A Comprehensive Report on Business Communication and Strategies

This report comprehensively analyzes business communication within a professional context. It begins by examining the communication needs of both internal and external stakeholders, highlighting the importance of adapting communication styles to specific audiences. The report then delves into various communication models, such as the Shannon and Weaver model and Schramm’s model, providing a framework for understanding the communication process. The report evaluates different communication systems, including telephone, email, and face-to-face interactions, and discusses the factors influencing the choice of communication media. It emphasizes the significance of correct grammar, sentence structure, and other conventions in business communications. Furthermore, it explores strategies for overcoming communication barriers, the use of communication theories and body language, and proofreading techniques. The report also covers identifying the purpose and audience of communication, selecting appropriate media, and adhering to agreed business practices, deadlines, and organizational standards. Overall, the report offers a practical guide to effective business communication, covering both written and verbal aspects, and emphasizing the importance of clarity, accuracy, and audience consideration.

Communicate in business
environment

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK 1...........................................................................................................................................1
1.1 Analyse communication needs of internal and external stakeholders..............................1
1.2 Analyse the different communication models that support administration......................1
1.3 Evaluate the effectiveness of different communication systems......................................1
1.4 Explain the factors that affect the choice of communication media................................2
1.5 Explain the importance of using correct grammar, sentence structure, punctuation, spelling
and conventions in business communications........................................................................2
1.6 Explain the factors to be taken into account in planning and structuring different
communication media............................................................................................................2
1.7Explain ways of overcoming barriers to communication..................................................3
1.8Explain the use of communications theories and body language......................................3
1.9 Explain proof-reading techniques for business communications.....................................3
TASK 2............................................................................................................................................3
2.1 Identify the purpose and audience of the information to be communicated....................3
2.2 Select communication media that are appropriate to the audience and information to be
communicated.........................................................................................................................4
2.3 Present information in the format, layout and style which is appropriate to the information
to be communicated................................................................................................................4
2.4 Follow agreed business practices when communicating in writing.................................4
2.5 Adapt style and content of communication , appropriate to specific audiences..............5
2.6 Present written communication that are clear, expressed in correct grammar and reflect
what is intended. ....................................................................................................................5
2.7 Meet agreed deadlines in communicating with others ....................................................5
TASK 3............................................................................................................................................5
3.1Identify the nature, purpose, audience and use of the information to be communicate ...5
3.2 Use language that is correct and appropriate for audience needs.....................................6
3.3 Use of appropriate body language and tone of voice to reinforce messages....................6
3.4 Identify the meaning and implications of information that is communicated verbally....6
3.5 Confirm that a recipient has understood correctly what has been communicated...........6

3.6 Respond in a way that is appropriate to the situation and in accordance with organisational
policies and standards.............................................................................................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8
Books and journals.................................................................................................................8

INTRODUCTION
Communication is a process of exchanging information, ideas, thoughts, feelings and
emotions through speech, signals, writing, or behaviour. The language that we use should be
easily understandable, accurate and tactful. In this report, communication needs of internal and
external stakeholders are discussed along with different communication models that support
administration. Further, factors that affect the choice of communication media are also
explained.
TASK 1
1.1 Analyse communication needs of internal and external stakeholders
 Internal: Communication internally can be less formal due to familiarity between
members of a team if between colleagues (Craig and Campbell, 2012Botha, A., Kourie
and Snyman, 2014). However, it is typically informative in nature, Individual.e.
regarding sales processes, business requirements/needs, or performance.
 External: This type of communication is varies largely on what the business wants/needs
from its external audience. In terms of investors, a company would be more honest with
figures than it would with customers/consumers, Individual.e. margin profits or company
performance, in order to secure money from individuals.
1.2 Analyse the different communication models that support administration
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.
Schramm’s Model (1954) 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 (Hillary, 2017).
1.3 Evaluate the effectiveness of different communication systems
 Telephone-Telephone calls are one of the most common forms of communication used in
business.
