Analyzing Business Communication: Models, Strategies, and Barriers

This report provides a comprehensive overview of business communication, encompassing various models, stakeholder needs, and potential barriers. It begins by defining the communication needs of both internal and external stakeholders, followed by an examination of different communication models, such as the Shannon and Weaver model and Schramm's model, and an evaluation of the effectiveness of various communication systems like telephone, email, and face-to-face interactions. The report further explores factors influencing the choice of communication media, the importance of grammar and structure in written communication, and strategies for planning and overcoming communication barriers. It delves into the use of communication theories, body language, and proofreading techniques. The report then addresses the nature, purpose, and audience of business communication, appropriate communication channels, and information formats. It discusses business practices in document writing, style, and content, along with the presentation of clear written communication and meeting deadlines. Finally, it explores verbal communication, including language use, body language, and the importance of confirming understanding. The report concludes by emphasizing the value of effective communication skills in the workplace.

Communicate in Business
Environment

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Communication needs of internal and external stakeholders ..........................................1
1.2 Different communication models that support administration ........................................1
1.3 Effectiveness of different communication systems .........................................................3
1.4 Factors that affect the choice of communication media...................................................3
1.5 Importance of using grammar, sentence structure, punctuation, spelling and convention3
1.6 Factors that should be undertaking for planning and communicating through media.....3
1.7 Ways of overcoming barriers to communication ............................................................4
1.8 Use of communications theories and body language.......................................................4
1.9 Proof-reading techniques..................................................................................................4
TASK 2............................................................................................................................................5
2.1.Nature, purpose, audience and use of information to be communicated..........................5
2.2 Communication channels appropriate to interact information to audience......................5
2.3 Information format...........................................................................................................5
2.4 Business practices while writing documents....................................................................5
2.5 Style and content of communication................................................................................6
2.6 Present clear and expressed written communication........................................................7
2.7 Meet agreed deadline with others.....................................................................................7
TASK 3............................................................................................................................................7
3.1 Nature, purpose, recipient and intended use of information............................................7
3.2 Language used for recipient’s needs................................................................................8
3.3 .Use body language and tone of voice to reinforce messages..........................................8
3.4. Meaning and implications of verbal communicated information....................................8
3.5. Confirm that a recipient has understood correctly what has been communicated..........8
3.6. Respond in a way that is appropriate to situation and organisational policies and standard
................................................................................................................................................8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Effective verbal and non-verbal communication skills are valuable in workplace. Some
companies spend a lot of money to train their employees for effective communication.
Understanding the elements and use of communication, one can meet the success heights or
ineffective use can lead to fall in business (Zikmund and et. al, 2013). This report will discuss
business communication process system and models as well as communicating through writing.
Also it will evaluate method of enhancing proper verbal communication.
TASK 1
1.1 Communication needs of internal and external stakeholders
Internal stakeholders are individuals within a company, i.e. employees, managers, directors,
investors; alternatively, external stakeholders are those that are outside of the company, i.e.
consumers, regulators, investors, suppliers, etc.
 Internal: Communication internally can be less formal; due to familiarity between members
of a team; if between colleagues. Internal communications will be more honest than external
due to the need to maintain and improve business performance on realistic figures.
 External: These affects on demands and environment of business. Investor help in gaining
margin and performance so as consumer. External stakeholder help in solving legal issues,
inclusion insurance, transition of information, performance margin etc.
1.2 Different communication models that support administration
Communication is a key element to business success both internally and externally. Here are
some model communication:
Shannon and Weaver Model Of Communication (1948): This is one of the earliest models
of communication and lays out the process of conversation to evidence what could go wrong from
‘source’ to ‘receiver’ as a message is ‘encoded’ and ‘decoded’ by two people.
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Illustration 1: Shannon and Weaver Model Of Communication, 2017
Schramm’s Model (1954): It alters this simplistic model, showing that encoding and
decoding is not a one-sided process and that by converting ideas into words humans are constantly
encoding and decoding messages to be decoded and encoded again (Schramm's Model of
Communication, 2013).
Illustration 2: Osgood Schramm model of communication, 2017
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1.3 Effectiveness of different communication systems
There are a range of different communication system which are used within business
 Telephone: Telephone calls are one of the most common forms. In my work this is one of
the most valuable forms of communication used for interacting consumer. Email: Email is entirely written, resulting in a lack of verbal questions and limited
understanding of objectives used in formal invitation, announcements conveying info
among people (Wheelen and Hunger, 2017).
 Face-to-face: Meeting external stakeholders is an important way to create a relationship
with important business relations. This is an effective mode that create direct influence on
people.
1.4 Factors that affect the choice of communication media
When deciding which communication media to use it is important to consider what message
you are trying to get across/receive. For large amounts of information email is the best choice as it
is able to hold a large amount of written text. Whereas, telephone or face-to-face are provide
choices i.e. tone (hearing), body language (visual), to understand feedback. Telephone are better for
saving time and delivering large message. Face-to-face meetings are good for initial meetings with
clients.
