Business Communication Report: Analysis of Barriers and Solutions, LSC

This report delves into the intricacies of business communication, emphasizing its crucial role in organizational success, particularly in the context of opening a new resort in Sri Lanka. It explores the process of exchanging information and understanding to achieve desired responses, highlighting the importance of effective communication for fostering cooperation and coordination between departments. The report examines key principles of effective business communication, such as courtesy, clarity, and conciseness, and discusses organizational communication forms like horizontal communication to facilitate interdepartmental collaboration. Furthermore, it identifies barriers to effective communication, including the absence of established frameworks, work pressure, and personal conflicts. It then proposes solutions such as access to information, mutual trust, and appropriate language to overcome these barriers. The report concludes by emphasizing the significance of a strong feedback mechanism and a less complex organizational structure to enhance business communication and overall organizational performance.

RUNNING HEAD: BUSINESS COMMUNICATION
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Business Communication
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Introduction
Business Communication is considered as the process of exchanging information and
understanding from a person to another with an opinion to get the required response from the
receiver. Through this process of communication two or more persons exchange ideas in
business (Means, 2009). The main factor of success of a business depends mainly upon good
communication. Effective communication removes out all the problems or hindrances in
achieving the organizational goal. On other side ineffective communication leads to failure and
might cause loss of time, money, opportunity, energy and goodwill of the organization in the
market (Perloff, 2016).
This report consists of a brief discussion on the business communication and the principles of
effective business communication so that there should be cooperation and coordination between
the departments in the business. Furthermore, report includes measures to be taken to ensure
effective communication between colleagues and subordinates and the barriers individuals faces
during communication in the organization and lastly the solution to overcome all these barriers.
Literature Review
Communication is the process of exchanging of ideas, thoughts, facts and opinions by two or
more persons. It is a two way process which involves receiver and sender, receiver is the person
who receive the message from other one whereas sender is the person who send the message or
the one who wants to share the information. This two way communication is completed through
the effective feedback (Thompson , 2018). In relation to business, communication is the key for
the business in order to be successful. Effective business communication helps in building a
strong team, motivating the employees, increase customer satisfaction, improve employee
productivity and encourage positivity in the business environment (Bovee, et al., 2016).
Business communication includes following features that distinguish it from the other
communication (Thill & Bovee, 2016).

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1. Factual: Effective business communication includes facts and figures as all the
information in a business is related to some facts or ideas. In business communication
important information or numerical information should be clearly stated.
2. Practical: Business communication is totally based on the practical aspects of the
situation in this repetitive information should be avoided and clear and concise
information should be delivered to the receiver.
3. Clear and Brief: To make the business communication effective the sender should use
simple and clear language or avoid jargons so that employees in each department can
understand the information without any misunderstanding and miscommunication.
4. Target Oriented: The business runs to achieve a specific objective and have their own
vision to follow so business communication should be target oriented and planned
properly to link it with the target of the organization, unnecessary or repetitive
information may make the process of communication more complicated.
5. Persuasive: Business communication is effective only when it helps in convincing others
that includes customers, suppliers or employees. Persuade employees to perform their
duties is the end result this process of communication.
Discussion
Effective business communication is essential in order to run the business effectively or to be
successful. In considering the case of opening a new resort in the Sri Lanka, it is important
aspect that there should be cooperation between the departments and between employees and
management. To facilitate inter departmental cooperation subordinates or employees should
follow the principles of business communication that will be helpful in improving the connection
between departments and ensure the coordination in the business activities. The principles that
are discussed below should be followed for inter departmental cooperation (Monippally, 2013).
1. Courtesy: During communication with the employees in the departments, friendly
behavior towards each other is important that includes answer the message promptly, use
proper expressions, and ask for favors generously.

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2. Clarity: The ideas and thoughts that the sender wants to exchange with other department
like marketing department to finance department that information should be clear in order
to make the communication effective and to avoid conflicts between departments.
3. Concreteness: To ensure cooperation in the departments the sender should be specific
about information rather than vague. Message should be clear and specific or to the point
so that people in different department can understand it properly.
4. Correctness: Facts and figures that are exchanged between departments should be correct
and send to the receiver on time to ensure coordination and collaboration in the business
activities.
5. Consideration: Message should be delivered or encoded in a way so that receiver in other
department can understand it so consideration from both the parties is important to make
the business communication effective.
6. Completeness: Incomplete communication can lead to conflicts in business. The
communication between departments should be complete and necessary information in a
complete format should be exchanged.
7. Conciseness: Avoiding repetition and delivering necessary information is the key of
effective business communication as in other departments managers do not have time to
read lengthy messages rather they want concise or short or on point information.
In order to facilitate cooperation and coordination in the inter department in an organization
following form of organizational communication can be useful as that facilitate a proper
structure of communication for the employees so that they can connect with other departments
on regular basis (Guffey & Loewy, 2013). Horizontal communication takes place between
different departments but at same hierarchical level. Interdepartmental communication facilitates
through horizontal communication as information can be exchanged through oral form of
communication or through written communication (Smith & Mounter, 2008). Through horizontal
communication in the business, the misunderstandings between departments can be decreased
and efficiency and productivity of overall business can improve (Zerfass & Viertmann, 2017). It
facilitates teamwork as collaboration and coordination between departments is achieved through
proper communication.

