Report: Effective Business Communication Strategies and Team Dynamics

This report presents a comprehensive analysis of business communication, exploring various forms and strategies for effective teamwork. The report is divided into two parts: a written report and a reflective report. The written report examines four key communication themes: interpersonal, nonverbal, written, and oral communication. Each theme is discussed by a team member, focusing on its importance and practical applications in a business setting. The report includes first drafts, feedback, and final drafts of writing pieces, providing insights into the nuances of each communication type. The reflective report offers a personal perspective on the learning experience and the application of communication skills. The report emphasizes the importance of communication in sharing ideas, building strong working relationships, and achieving organizational goals. It also highlights the significance of nonverbal cues, written communication strategies, and oral presentation skills in fostering effective communication within teams. This report aims to provide a deeper understanding of communication themes and their impact on team dynamics and overall business success.

Business Communication

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Table of Contents
Part 1: Written Report.................................................................................................................................2
Introduction.................................................................................................................................................2
Group team:.............................................................................................................................................2
Group vision and values..........................................................................................................................2
Rationale for choosing the communication theme chosen.......................................................................3
Subsections..............................................................................................................................................3
Writing pieces.............................................................................................................................................4
a. First draft.........................................................................................................................................4
I. Team member A: Interpersonal communication.........................................................................4
II. Team member B: Nonverbal communication.............................................................................6
III. Team member C: Written communication..............................................................................8
IV. Team member D: Oral communication..................................................................................11
b. Feedback:..........................................................................................................................................13
c. Final Draft..........................................................................................................................................15
Conclusion.................................................................................................................................................16
Part 2: Reflective report.............................................................................................................................18
References.................................................................................................................................................20
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Part 1: Written Report
Introduction
Communication is the process of sharing ideas, opinions and transformation of the information
from one person to another through words or actions. This report is helpful in identifying the
different themes of the communication that are explained by our each member of the group. The
results and the study revolve around the communication themes and its importance.
Group team: There are four members in a group, namely A, B, C, and D respectively.
Communication plays an important role to perform group activities. The main role of the team in
an organization is to make decisions and plans to achieve the goals and objectives of the
organizations. Team formation in the organizations helps in assessing its own performance and
reviewing the plans.
Group vision and values: The vision of the group is to identify, appraise and promote the
communication skills. Communication plays essential role in activities to promote effective
teamwork which includes the sharing of information through verbal and written presentations,
receiving concrete and constructive feedback. The main focus of the team is on the achievement
of the goals and improves their communication skills to become the effective team leader in the
future. The values while working in the team or group are:
 Honesty
 Disclosure of full facts
 Transparency
 Maintain the confidentiality
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 Respecting team members
 Ethical behavior
 Positive interaction
Rationale for choosing the communication theme chosen
Communication theme identification is the fundamental task in any research work.
Communication includes a variety of forms and it is important to choose the one that maximize
the success. Every form of communication has its own significance depending on the different
situations and there are four common types of communication which can be used by the
managers such as interpersonal communication, non-verbal communication, written
communication and oral communication (Gandhi, 2012).
Subsections
 Team member A: Interpersonal communication
 Team member B: Nonverbal communication
 Team member C: Written communication
 Team member D: Oral communication
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Writing pieces
a. First draft
I. Team member A: Interpersonal communication
First team member A has chosen the interpersonal communication for the piece of writing where
he focuses on the promotion of the skills and the importance of the communication that take
place verbally and nonverbally. In simple words, it is known as the face to face communication.
Interpersonal communication is the process of sharing information, feelings and messages
between the two or more persons. Interpersonal communication is the best form of
communication because it is not only about the language that used but it is more about how we
said it, tone of voice, facial expressions and body language. Interpersonal communication is very
useful in building the strong working relations and to be a part of the team, it is very important to
have these interpersonal skills. Interpersonal skills include the listening skills, negotiating,
problem solving, decision making and assertiveness skills. Therefore, interpersonal
communication refers to the sending and receiving of the information between two or more
persons and helps in managing the conflict (Jones & LeBaron, 2002). Considered as the member
of the group, it is suggested that the employees at workplace and people in a group should use
this interpersonal skills for the resolution.
Interpersonal communication involves several theories. There are three main theories discussed
by the many researchers:
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Social penetration: This is the study which involves how to get close interactions and exchanges
from superficial to more meaningful. According to this theory, closeness is achieved when both
the sender and receiver share their feelings and disclose the broad and deep levels.
 Expectancy Violations: According to this study, both emotional and physical boundries
of the person has been discussed and it taken into account the expectations of how the
other people respect and infringe their personal space.
