Effective Communication in Business: A Report on Models and Theories

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Communicate in a Business Environment
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Table of Contents
Introduction......................................................................................................................................3
Main Body.......................................................................................................................................4
Conclusion.....................................................................................................................................10
Reference List................................................................................................................................11
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Introduction
The present task will have explanation on the different models of communication and theories
related to the body language and communication. The use of conventions and factors related to
the structuring and planning of communication media will be discussed. The barriers of
communication along with the solution to them will be assessed.
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Main Body
AC1. 1: Analyse the communication needs of internal and external stakeholders
Stakeholders are the people who have interest in the business’ decisions. The internal
stakeholders such as managers have the need of communicating with the team members on
delegating and informing about their job role. The team members have the need of
communicating with the management for the solution of the problems, they might face as well as
among the team members for effective coordination and cooperation in performing tasks (Harris
and Sherblom, 2018). The external stakeholders such as customers have the need of being
informed of the products and services that the company provides. The organisation should fulfil
the need of communication of suppliers in order to have good relationship with them so that
management of supply chain will be easier.
There are some requirements of communication such as the purpose of communication. There
should be anticipated outcomes of communication. An individual should know the proper
language in which it needs to communicate so that the listener would understand it properly.
There are various channels of communication such as indirect and direct. In direct
communication, information is shared directly and in indirect the intentions of the communicator
are hidden.
The methods of communication include face to face, in which the people directly converse with
each other and team meetings in which several people communicate with each other in business
related topic. The voices of communication can vary as in telephone communication as well as in
paper-based communication through report writing to deliver information. The digital
communication method includes social media such as Facebook. The use of internet is essential
in making communication.
AC1.2: Analyse the different communication models that support administration
As per Shannon and Weaver model of communication, the information source that is the
message is transmitted through mouth along with the barriers of disturbances and noise and
provides signal to the recipient thus, it receives the message (Ruben and Gigliotti, 2019). In
administration, this model can support communication as the members of firm can reduce the
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barriers of communication by identifying them. However, this theory does not describe the part
of receiver in communication. Berlo’s model of communication has four components sender,
message, channel, and receiver. This theory can be used in administration. The sender should
have communication skill, knowledge, and perfect attitude in making proper communication.
The message transferred should have appropriate content, structure and codes for making the
receiver understand the information. The channels should be efficient in transferring the message
such as proper hearing, feeling, and seeing abilities. The receiver should have similar abilities of
sender to comprehend the message (Turaga, 2016). This will enhance the communication level
among the individual. However, this theory lacks description of the disturbances or obstacles
that might affect the communication. It is a linear communication process and there is absence
of interpretation of two-way process. According to Schramm’s model, the encoder transfers the
message while the decoder receives it and interprets (Watson and Hill, 2015). This model can
support the administration if applied in the firm among the personnel for effective
communication. Feedback is necessary for better communication among the people as per this
theory, thus it should be incorporated in the business communication. This theory however lacks
discussion on communication among multiple participants.
AC1.3: Evaluate the effectiveness of different communication systems
There are various systems of communication such as star, top down, bottom up, and two-way. In
organisation, the star communication enhances the relationship among the members and assists
them in understanding each other’s ideas, as it involves participation of every member in
communication. However, this might lead to confusion and interruptions. Top down
communication in business is the flow of communication as per the hierarchy of the
administration (Daigle, 2016). This is not time effective method for urgent decision-making. In
the bottom up communication, information flows from employees to the managers concerning
the formers requirements and queries. This makes the management tailor the policies of the
company as per the requirements of workers (Batra and Keller, 2016). This disrupts relation
between the management and the workers in direct way. Two-way communication includes a
sender and receiver. This avoids interruption and provides feedback to the persons involved in
interaction (Ruck et al., 2017). However, this does not include collective members of the
organisation in dealing with a particular issue.
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There are some requirements of the communication system in organisation such as accuracy of
content and control over the words. The factors that influence communication include hierarchy
and culture of organisation.
AC1.4: Explain the factors that affect the choice of communication media
Communication media in oral or written form used in communicating or sharing the message.
