COMMUNICATE IN A BUSINESS ENVIRONMENT: Report and Analysis

This report, titled "COMMUNICATE IN A BUSINESS ENVIRONMENT," comprehensively analyzes various aspects of business communication. It begins by examining the communication needs of both internal and external stakeholders, highlighting the differences in their objectives and communication styles. The report then delves into different communication models, including the Shannon and Weaver Model and Schramm’s Model, explaining how these models support administration. It evaluates the effectiveness of different communication systems such as telephone, email, and face-to-face interactions, and explains factors influencing the choice of communication media. The report emphasizes the importance of correct grammar, sentence structure, and other conventions in business communications, and outlines factors to consider when planning and structuring different communication media. It also addresses ways to overcome communication barriers, discusses communication theories and body language, and explores proof-reading techniques. The report further covers identifying the purpose and audience of communication, selecting appropriate communication media, presenting information effectively, adhering to business practices, adapting communication styles, and ensuring clarity and accuracy in written communications. Finally, it discusses meeting deadlines, identifying the nature, purpose, audience, and use of information, using appropriate language, and reinforcing messages through body language and tone of voice, and identifying the meaning and implications of information communicated verbally, and responding appropriately.

COMMUNICATE IN A
BUSINESS
ENVIRONMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Analyse the communication needs of internal and external stakeholders.............................1
1.2 Analyse the different communication models that support administration..........................1
1.3 Evaluate the effectiveness of different communication systems..........................................1
1.4 Explain the factors that affect the choice of communication media.....................................2
1.5 Explain the importance of using correct grammar, sentence structure, punctuation, spelling
and conventions in business communications.............................................................................2
1.6 Explain the factors to be taken into account in planning and structuring different
communication media.................................................................................................................2
1.7 Explain ways of overcoming barriers to communication.....................................................2
1.8 Explain the use of communications theories and body language.........................................3
1.9 Explain proof-reading techniques for business communications..........................................3
TASK 2............................................................................................................................................3
2.1 identify the purpose and audience of the information to be communicated.........................3
2.2 Select communication media that are appropriate to the audience and information to be
communicated.............................................................................................................................3
2.3 present information in the form of format, layout.................................................................4
2.4 Follow agreed business practices when communicating in writing......................................4
2.5 Adapt the style and content of a communication, appropriate to specific audiences............4
2.6 Present written communications that are clear, expressed in correct grammar and reflect
what is intended...........................................................................................................................4
2.7 Meet agreed deadlines in communicating with others..........................................................4
TASK 3............................................................................................................................................5
3.1 Identify the nature, purpose, audience, use of the information to be communicated............5
3.2 Use language that is correct and appropriate for the audience’s needs.................................5
3.3 Use appropriate body language and tone of voice to reinforce messages.............................5
3.4 Identify the meaning and implications of information that is communicated verbally........5
3.5 Confirm that a recipient has understood correctly what has been communicated................5

3.6 Respond in a way that is appropriate to the situation and in accordance with organisational
policies and standards.................................................................................................................6
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................7

INTRODUCTION
In an organisation, it is important for manage and control all functions in effective
manner. Company manager need to share all essential information from one another to transfer
message to their subordinates (Aula, 2010). By this, firm can assist in promoting their products
and services to desired customers.
TASK 1
1.1 Analyse the communication needs of internal and external stakeholders
The communications of these groups differ and have different objectives that are as
under:
 Internal- Communication internally can be less formal due to familiarity between
members of a team if between colleagues. However, it is typically informative in nature.
 External- This type of communication is varies largely on what the business wants/needs
from its external audience. In terms of investors, a company would be more honest with
figures than it would with customers/consumers, i.e. margin profits or company
performance, in order to secure money from individuals.
1.2 Analyse the different communication models that support administration
There are two models which help in communicating within the business that are as under: Shannon and Weaver Model Of Communication (1948)- This is one of the earliest
models of communication and lays out the process of conversation to evidence what
could go wrong from ‘source’ to ‘receiver’ as a message is ‘encoded’ and ‘decoded’ by
two people.
 Schramm’s Model (1954)- alters this simplistic model, showing that encoding and
decoding is not a one-sided process and that by converting ideas into words humans are
constantly encoding and decoding messages to be decoded and encoded again.
1.3 Evaluate the effectiveness of different communication systems
There are a range of different communication systems/methods which are used within
business: Telephone- Telephone calls are one of the most common forms of communication used
in business.
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 Email- Comparatively to telephone calls, email is entirely written, resulting in a lack of
verbal ques and limited understanding of objectives such as personality or attitudes.
