Analyzing Communication for Business Administration Report

This report provides a comprehensive analysis of business communication, focusing on both internal and external stakeholders and their respective communication needs. It explores various communication models, such as the Shannon and Weaver model, Schramm's model, and Berlo's model, evaluating their effectiveness in different business contexts. The report also examines the impact of different communication media, including email, telephone, and face-to-face interactions, and discusses factors influencing the choice of media. Furthermore, it emphasizes the significance of grammar, sentence structure, and proofreading techniques in business communication. The report details methods for overcoming communication barriers, such as cultural differences and differences in perception, and applies communication theories, including Berlo's theory. Finally, it covers the purpose and audience of information, presenting information in appropriate formats, and adapting communication styles to specific audiences, along with the importance of meeting deadlines.

BUSINESS
ADMINISTRATION 1

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
1.1 Analysing the requirements of communication of external and internal stakeholders..........1
1.2 Analysing different communication models which supports administration.......................1
1.3 Evaluating effectiveness of various communication systems................................................2
1.4 Factors which impact choice of communication media.........................................................2
1.5 Significance of appropriate grammar, sentence structure, spelling, punctuations and
conventions with reference to business communication..............................................................2
1.6 Factors to be accounted in planning and structuring various communication media............2
1.7 Methods for overcoming barrier to communication .............................................................3
1.8 Application of communication theories and body language..................................................3
1.9 Explaining proof reading techniques for business communication.......................................3
2.1 Purpose and audience of information to be communicated...................................................4
2.2 Communication media to be appropriate to audience ...........................................................4
2.3 Presenting information in appropriate format, layout and style in appropriate aspect..........5
2.4 Agreed business practice while written communication ......................................................5
2.5 Adapting style and content of communication with specific audiences................................6
2.6 Written communication which is clear and expressed in proper grammar with intended
version..........................................................................................................................................6
2.7 Accomplishing deadlines in communicating with others......................................................6
3.1 Nature, purpose, audience and application of information to be communicated...................6
3.2 Language which is appropriate and correct for need of audience.........................................7
3.3 Appropriate body language and voice tone for reinforcing messages...................................7
3.4 Meaning and implication of information which is communicated verbally..........................7
3.5 Confirmation about recipient understanding about detail of communication.......................7
3.6 Responding ways which are appropriate in situation as per organizational standards and
policies.........................................................................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Communication in business environment needs to be very effective with context of
accomplishing objectives. The present report will give brief discussion about communication
need of external and internal stakeholders along with various communication media.
1.1 Analysing the requirements of communication of external and internal stakeholders
Internal stakeholders are referred as individuals within organization such as managers,
investors and employees whereas external stakeholders are regulators, investors, consumers,
suppliers etc.
 Internal: Communication could be very less formal because of familiarity among team
members. Typically, it is very informative in nature on basis of business needs, sales
processes or performance. Internal communication is very honest as compared to external
because of improving and maintaining business performance on basis of realistic figures.
 External: It has huge variations from needs of business through external audience. With
reference to investors, organization is very honest with figures as compared to customers
such as margin or performance of organization for securing money through individuals.
In the similar aspect, suppliers and consumers have limited information as they ensures
interest in transaction but with limited figures or process for avoiding other recreating
ideas (Pearson, 2017).
1.2 Analysing different communication models which supports administration
Communication is referred as key element for attaining success both externally and
internally. There is presence of various models for exploring communication for enhancing
ability for transferring messages such as:
 Shannon and Weaver model of communication: It is most earlies method of
communication which lays communication process as evidence about situation which
goes wrong through source to receiver as message which is encoded and decoded through
two people.
 Schramm's model: It reflects decoding and encoding as it is not one sided process which
converts ideas into words human with constant decoding and encoding message.
 Berlo's model: It alters Shannon and weaver model as it stresses relationship among
sender and receiver of messages through highlighting communication skills along with
perceptions which allows people for decoding and encoding messages.
1

1.3 Evaluating effectiveness of various communication systems
There is presence of various range of communication method and system which is
applicable in business:
 Email: It is in written format whose outcome shows lack of verbal ques along with
limited understanding of aim like attitude or personality. However, details and small
question could be missed as outcome of disadvantage of method of communication.
 Telephone: It is referred as common form of communication with its applicability in
business. It is valuable form of communication as it ensures candidates with appropriate
understanding of discussed messages.
 Face to face: It is important method for creating relationship with significant business
relations. Generally, people had created perspective via body language and to meet
clients as it shows lasting impression for supersedes relations.
1.4 Factors which impact choice of communication media
It is mandatory for considering that what message has been tried to get across or receive.
 Large amount of information: Email is the best choice because if huge written text and
documentation.
 Describing and discussion is appropriate with application of telephone and face to face.
 Telephones save time (Niemann-Struweg, 2014).
 Face to face for collecting information and to create last impression.
1.5 Significance of appropriate grammar, sentence structure, spelling, punctuations and
conventions with reference to business communication
Business communication is very important for impressions among external and internal
stakeholders as they express messages. Emails should be involved as it grabs attention of reader
which is structured in comprehensive aspect as it comprises key information such as formal
nature, good English. If grammar and spelling is good then creates good impression and clear
message to its reader. In case details are not clear then client might be turned off through its
function or time wastage in clarifying information. In the present scenario, very important aspect
is to directly ensure about expressing correct message.
1.6 Factors to be accounted in planning and structuring various communication media
While planning and structuring various communication media, it is relevant for
considering offering of message is taken. A key consideration is about capability of receiver to
2

