Effective Communication Skills for Business Organizations

This report delves into the critical role of communication skills within a business context. It begins by defining communication as the transfer of messages, ideas, and thoughts, highlighting its importance for internal and external stakeholders, including investors, employees, and customers. The report then explores various communication methods, including oral communication through interviews and presentations, and written communication such as CVs, emails, and business letters. A case study illustrates effective customer service communication, emphasizing the importance of acknowledging and resolving customer issues promptly. The report concludes by summarizing the key takeaways, stressing that effective communication enhances work efficiency, removes barriers, and fosters a harmonious environment within the organization. References to relevant books and journals are also included.

Communication Skills for
Business

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
COVERED IN PPT.....................................................................................................................1
TASK 2 ...........................................................................................................................................1
Oral communication....................................................................................................................1
TASK 3 ...........................................................................................................................................3
Communication in writing..........................................................................................................3
CONCLUSION................................................................................................................................4
REFERENCES................................................................................................................................6

INTRODUCTION
Communication is concept which define process of transfer of message, ideas and
thoughts from sender to receiver. Business organisation are set up and controlled by executive to
utilise funds, material and manpower to accomplish objectives and goals. Stakeholders that is
investors, employees, suppliers, competitors and customers are various essential components of
firms. It is necessary that top personnel provide information to members and people about
products and services. Along this, feedback is taken from clients to acknowledge their opinions
and preferences (Royle and Laing, 2014). This report specifies various models, theories and
communication system used by organisation to maintain and manage relations with people and
staff. Oral communication is important tactic used by employer to conduct interview and
execute presentation to retain customers and employees. CV, e-mail, leaflet and webpages are
various written techniques used by businessperson.
TASK 1
COVERED IN PPT
TASK 2
Oral communication
Communication has two forms of methods which are used by sender to transmit data to
receiver. Verbal, non-verbal, written and visual are different tools which are used by individual
to transfer appropriate information to other persons (Rosemann and vom Brocke, 2015).
Oral communication is one of effective tactic which helps business organisation to
provide appropriate information to members in respect to duties and tasks assigned by seniors.
This is fast and simple process which didn't require to follow particular formate and techniques.
Face to face interaction is conducted by administration to establish relations with subordinates to
direct and motivate employees. Along this, salespeople interact with customers to provide them
information about products and services. Feedback is taken from clients to anticipate their
opinion and thoughts by use of item (Hesselbarth and Schaltegger, 2014).
Case study: In respect to current scenario, organisation has delay transfer of item to customer.
This makes client irritated as good are not received as promised by seller. This influence on
people and its perception towards firm. Thus, it is responsibility of customer service manager to
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communicate with customer to acknowledge problems and difficulties faced by them. Proper
information about dispatch of items and order deliver details are shared by person to make them
satisfy. This also benefits management to make modification in system and use latest tools and
technologies to deliver things effectively (Guffey and Loewy, 2012).
Customer: Hello, I am ABC. I have placed an order last week which has not received till now.
At time of purchasing thing from online portal, I was given assurance that item will be
delivered within 3 to 4 days. But, I haven't received order. I want to know reason that things are
not send as promise date.
Customer service (My response): Hello Sir/ Madam, greetings from PRS Company. For late
delivery of items, I am sorry for inconvenience faced by you. Firm norms and policies defines
that 3 days is minimum time fixed for transfer of order. But, as you haven't received item till
now. Please provide order number to check position of product and acknowledge where things
are present.
Customer: 1378894789
Customer service (My response): I have check on system about your order which is not
delivered due to heavy rainfall. Your item will be dispatched by either tomorrow or surely by
day after.
Customer: I have order product due to company policy and deliver time as I want to get things
