Report on Effective Business Communication: Assessment and Analysis

This report analyzes effective business communication through psychometric assessments, identifying strengths and weaknesses in verbal, self-perceived, and nonverbal communication skills, as well as presentation and leadership abilities. The student's assessments reveal competence in interpersonal relationships but highlight areas for improvement, such as public speaking and leadership. The report includes reflections on professional interactions, literature review on the concept and importance of communication, and an examination of communication models like Shannon Weaver's and Berlo's SMCR model. The key communication issues identified are lack of leadership style and difficulty communicating in large groups, with recommendations for improvement. The report provides valuable insights into improving business communication skills.

Running head: EFFECTIVE BUSINESS COMMUNICATION
Effective Business Communication
Name of the Student
Name of the University
Author Note

1EFFECTIVE BUSINESS COMMUNICATION
Diagnosis and Reflection
Findings of the tools
The first psychometric assessment is to evaluate the competency of the verbal
communication. This evaluation shows that how well a person can behave with others to engage
them during the conversation (Arnold & Boggs, 2015). The score that I have attained in this
assessment is 107 that show that I am competent to establish an interpersonal relationship with
others. However, the result shows that I can improve my ability my refining my skills. I pay
attention to what others are saying and always welcome ideas that others suggest. Moreover, I
attempt to understand the other's frame of reference and the perception. This is the reason it takes
me a lot of time to realize my perception and prevent me from acknowledging the mistakes that I
have committed. Moreover, I have also found that I do not react actively to resolve a conflict
situation when arrives and this can be improved.
The second assessment illustrates the result of self-perceived communication competence
that reveals the ability to communicate different category of people that are friends, acquaintance
and strangers. The result of communicating in public is 76.667 which is a normal case. However,
through the in-depth assessment, I have found that I am more comfortable in communicating
with my friends than with strangers. I have received the score of 63.33 in group communication
and the score almost tends to low ability to communicate with them. I hesitate to depict my
thoughts in large groups especially with a stranger. The score 73.33 also shows that I can
improve my skills in communicating in the meeting. The total score for SPCC assessment is
81.67 that show that there is a room for me to express more in front of larger groups of
acquaintance and strangers.

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The third psychometric assessment highlights the evaluation of people skills. This
assessment helps in evaluating whether or not a person has skills for being a leader or an
effective team member. The score that I have received is 53 and it shows that I am good at
working with other members and hence can be a good team member. I have learned from the
assessment's result that I sometimes display the same standard if the behavior that I got from
others. I also wait for other's response and frame of reference while taking any decisions.
Moreover, I have also found that I usually go along with other team members opinion. I face
problem in composing my answer prior someone finishes their taking in a meeting and it takes
me some time to present my opinion on the matter of discussion. I also have a problem to
compose my perception with accurate details and this is the main reason I could not speak when
the time is right. I also ask for examples when someone gives me feedback based on a
discussion. Thus, I can enhance my potential in understanding a discussion with more
proficiency and learn to express my perception on the same. I may also learn to develop my
leadership skills so that I can guide some people when they need any help and direction to
proceed.
The fourth assessment is nonverbal immediacy scale-self report that highlighted the body
language, tonal quality of the speed, movement of hands and the eye contact during the
conversation. These aspects help another person to learn whether or not the person in front of
them have the interest to attend the communication period (Erozkan, 2013). I have received the
score of 85 that shows that my non-verbal communication skills are neither high nor low. I have
found that I use my hands a lot in order make other people understand regarding what I am
talking. I also make frequent eye-contact while talking to other people so that they can
understand that I am addressing them in the communication. Sometimes I use a variety of vocal

3EFFECTIVE BUSINESS COMMUNICATION
expression and become stiff while talking with them. This can be improved so that the people
communicate with me does not feel uncomfortable. Sometimes I maintain a long distance during
the conversation and I do not prefer to lean away with the people with whom I am talking.
The last psychometric assessment is related to the presentation skills through which I can
encourage my audience to listen to the discussion. I have received the score 55 that illustrates
that I am perfect in giving a presentation and I can well engage my audience through the content
I am talking during the presentation. The assessment shows that I prefer to use visuals in my
presentation and this match with the content so that my audience can relate everything together. I
focus on the main message and practice the session as many times possible. However, I do not
become familiar with the room prior giving the presentation and this sometimes troubles me as
new things often make me nervous. However, I prefer to engage my audience with the content
and continuously encourage them to ask a question if they have any queries in their mind. I also
incorporate some examples for providing understanding. Lastly, I consider it as a positive aspect
that sometimes my presentation takes longer times as people intend to attend the presentation for
a longer time and curiously ask questions based on the discussion. I also provide them evidence
through examples and make them learn about the future of my suggested ways are not applied. In
this way, the audience can relate the content and its importance in real-life.
Identification of two key communication issues
The two issues that can be found from the five psychometric assessments are lack of
showcasing leadership style in front of others and communicating with ease in the presence of
larger group. I always allow others to present their opinion on a topic and welcome their
suggestion. I believe that taking action that is most agreed on the solution can motivate the

