Communication Skills Report: Analysis of Business Practices

This report comprehensively examines communication skills within a business context. It begins by introducing communication models, such as Shannon's and Berlo's models, and communication systems like VoIP and PBX phone systems. The report further explores different communication methods, including formal (meetings, conference calls, emails) and informal (hallway conversations, lunch meetings) approaches, alongside the advantages and disadvantages of each. It delves into the use of technology in business communication, covering the internet, mobile devices, and messaging applications. Additionally, the report discusses principles of effective communication (simplicity, clarity, accuracy, feedback) and barriers to effective communication (emotional barriers, language differences, physical disabilities). The report also includes examples of oral communication in business scenarios, such as customer service interactions, a formal report, and a CV. Overall, the report provides a detailed analysis of communication strategies and their practical application in a business environment, offering valuable insights into fostering clear and effective communication.

Communication Skills for
Business

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1: 1Communication model and system used in business............................................................1
1.2: Communication method and technology in businesses.......................................................3
1.3: Making communication effective........................................................................................5
TASK 2............................................................................................................................................6
2.1 Oral communication..............................................................................................................6
TASK 3............................................................................................................................................6
3.1 formal report..........................................................................................................................6
3.2: CV........................................................................................................................................7
CONCLUSION ...............................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Communication is an important and crucial element which help in building healthy
relations with the employees working in an organisation. Having good communication skills help
in describing roles and responsibilities in an understanding manner so that the employees can
easily perform allotted task in an effective and efficient manner. The project includes different
theories of communication along with the brief discussion about oral interview with a panel. The
project also includes formal report, CV and emails. In addition with this, evidences in order to
transfer data through using reliable business style and techniques.
TASK 1
1: 1Communication model and system used in business
Communication is the process of exchanging information, idea, emotions into words in
such a way that will help in receiver in understanding the message in same meaning as the sender
want to send (Ameen, Bruns and Jackson, 2010). While communicating there are two parties are
involved which includes sender and receiver. Sender is an individual who wants to communicate
with other person regarding something through using different channel of medium. The receiver
is such other person who received such message and understand in meaning manner.
Model of communication is considered as an effective model which help in examining
the human communication process. It will help business in order to determine the about
communication works. All the messages are transmitted to other person in such an effective way
that will help receiver to perceived and interpreted in same manner.
Different communication model:
Shannon's Model: It is considered as an earliest models of communications which are
adopted by Shannon. It includes various type of communication models that are helpful in
respective fields (Collis and Hussey, 2013).
As per the above chart, the communication can take place and assist to determine what would go
for the company. There are different sources through which the message has been passed from
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one person to another with the help of using channel called transmitter. The information can be
transmitted through using different transmitters such as phone to computer systems and other
peripheral devices. All the signal of information passed by the person are relied on the method o
communication (Dansieh, 2011).
Berlo's model: It is also an effective model of communication which analysed the
relationship among sender and receiver. According to this model, message are converted into
accurate and meaningful form. It can be possible only when the sender and receiver have
sufficient skills and abilities to convey their message so as to understand by other easily. It
consist of four major elements along with their own sub-components.
Types of communication systems:
Voice over internet protocol: In this, the communication has been done through using
landlines phones system with the help of digital connections and good internet speed. It is mostly
used with an objective of international calling, special features of caller ID and voice mail. As
communicating through using internet will become more cheaper to an individual to transmit
message to other person living in other countries.
PBX phone system: It is an effective technique of business communication in which
private telephone line will used to communicate within and outside of the organisation. Such
phone systems can be used only for the purpose of business communication.
Video conferencing: It is the process of communicating with the help of technology that
allows users in different locations through holding face-to-face meetings without reaching
personally towards such locations (Guffey and Loewy, 2010). It is considered as most
convenient method of communication as it helps in communicating persons between the cities or
even different countries because it saves time, expenses with business travel.
Range of process used to communicate with different stakeholders:
It is considered as essential aspects in stakeholder communication that is being determine
the overall target of audience. It can be tough is case too late in the project an individual or panel
is determining that has not received any kind of communication by the course of project. There
are various ways through the communication can be done in proper and effective manner. Such
ways of communication are as follows:
Formal method of communication:
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Meeting: In this, two or more person meet together to discuss something. During
meeting, every involved parties are given an opportunity to give their views and suggestions and
on the basis of which suitable decisions has been formulated.