at particular date. But, there was no information about reason that there is late dispatch of
things. It was company duty to provide knowledge about deliver time and date prior.
Customer service (My response): I am sorry for inconvenience and for late delivery of item.
Product was dispatched on time, but as their was changes in climate which caused late delivery
of item. For your benefit, we are giving you voucher that is cash rebate of 10% on your next
order. Along this, next time items will be send you on time.
Customer: Thank You for your response and services. It would be good if items are send at
time and order received by tomorrow.
Customer service (My response): Thank You for discussing problem and issue faced by you.
This is our contact 6776569890 for further assistance. Please share your valuable feedback for
same.
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TASK 3
Communication in writing
Sender uses various written forms of communication methods to send data and
information to receiver. Management of organisation share data about posts that are remaining
vacant to attract candidates and make them apply for post. CV, E-mail, letter, message and
various other written techniques are used by individuals. Business organisation uses e-mail and
notice to inform people about posts and attract them to apply for position. CV, letter are used by
people to communicate company about their application for post and to inform them about
qualification and skills (Hartman and McCambridge, 2011).
Curriculum Vitae:
Curriculum Vitae
Name:
Address
Mobile No
Career objective: Skilled and competent to manage transaction and work in finance company
to enhance abilities and knowledge.
Qualification:
 Graduation from London University
 PGDM in finance and marketing
 Degree in cost accounting
Personal skills
 Hard working
 Good communication skills
 Positive attitude and patience
 Flexible and capability to adapt with situation
Date (Name)
Place
Business Letter (Ramdossand et. al., 2011):
Date
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Name & Address
Respected Sir,
Good morning. I want to apply for finance manager post. I have PGDM in finance (Major) and
marketing (Minor). I have done degree in cost accounting, so I have skills and knowledge to
work and maintain financial records of company. I will be highly obliged if you consider this
mail.
Thank You
Yours respectfully,
ABD
E-mail (Robles, 2012):
Send
To: [e-mail]
CC:
Subject: Applying for post of finance manager
Respected Sir/Ma'am,
I want to apply for post of finance manager in XYW Company. I have passed from well known
school and graduated from reputed college. I have done PGDM in finance and marketing which
help me to have skills and knowledge in respect to financial system and market. I will manage
transaction and business organisation.
I will be able to learn new skills and knowledge by working in firm. So, please consider me for
this post.
Thanks and Regards,
ABC
CONCLUSION
From the above report we can summarized as communication is an essential element in
exchanging the information between the employees and among the employers with team. This
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will help to know the new ideas by communicating with two or more people in the organization.
By using the communication skills, it will increase the work efficiency and the performance of
the subordinates. It will remove the barriers which takes place in the organization, improve the
role ambiguity and helps in reducing the role conflicts among the workers, worker and employer,
employer to employer. Effective communication plays an important role to eliminate these kinds
of issues so that it maintain the harmony among co-workers and peaceful environment in the
organization.
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REFERENCES
Books and Journals
Conrad, D. and Newberry, R., 2012. Identification and instruction of important business
communication skills for graduate business education. Journal of Education for
Business. 87(2). pp.112-120.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Hartman, J.L. and McCambridge, J., 2011. Optimizing millennials’ communication
styles. Business Communication Quarterly, 74(1), pp.22-44.
Hesselbarth, C. and Schaltegger, S., 2014. Educating change agents for sustainability–learnings
from the first sustainability management master of business administration. Journal of
cleaner production. 62. pp.24-36.
Ramdoss, S., and et. al., 2011. Use of computer-based interventions to teach communication
skills to children with autism spectrum disorders: A systematic review. Journal of
Behavioral Education. 20(1), pp.55-76.
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.
Rosemann, M. and vom Brocke, J., 2015. The six core elements of business process
management. In Handbook on business process management 1 (pp. 105-122). Springer
Berlin Heidelberg.
Royle, J. and Laing, A., 2014. The digital marketing skills gap: Developing a Digital Marketer
Model for the communication industries. International Journal of Information
Management. 34(2). pp.65-73.
Stokoe, E., 2014. The Conversation Analytic Role-play Method (CARM): A method for training
communication skills as an alternative to simulated role-play. Research on Language
and Social Interaction. 47(3). pp.255-265.
Verčič, A.T., Verčič, D. and Sriramesh, K., 2012. Internal communication: Definition,
parameters, and the future. Public relations review. 38(2), pp.223-230.
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