4EFFECTIVE BUSINESS COMMUNICATION
subordinate to work as they feel valued. However, in critical situations, when there is not enough
time to conduct meetings, they need direction from a responsible person, who can be their leader.
The second problem that I possess is to hesitate in front of a large group of people. The
main problem due to which I have face such problem is that I thought more about other's concern
and their reacting if they do not like my point of view. I often have to face the situation when I
am communicating with my acquaintance.
Reflection on two recent professional interactions
I was selected for the position of assistant manager and according to the recent need of
the organization; I have to take the decision of team shuffle between different departments. In
order to accomplish the criteria, I have to study the competency of each of the employees and
then have to formulate new teams that can obtain newly made organizational objectives.
However, I have selected the way to take feedback from employees regarding the team shuffling
and the outcome is not so effective. I believe that in such case, the autocratic leadership style can
do the best result and if the decisions for team shuffling according to the job performance, the
new objectives can be easily attained.
The next incident also related to the above incidence. I have conducted a mass meeting
and I am not aware of every individual working as an employee in that organization. I have
prepared a speech regarding the importance of team shuffling. However, in the discussion, I
could not speak all the details that can convince the employee to join in a new team and perform
new job roles and responsibilities.

5EFFECTIVE BUSINESS COMMUNICATION
Literature review
Concept of communication
Vladuțescu (2013) stated that when two or more people share their thoughts and
perception, it is known as the approach of communication. The person, who sends the message,
is known as the sender and the person, who receives the message, is known as the receiver.
Gallois and Giles (2015) depicted that through communication a person easily shares their
concern with others get to know different people. Ruesch (2017) also portrays that there are
different categories of communication- verbal communication, non-verbal communication,
written communication and visualizations. In verbal communication, a person uses the medium
of telephones, televisions, radio and face-to-face conversation; whereas the non-verbal
communication is obtained through gestures, body-language, distance, hands movement, eye-
contact and dressing sense. Richards and Schmidt (2014) highlight that in written
communication; a person utilizes the mode of e-mails, magazines, books and internet for
communicating with each other. Lastly, in visualizations, use of charts, graphs and pictorial
representation are used to make other learn about the discussion topic.
Importance of communication
Ability to share thoughts
Communication allows people to learn about different culture, tradition and beliefs. In an
organization, people from the different cultural background are working together and through
effective communication system or medium, they can easily share their knowledge base with
everyone (Jandt, 2017). Knapp et al. (2014) stated that this thought could also be the
organizational goals and objectives that should be known to all the working personnel.

6EFFECTIVE BUSINESS COMMUNICATION
Redundant data can be omitted
In an organization, where there are several departments working on a single project,
effective communication help the managers to avoid allocation of resources for a similar job.
This will allow the organization to save cost and financial resources. Thorson and Moore (2013)
stated this type of communication in an organization could be done through e-mails, office notice
boards and b=new bulletins.
Concern of all employees can be known effectively
Samovar et al. (2014) stated that not all employees feel comfortable in verbal
communication regarding their problem. However, Jandt (2017) argued that in an organization
communication, sharing concern through e-mails is the formal way to let everyone know about a
matter. Thus, effective communication allows every member of the company to share their
problems and the difficulty. These people can also share their suggestions based on the adversity
that an organization is facing.
Importance theories related to communication
Shannon Weaver's Model of Communication
This model is developed in the year 1948 by Claude Elwood Shannon and Warren
Weaver (McQuail & Windahl, 2015). The main aspects of the Shannon Weaver’s model of
communication are the sender, encoder, channel, decoder, receiver and noise.

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Image 1: Shannon Weaver's Model of Communication
(Source: McQuail & Windahl, 2015)
The sender is liable for formulating the message and then chooses the channel through
which the message can be passed (Al-Fedaghi, 2012). Newell (2012) stated that the encoder is
the machine that converts the message into binary codes so that machine can understand the data.
The channel is the medium through which the data is passed. The decoder is another machine
that converts the binary coded data into usual message that sender sends (McQuail & Windahl,
2015). The receiver is the person, who receives the data and can provide feedback through the
same medium. Noise is an external factor that can be raised through people and environment and
may cause disruption in the communication.
This model is used in day-to-day operations like in an organization, where marketers
communicate the clients through the telephone. The discussion can be based on brand promotion
or the business expansion. Dima et al. (2014) also stated that the client might not listen to the
message properly due to the presence of noise. In this case, the sender is the businessman, the
telephone network company acts as an encoder. The mobile network is the channel through

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which the communication is made and the mobile phone in the sender's side act as a decoder and
the client act as a receiver.
Berlo's SMCR Model of Communication
This model is an extension of Shannon Weaver's model of communication. However, this
model described the factors affecting each aspect so that the communication can be made more
efficient (Lee et al., 2012). Watson and Hill (2015) also stated that this model emphasizes on
encoding and decoding of the message that occurred prior sending of a message from sender's
side. The main components of this model are- sender, message, channel and receiver. This is the
reason this model is known as SMCR model.
Image 2: Berlo's SMCR Model of Communication

