Communicate in a Business Environment: Models, Barriers, and Media

This report delves into the multifaceted realm of business communication within the context of M&S. It commences by dissecting the communication needs of both internal and external stakeholders, emphasizing the varying approaches required for each group. The report then analyzes communication models, particularly the Shannon model, and evaluates the effectiveness of different communication systems such as chain, circle, email, telephone, and face-to-face interactions. It also explores the factors influencing the selection of communication media, the importance of correct grammar and other aspects in M&S communications, and factors to be taken into account while structuring different media. Furthermore, the report discusses methods for overcoming communication barriers, the use of communication theories and body language, and the significance of proofreading. Finally, it investigates the purpose and audience of information to be communicated, highlighting the implications of verbal interactions within a business setting.

Communicate in a Business
Environment

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
AC1.1 Communication needs of internal and external stakeholders..........................................1
AC 1.2 Analysing communication models supporting administration.......................................1
AC1.3 evaluating the effectiveness of communication systems.................................................2
AC1.4 Factors affecting the choice of communication media...................................................4
AC1.5 Importance of using correct grammar and other aspects in M&S communications......4
AC1.6 Factors to be taken in account while structuring different media....................................5
AC1.7 Methods of overcoming communication barriers............................................................5
AC1.8 Use of communication theories and body language........................................................6
AC1.9 Proof reading ways of information..................................................................................6
AC2.1 Investigating the purpose and audience of information to be communicated.................7
AC3.1 Identifying the purpose, nature and audience of information to be communicated.......7
AC3.4 Identifying the implications of information interacted verbally......................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Business environment is considered as an environment that involves the
combination of all internal and external factors that throws an impact on operations and functions
of a company (Savrul, Incekara and Sener, 2014). There are various aspects involved that can be
considered within this and these involves employees, customers, management etc. The report is
about discussing communication needs of stakeholders. In addition, it involves different
communication models and its effectiveness in M&S. Along with this, it also includes different
aspects associated with communications such as techniques, barriers, ways of overcoming the
issues etc. It also involves the effectiveness of the communicated information with its
implications as well.
AC1.1 Communication needs of internal and external stakeholders
There are different needs of communication for internal as well as external stakeholders
and these are discussed as below :
Internal stakeholders
Within the internal stakeholders of M&S, the whole communication can be less formal.
Also, this type of communication is considered quite informative as well. But, a fact that is to be
ensured here is that it helps in maintaining the level of trust and honesty because all the functions
and operations are being done internally.
External stakeholders
The functioning and operations of the same somewhere differs from that of the internal
stakeholders. It is because unlike internal stakeholders, in this case, the suppliers and customers
have a limited set of information. So, the management of M&S cannot trust them completely. So,
with the suppliers, customers etc., it is obvious that the communicating ways and needs must be
different enough.
AC 1.2 Analysing communication models supporting administration
Communication model offers the easiest approach for the management’s administration in M&S.
It establishes stepwise process of interaction and information flow which reduces the risk of mis-
communication. However, Shannon model of communication is proposed by Shannon and
Weaver. The approach offers stepwise procedure for flow of information which comprises steps
which are described below:
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Information source: It is considered as the source which releases a set of data which needs to be
conveyed for administration purpose. Apparently, it is sender stage in which the originator of
message frames specific code of information for further transmission.
Transmitter: It an encoder stage where the message is turned to signals for further conversion.
For instance, telephonic voices is turned into wave signals and communicated via cables.
Channel: In communication model, this stage is related to interaction and conversation where
two individuals connect. This phase of Shannon Model comprise signals message and noises (Cai
and Yang, 2014).
Decoder: It is a reception of message, where the signals are converted into subject matter. It is
also known as reverse process of encoding, which defines effective interaction between two
sources.
Receiver: It is the last stage of Shannon model which is termed as destination of message. Thus,
this stage defines effectiveness of entire communication process by analysing reliability of
communicated information (Pearson, 2017).
Thus, it can be said that the model comprises external noises and disturbances at the time of
communication but is the best method which offers direct interaction of two and more people.
AC1.3 evaluating the effectiveness of communication systems
There are various types of communication systems such as wheel, star etc.