 Uncertainty Reduction: it is obvious fact that the new relationships bring a level of
uncertainty and communication is the only way to reduce that uncertainty levels (Cross,
2017).
Components of the interpersonal communication
There are four components of interpersonal communication process, which are as follows:
 Sender: The person who want to convey some messages or information to the other
person. If someone have the information or feelings to share, then he or she can share it
with the help of interpersonal communication,
 Message: Information that sender wish to convey to other person is known as message.
 Channel: This is a means or way of transferring information from one person to another
person such as email, conversation, text, phone call. It includes all methods of
conversation, verbal as well as non verbal (Center, 2014).
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 Receiver:A receiver is the person to whom that information is going to be sent and then
receiver decodes or processes that message. This component may also include the
clarification or sometimes misunderstanding too.
All of the above components are very essential and basic elements of the communication
process. Communication is said to be incomplete without these components. Therefore, it is
important to promote the communication in order to achieve the goals or to perform the tasks in
an effective way (King, 2000).
II. Team member B: Nonverbal communication
Being a second member of the team members, the main focus is given on the other
communication theme which is related to facial expressions, tone of voice, gestures and body
language of the person. This is also significant because it depicts the personality of the person. It
is observed that the non verbal signals can also give us some ideas and judgments over the verbal
communication. According to experts, the communication also takes place except the words. It
is identified that every day, many of people respond to the thousands of the non verbal clues,
facial expression, gestures and tone of voice.
According to the viewpoint of the Peter F Drucker,“the most important thing is to hear without
saying a word in communication process” (Hoffman, 1999).
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Non verbal communication is the one mode of communication and that has proved to be relevant
in every case. It is observed that the non verbal communication and signals increase the trust,
clarity and add interest. The non verbal communication basically reflects the personality of the
individual that will make an individual a best presenter.
There are five main effects of the communication have been analyzed which are explained as
below:
Repetition – The non verbal communication reinforce the information or message which is
already being said.
Contradiction: Sometimes body language and expressions contradict the actual message and
make the sender or speaker seem to be untruthful.
Substitutions: The non verbal communication is the substitute of the many words. The
expressions are enough to convey the message to the receiver. For example, if an individual is
not able to make an eye contact, then it means that he lacks of confidence and feels shy.
Complementing – Non verbal message always add some extra information or compliment a
verbal message. For example, if boss appreciating his employee through verbal communication,
then pat on the back is the non verbal action that compliments the verbal communication.
Accenting: Non verbal communication is also very much helpful in underlining the certain
message in the conversation (Boyaci, et al., 2011).
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To improve the non verbal communication, it is important that an individual should work on it.
First of all, the most important thing is to strengthen eye contact with the other person. Secondly
improve the tone of voice and lastly work on the presentation skills like postures and gestures.
Therefore, nonverbal behaviour uses the group of behaviors such as:
 Facial expressions
 Gestures
 Paralinguistic
 Body language and posture
 Proxemics
 Eye gaze
 Haptics
 Appearance
To make the non verbal communication more effective, then it is suggested to use the
technologies to communicate. With the development of the technologies there are many ways
has been introduced such as the telephone, emails, SMS, Twitter, Instagram and many other
social media networks which can be used as the communication in writing. Before communicate
any message or information in the organization, then it is essential to understand the needs and
requirements of the organizations and deliver the effective message to the employees. Moving
further, the mission and business values and cultural diversity are elpful in improving the
listening skills as well as communication participation in the conversations (Dodge, 2011).
III. Team member C: Written communication
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Written Communication is of great importance in this modern world, as it is very effective in the
case of the marketing, promotions and business communications. Writing is more unique and
formal way to speech. Effective writing involves careful choice of the sentences, chronological
order as well as the composition of the sentences. Written communication is found to be more
reliable and valid in comparison to the interpersonal and non verbal communication. The
drawback of the written communication is that it causes delay because it takes time for feedback.
There are many ways of written communication such as messages, emails, tweets, etc, but the
main written communication best method is Email. There are many advantages and
disadvantages of written communication (Amutha, 2010).
Advantages of Written Communication: Some of the advantages of the written
communication are mentioned as below:
 Written communication helps in laying down the policies, apparent principles and rules
for running of an organization.
 This is a not a temporary means of communication, it is permanent in nature as it is very
beneficial in maintaining the records of the company.
 Delegation of responsibilities is highly supported with the help of the written
communication. On the other side, it is quite difficult in the case of the oral
communication to delegate the responsibilities.
 Organization image can be enhanced by developing the written communication in an
effective manner.
