Communication Skills for Business: Report on Key Aspects

This report provides a comprehensive overview of business communication, encompassing various aspects essential for effective information exchange within organizations. It begins by exploring different communication models, including linear, transactional, and interactional models, and then delves into formal and informal communication systems, highlighting their respective benefits and drawbacks. The report further examines diverse communication methods such as verbal, non-verbal, visual, and written, providing insights into their applications. It then outlines the benefits of both formal and informal communication, followed by the principles of effective communication, such as clarity, appropriate language, and consistency. Additionally, the report identifies and analyzes barriers in different communication methods, including verbal, non-verbal, visual, and written communication. The conclusion emphasizes the importance of communication in both personal and professional contexts, summarizing the key elements of effective communication.

Communication Skills for
Business

Table of Content
 Introduction
 Communication models
 Communication systems
 Different methods of communication
 Benefit of formal communication
 Benefit of informal communication
 Principles of effective communication
 Barriers in different methods of effective communication
 Conclusion
 References

Introduction
The process of sharing information, related to work, within or outside of the organisation is
known as business communication. This project will discuss about communication models,
system and technology.

Communication models
 Linear model – It is one-way communication which is popularly used in mass
communication.
 Transactional model – This model is basically used for interpersonal communication. It
involves interchanging roles followed by feedback.
 Interactional model – It is newest for of communication where technology is used for
communicating to individual or group of people.

Communication systems
 Formal system - It is known as the official system where stakeholders communicate
by using name of company or their position in the organisation. Information communicated
through formal system can be used for legal purpose.
 Informal system – In this system, message is delivered through unofficial channels and
there is no guarantee of authenticity of information. Rumours in offices are spread through
this system and most of the companies do not consider it productive.

Different methods of communication
 Verbal – In this method, employees
communicate by speaking language which
can be, sometime, sign language also.
 Non-verbal – Gestures, face expression and
body language are used for having non-
verbal communication.

Cont.…
 Visual – When photographs, videos, charts
and art is used for communicating message
then it means organisation is using visual
method of communication.
 Written – It is generally considered as a
formal method of communication where
message is typed, or symbols are used for
delivering message.

Benefit of formal communication
It is official communication where chances of misunderstanding are very less. It is very
effective as responsibility of sender and receiver is fixed in formal communication. It
consumes less time compared to others and it avoid unnecessary arguments. Message
communicated through this mode helps managers in holding the control which they have on
subordinates. Organisation can also use it in sensitive time when face-to-face conversation can
result in embarrassment to the company.

Benefit of informal communication
It works as an alternative system which helps stakeholder is getting more explanations about
information received through formal channel. Employees does not feel any pressure while
using this mode and it enhances their efficiency in an indirect way. It helps in improving
relationship between company and its stakeholders. It sometime provides solutions to those
problems which cannot be provided through other type of communication. Informal
communication quick and it is the best option when message is needed to be transferred on
urgent basis.

Principles of effective communication
 Clarity in ideas – Sender of message should be clear about the idea that he/she is
communicating to other.
 Appropriate language – Message should be communicated in simple language i.e. without
using technical terms if receiver do not understand them.
 Seek attention – Communication of message is useless if receiver do not understand it.
Sender should send information in such a way that receiver take interest is reading or
listening.

Cont.…
 Consistency principle – Messages should be communicated in organization consistently
and as per the policies of company.
 Principle of adequacy - Information in message should not be less or more than required. It
must be sufficient so receiver can understand whole message.
 Proper time – Message should be received by receiver when it is required. It should not be
late or early.
 Informality principle – Formal channels are essentials, but informal communication is also
important as some problems cannot be solved without taking assistance of informal
channels.

Barriers in different methods of effective
communication
 Verbal communication barriers – Sometime employees or any other stakeholder does not
understand language or technical terms that are used in delivered message.
 Non-verbal – Chances of wrong interpretation from received message is high in this type
of communication as sender does not speak or write anything in the message.
 Visual – The chances of getting different interpretations from presented visuals is high.
 Written – There are two types of problems in written communication, first is related to
handwriting in information is handwritten and second is level of language that is present in
information.