CFPBUS004: Individual Report on Business Communication Strategies

This report provides a comprehensive analysis of business communication within organizations. It begins with an abstract and introduction highlighting the crucial role of effective communication in managing information flow and achieving organizational objectives. A literature review explores the importance of business communication, discussing its various directions (upward, downward, lateral) and its significance in productivity, clarity, collaboration, and employee morale. The review also delves into general theories of organizational communication, including Weber's classic organizational theory, groupware theory, and Deedz's managerialism theory, explaining how these theories shape communication structures and processes. The report then identifies and analyzes communication barriers, such as semantic, psychological, organizational, and personal barriers, using examples like the London Tube system to illustrate their impact. Strategies to resolve communication issues are discussed, emphasizing the need for monitoring, complaint mechanisms, and cultural awareness. The analysis and discussion section integrates these theories and barriers to recommend effective communication strategies. Finally, the report concludes with recommendations for improving communication, such as managing crowd levels, checking cooling systems, improving complaint systems, and adapting communication channels to technological advancements, ensuring better employee and customer satisfaction. The report references relevant books and journal articles to support its findings.

Business Foundation

ABSTRACT
For every organisation business communication is a crucial concept that they have to take
into consideration so that they can manage the exchange of information and ideas within the
organisation efficiently. To support this various theories and concepts of communication must be
taken into consideration that can enable them with a specific structure of communication that can
be aligned which the structure of organisation in such a manner that their objectives are
achieved.

Contents
ABSTRACT.....................................................................................................................................2
INTRODUCTION...........................................................................................................................4
LITERATURE REVIEW................................................................................................................4
ANALYSIS AND DISCUSSION OF ALL QUESTIONS.............................................................6
RECOMMENDATIONS.................................................................................................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Communication within the organisation is crucial and it plays important role in managing
various issues as well in exchanging the information so that the operations can easily be executed
by the people responsible (Zerfass and Viertmann, 2017). In this report, the importance of
organisational communication is discussed along with various general theories of the
communication that can facilitate in determining various barriers and the associated issues with
it. On the basis of this analysis the recommendations are provided with the help of which the
issued faced by the organisation can further be resolved.
LITERATURE REVIEW
Business communication and its importance
According to Yaniv Masjedi, the organisational communication is considered to be the
process of sharing information with the people working in the organisation in such a manner that
the organisation goals can be achieved by improving the practices and reducing the errors in the
operations. The internal business communication have different directions such as upward,
downward or lateral so that effectiveness in communication can be achieved with open
communication among all. But for external communication significant planning is important so
that they can resolve the problem faced by customers, vendors etc. The business communication
has various important for the organisation such as productivity and clarity can be achieve by
identifying different route to manage the problem, collaboration and cooperation can be
established with better communication so that value can be provided and this enables in
improving employee morale with which their attitude towards the customer can be improved and
thus the customer satisfaction can be enhanced (Importance of communication, 2020).
With the help of effective communication through posters the burden of Tube in London
was reduced as the visitors could easily get their complaints lodged and could easily establish
communication between tourist and local Londoners. The poster facilitated in improving the
issues faced by the Tube system as with this cultural awareness was promoted and strategies
were provided for managing as well as cooperating with each other.
General theories of organisational communication
According to Koller , the structure of communication that has been adopted by the
organisation depends upon their organisation structure as well as their culture but with the

changing business environment organisation need to modify their communication process. With
the help of understanding the organisational theories of communication better explanation can be
developed for understanding how the communication occurs within the organisation. Some of
the common organizational communication theories are discussed below:
Weber's classic organisational theory: This theory is suitable for fixed and defined
organizational structures as with the help of this the organisation clearly define the roles and
responsibility along with the communication channel which can be hierarchical or flat structure.
Due to this the flow of communication does not get interrupted when messages are sent from top
to the bottom but it make the organisation rigid that impact their competence of managing
change (Darics and Koller, 2017).
Groupware theory: With the rapid technological advancement the focus of the
organisation has been changing according to which the old communication channel replaces new
as per the requirement. Communication among the employees and with customers is through
mobile devices so the information can be spread quickly. This enables the organisation in
managing flow information and time to notify the stakeholders regarding changes in the policies
and initiatives.
Deedz's managerialism theory: With the evolution of the organisational structure and
models the communication and control of the organisation has to be replaced with the political
and economic interest as well as according to the interest of the organisation so that
competitiveness can be achieved. This theory focuses upon taking into consideration the
perception of the employee and in defining power centres within the organisation. It implies that
instead of following the bureaucratic model and control theory focus must be on theory of
control and communication so that specific strategy are formulated and communication can be
improved along with understanding (MacDermott and Ortiz, 2017).
Barriers of communication
According to Malyuga, the effectiveness of communication is affected by various barriers
due to which it becomes important for the organisation to take into consideration the impact of
various such barriers so that they can achieve the efficiency in the communication. These
barriers can be faced by the organisation due to various factors and in different forms that can
depend upon the understanding of the employees. Such barriers can be semantic barriers,
psychological barriers, organisational barriers, personal barriers and various mechanical barriers.