Communication system is considered as a system through which the information will be passed
between different members of an organisation. There are various types of communication
systems being used in M&S such as telephones, e-mail etc. and every single process has its own
effectiveness. M&S can also ensure to develop chain communication system so that all the
functioning and operations can be done in an effective way.
Chain pattern
In chain pattern of communication, a well defined and structured chain is being made and
the processing is done on that basis only.
Circle pattern
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In case of circle way of communication system, M&S can interact with the recievers who
are next to them and in this way, the hierarchy can go on. This cannot be considered effciient
enough because there are various foreign clients as well. So, for that the chain pattern can act
suitable.
There are some other ways of communication as well . Considering the effectiveness of some of
these as below:
E-mail
While considering this way of communication within a business environment in M&S,
this can be termed as one of the basic ways that is being used for interacting with people but
when is the same is being compared to the other ways such as telephone etc., there is a sort of
lack of verbal interaction while communicating via e-mail (Belás, Bartos and Novák, 2014).
Therefore, this can also be referred as a limitation to this medium. The strength of e-mail is that a
sort of privacy can be maintained within this. A disadvantage of it is that there is no verbal
interaction.
Telephones
One of the well-known forms of communicating with others in M&S is by the means of a
telephonic conversion. This is effective because the person can express all their ideas and views
on telephone. In addition, there is a sort of simplicity in this form of communication and also,
the person can be able to express their views to the other person in an effective way. Strength of
using telephone is that the person can verbally discuss their ideas and disadvantage of the same is
that there is no face-to-face interaction, so there might be some sort of lack in the sharing of
messages.
Face to face
As for meeting various clients and partners, M&S may have to schedule interviews and
meet them face to face. Therefore, a face-to-face interview is termed as one of the effective ways
of interacting with others. It is because as the person can interact verbally with other person. So,
this way of communication with different business partners etc. can be considered as one of the
most efficient in a business environment. An advantage of it is that the person can express their
ideas in an effective way and a disadvantage of the same is that in case of major decisions of
M&S, face-to-face communication cannot be termed as legal enough for further considerations.
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AC1.4 Factors affecting the choice of communication media
There are various factors that throw an impact on the communication media of M&S and
some of the aspects are discussed as under:
Audience and amount of information
It depends on the fact that the information is to be shared among how much number of
population. It is important to analyse because on that basis only, the communication media can
be selected. As if there are large numbers of populations, then e-mail can be considered as the
effective one. If there is a small amount of population, then face-to-face or telephonic
conversations can be considered appropriate. In case of more data also, e-mails can act suitable.
Purpose
The purpose of interaction is also considered effective. It is because if the purpose of
sharing information is confidential enough, then M&S can use telephonic way of interacting with
employees and staff. Therefore, the purpose also matters a lot (Ngai, Tao and Moon, 2015).
Cost
If there is a medium amount of population, then M&S can also ensure to discuss with
them in a face-to-face meeting. It will somewhere help in reducing the telephonic costs.
Therefore, they can consider the cost measures according to the current need of the operations
and functions of M&S.
Subject matter and security of information
If the information or data is personal then M&S can ensure sending the same via e-mail
because it can help in preserving the security concerns of information.
AC1.5 Importance of using correct grammar and other aspects in M&S communications
There is a huge importance of using correct grammar, sentence structure, spelling and
other important conventions in e mails, reports, presentations etc. in M&S because as if the
management of M&S interacts with some client etc. through e mails or letters, it is very
important to ensure that the content of the e mail and letter should be relevant and suitable
enough that it can be able enough to grab the attention of the reader. Also, it is obvious that as
this will be a professional sort of interaction, the reader or client will focus on the way that it is
completely professional or not because it helps them in analysing the fact that how much the
company is focused and serious about its operations and functions. An e mail with an appropriate
rate of grammar and accurate spelling means that there is an appropriate rate of accuracy in the
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content. So, M&S can ensure covering all these essential conventions in order to throw a positive
impact on the client's side.
