Business Communication Report: Stakeholders, Barriers, and Media

This report provides a comprehensive overview of business communication, encompassing various aspects critical for organizational success. It begins by emphasizing the need for communication among internal and external stakeholders, highlighting the importance of information flow within a business environment. The report then delves into different communication models, such as the Shannon-Weaver and Berlo models, illustrating how these models support effective administration. It further explores the effectiveness of communication systems, differentiating between top-to-bottom and bottom-to-top approaches, and analyzing their strengths and weaknesses. The report also examines factors that influence the choice of communication media, contrasting written and oral communication methods and their respective features. Additionally, it underscores the importance of sentence structure, grammar, conventions, spelling, and punctuation in business communication, emphasizing their role in conveying clear and professional messages. The report also identifies factors to consider when structuring and planning different communication media, ensuring messages are tailored to the audience and objective. Furthermore, it addresses communication barriers, offering strategies to overcome them, and evaluates the usage of communication theories and body language. The report concludes by identifying the purpose and audience of information to be communicated and the implications of verbal communication, providing a well-rounded understanding of business communication principles.

Business
communication

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
AC1. 1: Need of communication by internal and external stakeholders................................3
AC1.2: Different communication models that supports administration.................................4
AC1.3 Effectiveness of Communication System...................................................................6
AC1.4 Factors affect the choice of communication .............................................................7
AC1.5 Analysing the importance of using sentence structure, correct grammar, business
communication, conventions and spelling and punctuation...................................................8
AC1.6 Determining the factors which are taken into account while structuring and planning
different communication media..............................................................................................9
AC1.7 Determining ways to overcome communication barriers. .........................................9
AC1.8 Evaluating the usage of communication theories and body language. ....................10
AC 1.9 : business communication and their proofreading techniques.................................10
AC 2.1 Identification of the purpose and audience of the information to be communicate.11
AC 3.1 identification of the nature, purpose, audience and use of the information to be
communicate.........................................................................................................................12
AC 3.4 Identification of the meaning and implications of information that is communicated
verbally.................................................................................................................................12
CONCLUSION .............................................................................................................................13
REFERANCESS............................................................................................................................14

INTRODUCTION
Business environment is the sum of the internal and external environmental factors which
affect the businesses in many ways. Business activities are influenced by these factors like
customers demands, market fluctuation, economy, shortage of the raw material, changes in
policies and rules and regulations. So to maintain the balance between the internal and external
environmental factors, communication is very necessary. In this report, discusses on the
communication in business environment, with the different communication models which is used
by the management of the company. Also, discusses the effects of the communication system,
the choice of the communication media. It involves the communication purposes, barriers and
theories of the communication.
MAIN BODY
AC1. 1: Need of communication by internal and external stakeholders.
In today's era of technology advancement there is need of the communication between
people are very necessary.
Internal and external stakeholders
In terms of business It is very important to communicate with each other, the people who
are working in the internal environment or the employees of the company have need to
communicate properly. The information given by the top management, it should be spread in the
lower management, so they need to communicate otherwise it may lead to confusion (Veltsos,
2017). The customers or suppliers and other regulatory bodies should be informed bout the
company's products and services and this only possible when the company communicate with
outer world.
Communication requirements
To spread awareness bout the products and services in the external environment,
communication is needed. Public or other regulatory bodies of business may be notified using
the announcements, written pamphlets etc.
In internal environment to establish proper coordination and distribute the given instruction,
communication is very necessary. It maintains the consistency of the work at workplace. It can
be in written, formal, verbal etc. forms (Dabić and Budinčić., 2016). As the company's
employees may get the written documents, they might get informed via phone call and using e-
mails.

