Analyzing Communication Principles for Business Success

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BUSINESS COMMUNICATION
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Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................4
ANALYSIS OF THE PRINCIPLES AND PURPOSE TO BE CONSIDERED IN THE
COMMUNICATION STRATEGY.............................................................................................4
GENERAL CHARACTERISTICS TO BE ADOPTED BY AN INDIVIDUAL TO BECOME
EFFECTIVE LISTENER AND SPEAKER IN MEETINGS......................................................6
TASK 2............................................................................................................................................9
ASSESSING STRENGTHS AND WEAKNESSES IN TERMS OF COMMUNICATION
BOTH ORALLY AND IN WRITTEN FORM IN THE CONTEXT OF BUSINESS................9
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12
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INTRODUCTION
Effective business communication is important for every organization because it helps in sharing
information within the enterprise and outside of enterprise. It is mainly carried out to gain
commercial benefit for the organization. This report would lay emphasis on gaining effective
communication through analyzing its purpose, characteristics a person should have to
communicate effectively along with the strengths and the weaknesses.
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TASK 1
ANALYSIS OF THE PRINCIPLES AND PURPOSE TO BE CONSIDERED IN THE
COMMUNICATION STRATEGY
The principles and purposes to be analyzed and considered by the HR director at Sports Love for
the communication strategy are:
PRINCIPLE OF CLARITY
The message to be communicated among the staff members should be clear enough to be
interpreted by the other. The message that is to be conveyed among the staff should be clearly
spelt out without having any confusion (Kernbach et al., 2015). For this, it is important to know
that the receiver is well known with language in which communication is carried out.
PRINCIPLE OF ATTENTION
To carry out the communication effectively it is important to draw the attention of the receiver
towards the message. Different people possess different behaviour, emotions, attention level, etc.
therefore the response to the message may also differ (Mautner and Rainer, 2017). Thus, it is
important to maintain attention when communicating.
PRINCIPLE OF INFORMALITY
Many a time informal communication works better for achieving the desired objectives where
formal communication fails to work. The actual reactions of the staff members can be learnt by
HR through communicating informally rather than formally (Marushevska, 2019). This type also
helps in getting feedback from the employees that can be used for decision-making.
PRINCIPLE OF CONSISTENCY
The communication that is carried out should be inconsistent with the policies, objectives, plans
that have been formulated for the enterprise and not inconsistent with them. The employees
might get confused if the communication carried out is not consistent with the set rules,
regulations, policies, etc. of the organization (Mack, 2017).
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PRINCIPLE OF ADEQUACY
The communication carried out should be relevant in all aspects. Inadequate information would
lead to ambiguity, delayed action, etc. It also hampers the efficiency of the staff therefore, it is
important to provide adequate information so that the goals can be achieved (Coffelt et al.,
2016).
The purpose of communicating effectively is very important for any organization. The HR
Director at Sports Love should consider the principles that are stated above so that
communication is carried out effective. Also, these principles have the purpose of making
communication effective (Kernbach et al., 2015). By following the above principles there would
be no ambiguity among the staff which would at the end help in enhancing the customer
experience. Therefore the HR must keep in mind all these before striking communication in the
organization as this would help in leading overall positive impact.
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GENERAL CHARACTERISTICS TO BE ADOPTED BY AN INDIVIDUAL TO BECOME
EFFECTIVE LISTENER AND SPEAKER IN MEETINGS
General characteristics to be adopted by a participant for becoming an effective listener at
a meeting are as follows:
BE ATTENTIVE
There can be quite a few distractions that the participant might face during meetings like the
vibration of the mobile which can make it miss a vital point therefore, the participant must focus
on the speaker and remain attentive and avoiding these distractions that occur (Sadeghi, 2019).
For this, the participant must look in the eyes of the speaker when he is explaining.
PAY ATTENTION TOWARDS SPEAKER’S BODY LANGUAGE
It’s important for the participant to notice the body language that is possessed by the speaker
because body language plays an important role in determining an emphasis on a particular point.
A point may be considered unimportant until the gestures are noticed.
KEEP AN OPEN MIND
The participant should keep an open mind when attending a meeting and for that, he should keep
his ego aside or the preconceived notion that he has, etc. He should just focus on the speaker and
try to understand his viewpoint (Mautner and Rainer, 2017). This listening ability can be
enhanced when listeners focus on listening without judging.
