Business Communication Skills: Theory and Application Report

This report provides a detailed overview of communication skills essential for business development. It begins with an introduction to the theory of communication, exploring various communication models such as the Shannon and Weaver model and David Berlo’s SMRC model, along with different communication systems like optical and duplex systems. The report discusses formal and informal communication methods, highlighting the use of technology in enhancing communication and outlining the principles of effective communication while also addressing potential barriers. Furthermore, it delves into oral and written communication, providing examples of email correspondence, curriculum vitae, and job offer letters, demonstrating practical applications of effective communication in a business setting. This document is available on Desklib, a platform offering a wide range of study tools and solved assignments for students.

Communication Skills
for Business

Table of Contents
INTRODUCTION ..........................................................................................................................3
MAIN BODY...................................................................................................................................3
TASK 1- THEORY OF COMMUNICATION................................................................................3
INTRODUCTION.......................................................................................................................3
COMMUNICATION MODELS................................................................................................4
COMMUNICATION SYSTEMS...............................................................................................7
COMMUNICATION METHODS..............................................................................................7
USE OF TECHNOLOGY IN COMMUNICATION..................................................................8
PRINCIPLES OF EFFECTIVE COMMUNICATION..............................................................8
BARRIERS TO EFFECTIVE COMMUNICATION.................................................................8
TASK 2- ORAL COMMUNICATION...........................................................................................9
TASK- 3 COMMUNICATION IN WRITING.............................................................................10
Email.........................................................................................................................................10
Curriculum Vitae.......................................................................................................................10
Job Offer Letter.........................................................................................................................11
REFERNCES:................................................................................................................................13
Books and Journals:..................................................................................................................13

INTRODUCTION
It is highly required by an organisation or a business model to follow an effective range
of communication which will facilitate the respective parties to share their ideas in a better and
more sheer manner. The ability to communicate is a skill which is mandatory for everyone to
possess so that day to day activities can be concluded in a feasible manner. To complete the
process of communication senders and receivers are required to have a proper coordination and
message sent and delivered should be completed rather than disrupted in between.
Communication can be done, mainly in two ways which can be seen as oral communication and
verbal communication. Both have their own characteristics but in the end work for the common
motive which is delivering information so that the process can be facilitated. The presentation is
a study on various communication skills which is needed by business entity so that messages are
delivered in an appropriate manner (Brandenburg, Roosen and Veenstra 2016). The study is
completed in several tasks which give a brief knowledge of communication models and systems
which ease the process and helps interested parties in getting updated with knowledge which is
of profit to them. Also there is an explanation on various types of communication which have
their own characteristics. There is a description on what are the major principles which can lead
to effective communication. Also the barriers which might occur in a mid way and hampering
the communication process. There are several documents attached which will help a business
organisation in easily communicating relevant information to employees or consumers and at
times to the stakeholders also (Moss 2018).
MAIN BODY
TASK 1- THEORY OF COMMUNICATION
INTRODUCTION
Communication is a daily activity which is required by each and every individual being to spend
his life and participate in relevant chores. Also, communication can be said as a basic skill which
is responsible for maintaining mutual understanding among the individuals and groups. This will
result in transferring data from sender to receiver which mainly involves a message. This will
make ideas and information being easily circulated and process or operations which are assigned
can be accomplished within a specified time being (Cripps and Shillaw 2018). With the skill of
communication, business entities can easily motivate and enhance confidence of employees so

that a positive culture is maintained in the organisation. Communication can be completed either
by oral method or through written form. These both are efficient in their own manner and would
help in completing the process. Both have their own respective complexities which can be a
barrier in proper completion of the communication process which are required to be solved. At
times technology can also play a major role in process of communication which can either ease
or complex the process. The communication models and communication systems are different
prospects which can easily bifurcate the process and cut them down in short.
COMMUNICATION MODELS
Shannon and Weaver Model of Communication
The great American Mathematician or also called as Electronic Engineer, Shannon and
American Scientist, Weaver worked together to create an aspect and present their ideas through a
journal. Previously recognised as Mathematical Theory of Communication is now renamed as
Shannon and Weaver Model of Communication is mainly focused on a specific design which is
all about executing the effective communication amongst sender as well as receiver. This at time
causes a barrier which is called noise, but carrying out communication through a specified
manner will reduce the complexities and make procedure easy. The process is focused on
technical enhancement and took more than an year before initiation (Fujishin 2016). The steps
which comprises the model can be seen as the aspect based on Sender who is the source of
information, Encoder is the one who transmits information, Channel is the noise which is
produced at time of communication process, Decoder is the one who is recipient of information
and at last Receiver is the one who in the end receives information as a destined source.

