Business Communication Skills: Report for Effective Workplace

This report provides a comprehensive overview of communication skills essential for business development. It begins by outlining various communication models, including linear, interactional, and transactional models, explaining their processes and impact. The report then discusses different communication systems adopted by businesses, such as mobile systems, video conferencing, and phone systems, highlighting their advantages in facilitating organizational communication. Various methods of communication are explored, including verbal, non-verbal, written, listening, and visual communication, emphasizing the importance of each in different contexts. The principles of effective communication, such as clarity, completeness, conciseness, correctness, courtesy, concreteness, and coherence, are explained to ensure efficient message delivery. Finally, the report identifies and discusses common barriers to effective communication, including linguistic, psychological, emotional, physical, and organizational barriers, offering insights into overcoming these challenges to foster better communication within a business environment.

COMMUNICATION SKILLS
FOR BUSINESS

INTRODUCTION
Communication skills are referred to the ability of
conveying the message to the seniors, staff and
colleague. The communication skills are mandatory
for an organization in order to carry out efficient
communication flow of the organization of every
industry. It is very important for the employees of
the organization to communicate effectively and
efficiently in the digital era (Perry and Miller, 2018).

COMMUNICATION MODELS
Communication model is referred as a process of
conveying the information from one person to
another. There are various types of communication
models such as-
• Linear model
• Interactional model
• Transactional model

CONTINUED..
• Linear model
The linear model states that communication is a linear
process and as per this model, a sender sends or conveys
a message to the receiver. In this model sender can be
considered as the source of the message. The message is
transmitted through a channel or route of communication.
The message may consist of various knowledge or
information that might be useful for the receiver. The
receiver can be considered as the target of the sender. The
communication process could be hindered by various
elements that are termed as noise. Linear model is the
simplest model where the message is transferred to the
receiver (Schartel Dunn and Lane, 2019).

CONTINUED..
• Interactional model
The interactional model can be considered as a two way
model where in the flow communication is from two
parties. The communication takes place which is carried
forward feedback. The feedback in communication are
of two types, the first type of feedback is verbal and the
other one in non-verbal which takes place with the help
of gestures. The feedback allows the sender to know if
the message was received by the receiver and also
understood by the person. Interaction model of
communication can be termed as a never ending or an
ongoing process of communication.

CONTINUED..
• Transactional model-
Transactional model is considered as the most dynamic
model of communication as this focuses more upon the
field of experience. It is believed that each communicator
has their own field of experience. The communicators must
have some common or mutual culture or environment that
helps them in interacting with each other. The
transactional communication model identifies the impact of
the messages upon the response or the messages that are
to occur in future. The messages in the transactional
process are related to each other and thus are influenced
by the response and the previous messages. The
transactional model also has a probability of noise factor.

COMMUNICATION SYSTEMS
• The various communication systems that are adopted by the businesses are
explained below-
• Mobile systems
The time when cell phones came into existence were huge and costly. In the last few
years the up gradation in the technology has made it easier to access the telephone
plans. The telephones have been abandoned totally and at present the people rely
more upon the mobile phones which are cost effective and easily accessible.
• Video conferencing-
Video conferencing systems have made it easier for the organizations to collect their
employees at one place for a meeting or a session. This helps in saving cost of the
organization of planning a place to meet up. Video conferencing is an easy and flexible
way which is also innovative, to hold meetings and training sessions.
• Phone systems
Phone systems is a convenient and easy way of communicating at the organization.
This is basically a private telephone network of the organization. The users have
outside lines in order to connect to an external phone call. The PBX system is a recent
innovation in technology that uses internet to transmit the call from one person to
another in the organization (Sharma and Shivakumar, 2019).

METHODS OF COMMUNICATION
• There are various methods of communications that are discussed below-
• Verbal communication- Verbal communication is a method of communication that occurs
in form of verbal mode or speaking. The verbal communication takes place with the help of
speaking and it not just concentrates on words but caliber too.
• Non-verbal communication- The non-verbal communication is the method of
communication that does not take place with the help of words or speaking. The non-verbal
communication eliminates the word factor. The method focuses upon the gestures and the
body language or the eye contact.
• Written communication- The writer communication is method which does not involves
speaking of words rather focuses upon the writing of the information and then conveying it
through the words.
• Listening- Listening is the most important mode of communication in an organization
because if the person is not listening actively then the probability is that the person is not
engaging with the speaker efficiently. Listening makes it easy to assess the information
conveys and take actions accordingly in future.
• Visual communication- The visual communication states that the communication is done
with the help of graphics and images. The information is passed on with the help various
images that can be seen by the receiver. The present scenario is more of a visual society
as people are more active on social media which can be considered as a visual platform.

PRINCIPLES OF EFFECTIVE
COMMUNICATION
•The principles of effective communication are explained below-
•Clarity- The communication is expected to be clear. The message must portray the
objectives and goals of the communication that are important to be considered for an
efficient communication.
•Completeness- The communication must be complete. The message must have a
complete information as incomplete information can prove to be harmful.
•Conciseness- The conciseness states that the message must be to the point and must
consist of only the required information that is material for the receiver. The message
must not be overburdened with a lot of information or the words.
•Correctness- The communication must convey the information that is true and correct
which means it should avoid errors. The message must not contain grammatical errors
that can act as inefficiency in the communication.
•Courtesy- The term courtesy states that the message must have a friendly and kind
tone. The message must not look rude and not be one that exploits or hurts emotions of a
person.
•Concreteness- The concreteness says that the message must provide a clear picture to
the receiver. The message must contain details but not be a bulky one that acts as a
burden (Walker, Cardon and Aritz, 2018).
•Coherent- The coherent starts that the message must be logical. It must contain all the
relevant points in context of the topic of the message and in order to maintain the
consistency.

BARRIERS TO EFFECTIVE
COMMUNICATION
The barriers to communication are considered as the hindrances that disturb the
flow of communication. The various barriers of communication are explained below-
• Linguistic barriers- The linguistic barrier is referred to the barrier that is caused
by the language of communication. It takes place when one person is unable to
understand the language of the other person.
• Psychological barriers- The psychological barriers are the barriers that are
caused due to the mental issues of a person such as depression, stage fear,
Phobia, etc. These can disturb the smooth flow of communication.
• Emotional barriers- The emotional barriers are the disturbance due to the
emotional instability of a person who lacks ability to communicate effectively at a
point of time (Sonnenschein and Ferguson, 2020).
• Physical barriers- The physical barriers are the disturbances caused due to the
physical elements of the place of communication. These can be caused due to
various equipment of the organization.
• Organizational barriers- The organizational barriers are the disturbance in
communication that are caused by the organizational structure or the laws or
rules of the organization.

REFERENCES
• Perry, L. and Miller, T., 2018. Business Communication: Skills and
Techniques. Scientific e-Resources.
• Schartel Dunn, S. G. and Lane, P. L., 2019. Do interns know what they
think they know? Assessing business communication skills in interns
and recent graduates. Business and Professional Communication
Quarterly, 82(2), pp.202-213.
• Sharma, G. V. and Shivakumar, J., 2019. Project Assignment as an
Effective Method to Enhance the Communication Skills of Business
Management Students. IUP Journal of English Studies, 14(3).
• Sonnenschein, K. and Ferguson, J., 2020. Developing professional
communication skills: Perceptions and reflections of domestic and
international graduates. Journal of University Teaching & Learning
Practice, 17(3), p.5.
• Walker, R. C., Cardon, P. W. and Aritz, J., 2018. Enhancing global virtual
small group communication skills. Journal of Intercultural
Communication Research, 47(5), pp.421-433.

THANKYOU