Communication channels
Direct and indirect communication channels are, direct in which people communicate
face to face and indirect in which the real intentions of the speaker may be hidden or there may
be deviating lined in between.
Communication Methods
Communication Methods may vary according to the purpose or need. Public are notified
via pamphlet distribution, advertisement on the TV, newspaper, or through online advertisement
suing the social media platform like Facebook, Twitter, Instagram etc. internally the employees
and workers of the companies are connected via phone calls, teleconferencing and get written
letter (Gachugi., 2017) . Also, if the company have to establish a meeting with their investors or
clients they may do the meeting face to face or may use the communication media like video
conferencing.
AC1.2: Different communication models that supports administration.
Shannon and Weaver Model of communication which is linear model. According to
this model
Information source- sender is sources who send the message to the transmitter.
Encoder- it transmits the messages, which is received by the sender and encode it, as it will only
understand by the receiver.
Channel- the communication medium, through which the message is sent to the receiver (Lung.,
2017).
Illustration 1: Shannon and Weaver model of communication

Decoder- the message received is in encoded form so the decoder needs to decode the message in
understandable form.
Receiver- the message received by the receiver, to whom the message is actually sent. It is the
destination of the message (Guffey and Loewy, 2015).
Feedback- the message received by the receiver so if any feedback is needed about the message
then it is sent to the sender .
Noise- the message travels through the communication channel so it may be noisy like it may
have traffic or delayed by this. It creates the disturbance to send the message.
This model supports the administration to proper flow of the information the
organisation.
Berlo's Communication model
The Berlo explained the communication in the simplest form that sender sends the
message, then the encoder encodes the message and the communication channels used to
regulate the message then decoder decodes the message and receiver receives the information.
Illustration 2: Berlo's Communication model

This model supports the administration for the flow of the information, as this will be
dependent on the sender's attitude, commination skills, knowledge is considered by Berlo. So
that the understanding of the message among the receiver should be proper. All other employees
in the organisation able to understand the message. The message contents are very important
according to Berlo (Dwyer and Hopwood, 2019). Communication channel should be properly
managed like it should not have any noise so that it may lead to partial information distribution.
Receiver should possess good communication skills as they received it is understandable by him.
AC1.3 Effectiveness of Communication System
Top to Bottom
In this mode of communication the flow of communication goes from top level to bottom level in
the organisation.
Strength
All the top position designates can communicate with the lowest positioned employee with the
help of this communication channel.
Through this communication channel the flow of information travels smoothly.
This way of communication opens up the working environment in the organisation because
employee at all level can interact with each others through this communication channel.
This mode of communication is very helpful in motivating the employees of the organisation by
the top most people of the organisation.
Weakness
 In this communication channel the information not remains crystal clear when it reach to
final level.
 In this communication process there is a possibility of influencing the information from
the employee at other positions in the organisation.
 In this mode of communication people take some unethical advantage which creates a
negative impact on this mode of communication.
Bottom to Top
Strength
 In this mode of communication flow of information travels from bottom level to topmost
level that improve the working culture in the organisation.

 Employee at the bottom level get a chance to interact with the super most positioned
person in the organisation that create a faith between the employees at all level.
 The information from the top level can enhance the working quality of all the employees
in this method of communication.
Weakness
 This mode of communication face resistance from the employees of the organisation.
 Sometimes the massage not go clear to the receiver of the massage in this mode of
communication.
 Fear of incompetence always remains in this mode of communication that influence the
whole process.
AC1.4 Factors affect the choice of communication
Written Communication
Written communication is all about communication with each other with the help of
written documents. Written communication is always an effective way to communicate with
each other. Written communication is always easy to memorise the whole communication.
Written communication proves as a conclusive evidence that such conversation is authentic.
Quality of conversation is always a concern in getting an effective results out of the conversation
and the written communication is always carry the best quality in communicating with each
other. All the organisation use this method of communication because it provide the best
approach of communication because of its features.
Features of Written Communication
 Written communication always provide authenticity to the information.
 Written communication always create an extra faith in the communication process.
 Written communication always remains in the organisation that creates luxury not just for
the people amongst which the communication is happening but for the whole
organisation some time.
 Written communication always done in set format that enables information more
professional.
Oral Communication
Oral communication is about to run the process of communication in an oral mode.
Features of Oral Communication

 Oral communication is a fast way to run the whole communication amongst the
employee.
 Oral communication is cost efficient because it takes no cost to make an oral
communication.
 Oral communication keeps the information selective that save the extra time while
making the whole conversation
 Oral communication is fast forward that can be utilised instantly with not extra process.
 Oral communication clarifies the information in the best possible way employee can clear
all their doubts while doing the communication itself so it also help in instant solution of
issues .