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There are various barriers faced during business communication between departments some of
them are (Sanza & Legge, 2016).
1. Absence of established framework: To ensure effective communication the main barrier
is the proper framework to communicate between departments. Proper framework
includes the infrastructure to exchange the information like for written communication
barrier is the problem of access to the information by the users.
2. Work Pressure: Due to work pressure the employees lack the communication because of
meeting their targets so this is also a barrier to effective communication.
3. Personal Conflicts: The personal barriers are attitude, fear and distrust in superior and
subordinate. That creates problem in the flow of information as individual deny
communicating with the person they have conflict with.
4. Lack of Information: The information that is delivered to the departments most of the
time is not complete due to lack of access to the information. The major barrier in
communication is insufficient information or inadequate information in the hand of
employees.
5. Wrong choice of words or perceptual barrier: each individual has their own culture and
values and in a business there is diverse workforce so it is difficult to make all the people
understand the same view point. Perceptual barrier arise due to different perception about
the same thing (Brown & Lee, 2018).
6. Complexity in organization structure: Typical or complex organization culture is
considered to be the barrier for the communication as in order to transfer a message
sender has to follow the proper structure that might resultant in delay or ineffective
communication.
These are the steps that should be followed to overcome the barriers of business
communication (Hunter, et al., 2014).
1. Access to information: The employees should have access to the necessary information as
required on time that will make the communication effective and remove the barrier of
lack of information to the employees.

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2. Mutual Trust: Communication is based on the trust, if both the parties trust each other
than only effective communication take place. Lack of trsut leads to more
misunderstanding and might reduce productivity of both the parties. So to overcome this
problem it is important to build trust.
3. Appropriate language: Due to diverse workforce, the language is the main barrier and to
overcome that training should be given to employees about using the effective language
and easy words during the exchange of ideas and thoughts so that each individual can
understand it this will help in overcoming the perceptual barrier.
4. Inter personal relationship: In order to improve inter department cooperation the best and
helpful tool is to improve interpersonal relationship that ensures the effective
communication between department through informal way.
5. Selection of appropriate channel: Using appropriate channel is the best way to overcome
the barrier of established framework as correct choice of channel help in delivery of
message on time and in effective manner.
6. Two way communication: The proper feedback mechanism is helpful to ensure effective
communication and to overcome the problem of personal conflicts as two way
communication and a strong feedback mechanism helps in solving all the problems or
conflicts in the business that might be prove to be harmful in future.
Conclusion
Business communication is a two way process that ensures transfer of information, facts,
thoughts, feedback and suggestions from one person to other. In considering the case of opening
a resort in this critical situation in the Sri Lanka the main resources for the organization is their
human resource. So inter department cooperation is necessary. To achieve this subordinates and
superior should follow the principles of effective business communication and opt for the
horizontal form of organizational communication. Furthermore, it is concluded that various
barriers that are faced by the employees in order to make the communication can be overcome
through opting for a proper channel, training of employees, less complex organizational structure
and by strong feedback mechanism.

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References
Bovee, C. L., Thill, J. V. & Raina, R. L., 2016. Business Communication. US: Pearson
Education.
Brown, E. L. & Lee, C., 2018. Communication and Language. USA: Information Age
Publishing.
Guffey, M. E. & Loewy, D., 2013. Essentials of Business Communication. USA: Cengage
Learning.
Hunter, A., McGhie, V. & Vuuren, T., 2014. Business Communication. USA: Oxford University
Press.
Means, T., 2009. Business Communication. UK: Cengage Learning.
Monippally, M., 2013. Business communication: From Principles to Practice. London: McGraw
Hill.
Perloff, R. M., 2016. The dynamics of persuasion: communication and attitudes in the twenty-
first century.. New York: Routledge.
Sanza, J. R. & Legge, N. J., 2016. Business and professional communication: Plans, processes,
and performance.. London: Pearson Education.
Smith, L. & Mounter, P., 2008. Effective Internal Communication. London: Kogan Page.
Thill, J. & Bovee, C., 2016. Excellence in Business Communication. UK: Pearson Publication.

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Thompson , N., 2018. Effective communication: a guide for the people professions. Australia:
Macmillan Publishers.
Zerfass, A. & Viertmann, C., 2017. Creating business value through corporate communication: a
theory-based framework and its practical application. Journal of Communication Management,
21(1), pp. 68-81.