Business Communication Report: Barriers and Strategies at M&S

This report provides a detailed analysis of business communication within an organizational context, using Mark and Spencer as a case study. The report begins with an introduction to the importance of effective communication in achieving organizational goals, emphasizing its role in facilitating interdepartmental cooperation. It then delves into different types of communication, including internal operational, external operational, and personal communication, highlighting their purposes and impact. The report also outlines principles of effective communication such as clarity, consistency, and timeliness. Furthermore, it examines various barriers to communication, including linguistic, emotional, cultural, and perception barriers, and proposes strategies to overcome these challenges. These strategies include eliminating perceptual variances, promoting active listening, managing emotional states, and providing constructive feedback. The report concludes by summarizing the key findings and reiterating the significance of business communication in enhancing relationships, improving productivity, and gaining a competitive advantage.

Business
Communication

Table of Contents
INTRODUCTION ..........................................................................................................................1
MAIN BODY ..................................................................................................................................1
Facilitate inter departmental cooperation....................................................................................1
Barriers of communication and its strategies to improve .........................................................3
CONCLUSION ...............................................................................................................................5
REFERENCES ..............................................................................................................................6
.........................................................................................................................................................7

INTRODUCTION
Every organisation achieve its goals or objective with the help of an impressive and
productive communication as it helps them to share their opinion with each other and make
corrective course of action tom improve overall performance of firm. Moreover, business
communication is a procedure of transmitting information and thoughts between different parts
of organisation and also it involves people outside company such as customers, suppliers, and
investors in order to accomplish business objective effectively without any hindrances
(Chmielecki, 2015). In regard of this report, Mark and Spencer is considered as it is one of the
UK multinational retailer who deals into clothing, home products and food segments and it is
commenced in the year of 1884. This assignment covers importance of communication in inter
department as well as various types of barriers of communication and its recommend suitable
ways to over the same.
MAIN BODY
Facilitate inter departmental cooperation
According to Bruce Berger,copyright @ 2019, An organisation is comprises of various
divisions in which each of them contains their own roles and responsibilities which makes them
different from each other, yet it work towards to accomplish common goals of company.
Therefore, communication is an important part in Mark and Spencer as it enable them to build a
healthy working culture that lead them to accomplish business goals or objective in an trenchant
or efficient way. Moreover, it classified into various types which is described below along with
their purpose:
Internal operational communication : It is the procedure of transmission of information
between manpower or ream members as well as it takes place across all level of company and
organisational unit in order to achieve business vision within prescribed time limit. Moreover,
this type of conservation take place in the form of oral (face to face, telephonic, meeting,
speech) and written( orders, reports, instruction, memos, letters). Furthermore, internal
communication occurs in different patterns like horizontal and vertical, upward and downward
conversation which enhance the speed and reduce cost or length of transmission (Mustamil,
Yazdi, Syeh and Ali, 2014).

External operational communication: Under this kind of communication, it occurs
between company and external party and it mostly in formal manner in order to maintain
relationship or exchange information with outside parties. It involves customers, suppliers,
government, local community, regulatory authority etc. which help Mark and Spencer to create
value to customers as well as enhance their productivity (EMPLOYEE / ORGANIZATIONAL
COMMUNICATIONS, 2019).
Personal communication: It is one of the integral business function which helps an
organisation to stay efficient and productive. Although, it is not related with operational plan of
action but it has huge influence over employees attitude or behaviour. Thus, Mark and Spencer
cannot deny such crucial part of organisational communication because it concern working
culture of a company as well as the superior attitude toward manpower that motivate them to put
their full contribution towards the attainment of increased level of productivity (Caza, Brower
and Wayne, 2015).
However, organisational communication has a crucial role in Mark and Spencer working
condition as it assist them to generate positive relationship among workforce that reflect in
growth of firm in an innovative and creative style.
Principles of effective communication.
According to Carl R. Rogers copyright @2019, A communication becomes more
impressive when receiver understand actually what sender wants to convey and vice versa. Such
kind of conversation improves the overall performance of company as well as strengthen firms
profitability in a productive manner. Thus, it contains several principles or ways which help
Mark and Spencer business function are given below:
Principle of clarity: The first and foremost part of every transmission of information
within intra departments is that the message should be clear and concise, that helps both the
parties to maintain a better relationship and also can easily control confusion or ambiguity
among employees. Moreover, it helps them to accomplish their task in an appropriate way within
prescribed time limit (Trittin and Schoeneborn, 2017).
Principle of consistence: Under this, message to be communicated should be consistent
with plans, policies, programmes and goal of enterprise. Along with this, content should not be