AC1.6 Factors to be taken in account while structuring different media
While planning and structuring various communication media's, there are some aspects
that needs to be ensured. Audience plays an important role because if the audience will be higher
enough, then M&S can ensure involving the way of e mails because in case of face to face, it can
act quite hectic to interact with all of them. Also, in case of telephonic way, it will be quite
difficult to make calls by the management of M&S and put all of them on conference. So, as per
the capacity of the audience, they can decide the media to be involved (Georgescu and Popescul,
2015). Also, communication objective plays an important role because if the objective is to
create awareness etc. of any new factor etc. to the employees that has been implemented by
M&S, so for that means face to face conversations can act as the most efficient one. It is because
when the information will be shared to all through face to face, there are probably fewer chances
of any discrepancy etc. The content of the message to be shared is also important to be
considered because if the content or the information is very personal, so M&S can use e mails to
convey the same so that the security concerns can stay s maintained. Channel timing and
preparation also plays an important role because M&S can also ensure that what can act feasible
for them, as in what communication media, they have to consume a less amount of time etc. So,
all these factors can be considered while structuring various media sources.
AC1.7 Methods of overcoming communication barriers
There are various ways that can be involved in order to overcome the barriers to
communication and some of them are discussed as under :
Focusing on the receiver
It is very important that one keeps an efficient amount of focus on the person speaking. It
is because along with speaking, listening is equally important. Nobody wants to have a
conversation with anyone who does not listen (Villagra, Cárdaba and Ruiz San Román, 2016).
Therefore, the management along with the employees of M&S can ensure that they keep
complete focus on what is being said by the front person. Also, taking the receiver seriously
enough is important as well. This helps in making an effective communication.
Crystal clear message
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M&S should also ensure that the message they are delivering to other people is clear
enough. It means there are no as such confusions etc. that can create mis understandings between
the two. Therefore, the information to be shared should be clear and precise enough to have an
appropriate set of interaction.
Multiple communication channels
One of the effective ways of dealing with a huge number of clients etc. is the
implementation of the communication channels. As M&S is a wide and leading network, so it is
obvious that there will be a huge number of clients as well. Therefore, involvement of a wide
number of channels can help them in dividing the operations and functions, thus it can lead to a
better rate of communication etc.
Other aspects
M&S can also ensure to involve all the C's of communication so that the way they
interact with the employees, management, clients etc. should be in a way that it is clear enough
and the content should be relevant as well (Botha, Kourie and Snyman, 2014). Also, different
factors should have a sort of connectivity, which means that there are no as such differences in
the factors.
AC1.8 Use of communication theories and body language
Theories of communication and body language has enormous number of uses as
according to Mehrabian theory of silent messages, it considers the fact that the important aspects
are the tone, meaning of what has been said and expressions of face. So, on the basis of this, it
can be analysed that what the person actually wants to say. As per Birdwhistell's theory of
kinesis, it focuses on making the analysis of the body language. Along with these communication
theories, the body language of an individual also helps in understanding what the person wants to
say (Sodeyfi, 2016). As facial expression, gestures or eye contact etc. are considered within body
language only. A well known example of this can be considered as the fact that if the person is
shaking their legs or hands, that means there is something negative about it. Therefore, it is very
important that while managing various business operations, M&S can consider all these factors.
AC1.9 Proof reading ways of information
For involving in different business communications in M&S, they can proof read the
content of the documents, e mails and all the graphical representations they have included in
their documents such as charts etc. This will help them to ensure a sort of accuracy of the
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content. There are various techniques of proof reading that can be involved by M&S and some
very common ways include SPAG, in which they can check spelling, grammar and punctuation.
Also, M&S can create checklists for proof reading so that they can mark on that after checking
the whole document. Proof reading is important as well because it helps in maintaining the
accuracy of the document in a way that it can be able to throw a positive impact on the client.
Also, this will help in reflecting the professionalism of M&S, which is one of the positive factors
that can help M&S and its operations to achieve a higher rate of popularity as well as
productivity. M&S is one of the leading retailers, so it is obvious that they must be dealing with
a variety of operations and functions, so they must have to interact with their clients as well via e
mail, telephone etc. So, it is important for them to proof read the content of e mails, documents,
letters etc. so that their professionalism can stay maintained in the market place.
