. Different people
have different attention and behaviours so they respond respond differently over message. Acts
of superior draw attention of the subordinates and follows what is observed. Subordinates are
required to act as per instructions in message (Peleckis, 2018). It makes the people to do things
in prescribed manner.
Principle of objective
The objective of communication should be clear before message is transmitted.
Communication should create proper understanding in receiver's mind. It is the awareness of
total human and physical setting where information is received. Picture place of work,
determining receptivity and to understand level of receivers. It helps in making people
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understand about the issues in transport for understanding them and the need to change the
practices.
Principle of the informality
Formal communications are used generally for transmitting the messages & other
information. Formal communication may not sometimes achieve desired results. Informal
communication could prove efficient in many of the situations. It could use the informal
communication to assess reaction of the employees for various policies. It is helpful at many of
the times for getting acceptance related to any specific change. The message should also be
conveyed informally to the people regarding the transport issues and how they could be
prevented.
Principle of Consistency
This states communication should be always consistent with plans, policies, objectives
and programmes of organisation and not be conflicting. If communication and messages are
conflicting with policies and regulations it will create confusion in minds of the subordinates &
they may not be implementing them properly (Helgeson, Peyerl and Solheim-Witt, 2016). The
improvement plans should be consistent with the rules and regulations of the transport authority.
3.Evaluating communication practices of themselves and others
Communication practices define the effectiveness of any message being conveyed. There
are different communication practices that are effective as per the situations.
Posters
Transport management is using the posters for conveying their messages. This an
effective means of communicating the message to the users as it attracts the attention fast. In the
busy hours posters prove to be highly effective.
Emails
Department uses emails for communicating the message about issues and strategies to
mitigate the problems (Yuan, 2017). These are send to maximum of the people but drawback is
that it is often ignored in the busy schedule of people.
Practices used by others
Face to face communication
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It is an effective method of communicating messages. It enables the users to understand
the message in the right context. However it is not effective it is to be made over large
population.
Meetings
Meetings could be formal or informal and are used for communicating the messages to
the pubic. It is effective over many of the important changes but is difficult in busy schedules.
RECOMMENDATIONS & CONCLUSION
Analysing the above case transport manager has used the posters for communicating the
messages and improving the issues faced by tube department. It could also use social media
platform for conveying the message more effectively and in reach of every person. Today it is
the most effective communication channel.
Application of effective communication principles is important for effectively conveying
the message to receivers. It is essential to ensure that the messages are being understood in the
same manner in which they are conveyed.
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REFERENCES
Books and Journals
Kittelman, S., and et.al., 2018. A systems analysis of communication: defining the nature of and
principles for communication within human activity systems. Systems Research and
Behavioral Science. 35(5). pp.520-537.
Zang, J., 2019. Discussion on the Blended Teaching Approach Based on Independent Learning
about the Course Principles of Communication. Frontiers in Educational Research. 2(2).
Peleckis, K., 2018. BUSINESS NEGOTIATIONS: PRINCIPLES OF COMMUNICATION,
RHETORICAL ARGUMENTATION, STRATEGIC ORIENTATIONS.
In ИННОВАЦИОННЫЕ ПОДХОДЫ В РЕШЕНИИ ПРОБЛЕМ СОВРЕМЕННОГО
ОБЩЕСТВА (pp. 117-158).
Helgeson, H.L., Peyerl, C.K. and Solheim-Witt, M., 2016. Quantum physics principles and
communication in the acute healthcare setting: a pilot study. EXPLORE. 12(6). pp.408-
415.
Yuan, M., 2017, May. Principles and wireless communication technique of OFDM. In 2017 2nd
International Conference on Materials Science, Machinery and Energy Engineering
(MSMEE 2017). Atlantis Press.
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