 Email - Comparatively to telephone calls, email is entirely written, resulting in a lack of
verbal question and limited understanding of objectives such as personality or attitudes.
 Face-to-face : Meeting external stakeholders is an important way to create a relationship
with important business relations. People create their perspectives of others through body
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language and therefore meeting clients in person can create a lasting impression which
supersedes relations with others forged over telephone calls or email.
1.4 Explain the factors that affect the choice of communication media
When deciding which communication media to use it is important to consider what
message Individual 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 and some documentation. When
looking to describe and to discuss, telephone or face-to-face are better choices as they allow the
use of senses within conversation Individual.e. tone (hearing), body language (visual), as well as
ensuring the understanding of both parties due to quick feedback (Rodriguez, Peterson and
Krishnan,2012).
1.5 Explain the importance of using correct grammar, sentence structure, punctuation, spelling
and conventions in business communications
Business communications are important to the impressions made between internal and
external stakeholders as well as the messages expressed. A key example of this in my role would
be email communications Individual use to first introduce appropriate candidates to roles. 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 (Guffey and Loewy,
2012).
1.6 Explain the factors to be taken into account in planning and structuring different
communication media
When planning and structuring different communication media it is important to consider
how the message Individual are offering will be taken in. A key consideration is the ability of the
receiver to take on your message Individual.e. your message should be clear for a reader who
may find reading English difficult who might have English as a second language or suffer from a
reading disability (Becker, Kugeler and Rosemann, 2013). Consequently, it is important to make
sure that any message is as succinct as possible only relevant and necessary information included
within emails or conversations. Other considerations include the formality of language choices
involved in portraying ideas, Individual.e. conversations with clients, and the desired outcome of
communication.
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1.7Explain ways of overcoming barriers to communication
 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.
 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 (Beynon-Davies, 2013).
1.8Explain 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 things as body
language. In my work, Individual 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, Individual.e.
hunching, crossing arms, etc., whereas, open body language is a good indication of agreement,
honesty, and friendliness, Individual.e. expressive hand gestures, a lack of physical barriers, and
relaxed body positioning.
1.9 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
Individual and your business therefore, creating a professional message is important to ensure
positive (feedbackRice and Atkin, 2012). During my role, Individual commit many emails to
candidates and clients. At first these were reviewed by my mentor to ensure Individual
understood the quality expected in the emails and attached documents.
TASK 2
2.1 Identify the purpose and audience of the information to be communicated.
When communicating in a work environment, the nature is to communicate factually, in
concisely and in an easily digestible style. If Individual are communicated non-verbally, e.g. a
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letter, the information needs to be relevant, accurate and be presented professionally (Beebe and
Mottet, 2013). Knowing what is trying to be achieved from a conversation is essential for a
successful conversation. Individual have to make sure in a business environment that the
information that Individual a portraying or that is being portrayed to Individual is accurate. If
not, important decisions could be made erroneously and maybe unnecessary costs could occur.
2.2 Select communication media that are appropriate to the audience and information to be
communicated.
Communication media refers to the means of delivering and receiving data or information. In
telecommunication, these means are transmission and storage tools or channels for data storage
and transmission (Hillary, 2017). There are basically tow communication such as verbal and
written. Verbal media of communication involves telephone, meetings, one to one discussion,
informal formal water cooler, conversations, Briefings, Formal, presentations, Video,
conferencing etc. Whereas written communication involves.
2.3 Present information in the format, layout and style which is appropriate to the information to
be communicated.
Letters and memos
Letters and memos are the most traditional written business communication. Letters are
commonly used to present official business information to other businesses, to individuals or to
outside business stakeholders.
Meetings
Meetings offer organizations a way to convey information using a personal format. Meetings
may include managers, employees or customers (Vernuccio, 2014)
2.4 Follow agreed business practices when communicating in writing.
 Particularly when writing something critical, always try to address the organisation or
group generally rather than making it personal (Murthy, 2014).