Sender: He is the one who possesses the main source of information and creates the message
which is to be sent. Also selects the channel which can be used.
Encoding: This is done by the use of machine which will convert messages in signals and codes
which can be feasible for receiver to decode and to understand.
Channel: Channel is which is used as a medium to transfer data. This can also create noise
which will affect quality of the message.
Decoding: The machine which will change the message sent by sender to the receiver. It makes
the process easy as decoding of message will help receiver to understand the message in a proper
manner.
Receiver: The final person who is meant to get the information for whom the whole process is
followed is the receiver. The communication process is complete when the receiver receives
message and gives appropriate feedback for the same.
David Berlo’s SMRC model of communication
The David Berlo’s SMRC model of communication is the second model of communication
which does not have any particular kind of conversation rather involves a varied factors which
affect quality and efficiency of the message. The factors which can be included are seen as
Source, Message, Channel and in the end Receiver.

The factors are further divided in diversified sub sections and headings which can be seen as
under:
Source: It is a place where the message is initiated in the starting. Communication Skills: The skill which can result in interaction with others. Attitudes: The way through which sender reacts towards the subject or receiver. Knowledge: To complete communication, it is highly needed to possess relevant and
required information (Hamid, Mutalib and MS 2020).

 Social System: This refers to ethics, values, morals, understanding and spirituality of the
society where being existing. Culture: The society who sustains in a manner in any social system is culture.
Message: It is the conversation which is started. Element: This includes numerous areas which is included in communication process like
actions, expressions, gestures, body language and others. Treatment: The way in which message is conveyed so that clarity is maintained. Content: It refers to the main body of the message which is delivered. Structure: It refers to the way in which the message is required to be delivered to the
opposite party. Code: It includes actions, expressions, gestures and all other non verbal modes of
communication which bring effectiveness to the message delivered.
Channel: It is the track which carries on the message from sender to receiver. Seeing: The channels which are used visualise the communicative process in a manner of
advertisements on television or other media. Touching: The touch sense which is intrigued by hugging or patting the back so that a
message can be delivered. Hearing: The use of ears to decode the orally circulated messages by the sender and
receiving the desired information. Smelling: The use of nose to smell fragrances of perfumes, or stink of any rotten product
will communicate itself the subject as in which is can deliver the information. Tasting: When use of mouth to taste a particular thing by using taste buds can also
communicate the information in a different manner.
Receiver: He is the one who in the end receives information and is liable to provide a proper
feedback which will result in giving a closure to the communication process and acting in a
manner to conclude the process. When a proper feedback is delivered it will result in completion
of the communication process.
COMMUNICATION SYSTEMS
Optical Communication Systems: The optical communication system is also referred as optical
telecommunication. This takes place where information is required to be transferred at a long
distance and for that light energy is used. It can only take place with the help of virtual

techniques. Back in 1880, the first optical device was developed which was used for the first
time in this respect. It uses optical signal which transmits the messages through signals which is
in end transmitted to the receiver to complete a process. When communication is required to be
made in distant locations because of globalisation and diversification of individuals, it will
require an optical source of communication which can ease out the process.
Duplex Communication Systems: This is an exact system which is framed with two or more
than that parties and groups so that communication is extended in both the directions and
communication process can be easy and effective. Duplex communication system makes it
possible for both the parties to remain connected and so that communication as well as reverses
communication can also be occurred. There are two types of duplex communication system
which can be seen as full-duplex and half-duplex and can also be called as FDX and HDX. In
FDX both the respective parties are in contact simultaneously but on the other hand HDX the
contact is not simultaneously even if the communication is there between two parties. FSX
includes telephone services and on the other hand HDX includes walkie-talkie and others.
COMMUNICATION METHODS
Communication can be conducted in various ways using appropriate models either in a group or
individually. The method of communication involves mainly two methods which can be seen as
formal communication as well as informal communication. The kinds of communication can also
be differentiated on the basis of verbal and non verbal one (Hidayat 2019).
The communication which is initiated in an official manner through the predetermined sources
can be seen as formal communication, whereas the communication in which a set and controlled
process is overlooked by the groups involved in the process. There is no structure which can be
followed and explained further.
The communication which includes words which can further be oral or written can be seen as
verbal communication. The verbal communication gives a sheer idea as to what is required to be
expressed but on the other hand non verbal communication is one which includes expressions,
gestures, actions and others but not the words can be called as non verbal communication.
Whichever communication is used, it is important for the parties to be reliable and the process to
be flexible.

