Business Communication Report: Monsoon Ltd, Unit 4, BTEC Diploma

This report examines business communication strategies for Monsoon Ltd, a clothing company. It explores different types of business information (verbal, written, and non-verbal), their origins, and purposes. The report analyzes external corporate communication strategies for promoting products and services, emphasizing the importance of appealing advertisements and understanding the target audience. Legal and ethical issues, including data protection, are discussed, along with operational issues such as information security and backup procedures. Finally, the report compares electronic and non-electronic methods of communication, including letters, memos, and faxes, concluding that effective communication is crucial for business success. The report is based on the BTEC Level 3 Diploma in Business Unit 4 – Business Communication.

Business Communication

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1 Types of business information, way of information from which it originates and it purpose
.....................................................................................................................................................1
TASK 2............................................................................................................................................2
P2 Covered in PPT......................................................................................................................2
P3 Covered in Poster...................................................................................................................2
P4 External corporate communication of an existing products or services................................2
TASK 3............................................................................................................................................3
P5 Legal and ethical issues in relation to use business information...........................................3
P6 Operational issues in relation to business information..........................................................3
TASK 4............................................................................................................................................4
P7 Electronic and non electronic methods for communicating business informations..............4
CONCLUSION................................................................................................................................5
REFERRENCES..............................................................................................................................6

