Analysis of Business Communication Skills and Strategies Report

This report examines the crucial role of communication in business, covering various models, methods, and technologies. It begins with an introduction to business communication and its importance, followed by an analysis of different communication models, including Shannon and Weaver's, interactional, and circular models. The report then delves into communication systems and methods, such as verbal, non-verbal, visual, and electronic communication, highlighting their advantages and disadvantages. It also discusses the use of technology in communication, including the internet, wireless communication, and cloud computing. The report further explores the principles of effective communication, barriers to effective communication, and provides examples of oral and written communication forms, such as emails, memos, and leaflets. The report concludes by emphasizing the importance of effective business communication for organizational success.

Communication Skills for Business
1

Table of Contents
Introduction.............................................................................................................................................3
Task 1..........................................................................................................................................................4
Communication models and systems used in businesses........................................................................4
Communication methods and technology in businesses.........................................................................6
Making communication effective............................................................................................................8
Task 2..........................................................................................................................................................9
Task 3........................................................................................................................................................11
Conclusion.................................................................................................................................................14
Reference..................................................................................................................................................15
2

Introduction
Business communication is essential part of business to understand the employees and managers
about business objectives or strategies. Today’s business communication completely depends on
technology. Here business communication will be discussed with its methods, processes,
systems, forms and advancement technology. Business communication builds company
reputation, prevents conflict, resolves problems, and contributes to have strong relationship and
good communication with business community. A good communication motivates employee to
provide best output with planning project and giving instructions.
3

Task 1
Communication models and systems used in businesses
Communication model:
Business needs to follow communication model with system that is set of interrelationships and
variables of communication system. Business communication model indicates the representation
of process and there have no separate system to present various objects. Communication model
perceives different stages of communication process that shows message flows including receiver
received message from sender and finally receiver gives feedback. Communication model
presents communication process in visual method that uses symbols like picture, symbol and
mixture of picture and language (Thill and Bovée, 2017). Model of communication is less
complex because it uses picture. Another is development of communication model needs less
time. Communication models used in business are-
Shanon and Weaver's information theory model: Business uses communication model that is
begins from the sender’s brain. Sender sends message to receiver with moulding his ideas,
concept and thought into massage. Then the message is received by receiver through different
media and receiver sends a feedback (Saussure and Rocci, 2016). Feedback is one kind of
reaction sent back to sender. The model addresses a transmitter to convert massage into
perceivable modes and signals. Noise disrupts the whole massage process. The model is-
Figure 1: Shanon and Weaver's information theory model; Source: (Saussure and Rocci, 2016)
Interactional models of communication: The interactional model is introduced by Tubbs and Moss that
shows the business communication and the models processes a business communication through an
4

exchange process. The exchange of message is processed between the parties and this communication
model is two way (Krizan, 2011).
Figure 2: Interactional models of communication; Source: (Krizan, 2011)
Circular model of communication: The business communication is processed in two ways in where the
sender sends the message to the receiver and receiver sends the message to the sender after receiving the
message from the sender. Business communication process will depend on response and reaction of
feedback of receiver (Ober, 2009). The communication emphasizes communication’s feedback system.
Figure 3: a Circular model of communication; source: (Ober, 2009)
Communication systems:
Communication systems are the formal, normal and informal communication processes by which
different data and information passed through communication media between employees and
managers. Communication can be verbal, nonverbal and written that impacts on business to conduct
the objectives of business (Stewart-Gross, 2004). Communication systems including some processes that
are sender translate the observation into a message and after that sender transmit the message through
a communication medium to send it to another person. Some communication problems can be caused
in communication systems with-
- Lack of communication skills
- Differing perceptions and expectations of receivers and senders
5

- Distractions like scheduled meeting, unfinished reports, and ringing telephones.
Communication methods and technology in businesses
Communication methods used in business
Communication is valuable to conduct business in any business environment as business needs
to information to various stakeholders, media, employees, and customer. Different methods of
communication are provided in below-
Verbal communication: Verbal communication is said most used methods of communication to
present the important data to business partners and colleagues. A business person uses verbal
words to inform the subordinates to provide information and the communication is processed via
face-to-face. But the communication method needs speaking and listening skills to cultivate a
perfect communication method (Zhu, 1999).
Non-verbal communication: Non-verbal communication provides detailed information like
facts and figures through the presentation. The communication method used to send important
materials and documents like memos, minutes of meetings and memos. In the communication
method, verbal communication had been replaced by a written document.
The non-verbal communication includes video conferencing and body language to carry the
communication methods. Body language or facial expression is also a most used communication
method. Gestures and body movements are also called non-verbal communication (Thill and
Bovée, 2017).
Visual communication and electronic communication method: Communication through
email, tweets, and texts allows the business person to reach people through internet services and
electronic devices. Videoconferencing, telephone systems, voice mail, and E-messages are forms
of visual and electronic communication method.
The benefits of formal and informal communication to organizations
The formal communication of business follows some established regulation, systems,
procedures, and rules in prescribed ways. The formal communication has some advantages like-
6