takes its message such as clear message for reader who faces difficulty in English and suffers
through reading disability. Accordingly, it is very important for ensuring message is as
compendious with its possibility. With reference to conversations and emails, all relevant and
necessary information is considered. In the similar aspect, there are various considerations such
as formality of choices of language engaged in portraying ideas like client's conversation along
with communication's desired outcome. Planning and structuring communication is method for
raising likelihood the receiver for purpose of understanding of intended message.
1.7 Methods for overcoming barrier to communication
There are various communication barriers which could be overcome for attaining
successful business communication are stated below:
 Cultural differences: Variations in cultural backgrounds helps in altering attitude, body
language along with voice tone with response to ideas. It is very important to be open
minded along with absence of discrimination for ensuring understanding.
 Understanding: There are various reasons where receiver gains difficulty for message
understanding. The likelihood of difficulties could be decreased with clear
communication along with minimum application of strong accents and dialect.
 Difference in perception: Over phone and email, it is hard for ensuring that receiver
with understanding of intended message. They could disagree on various elements for
addressing ideas for ensuring understanding among both parties (Yusung and et.al.,
2016.).
1.8 Application of communication theories and body language
Berlo's theory of communication accounts significances of senses along with receiver's
body language with message delivery. On the contrary, Schramm's model had considered body
language. In case closed body language recommends uncomfortable , judgemental and nervous
such as crossing arms and hunching etc. In the similar aspect, open language shows good
indication about agreement, friendliness. It could be expressive hand gestures along with lack of
physical barriers and body positioning is relaxed. Open body language portrays friendly and
honest message which creates foundations of the best business relationships.
1.9 Explaining proof reading techniques for business communication
In the present scenario, there are various proof reading techniques which could be used in
business such as self evaluation, peer and software review. It is very important for business in
3

communication as common foundation for candidate's opinion to individual and business. It
creates professional message which is important for ensuring positive feedback. There is
commitment to emails to its clients and candidates as it is reviewed through mentor for ensuring
understanding of expected quality in attached documents and email. After understanding
required standard for communication and documents with own reviews of work with spell check
and grammar for assisting about clear communication to external stakeholders.
2.1 Purpose and audience of information to be communicated
There are various methods of communication with its requirements. While
communicating there are various things should be considered such as:
 Level of knowledge of audience along with experience
 Internal and external audience
 Objective of communication
 Tone and style
 Effective and appropriate method of communication
 Opportunity to respond
The purpose of communication provides impact on audience as each requirement of
communication should be accounted. In the similar aspect, different communication's purpose is
of ideas, concepts along with facts. It must ensure about conveying information along with
appropriate information. This intent is meant through “Know your audience” for tailoring
message about people's expectation (Huang-Horowitz, 2015).
2.2 Communication media to be appropriate to audience
There are different communication media to be appropriate for audience such as
electronic communication which is replicated as faxes, email along with any written
communication which is stored and transmitted electronically.
 Effective electronic communication engages with some technical mastery's degree. For
purpose of transmitting information, there is need of enough skills over
telecommunication technologies with application of requisite software.
 With this media, information could be exchanged as decision could be taken on careful
aspect.
 The information could be interpreted in office environment through electronic sources
along with best paraphrasing skills.
4

2.3 Presenting information in appropriate format, layout and style in appropriate aspect
There are various styles which has their own outcome along with expectations such as
Casual, Colloquial and formal. The writing style is dependent on intentions, medium and
audience.
Casual
 Informal and controversial
 Friendly text messages and chats
 Way to communicate with peers
Colloquial
 Family and close friends
 Slang and dialect
Formal
 Applicable in business communication
 Professional and authoritative
 Appropriate syntax, grammar and vocabulary (Gambhir, Gupta and Singh, 2016)
2.4 Agreed business practice while written communication
With reference to principles of business communication there is presence of different
guidelines should considered for effective communication. In these fundamental principals, 7 Ps
such as clarity, completeness, courtesy, consideration, conciseness, concreteness and correctness
are very effective. The principal of communication are stated below:
 Principles of clarity
 Principles of completeness
 Principles of courtesy
 Principles of considerations
 Principles of conciseness
 Principles of concreteness
 Principles of correctness
2.5 Adapting style and content of communication with specific audiences
As per situation, the style and content of communication varies from each other along
with presence of kinds of listeners in business entity. The content and style should vary from
type of audience. In case specific audience is customer the approach must be persuasive. The
5

