COMMUNICATE IN A BUSINESS ENVIRONMENT Report - Semester 1

This report analyzes the critical role of communication in a business environment, emphasizing the needs of both internal and external stakeholders. It defines different communication models and evaluates their effectiveness, considering factors that influence media choices. The report underscores the importance of correct grammar, structure, punctuation, and spelling, while also addressing factors in planning and structuring communication. It explores ways to overcome communication barriers and explains the use of communication theories and body language. The report further examines proofreading techniques, identifies purpose and audience, and covers presenting information in a suitable format. It highlights business practices in writing, adapting communication styles, and ensuring clarity and accuracy in written communication. The report also addresses meeting deadlines and using appropriate language, body language, and tone. It confirms understanding and responding appropriately in various situations.

COMMUNICATE IN
A BUSINESS ENV

Table of Contents
INTRODUCTION...........................................................................................................................1
1.1 Communication need of internal and external stakeholders.................................................1
1.2 Define differed communication model.................................................................................1
1.3 Evaluation and effectiveness of communication model........................................................1
1.4 Factors affecting the choice of media...................................................................................2
1.5 Description on the importance of using correct grammar, structure, punctuation and
spelling etc. ................................................................................................................................3
1.6 Define the factors taken into account in planning and structuring communication media. . 3
1.7 Ways of overcoming barriers to communication..................................................................3
1.8 Explain the use of communications theories and body language.........................................4
1.8 Explain proof-reading techniques for business communications..........................................4
2.1 Identification of purpose and audience with whom information is need to be
communicated.............................................................................................................................4
2.3 Present information in the formate layout. ...........................................................................5
2.4 Business practice when communicating in writing. .............................................................5
2.5 Adapt the style and content of communication, appropriate to specific needs.....................5
2.6 present written communication that are clear, expressed in correct grammar and reflect
what is intended...........................................................................................................................5
2.7 Meet the agreed deadlines in communicating with others. ..................................................6
Task 3...............................................................................................................................................6
3.1 Identify the nature and purpose of audience. .......................................................................6
3.2 use language that is correct and appropriate for audience needs. ........................................6
3.3 use of appropriate body languages and tone of voice to reinforce messages........................7
3.4 identify the meaning and implication of information and tone of reinforce messages. .......7
3.5 confirm that a receipt has understood correctly what has been communicated....................7
3.6 Respond the ways which are appropriate to the situation and in accordance with the
organizational polices and standards. .........................................................................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Workplace communication is very important to companies because it allows companies
to be productive and operate effectively. Employees can experience an increase in morale,
productivity and commitment if they are able to communicate up and down the communication
chain in an organization. A communication line also goes beyond the borders of your business
and stretch to international companies.
1.1 Communication need of internal and external stakeholders.
A two way information sharing process which involves one party sending a message that
is easily understood by the receiving party. Effective communication by business managers
facilitates information sharing between company employees and can substantially contribute to
its commercial success. Internal stakeholders are entities within a business (e.g., employees,
managers, the board of directors, investors). External stakeholders are entities not within a
business itself but who care about or are affected by its performance (e.g., consumers, regulators,
investors, suppliers).
1.2 Define differed communication model.
There is always a sender and a receiver in communication. At least there is an intended
receiver. In the diagram above A is the sender, B is the receiver.
A and B have different personal realities. They each have their own world formed by their
experiences, their perceptions, their ideas, etc. They will perceive, experience, and interpret
things differently. The same event will always be perceived a little different by each of two
people.
For the consideration to communicate to appear at all there must be some kind of shared space.
Something will be transmitted across a distance in the shared space. We can regard it as an
object, a particle, or as a wave, or flow. It might be sound vibrations, rays of light, words, pieces
of paper, cannon balls, body language, telepathy, or whatever.
1.3 Evaluation and effectiveness of communication model.
Evaluation improves the effectiveness of your communications –
Developing a smart communication plan is an essential first step,but without a thoughtful
evaluation strategy, you have no way ofknowing if your plan is working whether you need to
make
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Adjustments. Knowing the effect of your communication activities and fine-tuning your
communication plan will help you reach the
Outcomes you seek.
Evaluation helps you allocate resources wisely - Evaluation can help
determine whether your communication investments could be
redistributed more effectively to achieve the desired result
1.4 Factors affecting the choice of media.
The problem of selection of the best medium or media for a particular advertiser will vary
greatly, depending on the particular situation, circumstances and different other factors in which
a person is conducting individual business. Media selection involves a basic understanding of the
capabilities and costs of the major media. The problems which the advertising has to face in the
selection of media are:
 Profile of the target market
 Coverage or exposure
 Frequency
 Continuity
 Impact
 Copy formulation
Media cost and media availability.
