Business Communication Strategies: A Comprehensive Analysis

Desklib provides solved assignments and past papers to help students succeed.

COMMUNICATE IN A BUSINESS ENVIRONMENT

Table of Contents
Introduction................................................................................................................................3
AC1.1 Analysis of needs of communication between stakeholders..........................................3
AC1.2 Analysis of communication models supporting administration.....................................4
AC1.3 Efficiency of communication systems............................................................................6
AC1.4 Factors affecting selection of media for communication...............................................8
AC1.5 Significance of grammar, spelling, punctuation and sentence structure for
communication in business........................................................................................................9
AC1.6 Factors affecting communication media in planning and structuring..........................10
AC1.7 Methods of mitigating issues of communication..........................................................11
AC1.8 Application of theories of communication and body language....................................13
AC1.9 Techniques for proofreading in business communication............................................14
AC2.1 Identification of audience and purpose of communication...........................................14
AC3.1 Identification of purpose, nature, audience and information in commutation..............15
AC3.4 Meaning identification and implication of communicated information.......................16
Conclusion................................................................................................................................16
Reference list............................................................................................................................18
2

Introduction
Business administration is needed to be communicated among stakeholders for efficient
management of operations. Different communication methods, both verbal and nonverbal are
needed to be considered for useful transmission of knowledge and information to achieve the
desired goals. This study aims to analyse needs and efficiency of communication strategies
and methods with a business environment. Therefore, communication methods, channels and
theories are explained to view process of communication. Moreover, importance of audience
and the structuring for effective communication media are illustrated in the view of better
comprehension about communication processes within business environment. The
opportunity to express and evaluate views of business stakeholders through communication
supports workplace environment improvement and efficient management of business
operations.
AC1.1 Analysis of needs of communication between stakeholders
Stakeholders
Internal and external stakeholders are important for a company that directly or indirectly
stimulates organisational performance. Internal stakeholders such as employees, staffs,
managers and external stakeholders namely investors, suppliers and consumers are needed to
collaborate through communication to obtain desired results and sustainability for company.
Communication among internal stakeholders is less formal and informative in nature as it
chiefly encompasses details about sales, management strategies, business requirements and
such. On other hand, McQuail and Windahl (2015) communication with external
stakeholders is selective and only relevant information is shared in a selective manner.
However, performance of the company and profitability are considered for facilitating
communication with stakeholders. In Nestle, stakeholders are communicated for the
management of profits and gain marketing advantages.
Requirement of communication
3

Figure 1: Importance of stakeholder communication
(Source: Influenced by Tuleja, 2016)
Internal and external audience is communicated to develop beneficial strategies for a
company and make suitable changes for performance and profitability enhancement. Positive
and strong relationships among stakeholders can facilitate business development and
management of operations to manage market competition. Moreover, two-way
communication favours high customer satisfaction, job satisfaction among staffs and project
success.
Channels and methods of communication
Communication channels involve personal, written and broadcast communications along with
electronic and mobile channels that support effective communication. On other hand, Yusung
et al. (2016) described that the methods involve oral, written and nonverbal communications.
These primary methods are mediated through visual or body language, face-to-face
communication and other processes. Through management of methods and channels,
business communication can be facilitated to achieve efficient knowledge transfer to reach
desired goals.
AC1.2 Analysis of communication models supporting administration
Shannon and Weaver Model
This model of communication involves process of message decoding after receiving the
information through specific communication channels and media. The comprehension and
4

Source of Information Transmitter: ENCODE Receiver: DECODE Destination
Source of
Noise
FEEDBACK
interpretation of information are dependent upon the decoding capacity of receiver and thus,
affect the communication process. Moreover, presence of environmental factors represented
as noise interrupt the decoding and message interpretation by receiver making the
communication process interrupted.
Figure 2: Shannon and Weaver Model
(Source: Influenced by Roztocki and Weistroffer, 2015)
The model is effective in identification of ‘noise’ of communication to make the process
effective. Moreover, this model considers communication as a two-way process and
applicable to general communication processes. However, Roztocki and Weistroffer (2015)
stated that the receiver in this model functions in a passive way and less scope of feedback is
present here. Therefore, this model needs modified approach to implement in a business
setting to make efficient interaction for transfer of information. Therefore, this model can
help in verbal communication effectively in Nestle.
Berlo’s model
This model stresses the relationship between sender and the receiver of message. This also
emphasises the skills and processes of communication and message perception capacity to
interpret and communicate message effectively. The encoding and decoding of the process
involve attitude, social system, knowledge, and culture of sender and recipient. Moreover, the
channel is important as distortion can occur in form of noise, issues regarding
synchronization and attention problem.
5