The factors that can affect the choice of media in communicating are purpose and subject matter
of communication. For instance, vital information required to share among public should be
communicated through media such as newspapers and social media. Things of great influence
should be transferred through broadband channels to affect a mass of people. Accuracy is
another factor that determines the choice of media as accurate information should be
communicated through newspapers and articles and not from social media.
AC1.5: Explain the importance of using correct grammar, sentence structure, punctuation,
spelling and conventions in business communications
In business communication, letters, e-mail, and presentations are used. The conventions of
communication in business are inclusion of paragraphs, perfect format, appropriate use of
language, and technical terms like abbreviations (Daffern et al., 2017). These factors are
necessary to have proper business communication. The communication mediums should reveal
the standard of work and accuracy of the context. Correct grammar is necessary to make the
receivers of the message understand the contents. The appropriate sentence structure facilitated
engagement of readers into reading the message. Punctuation is necessary for creating pauses in
the document to avoid unnecessary flow of words. Spelling should be accurate to understand the
meaning of the sentences and conventions like abbreviations should be used to influence the
professional image of the document.
AC1.6: Explain the factors to be taken into account in planning and structuring different
communication media
In planning of the communication media, some factors such as message, audience, and timing
should be considered. The message should be planned as what to deliver the audience that would
affect them positively. The requirements of the audience should be considered in delivering the
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message. Timing should be planned so that the message are informed or sent to the receivers
within a frame of time.
Structuring the communication media is necessary that include introduction and data. The
message should be provided in detail to the receivers so that they would be able to understand
the purpose of message properly. The response of the receivers of message is necessary to have
feedback concerning their thoughts about the subject matter of message. The conclusion will be
structures according to the discussion to end the message.
AC1.7: Explain ways of overcoming barriers to communication
There are some barriers of communication such as lack of interest of the receiver, distraction
such as noise, physical disabilities such as lack in hearing properly, difference of language,
cultural differences, and others. Lack of discussion as well insufficient communication skill
hinds the communication among the members of an organisation (Baker and Warren, 2015).
These barriers can be overcome by delivering the messages clearly to the receiver. Proper
attitude is necessary to develop interaction among the people of different cultures. Content
should be planned as well as the context should be analysed before making business
communication. Clarity of words is necessary for making the receiver understand the words.
AC1.8: Explain the use of communications theories and body language
Communication theory such as Silent Messages of Albert Mehrabian detailed that only 7% of
communication of the sender of message includes actual content. As per this theory, 55% of
communication comprises of the body language of the person while 38% include volume,
intonation, and tone of the message (Mehrabian, 2017). This theory is important in assessing the
communication where emotions are connected as well as in business where attitude and
motivation have outcomes on the performance and behaviour of the individual. This can be
applied in the face-to-face communication to assess the tone, content, and facial expression of
the personnel of the organisation.
Body language of the individual includes facial expression of the personnel, gestures, eye
contact, postures, and touches. Analysis of the body language of the members of the organisation
would be useful in understanding their attitude and engagement in communication. These factors
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would be significant in mirroring others. Thus, enhance the verbal communication among the
members of the firm. Body language can tell a person about the mood and intention of another
person.
AC1.9: Explain proof-reading techniques for business communications
The information that is shared among the members of an organisation is called as business
communication. The intention of the business communication is to benefit the business by
important discussions. The format of business communication should be in written form such as
in documents, spreadsheets, emails and can also include graphs, images, and diagrams for
business purpose to illustrate the details.
Proof reading is essential in business communication because it would check the mistakes in
spelling, grammar, and punctuation (Eze and Nwogu, 2019). This would enhance the
presentation quality and provide clear description of the project. The techniques in proof
reading include reviewing the hard copy to identify mistakes and use of dictionary to enhance
the vocabulary of the document.