Conference calls: It is the process of communicating through using phone calls which
help them in transferring information without meeting personally hence it is an economic way of
communication which involves less cost and time.
Email: Through this, message has been passed through sending message on email-ids of
an individuals. It is one way of communication in which one person first send message to other
on their mail id and thereafter receiver reply to them on particular time period (Jackson, 2014).
Informal method of communication: Under this, the communication can be done in informal
way as no rules and procedures are followed. It is categorised into different parts which are given
as below:
Hallway conversation: Such meeting involves one to one communication thus there is no
chances of transmitting false information and accurate message can be delivered.
Lunch meeting: In this, communication has been done in friendly environment where the
persons are free to share their feedbacks, views and opinions with each other which help them in
gaining knowledge of different fields.
1.2: Communication method and technology in businesses
It consists of imparting information among people through given a speech, writing or
sign. There are various ways through communication can be done between the people. It
involves two aspects which are given as below:
Verbal communication: In this, communication has been passed through verbally. It can
be done through using words while delivering message to the receiver.
Written communication: In this, consists of traditional pen and paper letter and types
electronics documentation such as e-mail, text messages and other SMS.
Non-verbal: In this process of communication, an individual communicate with others
through transferring through and feelings on their own (Jain, 2010).
Visual communication: It is known as one of the easier and simple communication that
is done through using visual aids such as signs, drawing and graphics design and electronic
aspects.
Advantages of formal communication:
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Increase overall efficiency: Communication can be done through following some rules
and procedures made by an organisation thus it help in increasing efficiency of employees to
communicate in proper way.
Permanent record: It helps in maintaining record of each information transferred from
one person to another due to which if conflicts arises then there is proof to bring out reality.
Disadvantage:
Wastage of time: It consumes more time to commination due to following rules an
regulations implemented by an organisation.
Lack of initiative: Every individual does their roles and duties by following particular
predetermine systems which is missing in this communications.
Advantage of informal communication:
Interpret: It is more helpful in understanding message in same meaning as sender
expected from the receiver (Kumar and Lata, 2011). It gives freedom to the employees to
communicate in their own way in which other person can easily understand.
Current grievance: Under this, the employee must disclose their required sentiments and
other emotions to different departments without having any kind of hesitation.
Disadvantage:
Spread Humour: In this system, the the chances of spreading wrong information very
vastly due to which the chances of getting accurate information will be very low.
Misunderstanding: As no formal system has been followed by employees thus the
chances of creating misunderstanding among them will be more. There is no proof as well which
bring out the truth in case of conflicts.
Various types of technology in business communication:
Companies need to adopt wide range of mobile device and other application that may
used by the employees with the purpose of marketing and other networking purpose. Some of
them are discussing under the below:
Internet: It is more than any factors that has been changed the manner that companies do
their businesses in an effective and efficient manner (Mascle, 2013). Most of the companies have
various kinds of websites that allows them to which help them in wide range of customers.
Mobile device: There are various internet resources consist of other mobile device
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Chat and private messaging: It is important for the all person to communicate all
information in an easy manner.
1.3: Making communication effective
Principles of effective communication:
 Principle of simplicity: according to this principle, the communication message should
be easy and in simple language and should be understandable. For attaining this simpler
sentences and basic common words should be used.
 Principle of clarity: the prepared message by the supervisor should be clear, that means
the objectives should be clarified in the message. An message that is indeterminate will
not be able to make the communication effective (Salmon and Young, 2011).
 Principle of accuracy: this principle states that the informations and objectives defined
in the content of message should be accurate. If the message will contain wrong
informations it will create confusions. Resulted, communication failure will occur.
 Principles of feedback: According to this principle, only sending a message is not the
end of the conversation. The receiver must ensure that he has provided a proper feedback
to the message.
Barriers to effective communication:
 Emotional barriers and taboos: this barrier states that, some employees find it
challenging to communicate or express their emotions and some of topics can be taboo or
'off-limits'. The off-limits topics here describes issues related to politics , religion,
sexuality, racism, disabilities(physical or mental) and any such thing that is not popular.