ASK FOR CLARIFICATION
Every participant should willingly take part in the meeting and show his interest towards the
same by asking questions that are relevant to the topic which help in clear understanding of the
topic along with clarification of the doubts. Questions asked should be in an appropriate way and
should not interrupt and break the flow of the speaker.
FOCUS ON THE OVERALL PICTURE
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The meetings conducted contain a large amount of information in them along with new ideas and
important details (Mack, 2017). That is why it is important for the participant to note these
important details that can be required in the future. Also, noting details would help the
participant in avoiding the distractions caused by these details in the near future in regards with
the overall picture.
General characteristics to be adopted for becoming an effective speaker at a meeting to
gain benefit can be explained as follows:
CONFIDENCE
For effectively speaking during the meetings participants must have confidence within him
(Hyland, 2019). It is considered that if a person has full confidence while speaking in a meeting
then he would be able to present his views in an appropriate manner and is also considered to be
knowledgeable, intelligent and engaging rather than the less confident speaker.
VOICE MODULATION
A speaker needs to modulate his voice when speaking in a meeting. There should be an
appropriate use of high’s and low’s in the voice when speaking so that it helps in grabbing the
attention of the listeners and not making them lose interest in the meeting.
AWARE ABOUT THE TOPIC
The speaker should have full knowledge over the topic he is speaking. He should be aware of all
the facts and figures related to the topic (Coffelt et al., 2016). So, that whenever a question is
asked to him by the seated participants then he is able to answer them all as a result clearing their
doubts also.
BODY LANGUAGE
The speaker should possess effective body language along with appropriate use of hand gesture
when and where required because sometimes a point may look ineffective without gestures.
Effective body language also helps in maintaining attention of the listeners and not leading them
towards boredom.
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ENGAGING THE LISTENERS
The communication carried out by the speaker should be engaging enough for the listeners which
does not create boredom for them (Penrod et al., 2017). If the speaker is unable to engage its
listeners effectively then the listeners might not be able to comprehend what the speaker wants to
convey effectively which as a result leads to ambiguity.
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TASK 2
ASSESSING STRENGTHS AND WEAKNESSES IN TERMS OF COMMUNICATION
BOTH ORALLY AND IN WRITTEN FORM IN THE CONTEXT OF BUSINESS
THE STRENGTHS AND WEAKNESSES RELATED TO ORAL COMMUNICATION IN
BUSINESS CONTEXT:
Oral communication can be referred to as transferring of message over telephone or face-to-face
from one party to another or it can be referred to as communication on a one-to-one basis. This
communication allows me to communicate with other individuals in an oral form in an effective
manner when the time is limited and the information conveyed is important and in a large
amount (Sato and McNamara, 2018). Also, I believe the strength of oral communication when it
allowed me to speak directly to my employees and know their opinions, thoughts or issues which
help me in maintaining effective relations with them. Oral communication allows me to get
feedback then and there only without any delay.
The biggest weakness of oral communication is that it can be interpreted wrongly sometimes by
the receiver. This misinterpretation can lead to some serious issues in the prevailed situation
(Pauley, 2016). Another weakness is that it cannot be changed once after it’s spoken as the words
spoken cannot be taken back. Also, the message communicated orally may not be necessarily
remembered by the receiver which acts as a barrier for me to carry out the further process of the
company.
THE STRENGTHS AND WEAKNESSES RELATED TO WRITTEN
COMMUNICATION IN BUSINESS CONTEXT:
Written communication can be referred to as transferring messages through written form that can
be mainly a printed message in the context of business. Various types of written communication
are there in the business like emails, letters, memos, etc. (Penrod et al., 2017). The strength of
written communication is that once I have documented a message it can be recorded permanently
and also it can be easily stored and retrieved whenever needed. Also, these documents can be
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read by other individuals any time in the future when required. That is why written
communication is considered to be more clear and comprehending than any other form.
The major weakness of written communication is that the message is transferred quite slowly to
the receiver. It takes time in transmitting the message in a written form in comparison with oral
form. Another weakness is that it does not provide immediate feedback which delays in further
alteration to be made in the message (Hyland, 2019). This delay in conveying the message has
made me unable to resolve the issues of the customers in an immediate manner which leads to
unpleasant customer experience.
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CONCLUSION
It can be concluded communicating effectively is very important for every organization so that
the business operations are carried out smoothly. Sports love can improve its communication r
by following the above principles of communication along with the characteristics that would
help its employees. It is expressed in the report that it is important to communicate effectively so
that the operations of the organizations are carried out smoothly.
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