AC1.5 Analysing the importance of using sentence structure, correct grammar, business
communication, conventions and spelling and punctuation.
Importance of business communication
It is considered to be a vital tool for the business in order to transfer information and
foster relationship with the help of emails, telephone, reports, presentation, etc. this helps in
improving the organizational practice within the company and also helps in reducing errors by
effectively interacting organizational goals (Dwyer and Hopwood, 2019). It is very useful in
creating professional image and improving customer perception.
Importance of conventions and spelling
Use of conventions such as terminology, formality, paragraphs, language and style helps
in making the writing more readable. Proper spelling helps in sending the right message to the
intended audience. Spelling mistake can in turn change the meaning of the message.
Importance of sentence structure
Effective and correct sentence structure helps in emphasizing on different ideas and
viewpoints of an individual. It is very important for clear written expression of idea which helps
in better understanding and decision making.
Importance of correct grammar
Use of correct grammar in business communication helps in boosting up the productivity
of the organization (Guffey and Loewy, 2015). Use of correct grammar helps in ensuring that the
message is sent and received promptly.

Importance of punctuation
Accurate use of punctuation in business communication helps in accurate contribution to
the clear communication. It helps in showing pauses and also have emphasis on the data. It helps
in better understanding by effectively using punctuation mark or signs. It helps in maintaining
accuracy and standard of work.
AC1.6 Determining the factors which are taken into account while structuring and planning
different communication media.
Factors while taking into account planning different communication media
This helps in transferring message to individuals by delivering correct message within
stipulated time.
Audience: Choosing the right audience to deliver specific information.
Objective of communication: Determining the key purpose of communicating set information.
Channel of communication: Determining which channel will be used i.e., formal, unofficial and
informal to transmit information (Kernbach, Eppler and Bresciani, 2015).
Time: Determining the time required to transmit the particular message to receiver.
Factors while taking into account structuring different communication media
Facts and figures: Determining the background of the audience with particular facts and figures.
Response or action: Determining whether the information has been correctly encoded and what
is the action of receiver.
AC1.7 Determining ways to overcome communication barriers.
There are several barriers to communication which in turn results in distorting
communication within the business organization.
Use of Jargon: These are terminologies or slang which in turn results in barrier to the
communication.
Language differences: This is when the individual is unable to make people understand
because of linguistic differences.
Physical barriers: Large working are as, closed office doors, barrier screens, marked out
territories, etc. are the barriers which leads to communication barriers.
Emotional and cultural barriers: Emotional barriers includes mistrust, suspicion, fear,
etc. On the contrary, cultural barriers include prejudice, stereotyping, cultural differences,
different belief and attitude, etc.

In order to overcome communication barrier the individual should focus on 7 C's of
communication, use of effective communication channel, sending of crystal clear message, etc.
The individual should focus on communicating only relevant information without using and
slang or jargon (Kernbach, Eppler and Bresciani, 2015). They should also be aware about the
cultural differences and must use a common language which can be understandable by all.
AC1.8 Evaluating the usage of communication theories and body language.
Mehrabian's 'Silent messages': This theory is effectively applied in an indiscriminate
and simplistic manner. This theory is very useful in determining the overall importance of factors
rather than words.
Birdwhistell's theory of kinesics: This theory is associated with the non verbal aspect of
inter personnel communication. This is beneficial in understanding the movement and body
language of an individual.
Argyle's communication cycle: This theory is useful in expressing the system of
expressing, coding, decoding, encoding operates. This is beneficial because it helps in choosing
appropriate language, tone, level of formality, etc.
Body language is considered to be non verbal type of communication where feelings,
thoughts, intentions, physical behaviour, expression, gesture, eye movement, use of space, body
posture, touch, etc. are taken into consideration (Veltsos, 2017). This is very beneficial because it
helps in picking up unspoken issue and negative feeling within business environment.
AC 1.9 : business communication and their proofreading techniques
Business communication
Business communication is the proper method of sharing any information related to
business between the people within and outside of the company. Effective communication is
important for the company to run their business smoothly and effectively (Dabić and Budinčić.,
2016). It helps employees of the company to understand the task and also motivate them to
achieve objectives and goals of the company. Main purpose of the business communication is to
improve the activities within the organization and reduce the errors of the employees related to
the task. There are some types of the business communication-
Documents – Document can cover the legal right of the employees which help employees to
understand their rights in the company and documents can be related to the business in which