USE OF TECHNOLOGY IN COMMUNICATION
With the period of time, communication process also evolved. The communication can be
conducted virtually or personally. Personally refers to talking in person whereas virtually refers
to telephonic conversations, digital media transmission, advertisements, e-mails, letters,
messages and much more. When technology is used in communicating ideas and information it
will make the process easier and faster. This is because mediators are eliminated and because of
that information circulated is considered reliable with less barriers of language as a medium.
This will lead to increase in productivity and increased costs.
PRINCIPLES OF EFFECTIVE COMMUNICATION
Effective communication can be seen as a exchange of ideas, knowledge, thoughts, expressions,
actions, information so that purpose is accomplished. When communication is conducted in a
systematic and planned manner it will help in presenting better views and thus making the
delivered information more sheer and understandable. To work in accordance there are several
principles as well which can make a communication effective and which can be seen as :
 There should be a determined goal in a direction where work is required to be completed.
 A good communication is one in which information is appropriately listened rather than
overheard.
 When actions and ideas are clear and discussed with the team the communication will be
effective.
 While delivering data, both audio and visual modes are required to be shown so that
communication is feasible.
BARRIERS TO EFFECTIVE COMMUNICATION
Effective communication also have several barriers in the mid way which can hamper the
delivery and bring challenges in the communication process. These can be seen as:
 No transparency and trust
 Misunderstandings
 Cultural and Language issues
 Problem in Listening

TASK 2- ORAL COMMUNICATION
Oral Communication can be used in both formal as well as informal communication and is
changed as per the circumstances. Oral conversations are commonly used by business officials in
meetings when they are to deliver relevant information and hand to hand take the decisions and
their expectations. These can be conducted through telephones, personal talk, video calls or
others (Igbongidi 2018). As compared to normal oral conversation, business conversations where
oral conversations are used are more formal and official. The employees are more official and
knows how to deal with the issues and are responsible for decision making. In this manner, a role
play is performed where an unsatisfied consumer is dealt with and his problems and queries are
recognised. Along with solutions to problems were given so that consumer is satisfied and his
queries are resolved (Kolesnikova 2018).
Consumer: I am not satisfied with what the dress you have sent as it is not on accordance to the
description given in your site and also the design is different with that which was shown in the
image. Also I would like to mention that your after sales service department is not responding
properly.
Self: Hello, I am XYZ, sales executive manager of our company and would like to resolve the
issues which you are facing. For that firstly I would like to apologise that your product is having
defect and is not matching as per your expectations. For this inconvenience I will be requiring
the details of the product so that I can further enquire on the same. For this can you please
provide Order ID and Email ID logged in with the account.
Consumer: Name; Mr. LMN, Order ID- 123456789, Email ID- [e-mail]
Self: Hold on sir, I'll get back to you. Sir I'm really sorry for the default. As I checked, it was a
mistake on the part of our delivery team because of mismatch in names and similarity of order. I
assure you a delivery boy will receive the goods and within 72 hours correct delivery will be
sent.
Consumer: I wanted this product soon and without ant defect. This is the last chance I'm
providing your organisation.
Self: Sir I assure you that this time there will no defects and for this inconvenience we are also
offering you a free delivery gift voucher for 6 months. Thank You Sir for contacting us. Have a
good day!

TASK- 3 COMMUNICATION IN WRITING
Email
FROM: [e-mail]
TO: [e-mail]
Subject: Applying for Job (Sales Manager)
Dear Mr. HJG,
This is a mail for inviting you for interview which is scheduled for filling the job vacancy for
post of sales manager in our company “KLP Ltd.” Our company is a leading dealer in
wholesale sector of clothes and fashion related accessories. We require fresh and unique talent
to make our team more efficient (Jaafar 2018). For filling vacancy we are inviting you on 20th
march, 2021. Details of the event is linked below, where information relevant to date, time,
venue, requirements of qualifications and others are mentioned.
Thank You
Human Resource Team of KLP Ltd.
Curriculum Vitae
General Description:
Name: QWE
Email ID: [e-mail]
Phone No: 190934783956
Aim:
A hard-working person want to grasp new things which can boost up my skills. To start career
in a manner which can make me reach heights and develop experting in sales management.
Background
Bachelor's and Master's Degree in Management
Knowledge of French and Spanish
Hobbies
Dance
Cooking
Skills
Leadership

Patience
Job Offer Letter
LKJ Ltd.
United Kingdom,
25th February 2021
Human Resource Team
Subject: Acceptance Letter
Dear MNO,
This is a letter to welcome you in our organisational family by offering you post on position of
Sales Manager in our company. We are providing you a post of full time working as a Sales
Manager for 6 days a week. You will also be getting perks and benefits which are provided on
employment offer (Patacsil and Tablatin 2017).
For more details show interest and contact to our official mail ID as mentioned in our induction
document.
Sincerely,
HR
LKJ Ltd.
CONCLUSION
All in all it can be concluded from the above discussion that communication is a vital part which
is used by individuals in their day to day lives. This is a basic and required skill which can make
them more productive and enhance their efficiency (Sethi 2018). So it becomes significant for
business officials to look on this skill with priority by keeping in minds all the communication
methods and systems which are discussed so that they can easily follow them and can reach to
heights. As seen to remove barriers in communication the use of principles is highly required.