 Face-to-face- Meeting external stakeholders is an important way to create a relationship
with important business relations.
1.4 Explain the factors that affect the choice of communication media
For large amounts of information email is the best choice as it is able to hold a large
amount of written text and some documentation (Bovee, Thill and Raina, 2016). When looking
to describe and to discuss, telephone or face-to-face are better choices as they allow the use of
senses within conversation. Telephone calls are typically better when looking to discuss large
amounts of information or to save time. Face-to-face meetings are good with clients for initial
meetings, or candidates following interviews, to gather key information and make a lasting
impression.
1.5 Explain the importance of using correct grammar, sentence structure, punctuation, spelling
and conventions in business communications
Business communications are important to the impressions made between internal and
external stakeholders as well as the messages expressed (Business communication. 2017). A key
example of this in my role would be email communications I use to first introduce appropriate
candidates to roles. This importance carries through to other methods of communication with
similar reasoning the most important thing is to ensure the correct message is expressed.
1.6 Explain the factors to be taken into account in planning and structuring different
communication media
It is important to make sure that any message is as succinct as possible only relevant and
necessary information included within emails or conversations. Other considerations include the
formality of language choices involved in portraying ideas, i.e. conversations with clients, and
the desired outcome of communication. Planning and structuring communication is key to
increasing the likelihood the receiver will understand the intended message.
1.7 Explain ways of overcoming barriers to communication
There are many barriers to communication overcoming them is important to ensure
successful business communications. These barriers are given below:
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Difference in perception- Over the phone and particularly over email it can be difficult to ensure
that the receiver has understood a message as intended, furthermore, they can disagree on certain
elements.
Cultural differences- Differences in cultural backgrounds typically alter body language,
attitudes, and tone of voice in response to ideas. In my role, it is important to stay open minded.
1.8 Explain the use of communications theories and body language
Berlo’s theory of communication takes into account the importance of senses, and
therefore body language as viewed by a receiver, in the deliverance of a message. Similarly, it
can be argued that the ‘interference’ of Schramm’s model could include such things as body
language. In my work, I understand that body language, similarly to tone in a telephone
conversation, is a key aspect to how a message is created and taken in.
1.9 Explain proof-reading techniques for business communications
There are many proof-reading techniques used in business: key examples include peer
review, software review, and self-evaluation (Guffey and Loewy, 2010). Proof-reading is
important in business as communications are commonly the foundation for the opinion of a client
or candidate of you and your business therefore, creating a professional message is important to
ensure positive feedback.
TASK 2
2.1 identify the purpose and audience of the information to be communicated
Upon communicating with your audience, your end purpose should not be what you want
to do instead it should be what you want your audience to do as a result of your communication.
You want your audience to act and react in some way. Communicating involves the audience.
Effective communication is achieving this purpose and to communicate effectively you must
adapt to your audience.
2.2 Select communication media that are appropriate to the audience and information to be
communicated
Selection of the right communication channel depends on an understanding of the
communication objectives and audiences, and the strengths and weaknesses of the different
channels that are available. The correct selection is vital to the success of a communication
campaign. A basic rule of thumb in the selection of the communication channel is that the more a
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message needs to change behaviours and win over hearts and minds, the more it has to be
delivered using a face-to-face channel.
2.3 present information in the form of format, layout
Businesses commonly use multiple communication formats to reach the widest audience
possible when conveying messages. Each communication format offers advantages or
disadvantages depending on the message being delivered and the individuals receiving the
message. Also, different communication formats may cost more than others.
2.4 Follow agreed business practices when communicating in writing
Prepare all documents for presentation depending on what has to be delivered. I must
keep documents in the correct order, so that the communication goes in a flow without any errors
(Hansen, 2010). While presenting, I must be clear when stating the objectives, and must give an
introduction on what I am going to present, why I am there to do it, why the attendees are there
and why it is important.
2.5 Adapt the style and content of a communication, appropriate to specific audiences
First, get an understanding of the different learning styles. This knowledge will help you
analyse and better communicate with your audience. There are a variety of theories regarding
learning styles or the way people perceive and process information, but most prescribe at least
partially to educational theorist David A. Kolb’s take on experiential learning.
2.6 Present written communications that are clear, expressed in correct grammar and reflect what
is intended
The main purpose in the correct use of grammar, punctuation and spelling is ensuring the
receiver of the information reads it accurately. Addition to this when given a task to do, your
employer expects you to do it perfectly. When a document has inaccuracies, readers tend to
distrust everything, including the statistics, opinions, and facts. This would be relayed back to
my employer who would themselves lose confidence in our ability.