 Start with positive points before negative ones, so that the receiver isn't put on the
defensive right away.
 While writing, avoid using bold or all-capital letters. This comes across as hostile in
written communication (Stüber, 2017).
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2.5 Adapt style and content of communication , appropriate to specific audiences.
Schedule face-to-face meetings for new or complicated topics. Go with in-person
meetings even if Individual feel like Individual 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 (Viterbi and Omura, 2013). Avoid airing
personal complaints or confidential information about work via social media. Communication
that does not take place face-to-face can be difficult to interpret, because Individual do not have
context clues like tone and facial expressions (Haimes, 2012).
2.6 Present written communication that are clear, expressed in correct grammar and reflect what
is intended.
The procedures Individual need to follow for saving filling written communications in
my organisation are when Individual file records, Individual organise files or records with
similar information together. Important documents that need accessing by other departments or
member of staff are saved in the shared drive (Leathers and Eaves, 2015). Any confidential
information are kept in personal folders or encrypted with a password. Records may be kept as
paper files, or electronically in shared drives, databases, or document management systems.
2.7 Meet agreed deadlines in communicating with others
Before even agreeing to any type of project deadline, be sure Individual are clear on the
client’s expectations. Ask directed questions to get to the specifics, and don’t move on until
Individual are confident that Individual know what Individual are getting into. Once the specks
of the work are clear, put everything in writing. Now that Individual have the set deadline,
deliverables and responsibilities outlined, Individual need to start attaching the time dynamic to
your plan (Torrieri, 2015). If Individual are working on a large project with a lot of moving parts,
it can be overwhelming to look at the big picture, and Individual may find Individual have a
difficult time getting started (Burgoon, J.K., Guerrero and Floyd, 2016). Create regular
checkpoints for the project, so your clients know when to expect a status update and never lose
sight of the progress Individual are making.
TASK 3
3.1Identify the nature, purpose, audience and use of the information to be communicate
When communicating in a work environment, the nature is to communicate factually, in
concisely and in an easily digestible style. If Individual are communicated non-verbally, e.g. a
5

letter, the information needs to be relevant, accurate and be presented professionally (Levin and
Nolan, 2014). Knowing what is trying to be achieved from a conversation is essential for a
successful conversation. Individual have to make sure in a business environment that the
information that Individual a portraying or that is being portrayed to Individual is accurate. If
not, important decisions could be made erroneously and maybe unnecessary costs could occur.
3.2 Use language that is correct and appropriate for audience needs.
Communication has not taken place until the person(s) being communicated with has
understood the message as the sender intended." In other words, an appropriate choice of
language for your audience is required (Bennett, 2013). The communication should be at a
pitched at a level that will be understood by your audience e.g. if Individual were talking to a
customer Individual wouldn't be using the usual jargon or abbreviations that would to your
colleagues in the office
3.3 Use of appropriate body language and tone of voice to reinforce messages.
When Individual are trying to reinforce messages, your body language and tone of voice
will help this. Your tone of voice needs to be moderate to low and the speed of what Individual
are talking needs to be slow enough in order for it to be clear and easy to understand. When
communicating verbally, your body language will be assessed. Keep your posture high with your
shoulders back, give direct, solid eye contact and smile (Hovland and Lumsdaine, 2017). Also
use purposeful and deliberate hand gestures and these will make Individual appear confident and
interesting3.4 Identify meaning and implications of information that is communicated verbally.
3.4 Identify the meaning and implications of information that is communicated verbally
Communication is the act of transferring information from one person to another. If
Individual do this verbally, it will usually be as a face to face conversation or over the phone.
When speaking to a customer over the phone Individual use question techniques as way of
confirming that the information has passed through successfully (Kurtz, Draper and Silverman,
2017). For example Individual might ask during a phone conversation, “What do Individual
think about this?” This ensures me that the recipient understands what Individual am saying and
allows any questions to be put forward.