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 Written communication always provides the references as well as record for the future
security and safety.
 Legal defenses are dependent on the written communication as it helps in providing the
valid records (HOSBEG, 2017).
Disadvantages of Written Communication: Some of the disadvantages of written
communications are given as below:
 Written communication involves the huge amount of costs in terms of stationary and
manpower. Many organizations employed special staff for writing and typing and
delivering letters to the others.
 Feedback in the case of the written communication is not immediate. If anyone wants to
clear their doubts then it is analyzed that response is not spontaneous (Goodheart-
Willcox, 2007).
 Also written communication is a very time consuming task as it takes lot of time in
sending and receiving of messages either it’s through letters or e-mails.
 Written communication also requires great skills and abilities in the person, otherwise
lack of these grammar and punctuation skills causes many problems.
It is however, observed that communication is very essential part of the business world, and there
are many strategies that can be adopted by the organization to improve the decision making,
problem solving processes. It is very significant also to communicate in professional way as the
main focus of the business organization is on the email communication and it is a written style of
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the communication. It is clear from the above analysis that a person need to impove its
communication and listening skills if they want to perform and act professionally.
IV. Team member D: Oral communication
Oral communication is the communication through mouth of words. This communication
involves the conversations between the two people either through telephonic conversation,
speeches, presentations and discussions. Communication plays essential role in activities to
promote effective teamwork which includes the sharing of information through verbal and
written presentations, receiving concrete and constructive feedback. In simple words, it is a face
to face communication. Interpersonal communication is the process of sharing information,
feelings and messages between the two or more persons. Interpersonal communication is the best
form of communication. The main focus of the team is on the achievement of the goals and
improves their communication skills to become the effective team leader in the future. Oral
communication is recommended in the case of those situations where direct interaction or
temporary conversation is required. Face to face communication such as meetings, lectures,
interviews are the significant methods to build the trust (Manninen & Kujanpaa, 2002).
Advantages of Oral Communication: Oral communication has many pros and cons which are
going to be discussed as below:
 There is high level of transparency that matches to the values of the team and level of
understanding is high in the case of the oral presentations.
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 Instant feedback makes this communication more reliable and valid approach.
 Flexibility in this oral communication is the best element which allows the changes in the
decision making.
 The decision making process is very quick in the case of oral communication and best in
solving the problems because of the instant responses.
 Problem solving becomes the easy through this oral communication.
 Oral communication refers to the sending and receiving of the information between two
or more persons and helps in managing the conflict.
 Considered as the member of the group, it is suggested that the employees at workplace
and people in a group should use this interpersonal skills for the resolution (Lunenburg,
2010).
Disadvantages of the oral communication
 It is not sufficient to rely on the oral communication as it is more formal and very
organized.
 Oral communication is not that authentic as the written communication and also less
organized in comparison to the written communication.
 Oral communication is very time consuming in the case of long speeches, meetings,
otherwise it is a time saving method in routine interactions.
 Oral communication cannot be maintained for record and future references same as
written communication.
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 Bad presentations have the negative influence on others as well as there may be
misunderstanding because of the lack in essentials.
 Oral communication like long speeches, meetings cannot be used on frequent basis.
 Oral communication cannot be used as the legal records except in some special
circumstances and in investigation work (DOL, 2015).
b. Feedback:
There are many advantages of working in group and the above piece of writing is related to the
different communication forms. All of pieces of writing help in identifying the role of
interpersonal, oral, non verbal and written communication in the organizations as well as in our
daily life. The above piece of writing does not identified the barriers of the communication that
hinders the person to convey the message and information. Communication is very useful in the
organizations and it is very important to develop these communication skills for the future and
Communication plays essential role in activities to promote effective teamwork which includes
the sharing of information through verbal and written presentations, receiving concrete and
constructive feedback. The main focus of the team is on the achievement of the goals and
improves their communication skills to become the effective team leader in the future (Bala,
2014).
Team member A in the group of four people has chosen the interpersonal communication as
theme to write on it and his piece of writing explores the role of the interpersonal communication
in the organization, theories applied to the interpersonal skills and the different important
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components of the interpersonal communication process. On the other hand, team member B
explains about non verbal communication which also adds extra information to the face to face
communication that reflects the importance of the gestures, expressions, eye contact in delivering
the message to the people. Written and oral communication has its own advantages and
disadvantages explained by the group member C and D.
