Effective Business Communication Strategies for BRIS Beauty Pro

This report examines the critical role of effective communication within the Australian multinational company BRIS Beauty Pro, highlighting current communication challenges. The study explores the importance of email messages, emphasizing their role in rapid and efficient information exchange, attachment capabilities, and message prioritization. It also underscores the significance of active listening in fostering understanding, respect, and information retention, while recommending training programs and dialogue-based communication. Furthermore, the report addresses the value of informal communication networks in promoting social relationships and facilitating rapid information flow. Recommendations include decentralization and managerial engagement to foster open communication. The report concludes by emphasizing the need for behavioral change through a multi-stage approach involving pre-contemplation, contemplation, preparation, action, and maintenance to ensure long-term business success and improved employee relations.

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

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Table of Contents
Introduction......................................................................................................................................2
Discussion........................................................................................................................................2
Objective of the Study.................................................................................................................2
Email Messages...........................................................................................................................3
Active Listening...........................................................................................................................4
Informal Communication Network..............................................................................................5
Bringing the Change:...................................................................................................................6
Conclusion.......................................................................................................................................7
References........................................................................................................................................8

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Introduction
Effective communication is essential for nay organisation irrespective of its nature. It
helps is proper transfer of thoughts and ideas and better understanding (Shockley-Zalabak,
2014). An effective communication refers to the transfer of messages between two or more
persons where the message is successfully delivered, interpreted and understood.
Communication is said to be effective when similar meaning is assigned to the messages, by the
parties involved in the process (Austin & Pinkleton, 2015). However, communication is effective
in the business context only when the information is shared properly among the employees of the
company and when it helps in the commercial success of the organisation.
Improper communication of the messages to the staffs, improper listening skills and strict
communication structure within the organisation creates chaos and confusion. The managers
must keep in mind the importance of informal communication as well and must take the required
actions (Gluyas, 2015). The report deals with such communication problems in BRISBeautyPro
and its management. The importance of emails, active listening and informal communication has
been explained and the recommendations to apply those in the organisation have been provided
in the following paragraphs. The steps of bringing about the change are also discussed.
Discussion
Objective of the Study
The Australian multinational company BRIS Beauty Pro, which is based in Brisbane, is
facing problems with communications. The staffs and the managers are not aware properly about
the effective communication system. The email messages are not used properly and the managers

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are also not using informal communication system. The objective of the study is therefore to
understand the significance of the problem and to find a relevant solution to the problem.
Email Messages
In business context email messages generally refer to the brief and formal text messages
that are sent through the internet. It is a digital message that can be sent along with several
attachments like pictures, audios and videos (Shen, Brdiczka & Liu, 2013). The importance of
using an email message in any organisation are as follows:
i. People can communicate from any place, at any point of time within seconds and
minutes. The messages get transferred at a very fast pace irrespective of the locations
of the senders and the receivers.
ii. Emails are quicker than phone calls in certain cases, as it avoids long conversations
and the messages can be sent in a more specific manner.
iii. It is very easy to attach any files in the email messages. A lot of file scan be attached
ad sent at a very fast pace. The attachments can be downloaded and accessed from
any location (Jolley et al., 2013).
iv. It is easy to prioritize an email message. The messages come with a subject line
through which the content of the email can be easily determined. Hence, it becomes
easier for the receiver to prioritize the emails.
v. It reduces the environmental cost of contact (Deluca et al., 2013).
The above advantages clearly set out the importance of the e-mail messages in business
communication. The company is using its email messages in an improper manner. It is important
to solve the problem as this will help in solving grievances and misunderstanding among the