1.5 Importance of using grammar, sentence structure, punctuation, spelling and convention
Business communications are important for message expression and influencing
stakeholder. These emails must be engaging, as to grab the attention of the reader, structured
comprehensibly to include key information, formal in nature and written in good English- including
spelling and grammar- as to make a good impression and a clear message for the reader. If unclear
of details, a candidate may be turned off by a role or time may be wasted clarifying information
typically appropriate candidates will get a lot of emails/messages.
1.6 Factors that should be undertaking for planning and communicating through media.
When planning and structuring different communication media, the way of message
delivering is essential element. A key consideration is the ability of receiver to taken your message
which should be coherent who might have and according understanding language of receiver.
Consequently, This is essential keep message concise, complete, concrete for conversation.
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Formality of language choices is need to consider that includes portraying ideas with clients and
desired outcome of communication. The whole process rely on consideration of receiver.
1.7 Ways of overcoming barriers to communication
Barrier are noise among communication that lead to issues and miscommunication situation.
These barriers consist of: Understanding: There can be barrier in communication cause of understanding level of
receiver cause of dialect, accents, language differences etc. Perception Difference: In case of phone of email communication, disagreements level, and
perception difference can cause miscommunication and conflicts (Williams and Naumann,
2011).
 Cultural differences: Different culture have distinct attitudes, voice tone, values and
methods response. This can create difference in two person's communication style and
interpretation methods.
1.8 Use of communications theories and body language
Berlo’s communication concept argues on importance of senses, and therefore body
language as viewed by receiver while message delivery. Similarly,it can state that ‘interference’ of
Schramm’s model could include such things as body language. I use telephone communication
where I understand the message delivery is major part to convince clients. For example, closed
body languages presents uncomforted, judgements, i.e. hunching etc., whereas, open body language
is good agreement indication honesty, and friendliness, i.e. expressive hand gestures.
1.9 Proof-reading techniques
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– therefore, creating a professional message is important to ensure positive feedback.
During my role, I commit many emails to candidates and clients. The process go through
spellcheck, grammar check and other software or proof read of work.
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TASK 2
2.1.Nature, purpose, audience and use of information to be communicated
The main Purpose of Business Communication Objectives is to achieve the desired goal of
the organization by leading its activities effectively and efficiently. Here are briefed nature,
purpose, audience and uses mentioned under:
Business Communication Objectives:
 Warning and notice are given in special circumstances.
 Counselling is an organized and specialized form of advice.
 Soliciting suggestions from employees regarding certain aspects can be attained
 Persuasion means an effort to influence the attitudes, feelings or beliefs of others.
 Motivation energizes and activates a person and directs his behaviour.
2.2 Communication channels appropriate to interact information to audience
In business organisation, this is required to use appropriate channel of communication for
persuading message. Here are some of effective channel of interaction channel including face-to-
face conversation, telephone, and videoconferencing talks, memos and letters, e-mails, formal
documents, blogs and spreadsheets etc. (Waters and Williams, 2011). I use telephone and email
technology for communicating my clients in effective way.
2.3 Information format
Business information can be, as has already been outlined, presented in a number of
different ways. Most common way of presenting information is presenting in form of a report. One
will need to decide on the level and nature of detail and, where appropriate, what technical terms
are used. Style is another factor that most suited to an organisation and audience, and whether
various presentation techniques such as the use of graphs, bar charts or diagrams might be useful
(Lee, Lee and Schniederjans, 2011). Another factor is the conventions that exist around business
communication.
2.4 Business practices while writing documents
Most organisations have agreed conventions in term of presenting an structuring document.
In addition to structure and look, the style and degree of formality of language will also be
determined to a large extent by the conventions that exist within the organisation. Here are some
elements of this:
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 title name with name and title.
 an executive summary, main part of report.
 contents page listing chapters or sections.
 an introduction with background, scope and purpose.
 Main body including facts and conclusion.
2.5 Style and content of communication
For a specific audience, this is require to use certain appropriate tools of media to meet
them,. Three elements shape the content of each paragraph:
Illustration 3: Content and communication style, 2017
 Purpose. The reason the writer composes the paragraph. Tone. The attitude the writer conveys about the paragraph’s subject.
 Audience. The individual or group whom the writer intends to address.
Through undertaking these, one can communicate audience specific message or information
in effective way.
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2.6 Present clear and expressed written communication
To produce a written communication report, there is structure to comply. Meeting
communication and audience criteria is essential to remember (Kinicki and Kreitner, 2012). Decide
on a structure in line with the accepted conventions of organisation, be clear about the aims and the
purpose, and produce a first draft. After draft formation, review and correct to make it
understandable and coherent. Part of review must include checking factual information for accuracy
to ensure concrete outcome. After review, written communication can share with audience.