miscommunicated among personnel so that they can maintain a better working environment
which add value to firm's brand image.
Principle of time: In this, information should be communicated ate right time as
communicator must consider the timing of conversation so that the desired response is created in
then mind of receivers.
Therefore, business success can be measured in terms of practicability of business
relationship which is directly proportional to quality of communication (Durkin, McGowan and
Murray, 2014). Thus, different forms of organisational conversation is a vital for Marks and
Spencer success as it assist them to build a better relationship with employees and also with
external factors of business environment that explore firm profit margin and volume of sales.
Barriers of communication and its strategies to improve
Effective transmission is the key to mobilising employees behind a new vision on the
other hand, poor communication leads an organisation to demotivate manpower which directly
influence over the productivity of company (Aten and Thomas, 2016). However, after taking
care of every principles and practices, some misunderstanding arises which becomes barriers to
communication. Hence, the process of conversation has multiple barriers which are as follows:
Linguistic barrier: This is regarded as one of the main barrier that limit effective
communication in which language is most common employed tool of conversation within Mark
and Spencer business function. In regard of Mark and Spencer, it serve its products and services
across the globe and each region has its own language which sometime give ways to spoil entire
working condition. Apart from this, same words and symbols carry different meanings to
different people which occur huge difficulties and it reflect over firm productivity and
proficiency.
Emotional barrier: Some obstacles arises due to emotional attitude because when these
emotions are strong, it is difficult to know the frame of mind of other person (Barriers and
Gateways to Communication, 2019). Along with this, this issue impact both communicator as
well as an individual who listens as there is a possibility of arising misunderstanding and dispute
that disturbs entire working culture of Mark and Spencer. Furthermore, a person who is
emotionally mature will be able to communicate effectively whereas an individuals who let their
emotions like anger, frustration, humour take over will face various difficulties.

Cultural barrier: As the world is getting more globalised and competitive, Mark and
Spencer contains diverse culture of manpower. However, every culture has its own moral values,
ethics, beliefs which has drastic influence among manpower. Thus, Mark and Spencer should be
more sensitive towards understanding different background of personnel and according to that
make best decision so that they can put their full contribution toward the attainment of
proficiency.
Perception barriers: Each and every individuals has unique perception and behaviour
towards the organisational goal or vision (Basoglu and Hess, 2014). Thus, it give way to arise an
issue of misconception, misunderstanding, disputes, grievances within corporate culture and it
directly impact on Marks and Spencer's ability of achieving its mission or objective within
prescribed time limit.
Examine communication practices to tackle barriers
There are few ways which Mark and Spencer must adopt into business function that is
explained below:
Eliminate variances in perception: The organisation should ensure that it is recruiting
right candidate and placing them in a correct position so that they can work with full
commitment and enthusiasm. Moreover, Mark and Spencer must conduct proper induction
program so that policies of company are clear to all employees and thy can maintain Mark and
Spencer code of conduct which add value to firm brand image.
Active listening: It is considered as core tool in communication i.e. listening attentively
and carefully. However, active listening means hearing with proper understanding of message
and make sure that it is clearly understood by an individuals who is hearing so that there will be
less conflict of interest and disputes.
Emotional State:During communication manager should make effective use of body
language so that the other person cannot misinterpret the message which is delivered by
communicator. By this, they can strengthen their relationship and manager will be able to boost
personnel morale in a better manner.
Give constructive feedback: Mark and Spencer should be very careful in giving feedback
as they should not give negative reviews which may restrict an individual to perform their best
performance for the accomplishment of company's pre determined goal (Wu, 2015).

Thus, Mark and Spencer manager should always be sensitive towards communication and
must not be bias in nature that will lead them to obtain maximisation of profit in an innovative or
creative style.
CONCLUSION
It has been concluded from the above explained report that business communication
enhances overall relationship maintenance capabilities of an organisation. Along with this, it
empowers company to handle public relations in a best manner. Furthermore, it assist firm to
increase personal productivity and confidence of all in establishment by multi fold level. Apart
from this, forms of organisational communication is an indispensable component of all
management function which help firm to improve their overall performance and aid them to gain
competitive advantage in an innovative and creative manner.

REFERENCES
Books and journals
Chmielecki, M., 2015. Factors influencing effectiveness of internal communication. Journal of
Management and Business Administration. Central Europe. 23(2). pp.24-38.
Mustamil, N., Yazdi, A.M., Syeh, S. S. and Ali, M. A., 2014. A dimensional analysis of the
relationship between communication satisfaction and turnover intention: The mediating
role of organizational commitment. International Journal of Business and Management.
9(9). p.75.
Caza, A., Brower, H. H. and Wayne, J. H., 2015. Effects of a holistic, experiential curriculum on
business students' satisfaction and career confidence. The International Journal of
Management Education. 13(1). pp.75-83.
Trittin, H. and Schoeneborn, D., 2017. Diversity as polyphony: Reconceptualizing diversity
management from a communication-centered perspective. Journal of Business Ethics.
144(2). pp.305-322.
Durkin, M., McGowan, P. and Murray, L., 2014. Perspectives on the potential for social media
to improve communication in small business–bank relationships. The International
Journal of Entrepreneurship and Innovation, 15(4). pp.251-264.
Basoglu, K. A. and Hess, T. J., 2014. Online business reporting: A signaling theory
perspective. Journal of Information systems. 28(2). pp.67-101.
Wu, C. W., 2015. Facebook users' intentions in risk communication and food-safety
issues. Journal of Business Research. 68(11). pp.2242-2247.
Online
Barriers and Gateways to Communication, 2019 .[Online]. Available Through;
<https://hbr.org/1991/11/barriers-and-gateways-to-communication>
EMPLOYEE / ORGANIZATIONAL COMMUNICATIONS, 2019 .[Online]. Available Through;
<https://instituteforpr.org/employee-organizational-communications/>