 Barriers occur when there is lack of attention, distraction, interest or when it is irrelevant
to the receiver (Wilton, 2011).
 When there is difference in viewpoints and perceptions of the parties communicating.
 When there is differences in languages of two parties and the problems related to the
accent.
 Physical disabilities such as speech difficulties and hearing issues.
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TASK 2
2.1 Oral communication
This is known as an effective process of expressing the data or thoughts which are
expressed through mouth. This involves two or more person or employees conversing together
over any point of matter. The oral communications are used in business when the staff meetings
are held or in personal discussions.
Interviewer(Customer): Why the product that I purchased not delivered on the specified time.
CSE(My response): Sir, sorry for the inconvenience caused. Let me see the details of
your product delivery and check why your product is not delivered on time (Wilton, 2011). The
main reason behind failure to deliver your product at the specified time is because there was
heavy rain in some part of your city.
Interviewer(Customers): I don't care about all the problems and issues you are facing.
CSE (My response): Sir, we will resolve your issues by making a 30% discount in the
prices of your order.
Interviewer(Customers): Okay! Thank you for your concern. Kindly send me products ASAP.
CSE: Contact for any further queries.
TASK 3
3.1 formal report
40C Hunter ridge
Blacksburg, VA 24000
(540) 555-11 12
[e-mail]
Date: 12th June, 2018
Ms. Glenna Wright
Human Resource Manager
Fashion department store
1500, line Drive
Fairfax. VA 22030
Dear Ms. Wright,
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I have appreciate interviewing process with you during the new-coming travel to London,
UK Tech as one 10th June, 2018. The management trainee program that would be defined
few difficulties and pleasing entire decision about with on-site go. I believe my learning
skills and experiences that would be construction in regards to evaluate certain planning or
designing during the time period. I am very happy in order to welcome or take you in my
own departmental store with entire necessary capabilities that you are having with
themselves. I feeling that it will be good to activity with you for future.
Sincerely,
Chris Martine
Enclosure
3.2: CV
1. General information
Name – Elia Jackson
Phone no. - 2358715580
E-mail id – [e-mail]
2. Qualification
MBA Trinity University 78.00%
BBA Trinity University 89.00%
Higher education London Business school 82.00%
Secondary education London Business school 84.00%
5. Personal details:
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Father name – ABC
Mothers name- PQR
Date of birth - 25th June, 1993
Achievement – Football or basketball winner at international level in 8th standard
CONCLUSION
From the above mentioned report, it can be concluded that communication skills is
important and essential for the individual to communicate all information and data in an effective
and quick manner. There are different kinds of communication which assist all to maximise their
productivity and performance accurately. It is also beneficial for the individual and organisation
to solve all issues and problems in an effective way.
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REFERENCES
Ameen, E. , Bruns, S. M. and Jackson, C., 2010. Communication skills and accounting: Do
perceptions match reality?. The CPA Journal, 80(7), p.63.
Collis, J. and Hussey, R., 2013. Business research: A practical guide for undergraduate and
postgraduate students. Palgrave macmillan.
Dansieh, S. A. , 2011. SMS texting and its potential impacts on students’ written communication
skills. International Journal of English Linguistics, 1(2), p.222.
Guffey, M. E. and Loewy, D., 2010. Business communication: Process and product. Cengage
Learning.
Jackson, D. , 2014. Business graduate performance in oral communication skills and strategies
for improvement. The International Journal of Management Education. 12(1). pp.22-
34.
Jain, V., 2010. Survival skills of business management graduates: A study with reference to retail
and banking. Far East Journal of Psychology and Business. 1(4). pp.59-77.
Kumar, S. and Lata, P., 2011. Communication skills. New Delhi: Oxford University Press.
Mascle, D. D. , 2013. Writing self-efficacy and written communication skills. Business
Communication Quarterly. 76(2). pp.216-225.
Salmon, P. and Young, B., 2011. Creativity in clinical communication: from communication
skills to skilled communication. Medical education. 45(3). pp.217-226.
Wilton, N., 2011. Do employability skills really matter in the UK graduate labour market? The
case of business and management graduates. Work, employment and society. 25(1).
pp.85-100.
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