INTRODUCTION
The sharing of information between people within an enterprise that is performed for the
commercial benefit of the organization. In addition, business communication can also refer to
how a company shares information to promote its product or services to potential consumers.
One-way communication is when the receiver cannot respond to a message (Business
Communication and Social Media, 2017). Two-way communication is when the receiver can
respond to a message. This allows confirmation the message has been both received and
understood. Present report is based on Monsoon Ltd. which is a clothing company which
provides women's and children clothing in UK. In the below mentioned report, discussion on
different type of business information.
TASK 1
P1 Types of business information, way of information from which it originates and it purpose
Information is an data which is correct, at time, and particular for any of an particular
need it is been presented so that all would get proper information which would help them in
understanding the things in an proper manner. Information which is been gathered in an
organisation could help them internally and as well as it could be ruined externally.
Communication is needed in business as that would help the people in transferring the proper
information in between them so that they could do their work in an correct manner as that would
make them understand the process or many other things which they have to keep in mind. Rather
informations is valuable as that would affect the behaviour and many other things in the
organisation (Guffey, and Loewy, 2010). Monsoon Ltd should use the proper communication
system which would help them in passing the information to all the staffs which are working
over their in an proper manner so that they could do their work in an correct way and according
to the information which is been given to them.
Types of an business information
Monsoon Ltd should use different types of informations, So that they could pass the
proper and correct information among all. Some of them are:
 Verbal- it is an method of passing the information to each other is been done through
verbally as mouth communication or it can be in an written manner. This communication
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helps the people in passing the information to the people in doing the proper manner.
This communication is having two kinds:
Oral communication is been done through mouth, the person which is passing the
information as to speak so that other people would listen to him and could gather the appropriate
information and it is important for the person who is giving the information to have an proper
speaking skills and he should be clear and audible to the other person. Face to face conversation,
video, radio, television,etc. Can be included in this.
Written communication is a form of written signs or an symbols which helps people
communicate with each other. In this the information or an message is in the form of printed or
hand written form, it would be giving through email, letter, reports,etc.
 Non verbal communication- in this, communication is been done not through oral or
written form it is been understood by gestures, body languages, posture, expressions, etc.
in this mainly the body language of the speaker is been noticed (Guffey and Loewy,
2012). It is having three kinds of elements which are:
 Appearance- in this the clothing, neatness, hairstyle of the speaker is been noticed and
room, lights furnishing etc. all these things are been observed in it. In this the speaker of
Monsoon Ltd should be careful about its appearance which would help them having the
proper attention of people toward the information which he is giving.
 Body language- Speaker should keep in mind of the postures, facial expressions,
gestures, etc. which would make them attract the people to focus on the information
which is been provided by them.
TASK 2
P2 Covered in PPT
P3 Covered in Poster
P4 External corporate communication of an existing products or services
External corporate communication is the communication which is been done in between
the company and its external consumers. Monsoon Ltd should do some many things which
would help them in attracting more and more customers, they should do some of kind of an
advertisement which would liked by the people in more amount. The advertisement which is
been done by them should be in good manner which will increase the products brand value
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which is been produced by them. Images should be provided in the advertisement should be eye
catching as that would make the people who are non customers would attract towards them so
that they could become their customers (Grunig, 2013). Advertisement should be done according
to the modern time as that would make them get more people who would influence in buying the
products form them. It is essential for the company to make their customers know about them
and should know that why the product is necessary for them and why they should buy. Monsoon
Ltd is an clothing company which produces women and children cloths as they have to make
cloths according to the modern fashion for women's and they should be make children clothing
according to the craze which would make them buy attract towards their company.
TASK 3
P5 Legal and ethical issues in relation to use business information
Data Protection is an Act 1998 data protection act use to protects people who are
recognisable from information which are been stored in that. In that the information which is
been included in it could be bank details, address and billing and some other personal details.
Some of the Information is been collected from club card registrations and application forms.
The company could not open details and that will be securely stored on a database. the
information could be used by monsoon Ltd for doing market research which may include take in
the part of doing survey. Monsoon should secure password protected database in which all their
data is been stored and their should be an record system assessed on it which will provide the
information that who has accessed or used the database so that frauds would not happen to them..
it is important to have an back up of the data because if the data becomes corrupted or lost then
they can easily copy it and can store it so that they would recover it if something goes wrong.
they will have a secure back up of information for if the existing data becomes damaged or gets
lost. And the backup could be kept in the form of paper form and that could be stored in the form
of some electronic ways (Du, Bhattacharya and Sen, 2010). They should take care of all the
small things which will be useful for them in their future to make any of the decision or to get of
the information related to any of the topic.
P6 Operational issues in relation to business information.
Business Operations are that task and that activities which are been undertaken by an
organisation so that they could produce the products which they use to provide to their
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customers. The operations use to help the companies by which they could reduce the costs and
they could improve customers satisfaction (Griffin and et.al., 2010). Any of the management
should have to store and manage any of the informations. If an organisation should have to make
sure that performance which is managed in an proper way there are some policies and procedures
which are:
 Security of information.
 Backup.
 Health and safety,
 organisational policies.
 Business continuance plans.
 Security of information- the information security management use to deal with
maintaining the probity and the availability of the organisational informations and the
knowledge. Monsoon Ltd use to keep their information on the IT systems, which are been
depended on the technology. They should keep their information which they are using in
their organisation very secure as that would help them in protect from the treat.
 Backup- it is essential for the company to have an backup of their information as that
would help them in recovering their information and the data if it would get deleted or get
cleared (Robles, 2012). It is good to do as that would help the people of organisation to
get an information again at the time if they needed.
 Health and safety- they should have the proper health and safety environment in their
organisation as that would be helpful in securing the staffs and the customers which are
in the organisation as that would make them feel secure at that place. There should be
many safety instruments in the organisation as that would make people be secure over
the place.
TASK 4
P7 Electronic and non electronic methods for communicating business informations
Electronic and non electronic are the methods which are been used to make an proper
communication in the firm which would help them in getting proper information. There are two
type which is electronic and non electronic.
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In electronic the information is been gathered by the electrical things which are like the mobile
phones, etc. this is done with the help of the get the information.
There are many non-electronic methods that can be used to communicate business
information, these methods include letters, memorandum, fax, invoice, flow charts and publicity
material. A letter is a formal piece of documentation which can be used when Monsoon Ltd is
informing or responding to someone outside the organisation. The letter has to be clear and
concise because people outside the organisation are reading it and will judge the organisation
depending on how well the letter presents itself (Schultz, Utz and Göritz, 2011). Monsoon Ltd
will need to make sure that the letter is printed in a big enough size or Braille if a person has
sight issues. Memorandum is more informal than a letter is, they are often referred to as memos.
They can be used by Monsoon Ltd to write down information within departments if the person it
is being written to will not be seen face-to-face or sent to different departments which is easier
than going over to the different departments and finding the right person to tell the information.
It is easier to send a memo to a department than to go find the person because they may not know
who the specific person they need to tell the information to (Fairhurst and Grant, 2010). Fax
isn’t as commonly used as it used to be due to the increasing use of email, email may not be as
easily used by older people. Fax is used by Monsoon Ltd for other things and is more widely
available than the internet is, so if an employee is sent to a country to organise a trade deal then
the contracts can be faxed over if no internet is available.
CONCLUSION
From the above report it is being concluded that communication is on the tool which
helps Monsoon Ltd. in communicating with its employees and customers effectively. The
effective communication eliminates the miss management from the business concern. Report
concludes effective way of transferring business information helps to increase the number of
customers for the organisation.
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REFERRENCES
Books and journals
Bovee, C.L., 2010. Business Communication Today, 10/e. Pearson Education India.
Guffey, M.E. and Loewy, D., 2010. Business communication: Process and product. Cengage
Learning.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Grunig, J.E., 2013. Excellence in public relations and communication management. Routledge.
Du, S., Bhattacharya, C.B. and Sen, S., 2010. Maximizing business returns to corporate social
responsibility (CSR): The role of CSR communication. International Journal of
Management Reviews.12(1). pp.8-19.
Griffin, E.A., and et.al., 2010. A First Look at Communication Theory, Em Griffin. Details:
Boston: McGraw-Hill Higher Education. 2009. pp.230-265.
Robles, M.M., 2012. Executive perceptions of the top 10 soft skills needed in today’s workplace.
Business Communication Quarterly. 75(4). pp.453-465.
Schultz, F., Utz, S. and Göritz, A., 2011. Is the medium the message? Perceptions of and
reactions to crisis communication via twitter, blogs and traditional media. Public
relations review. 37(1). pp.20-27.
Fairhurst, G.T. and Grant, D., 2010. The social construction of leadership: A sailing guide.
Management Communication Quarterly. 24(2). pp.171-210.
Willmott, H., 2011. Journal list fetishism and the perversion of scholarship: reactivity and the
ABS list. Organization. 18(4). pp.429-442.
Welch, M., 2012. Appropriateness and acceptability: Employee perspectives of internal
communication. Public Relations Review. 38(2). pp.246-254.
Wagner, N., Hassanein, K. and Head, M., 2010. Computer use by older adults: A multi-
disciplinary review. Computers in human behaviour. 26(5). pp.870-882.
Online
Business Communication and Social Media. 2017. [Online]. Available through:
<http://www.summerschool.ed.ac.uk/course/businesscommunication>. [Accessed on 16th
August 2017].
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