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c. Final Draft
It is identified that group has the great advantages rather than working alone because group helps
in dealing with the more information so it is better for taking the decision making as well as
solving the problems. It allows the group members to explore the different communication
themes and gain different experiences that need to be shared. Working in a group also helps in
the motivation by providing the empowerment and greater job satisfaction and it involves greater
chances of encouragements that need to be implemented and accepted. A role is set of behaviors
that associated with the skills and abilities of the person and team members within a group can
play various roles such as the task related roles, maintenance related, defensive roles and
dysfunctional roles. Some individuals in the team of people play a role which can be constructive
or destructive in nature (Fill & Jamieson, 2014).
The above four members have analyzed four different communication forms with its advantages
and disadvantages. The team excellence can be achieved by improving the interpersonal skills in
order to cooperate and engage in teamwork. From above all the four drafts shared by the team
member A, B, C, D , it is identified that the interpersonal communication is the best form of
communication at the workplace as well as the in normal human being lives. The suggestions
given by the team members are also very effective for the future such as to make the non verbal
communication more effective, then it is suggested to use the technologies to communicate. With
the development of the technologies there are many ways has been introduced such as the
telephone, emails, SMS, Twitter, Instagram and many other social media networks which can be
used as the communication in writing. Before communicate any message or information in the
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organization, then it is essential to understand the needs and requirements of the organizations
and deliver the effective message to the employees. Moving further, the mission and business
values and cultural diversity are elpful in improving the listening skills as well as communication
participation in the conversations. There are many factors that affecting the team performance or
influence the group members such as size of the team, leadership quality, members and their
attitude problems, unorganized structure influence the functioning of the group, cohesiveness,
negative physical surroundings and work group moods.
Conclusion
This report is helpful in identifying the different themes of the communication that are explained
by our each member of the group. The results and the study revolve around the communication
themes and its importance. The main focus of the team is on the achievement of the goals and
improves their communication skills to become the effective team leader in the future.
Team member A in the group of four people has chosen the interpersonal communication as
theme to write on it and his piece of writing explores the role of the interpersonal communication
in the organization, theories applied to the interpersonal skills and the different important
components of the interpersonal communication process. On the other hand, team member B
explains about non verbal communication which also adds extra information to the face to face
communication that reflects the importance of the gestures, expressions, eye contact in delivering
the message to the people. Written and oral communication has its own advantages and
disadvantages explained by the group member C and D. Working in a group also helps in the
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motivation by providing the empowerment and greater job satisfaction and it involves greater
chances of encouragements that need to be implemented and accepted. A role is set of behaviors
that associated with the skills and abilities of the person and team members within a group can
play various roles such as the task related roles, maintenance related, defensive roles and
dysfunctional roles.
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Part 2: Reflective report
This part of reflection is based on the idea of DIEP formula and the previous work done with the
eam members.
Describe: After working with the team of four members on understanding the communication
styles, I found that they are quite useful for me in real life and in my future career also. Every
draft consists of different communication style and we all are able to understand the importance
of the communication in our daily life as well as in the working organizations.
Interpret: By learning communication styles, I came to k now that the communication is
playing very important role in achievement of the goals and it is very important to impove the
communication in self. Communucaion skills are something that shows the confidence, your
personality and identity and it is our responsibility to hold these capabilities and personal values.
The interpersonal skills are the most important thing in the human personality that I have
analysed. Non verbal communication introduced me how important it is to strengthen the eye
contact and work on the facial expressions , gestures and body language. Effective comunicaton
reduces many conflicts, misunderstandings with the people and it build the strong relationships
also.
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Evaluate: The main purpose of evaluation part of the formula is to gain insight into the existing
or prior communication strategis and analyse them properly to identify the effective changes in
the future. We all have analysed that, personal development lessons from these drafts could be
very beneficial for all of us in the coming years. The topic that we have chosen in the team work
are very interesting as they all are focusing on the different styles of communication process. As
we all realized that the it is essential to have the communication skills for the bright future, so
personality development classess are the best source for all us to improve our communication
skills. These personality development session will really beneficial for me as I am very much
focused upon my career goals and my personality traits. According to me , it is also significant to
reflect on he past, present and future goals and analyze what we are doing , what does not work
and how we can bring some improvements and adjustment in us. After analyzing the goals, we
should continue to improve our personality traits such as spiritually, physically and emotionally.
Plan: I have learnt from the above team work is that in the future I willutilize my knowledge,
skills and interpersonal skills to succeed and solving my problems. For example, I will makle
use of the interpersonal communication while working in the team as well as I will focus on the
decision making and problem solving process. In the future, I will also focus more on the
leadership qualities to achieve the team excellence. I will always prefer to work in teams in order
to gain more knowledge, different ideas and better decision making. The best part of working in
teams is that, we havevarious ideas and thoughts to apply in decision making.
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