formal tone of negotiation of client must be inappropriate during chatting with coilleagues. If
communication style is not modified then it might create confusion in audience along with
offence and misunderstanding. It is risk and not worth also to take care about communication in
business.
2.6 Written communication which is clear and expressed in proper grammar with intended
version
 Different form of communication are verbal, written and non verbal as all are significant.
 Requirement of more efforts along with thoughts
 Concise, informative and easy
 importance is evident through plethora forms, materials and manuals which are published
 Form of legal documents and manuals (20 ways to communicate effectively with your
team, 2018)
2.7 Accomplishing deadlines in communicating with others
The timeline in business environment is mandatory to be maintained as it will lead to
several data losses, misunderstanding along with wastage of money. Loosing document is
viability if deadline is exceeded. If plan is prepared prior to one month, it could change but it will
help for accomplishing deadline.
3.1 Nature, purpose, audience and application of information to be communicated
The purpose of communication related to business could seem as excuse for customer
along with boss to find solutions about problems. The effective executives undertaking
opportunity inherently to type of communication to not to cover powerful solutions and to attain
long term success. The main purpose of objective of business communication is for
accomplishing desired objectives of business entity through various leading activities in effective
and efficient aspect. Effective communication helps in ensuring organizational welfare (DuBois
and et.al., 2015).
3.2 Language which is appropriate and correct for need of audience
Communication has not been considered until person understood message along with
intended sender. There is requirement of appropriate choice of language for audience.
Communication must be pitched at each level with audience understanding.
6

3.3 Appropriate body language and voice tone for reinforcing messages
 Voice need to be moderate to low and speed should be slow for clear and easy
understanding
 High postures with shoulders backs mile and solid eye contact
 Purposeful and deliberate hand gestures for being confident and understanding (Wang,
Pauleen and Zhang, 2016).
3.4 Meaning and implication of information which is communicated verbally
 Clarification is key component
 Clarify misunderstanding and gives missing information
 Tool of persuasion
 Creates debate opportunity and new relationships
 Stimulates creativity and thought
3.5 Confirmation about recipient understanding about detail of communication
Good communication signify best understanding along with understanding to listener.
Method of judging while face to face conversation should be observed through body language.
With every communication form, in ending there should be conclusion which sums up what is
discussed along with clarification understanding.
3.6 Responding ways which are appropriate in situation as per organizational standards and
policies.
With reference to business communication, every situation varies from expectations but a
good communicator respond according to situation with proper understanding. It considers about
organisational standards and policies but does not over react and forms situation at worse aspect.
In this context, one must respond thinking about these standards and policies to particular
situation (Luo and Bu, 2016).
CONCLUSION
From the above study it had been concluded that business could attain its specific goals
and objectives so there is requirement of effective communication. It had shown appropriate
format, style and layout for presenting information which should be clear and concise.
7

REFERENCES
Books and Journals
DuBois, M. and et.al., 2015. Leadership Styles of Effective Project Managers: Techniques and
Traits to Lead High Performance Teams. Journal of Economic Development, Management,
IT, Finance & Marketing. 7(1).
Gambhir, K., Gupta, A. and Singh, J., International Business Machines Corp, 2016. Systems and
methods for situational application development in the enterprise environment. U.S. Patent
9,372,740.
Huang-Horowitz, N.C., 2015. Public relations in the small business environment: Creating
identity and building reputation. Public Relations Review. 41(3). pp.345-353.
Luo, Y. and Bu, J., 2016. How valuable is information and communication technology? A study
of emerging economy enterprises. Journal of world business. 51(2). pp.200-211.
Niemann-Struweg, I., 2014. An integrated communication implementation model for the post-
2000 business environment. Public Relations Review. 40(2). pp.184-192.
Pearson, R., 2017. Business ethics as communication ethics: Public relations practice and the
idea of dialogue. In Public relations theory (pp. 111-131). Routledge.
Wang, W. Y., Pauleen, D .J. and Zhang, T., 2016. How social media applications affect B2B
communication and improve business performance in SMEs. Industrial Marketing
Management. 54. pp.4-14.
Yusung, K. I. M., and et.al., 2016., Peer-to-peer communication method in content centric
network environment. U.S. Patent 9,485,288.
ONLINE
20 ways to communicate effectively with your team. 2018. [Online]. Available through
<https://smallbiztrends.com/2013/11/20-ways-to-communicate-effectively-in-the-
workplace.html>.
8