businessman rights a contract and other person read and if they are agreed with document then
they work together (Gachugi., 2017). This is also a part of business communication.
Emails- this is the best way to sent information digitally.
Proof reading techniques
proofreading is final stage and editing process of the business related document, later etc.
there are some techniques of the proofreading-
Grammatical Mistake
It is important for the writer to proofread their later and check if there is any grammatical
mistake. It is important for the writer to check their grammatical mistakes because it can create
problems for the reader.
Format
Format should be proper, later or report should have proper formatting.
Recommendation
In the end of the report writer should provide recommendation so readers can understand
the outcomes from the particular report.
AC 2.1 Identification of the purpose and audience of the information to be communicate
When any person is writing any information in writing it is important for them to
understand some important points before writing the information which is purpose of the report
of later or audience of the information to be communicated. Writer should have a proper reason
to write a latter, first of all they have to understand their purpose, and they have to find the
information which they want to send to the other person and after understanding the main
purpose of the latter they should identify the person which language they can understand. It is
important for the writer to write their message short and simple to the other person can
understand the information properly and give Immediate reply of the message (Lung., 2017). In
formation should be proper because it can be important for the other person. If the writer will
provide wrong information to the other person then they cannot understand the massage and
there will be no use of the information, correct information can help other person to understand
what actually writer want to communicate through the message.

AC 3.1 identification of the nature, purpose, audience and use of the information to be
communicate
In the organization communication plays important role to run the business properly and
smoothly (Mitchell., 2018Musvazvi., 2017). If superiors of any company is providing any
information verbally related to the task to the employees then,it is impotent for them to provide
information properly in which first they have to speak the information loudly so every employee
who are present in the company can understand that what they have to do in the task and how
they can do it properly. Information should be clear and proper, so they employees can
understand the information without any problem and do their task effectively. Language also
played important role in the company because in the organization people come from the different
culture and, and they speak different languages .superiors should provide information in simple
language which can be understandable for each and every employee of the company and it will
effect the employee's performance, and they will give their best to achieve the organizational
goals. Communication is important and this should be clear and understandable of the employees
in the company so company can be successful in their business, and they can achieve growth in
the market.
AC 3.4 Identification of the meaning and implications of information that is communicated
verbally
Verbal communication is more effective than the written, it will be better for the leaders
of the company to use verbal communication in the organization because it is easy for the
employees to understand the message. Leaders have to identify the meaning of the information
before providing that information the other like what they want to make understand the
information and what is important in the communication. They should understand why actually
they want to provide information top the other and if will provide negative effect or positive
effect. If they find that any information can effect their mind or demotivate other than they
should give carnage the information. If they want to provide any suggestion to the employees
then they have to communicate thinks which can motivate them and give them a reason to
become a successful in their life. If they are giving guidance to the other about the task then they
have to understand the task first and with the communication they have to make them understand
through the practical (Dabić and Budinčić., 2016). They should implement some skills like
meaning of the information, outcomes from the information, clarity and proper information

which can help other person to understand properly. After the identification of all this they
should give their pretension to provide information the other, it will be clear, and they will
understand the meaning of the information.
CONCLUSION
As per the report has explained the importance of using the correct grammar, spelling ,
sentence structures in the business communication. This report has been analyzed the factors to
be taken in the planing of the communication media. It has been also explained the overcoming
strategies from the communication barriers. It has been concluded the communication theory and
techniques for the business communication. This report has been identified the purpose and
natures audience and use of the information. In the end of this report has been covered the
meaning and implication of the information that is communicated verbally.

REFERANCESS
Books and journal
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and Genre Resources. HERMES-Journal of Language and Communication in Business.
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Mammeri).
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In 2018 International Conference on High Technology for Sustainable Development
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Dwyer, J. and Hopwood, N., 2019. The business communication handbook. Cengage AU.
Guffey, M. E. and Loewy, D., 2015. Essentials of business communication. Nelson Education.
Kernbach, S., Eppler, M. J. and Bresciani, S., 2015. The use of visualization in the
communication of business strategies: An experimental evaluation. International Journal of
Business Communication.52(2). pp.164-187.
Veltsos, J. R., 2017. Gamification in the business communication course. Business and
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(Boumrah., 2017)
(Demirova., 2018)
(Eppich and Cheng., 2015)