2.7 Meet agreed deadline with others
After accuracy and relevancy, another critical factor is the timeliness of your
communications in terms of meeting deadlines. A widely held business convention is the
expectation that deadlines will be adhered to. If a document or communication is received after its
agreed deadline it could lead to loss of business, disappointed customers or colleagues, and a
negative impact in terms of how you are perceived (Khang, Ki and Ye, 2012). Keep a diary and
manage work for meet deadline in effective manner.
TASK 3
3.1 Nature, purpose, recipient and intended use of information
Generally verbal communication manner is widely use through face-to-face situation or via
telephone or videoconferencing. Purpose of communication is setting objectives interaction i.e.
delivered to inform, to educate, to motivate or sell an idea or product (Hamilton, 2013). Nature of
communication is clear, coherent and realistic communication from sender to receiver. Audience
and their need includes:
 internal or external audience of company
 experience and knowledge level
 aim of communication
 tone & style
 Response opportunities
3.2 Language used for recipient’s needs
Everyone has preferences for ways in which they communicate, and the organisations they
work for will also have preferred communication styles and conventions. Tone and pace of voice
are also important considerations. Use tone of voice to convey emotions such as annoyance or
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anger, or delight or agreement. If a message you are communicating is very important you can use
body language and tone of voice to help focus people’s attention and therefore reinforce the
message.
3.3 .Use body language and tone of voice to reinforce messages
Body language is a language without spoken words, called non-verbal communication.
People use it entire time in social and business life so it is all about gestures movements and
expressions made by people to deliver a specific message (Connelly and et. al., 2011). When
individual interact with other, one need to decode the message but sometime body-language is more
effective and communicate easily through facial expression, gesture etc. Also proper voice tone is
also essential.
3.4. Meaning and implications of verbal communicated information
Verbal communication is used by people for informing for accomplishing various purposes.
Clarification is a key component of verbal communication. Often, often not articulated by people
coherently, or words or actions are misconstrued. Verbal communication reduce misunderstanding
and miscommunication. Verbal communication can also be used as a tool of persuasion. It creates
an opportunity for debate, stimulates thought and creativity, and create new relations.
3.5. Confirm that a recipient has understood correctly what has been communicated
Good communication means properly understanding of transferred information (Brenes,
Madrigal and Requena, 2011). If anybody do not understand one thing & of entire communication
then it fails. Proper communication is vital for making people understand. If people do not
understand then objectives of communication is failed which make the appropriate communication
more valuable.
3.6. Respond in a way that is appropriate to situation and organisational policies and standard
In a business communication, situation may change from one's expectation. But good
communicator understands situation and respond in accordingly. The think about organizational
policies and standards. They do not over-react and create situation to worse level. So one must
respond thinking the organizational policies and standards to a specific situation.
CONCLUSION
Above report summon that Business communication defines most organizations, resulting in
effective marketing campaigns, productive interpersonal relationships among co-workers and
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successful customer service resolutions. A Proper Communication also brings dynamism in
organizational activities and helps in attaining goals. Through understanding these mentioned
elements, one can meet effective interactive styles.
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REFERENCES
Books and Journals
Brenes, E. R., Madrigal, K. and Requena, B., 2011. Corporate governance and family business
performance. Journal of Business Research. 64(3). pp.280-285.
Connelly, B.L. and et. al., 2011. Signaling theory: A review and assessment. Journal of
Management. 37(1). pp.39-67.
Hamilton, C., 2013. Communicating for results: A guide for business and the professions. Cengage
Learning.
Khang, H., Ki, E. J. and Ye, L., 2012. Social media research in advertising, communication,
marketing, and public relations, 1997–2010. Journalism & Mass Communication Quarterl.
89(2). pp.279-298.
Kinicki, A. and Kreitner, R., 2012. Organizational behavior: Key concepts, skills & best practices.
McGraw-Hill Irwin.
Lee, S. M., Lee, D. and Schniederjans, M. J., 2011. Supply chain innovation and organizational
performance in the healthcare industry. International Journal of Operations & Production
Management. 31(11). pp.1193-1214.
Waters, R. D. and Williams, J. M., 2011. Squawking, tweeting, cooing, and hooting: Analyzing the
communication patterns of government agencies on Twitter. Journal of Public Affairs.
11(4). pp.353-363.
Wheelen, T. L. and Hunger, J. D., 2017. Strategic management and business policy. Pearson.
Williams, P. and Naumann, E., 2011. Customer satisfaction and business performance: a firm-level
analysis. Journal of services marketing. 25(1). pp.20-32.
Zikmund, W. G. and et. al. 2013. Business research methods. Cengage Learning.
Online
Schramm's Model of Communication. 2013. [Online]. Available
trough:<https://prezi.com/pwf1exxp6bvc/schramms-model-of-communication/?webgl=0>.
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