Business Communication Report: Theories, Challenges and Reflection

This report provides a comprehensive overview of business communication, defining its significance within organizations and its impact on achieving business goals. It explores the core concepts of effective communication, emphasizing its role in building employee morale, satisfaction, and engagement. The report delves into communication theory, outlining the process involving sender, message, and receiver, along with the challenges such as one-way communication and disagreements between organizational strategy and communication. It recommends two-way communication as a solution to overcome communication challenges. Furthermore, the report includes a reflection on the learning experience, highlighting the development of research and analytical skills. The report also provides a personal development plan to improve time management skills and enhance the ability to complete future assignments effectively. The report concludes with a summary of the key findings and recommendations for improving business communication within organizations.

BUSINESS
COMMUNICATION

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
The concept of effective communication and its impact in the organization..............................3
Theory and process of communication........................................................................................4
Challenges of communication.....................................................................................................5
Recommendation to communication challenges.........................................................................5
REFLECTION.................................................................................................................................5
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Business communication can be defined as the process of exchanging information
between people within outside an organization. In other word, effective business communication
leads good communication between management and employees that supports to reach firms
goals. The main goal of the business communication to influence business practices and reduces
human errors. The main goal of the report is to provide understanding about business
communication and significance for the business. The brief study will provide personal
experience by applying reflective model in the report.
The concept of effective communication and its impact in the organization
Communication is the process of sending information or distribution process that
involves two or more parties convey a message that is easily understood by each person. It gives
high contribution to lead company’s success. The business communication is important for the
manager in the organization because they perform basic functions of management i.e. planning,
organizing, coordination and controlling (Challenges to effective communication in the
workplace, 2019). An effective communication supports manager to perform their
responsibilities effectively within organization and helps to meet organization objectives over the
time. It gives high contribution in the organization success in numerous ways. For example, a
effective communication builds employees morals, satisfaction and engagement within
workplace. it supports employees to understand rules and regulation of their employment which
builds their loyalty for the company. An effective business communication empowers employees
to keep their view of point regarding strategy and decision and maintains their wellbeing within
workplace. It influences process and procedures that automatically develops greater efficiencies
and declines cost in the organization (Andrews, 2017). Numerous organizations adapt two-way
communication within workplace to lead high productivity of the employee and reduces conflict
issues in them, Effective communication establishes loyalty and builds trust between employees
and management and influences them give high performance at the workplace. it can interpret
that effective business communication leads high success in the organization’s performance,
operation and productivity as well (Passera, Kankaanranta and Louhiala-Salminen, 2017).

Theory and process of communication
Communication theory states that transmission of information from the one person to
other whereas first person act as sender while another act as receiver. The theory is proposed by
S.F. Scudder in the year 1980 (Zerfass and Viertmann, 2017). Communication theory framework
supports to understand types of communication through the following viewpoints such as
psychological perspective highlights that communication is not the process of flow of
information from the sender to receiver. But it is the process of expressing thoughts and feelings
of the sender which they try to express receiver. While social viewpoints consider
communication is the intermediate of the sender and receiver. In other word, communication is
directly based on the content of the speech (Coffelt, Baker and Corey, 2016). Communication
process is referred to the transferring of a thought or idea from one person or group of people so
that it can understand and take in practice by others. it is generally involved three elements i.e.
sender, message and receivers (Pikhart, 2017). The communication process is described below as
follows:
Sender: The communicator i.e. manager or person who generate the message and transfer it to
the receiver. It can say that communicator is the main source who initiates communication.
Message: The idea, feelings etc. are explored by communicator and then propose to be
communicated further.
Encoding: The message explores by communicator who encodes it in the form of picture,
decision or policy etc. before conveying message to receiver.
Media: The message of idea is transmitted orally or in writing so that it is easy to understand for
others. There are numerous mediums of communication such as telephones, internet, fax and
emails.
Decoding: It is process of understanding information by converting into simple language or
meaning after decoding.
Receiver: He is the important source of communication process because message is received by
him through sender. When the receiver receives the message then understand properly and act on
the message.

Feedback: When receiver understand message properly that means communication process is
completed effectively.
Noise: It is considered as obstacle because it leads miscommunication between sender and
receiver. It includes bad network, poor understanding of message due to prejudice and others.
Challenges of communication
There are various challenges of communication which is faced by employee and
management in the organization. for example, if communication is moved in one direction only
that automatically leads ineffectiveness in communications and affects individual wellbeing
within workplace. in addition, organization also unable to determine how well employee perform
at the job place (Holmes and Parker, 2017). Disagreement between organization strategy and
communication is the major challenge of communication. For example, when organization
involves only few employees for the planning of any strategy instead of involving whole team
then it leads uncertainty for whole organization. the reason behind is that few employees are
aware while rest are out updated as result leads ineffectiveness in task achievement (Sanina and
et.al., 2017).
Recommendation to communication challenges
Two-way communication is the best option to overcome ineffective communication
because it leads effective communication between two parties and leads high understanding. Onr
way communication leads indirect communication where only person has right to communicate
with others and convey their message (MacDermott and Ortiz, 2017). For example, most of the
organization follows one-way communication at the workplace that discourage employee
because they cannot keep their views in the context of work load or strategy as result raises
conflicts. So, two-way communication resolves this problem because it gives chance to both
employee ad management and builds good relationship between them (Takino, 2016).
REFLECTION
Performing the prior task was an immensely positive learning experience for me as I had
absolutely no inclination of the concept of effective business communication and the advantages
such a concept can have on the operational performance and efficiency of the business