9EFFECTIVE BUSINESS COMMUNICATION
(Source: Lee et al., 2012)
Source/ Sender
The sender is the source of communication and the factors that affect the composition if
message is- communication skills, attitude, knowledge, social system and culture. These aspects
illustrate that if the sender has good communication skills and right attitude and culture, the
message can be passed effectively (Newell, 2012).
Message
The message that is passed among the people can be described based on the content,
elements for discussion, treating the message that the sender conveyed by the sender (Dwyer,
2012). The structure and code (language, text or video) are also responsible for composing a
message.
Channel
The medium used to deliver the intended message is known as a channel. Koptseva et al.
(2015) stated that these channels could be technical machines or five senses of a human being.
Watson and Hill (2015) stated that hearing, seeing, touching, smelling and tasting.
Receiver
Muschiol (2013) stated that the receiver obtains the same traits that a sender possesses
and if there is a mutual understanding between the sender and the receiver, the communication
can be effective.

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Key aspects of communication that leaders follow
Effective non-verbal skills
Leaders follow the body gesture to make all the followers learn that they are interested in
listening to their queries. Velentzas and Broni (2014) also depicted that the eye-contact and
leaning of the body towards their followers make them more approachable and shows their
friendly nature towards their followers.
Listen carefully
All the followers do not perceive same opinion based on a situation. Simcic Brønn
(2014) stated that a good leader must have to learn all the queries and perspectives so that the
most accurate and agreed on solution can be obtained. However, Hartley (2012) argued that a
leader should possess autocratic leadership style when all the followers need guidance in order to
overcome a critical solution. An effective leader though follows the contingency leadership
styles, where they listen to everyone and take the decision that they think is the most suitable
decision even if the follower is not supportive. These leaders are more task-oriented as they have
to drive the profitability.
Factors that improve the communication in a group
Focus on the topic
The main reason for distraction is thinking about other related topic and consequences
while discussing on a particular topic (Van Aelst et al., 2012). Thus, a person should have
written all the main points and prepare a presentation. These presentations help a person to stay
on their agenda and speak all the points that directly relate to the topic.

11EFFECTIVE BUSINESS COMMUNICATION
Choice of words
Daim et al. (2012) stated that some organization promotes informal language while some
follow formal gesture to conduct the meeting. However, depending on the situation and the
person attending the meeting, these gestures can be changed. Kluger and Zaidel (2013) depicted
that words should be chosen carefully as the approach to talk is responsible for engaging the
people present at the meeting.
Action Plan
The two issues that are identified in this assessment are a problem in depicting one's
perception and convincing them regarding the effectiveness of the suggested decisions. The
second problem is to share accurate data with the audience when huge people are present in a
meeting. The action plan for the next 6 months to overcome these adversities is:
Actions to
improve
Strategies to
implement the
actions
Expected outcome Timeline
Leadership skills
and suggest others
Enrolling in
“Business
Networking
Course”
This will help the course attendee to
find the best way for a situation that can
help in overcoming the problem in
business
1st to 2nd
Month
Attending role play
classes and
situational
assessments
This course will help the person to gain
confidence while communicating with a
group of people. Moreover, the situation
assessments will also help a person to
2nd to 4th
Month

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identify the different aspects of the
situation that can be raised during
business operations.
Attend different
psychometric
assessments at a
regular interval of
time
These assessments allow the person to
note down the progress and the
achievements in sharing their concern
and convince other to follow the
suggestions.
2nd to 6th
month
Take regular
feedback from class
professors and
course mentors
Regular assessments and evaluations of
leadership skills allow the person to
assess the progress. The day 1
performance should also be compared
with the current performance in order to
find the improvement.
2nd to 6th
Month
Speaking ability
in larger groups
Learn about factors
that can engage
people in a meeting
This will help the course attendees to
know all the factors through which
others can take an interest in the
meeting. This can be English learning
courses, learning how to prepare a
presentation with images and sounds so
that the session can be made interesting
and engaging.
1st to 3rd
Month
Learn about the This will help the person to identify the 2nd to 5th

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non-visual
communication
skills
interest level of the meeting attendees.
This will help the person to learn how
their body language should be while
conducting the meeting.
Month
Learning to convert
large numbers to
familiar batches
through attending
smaller group in
free times, informal
gathering for
knowing
everyone’s interest
and understanding
level
This will help the person not to hesitate
in front of the larger group. Regular
gatherings will improve the
interpersonal relationship with each
other's and improve the speaking ability
while taking meetings or presentation
sessions. Attend meetings for the
smaller group will also allow the person
to develop the skills to deliver the
speech to the larger group in future.
3rd to 5th
Month
Learn to search for
relevant examples
related to the
subject of
discussion.
This will help other to engage in the
meeting as they can obtain the purpose
of the meeting. The examples allow the
meeting attendees listen to the
upcoming speeches.
4th to 6th
Month
Table 1: Timeframe for improving the leadership skills and speaking in larger groups
(Source: Created by Author)

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