Increasing efficiency- formal communication increases overall efficiency that requires
organizational procedures and rules.
Smoothing communication system- The formal communication determines the channel to send
messages and for that communication does not face any problems.
Permanent record-The formal communication includes report, memos, and letters permanently
and used in future decision making.
Fewer mistakes and errors: The formal communication maintains some formalities in
communicating that decreases mistakes and errors (Jensen, 2013).
The informal communication does not maintain the regulations, procedures, and regulations with
low cost. Some advantages are provided in below-
Interpretation- Informal messages are sent to business persons and subordinates with
explanation and interpretation,
Alternative system- Some formal messages are not sent through the formal way and it requires
some alternative ways and the alternative ways can be the informal communication.
Increase efficiency-With those communication method employees can exchange opinions in
informal communication. Informal communication environment increases the efficiency of
employees (Gopal, 2009).
Technology is used for the different types of communication in a business
Communication is an integral part of the business to have successful business technology and
operations. Today’s business operation uses technology to communicate like internet,
networking and cloud computing. The technologies now used in communication provided in
below-
Internet-The internet allows two types of communication. Static communication is processed
through web pages and their dynamic communication is processed through product
specifications.
7

Wireless Communication-wireless technology is used in networking to send memos and run
applications. The Wireless technology is involved in distributing information at ant place with
the signal.
Cloud computing- The technology used in storing the important data and document in drives so
that the data can be accessed from authorized sources. The technology provides security like
cloud computing stores data and saves data from crashes.
Making communication effective
Principles of effective communication
Effective communication follows some principles and the principles are provided in below-
Simplicity: The communication processes message that is prepared in a simple way and proper
communication helps the receiver to understand the message in easy ways (Bisen and Priya.,
2009).
Clarity- The message processed in communication modes are clear as ambiguous messages are
not accepted in effective communication.
Planning-One principle is planning in where communicator prepares a message for planned
objects and selects media to process.
Accuracy-All messages and information should be efficient and accurate. Wrong information
processes message with creating confusion and there all information should be accurate
(Gilsdorf, Vik and Vik, 1999).
Relevancy: Communication’s subject matter contains relevant information. Unnecessary and
relevant things must be eliminated from the communication’s subject matter.
The barriers to effective communication
Some barriers are provided in below-
The languages-this barrier is a great barrier to communication as people cannot understand
other’s speaking easily. The communication problem causes from different rejoins, country and
generations. Professional jargon and slang can hurt communicators.
Psychological barriers-Effective communication processes psychological barriers including
pain, hearing difficulties, poor eyesight, and ill health.
Physical barriers- Effective communication faces physical barriers with outdated or poor
equipment during poor lighting, communications, background noises, and temperatures.
8

Structure design problems: Organization structures may face difficulty in communication for
lack of training or supervision and bad information systems.
Cultural noise and lack of experience: People or communicator faces cultural noise due to
stereotypical assumptions based on cultural structure and background. Sometimes the sender and
receiver cannot communicate do not understand the message as they have no communication
experiences or skills.
Task 2
Oral communication processes a verbal transmission of ideas and information from one
individual to another. Oral communication can be informal or formal. Some informal
communication includes telephone conversation, face-to-face conversation, and important
discussion takes places in a business meeting. Some formal forms of oral communication include
lectures, commencement speeches and classroom lectures (Andersen, 2008).
Technology is also used in oral communication to develop the business relation and oral
communication takes places through the technologies like video conferences and video phones
so that people can communicate from distant places (Barnett, Barnett and Barnett, 2008).
Here I am going to have a discussion part or interview with an irate customer on my product
delivery subject as I missed a holiday due to having a holiday. The interview or discussion
presented in form of dialogue that can be face-to-face or via the electronic device-
Me: Hello Sir. I understand your problem and how you feel.
Mr. John: Feeling worst about your deal. I did not hope that you can miss any order.
Me: I am sorry about the inconvenience. I had a holiday on that day. I would be glad if I can
help you with a new order.
Mr. John: That was a totally inefficient business deal and not a professional manner. You can
inform me.
Me: Sorry dear. I am agreeing for making compensation to you. I offer you again to deliver the
products on time.
Mr. John: That is wondering. It helps to cover my loss. Thank you.
Me: My pleasure. Do you need anything else to order?
Mr. John: No. I am all set. Thank you.
9

Me: Thank you too.
10

Task 3
Communication in written
Written communication is involved with any type’s message with the use of a word that is
written and the communication is involved with effective business communication. Written
communication is used in business operations including reports, memos, job description, emails,
employee manuals, bullets, and instant messages.
The advantages of written communications are that there needs no person contract to tell a
person or employee to deal with work. a person can be informed through email conversation
instead of face-to-face interview or discussion. The main disadvantages are a delay in
communication and participators always need internet services.
Here are some forms of written communication are provided in below-
Email (Between HR manager and managing director)
To:
From:
Subject: Human resource management report
Dear, Mr. Hoe
I enjoy so much presenting on you a human resource report today. The report seems excellent as
our organization has developed the human resource department.
The creative approaches taken for the HR department are advertising for fresh recruitment,
training session, and policy of working from home.
In addition to my excitement, I recruited some human resource with the ability to be encouraged,
assertiveness and strong writing skills to work cooperatively.
The report on the human resource is attached in the mail for you and hope you will find it
soundly.
Sincerely,
John Smith
11

Memo
Mr. X
London 24/5, UK
To: Mr. Y
From: Mr. X
Sate: 03 January 2018
Sub: Annual employee’s picnic
Annual picnic in this year will be placed on Thursday, January 13, 2007, at the national park
from 9 A.M until 6 P.M. please plan on that day and to attend and you are warmly welcome to
bring your families.
Make your response to us with Mr. M before noon tomorrow.
See you there
Thank you
12