Figure 3: Berlo’s model of communication
(Source: Influenced by Malyuga and Tomalin, 2017)
The source, message, channel and receiver are interlinked with skills, environment and
sensory stimulation that affected then communication. However, Malyuga and Tomalin
(2017) commented that this model ignores the presence of noise and it is a linear
communication model representing one-way communication. Moreover, the skills of
comprehension, analysis and cognition are eliminated from this concept. Hence, it is not
suitable for face-to-face communication for administrative decision-making in Nestle.
AC1.3 Efficiency of communication systems
Communication system helps in transmitting knowledge and information through a collection
of networks by integrating the whole system. As mentioned by Yusung et al. (2016), a
communication system supports information flow through a system that is compatible with
the knowledge transmission between senders and receivers.
6

Figure 4: Types of communication system
(Source: Influenced by Razmerita et al. 2016)
The communication can be face-to-face, telephonic or through digital platform such as email.
The method of communication depends upon the requirement of nd of knowledge transfer
and background of the communicators. On the other hand, Lee et al. (2015) commented that
the appropriateness of a communication system depends upon the knowledge type and
context of knowledge sharing. For instance, decision-making procedures involve written as
well as oral communication in Nestle. The meetings are associated with minutes, agenda
planning and discussion for information transaction. The channels effective in Nestle like
manufacturing organisations are as follows:
Communication
system
Advantages Disadvantages Effectiveness
Circle  Controlled
communication
 High participation
 Slow
information
flow
 Fewer
communication
opportunities
High
Chain  Implementation of  Distortion of Moderate
7
CommunicationsystemOpticalRadioDuplexHalfDuplexTactical

hierarchical order
 Performance
standard maintenance
message
 Less motivation
Y-shaped  Hierarchy-based
information flow
 Good monitoring
 Time-
consuming
 Easy distortion
of information
Low
Wheel  Time effective
 No distortion
 Spontaneous
feedback collection
 No
collaboration
 One-sided
decision-
making
Moderate to
high
Network  Creative solutions for
complex issues
 Participatory style of
communication
 Open system
 Low
confidentiality
 Informal
Moderate
Table 1: Efficiency of communication systems
(Source: Influenced by Rong et al. 2015)
The pros and cons of communication system affect efficiency of communication as it reflects
upon the participation and distortion of messages. In Nestle, mixed approach of circle, wheel
and network communication are implemented to encourage performance improvement and
innovation through considering differences in opinion.
AC1.4 Factors affecting selection of media for communication
Communication media
Communication media are the means of information transfer between communicators. The
media of communication can be verbal and nonverbal depending upon the environment and
communicating parties. The written, oral and body language play critical role in transmitting
information as they influence the comprehension through auditory and visual media (Sides,
2017). Client meetings, interviews and conferences like business operations in Nestle are
8