In addition to these problems there are a number of other major factors which influence the
decision of the advertiser and therefore, the same must be considered while selecting the media.
The most significant of these factors are:
 Objectives of the campaign
 Budget available
 Research concerning client
 The product
 Type of message or selling appeal
 Relative cost
 Clutter
 The potential market
 Miscellaneous factors.
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The media selecting decisions should be made by having a comprehensive understanding of
these factors. But it should be kept in mind that in many cases it is the combination of these
factors that determines the selection of media, and not any one individual factor.
1.5 Description on the importance of using correct grammar, structure, punctuation and spelling
etc.
Grammar and punctuation are not the meat of your stories, but they are the framework
that makes story stand. Grammar and punctuation (can we call them G&P?) are necessary
elements of any piece of writing—if you want to communicate, you've got to make your
meaning clear. And clarity goes beyond word choice. Grammar skills are useful in every aspect
of life from education to leadership, and social life to employment opportunities. ... Proper
grammar is also essential for understanding English as a second language as well as for learning
a new language, since all languages follow grammatical patterns.
1.6 Define the factors taken into account in planning and structuring communication media.
Communications happens when the message you send is received, understood and acted
upon by your intended audience. Communications planning is simply a process to help you reach
that goal. The communications plan has been described in a number of ways, including:
 a foundation on which to base decisions and create ideas
 a means of focusing on where you want to be and what needs to be done to get there
 a tool for discovering opportunities, optimizing challenges and initiating change, and
 A means of monitoring your communications efforts.
1.7 Ways of overcoming barriers to communication.
There are many barriers to communication
Overcoming them is important to ensure successful business communications. These barriers
consist of:
Understanding- There are many reasons that a receiver may find it difficult to understand a
message. In order to decrease the likelihood of difficulties, it is important that communication is
clear, with minimal use of dialect or strong accents, and that for those with disabilities or English
is their second language. This is typically important to my role when discussing roles with
candidates initially as there are a lot of details to discuss, sometimes with candidates where
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English is their second language, and so it is important I relay details to them clearly and ensure
they understand my message.
Difference in perception- Over the phone and particularly over email it can be difficult to ensure
that the receiver has understood a message as intended, furthermore, they can disagree on certain
elements and so it is important to address these ideas to ensure understanding between both
parties.
Cultural differences- Differences in cultural backgrounds typically alter body language, attitudes,
and tone of voice in response to ideas. In my role, it is important to stay open minded, as not to
discriminate, and to ask questions to candidates/clients to ensure understanding, i.e. asking to a
party clarify/expand on ideas asking questions such as this makes sure that you will understand
the viewpoint of the other party.
1.8 Explain the use of communications theories and body language
Berlo’s theory of communication takes into account the importance of senses, and
therefore body language as viewed by a receiver, in the deliverance of a message. Similarly, it
can be argued that
the ‘interference’ of Schramm’s model could include such th
ings as body language. In my work, I understand that body language, similarly to tone in a
telephone conversation, is a key aspect to how a message is created and taken in. For example,
closed body language can suggest that someone is uncomfortable, nervous, or judgemental, i.e.
hunching, crossing arms, etc.,
1.8 Explain proof-reading techniques for business communications
There are many proof-reading techniques used in business: key examples include peer
review, software review, and self-evaluation. Proof-reading is important in business as
communications are commonly the foundation for the opinion of a client or candidate of you and
your business.
TASK 2
2.1 Identification of purpose and audience with whom information is need to be communicated.
Since there is usually limited communication between the speaker and the audience, there
is limited opportunity to go back to explain your meaning either during the speech or afterward.
Selection of communication media.
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dentify your target audience. Find out the job titles of the people who make or influence
decisions about purchasing the type of products you supply. Review the media information packs
of magazines and newspapers that claim to reach your target audience. Draw up a shortlist of
publications you could use for advertising or editorial coverage.
Analyze the message you want to communicate. Use channels such as advertisements, email or
short messages on social media such as Twitter to communicate a simple message, such as a
price change or new product announcement.
2.3 Present information in the formate layout.
Letters are commonly used to present official business information to other businesses, to
individuals or to outside business stakeholders. Memos are usually an internal written
communication format used to convey information to managers and employees.
2.4 Business practice when communicating in writing.
Written communication allows businesses to communicate developments, expectations
and legalities to employees and contacts in the outside world. While traditional hard copies of
written communication in business are still prevalent, email and online communication has
become increasingly common. Given the important of written communication, it’s a good idea to
understand the basics to apply best practices to your own business.
2.5 Adapt the style and content of communication, appropriate to specific needs.
 Schedule face-to-face meetings for new or complicated topics- Go with in-person
meetings even if you feel like you could address the topic in an email or newsletter.