The Tube system has faced various issued due to communication barriers which affected
their operation as well as the interest of the travellers. To manage the issues posters were placed
in the tubes and around the station reflecting various communication barriers such as linguistic
barriers which arises due to differences in the language, various physical barriers includes closed
cabins, noise etc. Due to these the management could not determine the reason of why the
cooling system within the trains is not working properly as well as this enables to understand the
reason of rush in the train even when the tube are arriving on the time. The communication gap
between the employees at the station and the management also exist as they are not allowed
directly to interact with them (Malyuga and Orlova, 2017).
Strategies to resolve the issues
According to the view of Raina, the organisations need to adopt various strategies with the
help of which they can manage the impact of communication barriers. For this time to time
monitoring must be done by the organisation and some platform must be determined where the
complaints can be lodged.
The Tube management must undertake the strategies for further improvement for the issue
which includes being genuine to the problem rather than being manipulative as with the help of
this root cause of the issue can be determined and the problems can be focussed than the person
responsible, the system of making complaints must be improved as with the help of this they can
identify the issues that the passengers are facing etc. Apart from this the awareness of the culture
must be created as did through the posters because it enable in managing the behaviour of the
people (Bovée, Thill and Raina, 2016).
ANALYSIS AND DISCUSSION OF ALL QUESTIONS
On the basis of the above discussed theories and barriers of communication it is crucial for
the organisation to take into consideration the some theories so that they can determine the path
and the channel of communication as per the changing technologies so that the emerging needs
of the customers can be meet. While for managing different types of barriers it is crucial that
they determine the cause of the problem such as the tube system did and accordingly they placed
posters so that they can make people realise their mistakes as well as the lack of communication
which is cause of the issue. For this different forms of communication must be identified so that
effective and most suitable one can be adopted with the help of which they can manage such
issue.

RECOMMENDATIONS
To manage the issue various recommendations are made to the company so that they can
manage the crowd in the tube as well as better cooling. The recommendations include:
 The management of the tube must allow a specific number of people in the tube as with
the help of this they can ensure that no crowding is done.
 The cooling system of the train must be checked otherwise with the limited number of
people the system can work efficiently.
 The system must be developed with the help of which they can undertake the complaints
of the travellers as well as of the local Londoners as soon as possible. It must include the
feedbacks as feedbacks ensure that the communication process is complete (Andrews,
2017).
 The changes in the communication channel and structure must be implemented with
change in the requirement and technology so that the organisations do not become rigid
and the overall productivity can be ensured.
CONCLUSION
It is concluded from the above report that the organisations must take into consideration
the communication channel as well the structure of the organisation because with the help of this
they can ensure better communication among each and every employee and department so that
efficiency can be achieved. For this various theories of communication must be taken into
consideration so that they can implement effective system of communication and control but
such theory must be changed with the change in technology so that they do not face any issue.
Further the organisation must determine various barriers that can affect the organisation such as
physical and psychological barriers, linguistic barriers etc. so that they can be managed
efficiently and the satisfaction of customers can be ensured.

REFERENCES
Books and Journal
Andrews, D.C., 2017. A space for place in business communication research. International
Journal of Business Communication, 54(3), pp.325-336.
Bovée, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Darics, E. and Koller, V., 2017. Language in business, language at work. Palgrave.
MacDermott, C. and Ortiz, L., 2017. Beyond the business communication course: A historical
perspective of the where, why, and how of soft skills development and job readiness for
business graduates. IUP Journal of Soft Skills, 11(2), pp.7-24.
Malyuga, E.N. and Orlova, S.N., 2017. Linguistic pragmatics of intercultural professional and
business communication. Springer.
Zerfass, A. and Viertmann, C., 2017. Creating business value through corporate
communication. Journal of Communication Management.
Online
Importance of communication, 2020. [online] Available through:
<https://www.nextiva.com/blog/what-is-business-
communication.html#:~:text=Business%20communication%20is%20the
%20process,organizational%20practices%20and%20reduce%20errors. >