chiefly guided by a mixed method approach from auditory and visual media of
communication using business records, body language, tome of message delivery and such.
Factors affecting selection of communication media
Factors affecting selection of communication media are as follows:
Audience: The age and personality of audience affect selection of communication media as
they act as primary element of a communication program. Quirke (2017) described that age
and personality determine use of digital media, social media, real-time messaging and other
communicating patterns. Moreover, knowledge and preference of audiences determine the
method of communication.
Context: The time and context of communication are essentially effective in determining
communication pattern. If necessary, visual and body language communication media is
favoured to develop customer preferences in marketing meetings. On other hand, digital
media based on auditory communication can help in determining strategies for marketing in
Nestle. Moreover, a balance between resources can fulfil context priorities in organisational
decision-making.
Business objective: Objectives of business determines time and priorities of communication.
Communicating about marketing strategies need digital media, whereas, sales related issues
are communicated through written documents chiefly. In Nestle, the marketing strategies and
product launch designs related information is delivered through written and graphical format,
stimulating visual interaction. On the other hand, strategy determination included body
language and oral communication.
Nevertheless, information security, distance and intrusiveness are to be considered for
communication media determination.
AC1.5 Significance of grammar, spelling, punctuation and sentence
structure for communication in business
Business communication is preferred through verbal and nonverbal media through emails,
reports, letters and presentation. Information related to business operations and management
of issues is needed to be handled with communication methods appropriate to the context. As
opined by Quintanilla and Wahl (2018), written communication is important in business
context to store records and evidence for the transmission of knowledge about organisational
activities. Therefore, written documents are needed to be technically supportive of proper
transmission of knowledge and information.
9

The conventions of the written communication media through business reports, meeting
agenda, and records of implemented strategies need to cater to formal representation of
information in universally known language. The paragraphs and format should suffice for
formal writing. Moreover, formality, style of language and terminologies are needed to be
used with appropriateness. As mentioned by Balaji et al. (2016), technical terms to represent
issues and relevance is important along with grammatical correctness for communication
through formal records. In a meeting related to marketing of Nestle, the financial statement
should contain relevant terms and market-related research data to communicate market
information efficiently. Nevertheless, it is important to maintain accuracy, standard work
ethics, and professionalism in representing information for communication.
AC1.6 Factors affecting communication media in planning and structuring
Planning communication media
Factors affecting planning a communication media include objective for communication,
audience, message to be delivered, channel of communication, timing and preparation. As
advised by Adler et al. (2015), planning for communication media involve evaluation of its
requirement and available resources to make suitable changes in the communication process.
Active participation and management of audience help in planning for communication media
that helps in easy transmission of information and fulfil objective likewise. Planning results
in media selection for communication between the human resources and management in
business setting. The retail companies need to evaluate operations and need for
communication to plan on communication media.
10

Figure 5: Factors affecting planning and structuring of communication media
(Source: Influenced by Coombs, 2015)
Structuring communication media
Structuring a communication media involves communication objective and its background
along with audience response and actions regarding communication process. Basis
background information support development and selection of communication media. For
instance, conference for product design should involve information about product designing
and related resources, which has been conducted among production manager, designer and
other executives of Nestle. Additionally, Weldy (2017) commented that response of audience
to specific communication media and available facts structures communication media. It is
important to consider the result of structuring communication media based on relevant
information.
AC1.7 Methods of mitigating issues of communication
Barriers to communication hinder effective transmission of information and reflect upon
mismanagement of operations within an organisation. As commented by Coffelt et al. (2016),
the differences of perception between communicators, environment and communication
media affect communication and act as barriers in expressing and receiving information
efficiently. In addition, the relevance of information, emotions, distraction, prejudices and
physical issues hinders effective communication among communicating people.
11

Barriers Impact
Perceptual  Differences in opinion
 Indifferent attitude
Emotional  Irrelevant topic
 Lack of interest
 Taboo topics
Language  Misinterpretation of accent and language
 Communication depends upon nonverbal responses
Cultural  False assumptions
 Stereotyping
 Different practices
Physical  Speech difficulties
 Sensory-related disabilities
Table 2: Barrier to effective communication
(Source: Influenced by Baker and Warren, 2015)
These challenging barriers affect organisational communication and employee relation
resulting in performance issues and reduced productivity.
Ways of overcoming barriers
In order to reduce communication barriers, the management of organisation should consider
implementing strategies facilitating diversity acceptance and maintaining high emotional
intelligence through training programs. In addition, receiver should be focused and clear
information is to be provided through multiple communication channels and methods to
reduce scope of misinterpretation. As mentioned by Talley and Temple (2018), the ability of
leader to implement communication media suitable for diverse situation of organisation help
in promoting beneficial communication. 7 C's of communication provides understanding
about seven components to facilitate communication namely clarity, content, credibility,
context, capability, continuity and channels. Nonetheless, expert supervision and improved
employee relation can help in overcoming communication barriers effectively.
12