Effective Business Communication: Principles, Analysis, and Solutions

This report provides an in-depth analysis of business communication, covering essential principles and various forms of organizational communication, including formal and informal methods. It explores the purpose of communication in facilitating information flow and ensuring employees understand company goals. The report delves into the principles of effective communication, emphasizing clarity, appropriate language use, consistency, and completeness of information. It evaluates communication practices, particularly between drivers and customers, identifying issues such as rude behavior and language barriers. The analysis discusses organizational structure barriers and linguistic challenges. Recommendations include hiring employees with appropriate language skills, providing driver training, and encouraging regular interaction between senior management and drivers to improve performance and customer satisfaction. The report concludes by emphasizing the importance of effective communication channels, such as written communication, and the need to address communication barriers to reduce conflicts and enhance customer experience.

BUSINESS
COMMUNICATION

ABSTRACT
In this report various topics has been covered such as the purpose and principle of
communication in the company. The ways with which they can overcome the barriers of
communication has also been discussed. Other than this it has been analysed that written type
of communication is more suitable for the company as it allows them to work with a more
formal approach. The barriers that have been discussed can be removed by using simple steps.
The senior level of managers has to interact with the drivers of the business so that they can
analyse their performance and detects in performance can be taken out. Choosing a effective
channel of communication will help the company to smoothly maintain the flow of
communication.

Table of Contents
ABSTRACT.................................................................................................................................2
INTRODUCTION.......................................................................................................................4
Literature Review.........................................................................................................................4
LO 1........................................................................................................................................4
LO 4........................................................................................................................................5
LO 5........................................................................................................................................6
Analysis and discussions.........................................................................................................7
Recommendations...................................................................................................................7
CONCLUSION............................................................................................................................7
REFERENCES............................................................................................................................8

INTRODUCTION
Business communication is the process of sharing information between people within and
outside a company. Effective business communication is how employees and management
interact to reach organizational goals. Its purpose is to improve organizational practices and
reduce errors. This report covers issues such as purposes and principles behind different forms
of organizational communication. Principles of effective communication to enhance practice
and communication practices of themselves and others (Veltsos, 2017).
Literature Review
LO 1
Purposes and principles behind different forms of organizational communication
According to (Minasyan and Midova, 2017)... every company follows formal
communication. For instance manuals of policies and memoranda are included in the aspect of
formal communication. The structure of this type of communication flows downward and
upward such as message from staff to management or management to staff. Horizontal
communication is used at all levels. Apart from this there is also informal communication
which occurs naturally in the company on regular basis. For instance grapevine or interaction
at the time of lunch with colleagues. This type of communication is suitable for those
companies whose culture is relaxed. Purpose of communication is to flow the level of
information without any disruptions. Employees irrespective of their department must be
guided and aware about the goals of the company. It helps in making sure that the information
is passed on the right person at the right time. Principles behind communication is it helps that
it helps the message be more clearer by keeping right things in mind. It helps to clear the path
between difficulties in understanding and making the message reach to the right person. Other
than this it helps the personnel of the company to accept change according to the policies and
procedures so that they can respond positively. It helps to increase the level of coordination
among employees so that they can which helps them to communicate at all levels till the goals
of the company are achieved. Essence of management and coordination among employees can
be achieved through effective communication. Other than this it serves another purpose that is
to maintain the relations between employees and the managers of the company. By this they

can understand the thought process of each other and take decisions for the betterment of the
company together.
LO 4
Principles of effective communication to enhance practice
In accordance with (Getchell and Lentz, 2019).. In order to make the communication
effective sender of the information must be clear and sure of what he is passing to others as the
more clearer the communication more effective it will be. Also the language used in the
communication draft must be understood by all and words which are technical must be
avoided and used less so that other people don't face difficulty in understanding the language
used in the message. Consistency in delivering the information by the system of
communication must be maintained so that objectives, process and procedures can be achieved
in time. Information which is passed to other people must cover every area and delivered
completed. If it is not completed then it will be turned harmful for the company as it depends
on the person who receives the information if he does not understand the requirement of next
step then it will create issues. In order to be more efficient the system of communication must
comply with the changes in the company so that it adds value. The cost of communication
system must be used in an optimal manner and to make it more economical unnecessary
information must be avoided and also this will help them to reduce the load on employees as
they will not have to handle unnecessary tasks. In order to make it efficient managers of the
company must have an idea to choose between oral and written communication. Oral
communication is informal whereas written communication is informal. In order to improve
their channel of communication and make it more effective they need to use written
communication as it is formal communication which will help the business to follow the code
of conduct.
LO 5
Evaluate the communication practices of themselves and others.
Communication between drivers and customers-
As per the view of (Bovée, Thill and Raina,. 2016) Communication between drivers and
customers were rude as the drivers of the company for 6 days a week with a 12 hour shift
because of which they were working under a lot of stress and that made them rude. They were
always frustrated when they used to interact with customers be it old people or young people it

didn't matter to them. This gave wrong impression to people. Other than this they used English
as their secondary language which made people think that they are abusing them.
Communication between drivers and senior management-
Only at the time of their training and after their completion the drivers have been in interaction
with the senior level of management. After that they have never been in contact with any of
the managers who worked as a manager of senior level.
Barriers to communication-
Organisational Structure Barriers-
There are various methods in the structure of a business and each of them faces their
own set of problems which turns out to be barriers of communication. Most of these barriers
are because of miscommunication and with that level of transparency also needs to be
maintained (Morrell, 2020).
In the case of communication between drivers and customers it was linguistic barriers
that was causing the problem. Drivers used English as their secondary language which created
misunderstanding between both the parties and limit the aspect of effective communication.
Analysis and discussions
In this report three questions have been covered so that which states that
communications needs to be clear if it is needed to be made more effective. Other than this it
has been analysed that written communication is better than oral communication so that they
as it is formal and allows the company to maintain the code of conduct. Purpose and principles
of communication is also discussed in this report with the effective principles of
communication. Also they need to is work on the channel of communication and its barriers so
that they can overcome it and achieve growth in the market by satisfying the customers.
Recommendations
In order to overcome these barriers the business either needs to hire those employees
who belong from the same community or those people who are aware with English so that the
business do not receive complains from there customers and face difficulties while they are in
the ride. Other than this they must provide training to their drivers so that they must not face
difficulties in dealing with the customers and this will help them to reduce the complaints that
they are getting from them. Other than this senior management must get into interaction with

their employees on a regular basis so that they can evaluate their performance and errors and
help them so that they don't make that mistakes and improve the experience of customers.
CONCLUSION
From the above studies it has been concluded that in order to use the communication
effectively they need to use effective channels such as written communication so that they can
communicate formally. This will help them to reduce the level of conflicts in the company.
Also they need to train their drivers so that they can speak and give respect to their customers
so that they can reduce the level of complaints they are getting from there customers or hire
those people who belong from the same community. The person who is sending the
information must be clear so that it does not create misunderstanding as it can be harmful for
the business.

REFERENCES
Books and Journal
Bovée, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Getchell, K.M. and Lentz, P. eds., 2019. Rhetorical Theory and Praxis in the Business
Communication Classroom. Routledge.
Minasyan, E.T. and Midova, V.O., 2017. Correlation of business and sport expressed
metaphorically in the language of business communication. Международный научно-
исследовательский журнал, (05 (59) Часть 1), pp.151-153.
Morrell, K., 2020. Applying aristotle’s three ancient rhetorical appeals to modern business
communication.
Veltsos, J.R., 2017. Gamification in the business communication course. Business and
Professional Communication Quarterly, 80(2), pp.194-216.