AC2.1 Investigating the purpose and audience of information to be communicated
As in case if M&S has signed a deal with some of their client, it is important that if they
are interacting in writing, means in the form of e mail or letters, they can stay ensure of the some
factors that actually need to be considered. Such as the audience, purpose etc. it is because if they
are interacting about something very important, then, they can ensure interacting with e mail
because in case of letters, there is a chance that some third party may access to the same. So, for
avoiding any sort of discrepancy etc., M&S can ensure making use of e mails etc. so that there
are no chances of risk left. If the purpose along with the audience will be clear enough in the
beginning, then there is a possibility that fewer chances of any discrepancies will occur. Also,
audience plays a very important role. It is on the basis of that also, the medium can be changed.
If there is a huge amount of people associated with client, in that case, M&S can send the
information on e mails but if there is a small amount of audience, then they can share over letters
as well.
AC3.1 Identifying the purpose, nature and audience of information to be communicated
If M&S has to arrange some business meeting with some client in some other area or
country where they are expanding their operations, it is important that they first ensure that with
how much audience, they are interacting. Also, they should ensure about the nature of the
information which is to be processed. It is because if the information that is to be shared is
personal and involves some discussion that should be kept with the company itself only, in that
case, M&S can interact on telephone. It is because with a huge amount of audience, face to face
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interaction is quite tough. Therefore, they can make use of telephonic conversations so that the
whole information can be shared among conference only. For having a verbal communication,
only telephonic or face to face interaction is effective. Therefore, for a huge amount of audience,
face to face communication will be complex. Therefore, telephonic means can be considered
effective in this case.
AC3.4 Identifying the implications of information interacted verbally
While interacting verbally, one should ensure the fact that along with the words they are
speaking, other variosu factors are considered as well such as the body language, facial
expression etc. If a person is speaking while shaking their hands or legs, this means there is
something not true about it (Fleisher and Bensoussan, 2015). Therefore, it is important that while
interacting verbally with someone, there should be an appropriate rate of confidence because it
somewhere makes the whole conversation better. Also, the information should be conveyed in a
respectful manner so that it cannot hurt the sentiments of any other person. Therefore, these
factors are considered important while interacting with others verbally.
CONCLUSION
It can be concluded from the report that maintaining an efficient set of communication
skills is important while dealing with different operations and functions of a business
environment of M&S. The factors that throws an impact on the functioning of these factors have
also been discussed in the report. There are enormous barriers as well in communication, so
ways of overcoming them have also been discussed in the report. It also involves different types
of theories and models that can be used for making effective and appropriate communications in
M&S.
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REFERENCES
Books and Journals
Belás, J., Bartos, P. and Novák, P., 2014. Significant attributes of the business environment in
small and meduim-sized enterprises. Economics & Sociology. 7(3). p.22.
Botha, A., Kourie, D. and Snyman, R., 2014. Coping with continuous change in the business
environment: Knowledge management and knowledge management technology. Elsevier.
Cai, S. and Yang, Z., 2014. On the relationship between business environment and competitive
priorities: The role of performance frontiers. International Journal of Production
Economics. 151. pp.131-145.
Fleisher, C. S. and Bensoussan, B. E., 2015. Business and competitive analysis: effective
application of new and classic methods. FT Press.
Georgescu, M. and Popescul, D., 2015. Social Media–the new paradigm of collaboration and
communication for business environment. Procedia Economics and Finance. 20. pp.277-
282.
Ngai, E. W., Tao, S. S. and Moon, K. K., 2015. Social media research: Theories, constructs, and
conceptual frameworks. International Journal of Information Management. 35(1). pp.33-
44.
Pearson, R., 2017. Business ethics as communication ethics: Public relations practice and the
idea of dialogue. In Public relations theory (pp. 111-131). Routledge.
Savrul, M., Incekara, A. and Sener, S., 2014. The potential of e-commerce for SMEs in a
globalizing business environment. Procedia-Social and Behavioral Sciences. 150. pp.35-
45.
Sodeyfi, S., 2016. Review of literature on the nexus of financial leverage, product quality, &
business conditions. International Journal of Economic Perspectives. 10(2). pp.146-150.
Villagra, N., Cárdaba, M. A. and Ruiz San Román, J. A., 2016. Communicating Corporate
Social Responsibility: re-assessment of classical theories about fit between CSR actions
and corporate activities. Communication & Society. 29(2). pp.133-146.
Online
Communicating effectively for business. 2018.[Online]. Available through:
<https://www.business.qld.gov.au/running-business/marketing-sales/managing-
relationships/communicating-effectively>.
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