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employees and improve the efficiency of the communication process. The following
recommendations can be given:
i. The manager must organise a meeting with the staffs and discuss about the process of
emails and its importance.
ii. He must make the staffs understand that all the issues might not be told in front of all
the staffs. Hence, email messages can be helpful under certain cases. The grievances
and any other problem can be written in details and conveyed to the administrative
team in a very less time.
iii. The importance of privacy in certain cases must also be discussed. This will let the
staffs use email more competently.
Active Listening
People tend to judge even before the other person ends the conversation. This leads to
confusion and the message gets distorted (Weger et al., 2014). As the name suggests active
listening means to concentrate on what is being said rather than merely hearing the speaker. The
speaker is allowed to complete the speech and proper expressions and gestures are used by the
listener to make the speakers feel more confident. The importance of active listening in business
communication is as follows:
i. It values the speaker and the speaker feels respected. A good relationship develops
between the listener and speaker.
ii. It helps the listener to stay focused and retain the information for a long time.
iii. New material and facts can be learnt as active listening means giving attention in
every minute details said by the speaker (Raniere, 2015).

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iv. Helps in increasing the level of understanding of the listeners.
v. Helps in understanding the point of views that are different from each other.
From the above point it can be clearly said that active listening helps in increasing
motivation within the organisation as well as it helps in resolving conflicts. Active listening will
help the staffs think out of the box while providing solutions, stay competitive, become more
receptive to the customer queries and maintain dynamic staff working environment (Bodie et al.,
2015). In the given report it has been seen that BRIS Beauty Pro staffs does not understand the
importance of active listening. The following recommendations can be therefore made:
i. Proper training and development can be provided to the staffs on listening. The
importance and benefits of listening properly should be taught to the staffs.
ii. The managers can involve the employees in dialogue conversations rather than one
way communication.
iii. Asking questions in regular intervals of a speech will engage the employees in
listening actively.
Informal Communication Network
Any communication method that does not follow any structural and formal methods is
called as informal communication network. It can be spoken, written and can be also conveyed
with the help of body language and gestures (Jeong, Choi & Kim, 2013). It is also called as a
grapevine. Any person at any level can easily share messages and thoughts in an informal
communication. The importance of informal communication is as follows:
i. It promotes social relationship among the employees.
ii. In case of emergencies the flow of information is very fast.

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iii. Employees can express their feelings without fear.
iv. The relationship between the managers and the employees improve by creating a
congenial environment (Sosa, Gargiulo & Rowles, 2015).
v. It brings out that dimension of the management that remains hidden that is the exact
feelings, needs and preferences of the staffs can be properly conveyed and the hidden
facts will come out.
The above points suggest that informal communication helps in better management and the staffs
can express freely. The following recommendations can be made for the company:
i. The decentralization process will create an informal environment.
ii. Regular visits of the manager and acting like a friend and trying to understand the
problem will evoke an informal relationship.
iii. If there are any rumors spread by the staffs and the team leaders, then that should be
contradicted by the management.
Bringing the Change:
Bringing about the behavioral change is a very challenging task of the management.
Without an effective communication system the overall efficiency of the company is affected
and in the long run the business might face several problems that can even lead to its dissolution.
Emails, active listening and informal communication are not only required for effective internal
communication but for external communication as well. Any big business dealings are recorded
via transfer of emails and active listening is very essential before taking any business decisions.
The staffs of this organization therefore needs behavioral change and adopt effective

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communication. The solution to the ongoing problem must be solved within the organization at
the lower levels as well as the managerial levels.
The employees must be encouraged to rethink about their behavior and the risks of the
current behavior must be explained to them. This is termed as pre-contemplation. The second
step is contemplation, where the pros and cons of the changed behavior are explained and the
barriers to the changes are identified. The third stage is preparation where the goals are properly
conveyed to the employees and motivating statements are provided. Then action is taken.
Successes are rewarded and social supports are sought. Once the change takes place, it should be
maintained by proper reward and appreciation (Unsworth, Dmitrieva & Adriasola, 2013).
Conclusion
It can be inferred from the above discussion that effective communication is very
important for all the business organisations in order to achieve a long term success. The manager
must tell the employees about the importance of email and active listening. Managers themselves
must understand the importance of informal communication and decentralise the overall process.
All these will encourage better understanding and maximum participation, thereafter increasing
business efficiency. The behavioural change must be brought about by implementing several
strategies at each steps and maintain them throughout the life of the business.

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