2.7 Meet agreed deadlines in communicating with others
Agree to a reasonable deadline. This is extremely important. NEVER promise to
complete a project by a certain date, if you know upfront that the deadline is not achievable. If
you agree to a deadline, and kept quiet about the timeline not being achievable, you will still be
the one who is going to be painted in a bad light, when you are not able to deliver. If the deadline
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is not achievable, open your mouth up front, and ensure that a reasonable deadline is agreed to
up front.
TASK 3
3.1 Identify the nature, purpose, audience, use of the information to be communicated
When communicating in a work environment, the nature is to communicate factually, in
concisely and in an easily digestible style (Iskanius, Page and Anbuudayasankar, 2010). If you
are communicated non-verbally, e.g. a letter, the information needs to be relevant, accurate and
be presented professionally. Knowing what is trying to be achieved from a conversation is
essential for a successful conversation.
3.2 Use language that is correct and appropriate for the audience’s needs
Communication has not taken place until the person(s) being communicated with has
understood the message as the sender intended." In other words, an appropriate choice of
language for your audience is required. The communication should be at a pitched at a level that
will be understood by your audience e.g. if you were talking to a customer you wouldn't be using
the usual jargon or abbreviations that would to your colleagues in the office.
3.3 Use appropriate body language and tone of voice to reinforce messages
When you are trying to reinforce messages, your body language and tone of voice will
help this. Your tone of voice needs to be moderate to low and the speed of what you are talking
needs to be slow enough in order for it to be clear and easy to understand (Louhiala-Salminen
and Kankaanranta, 2011). When communicating verbally, your body language will be assessed.
Keep your posture high with your shoulders back, give direct, solid eye contact and smile. Also
use purposeful and deliberate hand gestures and these will make you appear confident and
interesting.
3.4 Identify the meaning and implications of information that is communicated verbally
Communication is the act of transferring information from one person to another. If you
do this verbally, it will usually be as a face to face conversation or over the phone. When
speaking to a customer over the phone I use question techniques as way of confirming that the
information has passed through successfully.
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3.5 Confirm that a recipient has understood correctly what has been communicated
It is important that we confirm that what we have been communicating has been
understood. A way of judging this when having a face to face conversation would be by
observing the person's body language as you speak and by questioning throughout (Teece, 2010).
With all forms of communication, at the end almost like a conclusion, you could sum up overall
what has just been discussed as a clarification of understanding.
3.6 Respond in a way that is appropriate to the situation and in accordance with organisational
policies and standards
Sometimes when questioning and answering over the phone, information can be
misinterpreted due to the speaker’s nerves. You should always appear confident when you speak
by speaking clearly and speaking with a smile. Smiling can change the tone of your voice to
make you sound friendly and welcoming whereas if you are frowning you may seem like you are
fed up and that you don’t really want to be having that particular conversation. As a result, that
could lead to your company losing their customer morale (Wild, Wild and Han, 2014). When
speaking to a customer it is important that you are following your companies’ policies and
standards. For example, present yourself formally and speaking formally as well. This presents
yourself and your company as being professional to your client.
CONCLUSION
From the above mentioned report it can be concluded that Company manager need to
share all essential information from one another to transfer message to their subordinates. For
large amounts of information email is the best choice as it is able to hold a large amount of
written text and some documentation. Business communications are important to the impressions
made between internal and external stakeholders as well as the messages expressed properly.
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REFERENCES
Books and journals
Aula, P., 2010. Social media, reputation risk and ambient publicity management. Strategy &
Leadership. 38(6). pp.43-49.
Bovee, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Guffey, M.E. and Loewy, D., 2010. Business communication: Process and product. Cengage
Learning.
Hansen, A., 2010. Environment, media and communication. Routledge.
Iskanius, P., Page, T. and Anbuudayasankar, S.P., 2010. The traditional industry sector in the
changing business environment–a case study of the Finnish steel product industry.
International Journal of Electronic Customer Relationship Management. 4(4). pp.395-
414.
Louhiala-Salminen, L. and Kankaanranta, A., 2011. Professional communication in a global
business context: The notion of global communicative competence. IEEE Transactions
on professional communication. 54(3). pp.244-262.
Teece, D.J., 2010. Business models, business strategy and innovation. Long range planning.
43(2). pp.172-194.
Wild, J.J., Wild, K.L. and Han, J.C., 2014. International business. Pearson Education Limited.
Online
Business communication. 2017. [Online]. Available through:
<http://www.managementstudyguide.com/business_communication.htm>.
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