organisation. In the previous project I was tasked with making a report and presentation upon
various aspects of business communication such as the theory of communication, impact of
effective communication on a business and barriers to effective communication (Eyre, 2016). In
addition, I also analysed the skills required for effective business communication and solutions to
the communication barriers.
Being given this task made me feel immensely nervous at first, as I had no inclination of
the concept of business communication and its impact or barriers at all. But with from my
superiors and teachers made me regain my confidence and made my trust in my own ability to
complete the project (Nabi, Foysol and Adnan, 2017). When I was able to effectively complete
the assigned project, it made me feel immense happy and increased my confidence in my own
abilities.
During the completion of the project, I felt that I was effectively able to perform the
necessary research that the file required with the intention to procure relevant and useful
information that was required. On the other hand, completing the project within the prescribed
deadline proved to be an issue for me, as I wasn’t able to leave myself any additional time to
conduct review of the project, barely able to submit it within the prescribed deadline.
From undertaking the project, it became clear to me that my researching and analytical
skills were sufficiently good to undertake projects and assignments of this scope as I faced no
issues while performing research and analysing my findings to come to relevant conclusions
(Heo and Lee, 2018). On the other hand, I found out that my time management skills need to be
further improved so that I can undertake and complete my future projects to better standards than
I was able to previously.
Through completing the past exercise, I ended up learning tremendously about the
concept of effective business communication, its impact upon the performance of a business
organisation and the various barriers that exist to effective business communication. I also
learned about the skills that are required for effective business communication and solutions to
the communication barriers in businesses (Bovée, Thill and Raina, 2016). Through undertaking
the assignment, I also learned that my researching and analytical skills are adequate while my
time management skills need to be worked upon in the future.

To develop my inadequate time management skills so that I can personally and
professionally develop in the future, and be able to complete future assignments within the
prescribed deadlines, I have created a personal development plan as follows:
Development
Objectives
Activities Recommended to Improve
Skill
Resources
Required
Time Duration
Time
Management
I can improve my time management
skills by creating dedicated schedules to
track the amount of time I spend on
different activities so that they can be
managed more effectively (Passera,
Kankaanranta and Louhiala-Salminen,
2017).
Schedule, Clock 2-3 months
CONCLUSION
The brief study provided understanding about business communication and it’s important
for the company. It has been concluded theory and process of communication in which included
number of mediators i.e. sender, receiver and media. The report can summarize impacts of
business communication in the organization and challenges of communication.
There is a recommendation for improving business communication effectively are described
below:
 360 feedback strategy is the best option to improve business communication effectively.
For example, this strategy supports to gather feedbacks from employee, management and
customer about the products, strategy and performance whereas manager can easily
analyse feedback and can determine that how well employees are met goals or not. This
strategy builds healthy relation between employees and organization as well. So, this
strategy should follow for influencing business communication in the organization
positively.

REFERENCES
Books and Journals
Eyre, E.C., 2016. Business Communication: Made Simple. Elsevier.
Nabi, N., Foysol, K. and Adnan, S., 2017. The Role and Impact of Business Communication on
Employee Performances and Job Satisfactions: A Case Study on Karmasangsthan Bank
Limited, Bangladesh. Arabian Journal of Business and Management Review. 7(301).
p.2.
Heo, M. and Lee, K.J., 2018. Chatbot as a new business communication tool: The case of naver
talktalk. Business Communication Research and Practice. 1(1). pp.41-45.
Bovée, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Passera, S., Kankaanranta, A. and Louhiala-Salminen, L., 2017. Diagrams in contracts: Fostering
understanding in global business communication. IEEE Transactions on Professional
Communication. 60(2). pp.118-146.
Andrews, D.C., 2017. A space for place in business communication research. International
Journal of Business Communication. 54(3). pp.325-336.
Coffelt, T.A., Baker, M.J. and Corey, R.C., 2016. Business communication practices from
employers’ perspectives. Business and Professional Communication Quarterly. 79(3).
pp.300-316.
Holmes, W.T. and Parker, M.A., 2017. Communication: Empirically testing behavioral integrity
and credibility as antecedents for the effective implementation of motivating
language. International Journal of Business Communication. 54(1). pp.70-82.
MacDermott, C. and Ortiz, L., 2017. Beyond the business communication course: A historical
perspective of the where, why, and how of soft skills development and job readiness for
business graduates. IUP Journal of Soft Skills. 11(2). pp.7-24.
Passera, S., Kankaanranta, A. and Louhiala-Salminen, L., 2017. Diagrams in contracts: Fostering
understanding in global business communication. IEEE Transactions on Professional
Communication. 60(2). pp.118-146.
Pikhart, M., 2017. Managerial communication and its changes in the global intercultural business
world. In SHS Web of Conferences (Vol. 37, p. 01013). EDP Sciences.
Sanina, A and et.al., 2017. The effectiveness of communication channels in government and
business communication. Information Polity. 22(4). pp.251-266.
Takino, M., 2016. Negotiating the challenges of using English in business communication:
Listening narratives of Japanese BELF users (Doctoral dissertation, University of
Southampton).
Zerfass, A. and Viertmann, C., 2017. Creating business value through corporate
communication. Journal of Communication Management.

Online
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https://thebigpicturepeople.co.uk/blog/challenges-to-effective-communication-in-the-
workplace/>