3.5 Confirm that a recipient has understood correctly what has been communicated.
It is important that we confirm that what we have been communicating has been
understood. A way of judging this when having a face to face conversation would be by
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observing the person's body language as Individual speak and by questioning throughout (Lee
and Messerschmitt, 2012). With all forms of communication, at the end almost like a conclusion,
Individual could sum up overall what has just been discussed as a clarification of understanding.
3.6 Respond in a way that is appropriate to the situation and in accordance with organisational
policies and standards
Sometimes when questioning and answering over the phone, information can be
misinterpreted due to the speaker’s nerves. Individual should always appear confident when
Individual speak by speaking clearly and speaking with a smile (Broadbent, 2013). Smiling can
change the tone of your voice to make Individual sound friendly and welcoming whereas if
Individual are frowning Individual may seem like Individual are fed up and that Individual don’t
really want to be having that particular conversation. As a result, that could lead to your
company losing their customer morale.
CONCLUSION
In this report, it is concluded that communication internally can be less formal due to
familiarity between members of a team if between colleagues. Schramm's Model (1954) 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. Particularly when writing something critical, always try to address
the organisation or group generally rather than making it personal.
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REFERENCES
Books and journals
Craig, T. and Campbell, D., 2012. Organisations and the business environment. Routledge.
Botha, A., Kourie, D. and Snyman, R., 2014. Coping with continuous change in the business
environment: Knowledge management and knowledge management technology. Elsevier.
Hillary, R. ed., 2017. Small and medium-sized enterprises and the environment: business
imperatives. Routledge.
Rodriguez, M., Peterson, R.M. and Krishnan, V., 2012. Social media’s influence on business-to-
business sales performance. Journal of Personal Selling & Sales Management, 32(3), pp.365-
378.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Becker, J., Kugeler, M. and Rosemann, M. eds., 2013. Process management: a guide for the
design of business processes. Springer Science & Business Media.
Beynon-Davies, P., 2013. Business information systems. Palgrave Macmillan.
Hillary, R. ed., 2017. Small and medium-sized enterprises and the environment: business
imperatives. Routledge.
Vernuccio, M., 2014. Communicating corporate brands through social media: An exploratory
study. International Journal of Business Communication, 51(3), pp.211-233.
Murthy, H.A., 2014. Principles of Communication.
Stüber, G.L., 2017. Principles of mobile communication (Vol. 3). Springer.
Viterbi, A.J. and Omura, J.K., 2013. Principles of digital communication and coding. Courier
Corporation.
Leathers, D.G. and Eaves, M., 2015. Successful nonverbal communication: Principles and
applications. Routledge.
Torrieri, D., 2015. Principles of spread-spectrum communication systems. Springer.
Levin, J. and Nolan, J.F., 2014. Principles of classroom management: A professional decision-
making model. Pearson. One Lake Street, Upper Saddle River, New Jersey 07458.
Bennett, M., 2013. Basic concepts of intercultural communication: Paradigms, principles, and
practices. Hachette UK.
Hovland, C.Individual. and Lumsdaine, A.A., 2017. Experiments on mass communication.
Princeton University Press.
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Kurtz, S., Draper, J. and Silverman, J., 2017. Teaching and learning communication skills in
medicine. CRC press.
Broadbent, D.E., 2013. Perception and communication. Elsevier.
Lee, E.A. and Messerschmitt, D.G., 2012. Digital communication. Springer Science & Business
Media.
Burgoon, J.K., Guerrero, L.K. and Floyd, K., 2016. Nonverbal communication. Routledge.
Haimes, Y.Y., 2012. Systems‐based guiding principles for risk modeling, planning, assessment,
management, and communication. Risk analysis, 32(9), pp.1451-1467.
Beebe, S.A. and Mottet, T.P., 2013. Business and professional communication: Principles and
skills for leadership. Pearson.
Rice, R.E. and Atkin, C.K. eds., 2012. Public communication campaigns. Sage.
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