 Address issues with subordinates in one-on-one meetings- Avoid calling them out in front
of other employees, since this can create resentment.
 Use social media professionally- Avoid airing personal complaints or confidential
information about work via social media.
2.6 present written communication that are clear, expressed in correct grammar and reflect what
is intended.
Effective writing allows the reader to thoroughly understand everything you are saying. This is
not always easy to do. Here are a few tips that will help you:
Know your goal and state it clearly.
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Tone can help your writing be more effective. Certain forms of communication, like
memorandums and proposals need a formal tone. Writing to someone you know well would need
a more informal tone. The kind of tone depends on the audience and purpose of the writing.
Language needs to be simple. Do not overuse clichés, jargon, and expressions or try to impress
with big words. Keep sentences and paragraphs short and concise.
Less is more when it comes to length. Leave out words that do not contribute to the main focus
of the communication. This can make the reader work harder to know why you wrote.
Using an active voice will strengthen your writing. Sentences that are written in the active voice
will flow better and are easier to understand.
Good grammar and punctuation are very important. It is a good idea to have someone else
proofread your writing before you send it. If you cannot do that, then try reading it out loud.
2.7 Meet the agreed deadlines in communicating with others.
Care about deadlines. This is the first step, as many people are very lax about deadlines.
 Keep a list of projects & deadlines.
 Communicate a clear deadline.
 Work in a cushion.
 Have a clear outcome
 Break down the project
 Focus on the first step
 Block off adequate time
Task 3
3.1 Identify the nature and purpose of audience.
The terms are symbiotic. While audience and purpose are the writer's main concerns, the
way a paper's purpose is offered to the audience lies in the paper's thesis, the presentation, in
writing, of the paper's main idea. The thesis is what connects audience with purpose and thus
deserves much attention.
3.2 use language that is correct and appropriate for audience needs.
 Use standard English and follow established rules of grammar.
 2. Use a level of formality appropriate for your audience.
 3. Do not use profanity.
 Swearing is never acceptable in the workplace.
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3.3 use of appropriate body languages and tone of voice to reinforce messages.
Body language is a type of non-verbal communication in which physical behavior, as
opposed to words, are used to express or convey information. Such behavior includes facial
expressions, body posture, gestures, eye movement, touch and the use of space.
3.4 identify the meaning and implication of information and tone of reinforce messages.
A tone of voice is an expression of a company’s values and way of thinking, and it’s not
to be considered lightly. Just how the tone of your partner’s voice when speaking can instigate
hurt feelings, or even an argument, the wrong tone of voice in your content can also put off
potential customers.
3.5 confirm that a receipt has understood correctly what has been communicated.
Communications are a two-way process. You can be certain of what you communicated,
but how can you be sure what you communicated was understood by the receiver. The assurance
of your message being understood begins with the message and the manner of delivery. Here are
some general guidelines for assuring that your message is clearly communicated.
3.6 Respond the ways which are appropriate to the situation and in accordance with the
organizational polices and standards.
Most community service organisations will have in place policies and procedures that
govern and regulate privacy and confidentiality of client information. This concept not only
applies to what you can disclose about your clients or your organisations outside of work, but
also what can be shared in network meetings.
All organizations should have written policy and procedures, and staff training in the following
areas:
a clearly defined process for identifying and regularly updating a Community Resource Index so
that all workers are aware of what other services are available to refer to guidelines for case
conferencing referral protocols, including how referrals should be made.
CONCLUSION
Hereby it has been concluded that Workplace communication is very important to
companies because it allows companies to be productive and operate effectively. Employees can
experience an increase in morale, productivity and commitment if they are able to communicate
up and down the communication chain in an organization.
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REFERENCES
Book & Journal
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Cascio, W., 2018. Managing human resources. McGraw-Hill Education.
Brunton, M., Eweje, G. and Taskin, N., 2017. Communicating corporate social responsibility to
internal stakeholders: walking the walk or just talking the talk?. Business Strategy and the
Environment. 26(1). pp.31-48.
Patti, C.H and et.al., 2017. Improving integrated marketing communications practices: A
comparison of objectives and results. Journal of Marketing communications. 23(4).
pp.351-370.
Andriof, J and et.al., 2017. Unfolding stakeholder thinking 2: Relationships, communication,
reporting and performance. Routledge.
Kiriakidis, S., Kefallonitis, E. and Kavoura, A., 2018. The Effect of Innovative Communication
Technologies in Higher Education. In Encyclopedia of Information Science and
Technology, Fourth Edition. IGI Global.
Jung, N.Y. and Seock, Y.K., 2018. The role of communication channel in delivering service
recovery in online shopping environment. International Journal of Electronic Marketing
and Retailing. 9(1). pp.59-76.
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