AC 2.1: Identify the purpose and audience of the information to be communicated
There is requirement of identifying the purpose as well as audience for informing them about
the business context. In written communication, the nature of information should be identified
for instance, in presenting business development idea, the sender of message should need to
mention in the written document about the purpose of writing the same to the management. The
writing should influence the audience that is the management therefore; written document
should be prepared and presented in formal way. The use of the written communication should
be assessed before making communication so that the result of the writing would be positive in
enhancing the career prospect of the individual. The information concerning the writing that is
the business development idea should be present in a concise way with evaluation. There should
be presentation of the required details required in the subject matter. The goal of the subject
should be highlighted so that the learner would understand the concept and the idea behind the
proposal.
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AC 3.1: Identify the nature, purpose, audience and use of the information to be
communicated
In verbal communication such as in discussing the goal of a new project, the members of
business should involve in effective communication. The nature of communication such as in
this case, creating objectives of new project should be identified. The requirements of the
receiver should be considered as in the present scenario, the employees’ welfare, reward, and job
description should be discussed. The management should consider that the information or
communication related to the present matter would influence the employees positively and
motivate them. The information shared should be clear to the audience so that they would be
able to understand the activities they need to perform in meeting the company’s objectives. The
purpose should be informed that is fulfilling the business objectives to the people.
AC 3.4: Identify the meaning and implications of information that is communicated
verbally
The meaning of the communication should be understood in a clear way to the members of the
organisation. It is necessary so that the essence of the information is not missed or misinterpreted
by the members. The intention of the encoder should be transferred clearly to ensure that the
decoder or receiver of the message have understood the meaning of the words as it has been
intended by the sender of the information. In the verbal communication, the sender should
inform the people in a structured way. Suggestions should be provided to the receivers so that
hidden information or message is transferred as well. Body language and tone of the personnel
can insinuate the receivers in understanding the meaning of the communication (Young and
Travis, 2017). Through suggestive remarks, one can inform the receivers about the intended
topic without directly saying it.
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Conclusion
It can be deduced from the given task that the business communication has been explained with
discussion on the requirements of stakeholders, communication systems, and factors that can
influence the communication media. The proofreading techniques have been discussed that can
enhance the quality of written communication material. Communication theories have been used
in administration for enhancing interaction.
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Reference List
Baker, T. and Warren, A., 2015. The Nine Common Barriers to Communication.
In Conversations at Work(pp. 54-74). Palgrave Macmillan, London.
Batra, R. and Keller, K.L., 2016. Integrating marketing communications: New findings, new
lessons, and new ideas. Journal of Marketing, 80(6), pp.122-145.
Daffern, T., Mackenzie, N.M. and Hemmings, B., 2017. Predictors of writing success: How
important are spelling, grammar and punctuation?. Australian Journal of Education, 61(1),
pp.75-87.
Daigle, J., 2016. Filling the Knowledge Gap on Top Down Management with Key Variables
Being Corporate Culture and Communication During the Strategic Decision Implementation
Process. Available at SSRN 2772234.
Eze, T.I. and Nwogu, I.E., 2019. SMALL AND MEDIUM SCALE BUSINESS
MANAGERS’RATINGS OF OPERATIONAL COMMUNICATION STRATEGIES FOR
SUCCESS OF ENTERPRISES IN ENUGU STATE. NAU JOURNAL OF TECHNOLOGY AND
VOCATIONAL EDUCATION, 2(1), pp.110-119.
Harris, T.E. and Sherblom, J.C., 2018. Small group and team communication. Waveland Press.
Mehrabian, A., 2017. Nonverbal communication. Routledge.
Ruben, B.D. and Gigliotti, R.A., 2019. An Overview of Foundational Perspectives on
Communication. Leadership, Communication, and Social Influence, pp.35-54.
Ruck, K., Welch, M. and Menara, B., 2017. Employee voice: An antecedent to organisational
engagement?. Public Relations Review, 43(5), pp.904-914.
Turaga, R., 2016. Organizational models of effective communication. IUP Journal of Soft
Skills, 10(2), p.56.
Watson, J. and Hill, A., 2015. Dictionary of media and communication studies. Bloomsbury
Publishing USA.
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Young, K.S. and Travis, H.P., 2017. Oral communication: Skills, choices, and consequences.
Waveland Press.
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