Exploring Business Communication: Models, Stakeholders, and Barriers

This report analyzes communication within a business environment, focusing on the communication needs of internal and external stakeholders. It evaluates different communication models like Shannon-Weaver, Schramm’s, and Berlo’s models, assessing their effectiveness and application in administration. The report also explores factors influencing the choice of communication media, emphasizing the importance of grammar, sentence structure, and punctuation in business communications. Furthermore, it discusses planning and structuring communication media, methods for overcoming communication barriers, and the use of communication theories and body language. The report also identifies the purpose and audience of communication, and the meaning and implications of verbal information, highlighting the importance of proofreading techniques for business communications.

Communication in a Business Environment
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Table of Contents
Introduction......................................................................................................................................4
1.1 Analyze the communication needs of the internal and external stakeholders...........................5
1.2 Analyze the different communication models that support administration...............................6
1.3 Evaluate the effectiveness of different communication system................................................9
1.4 Explain the factors that affect the choice of communication media........................................10
1.5 Explain the importance of using correct grammar, sentence structure, punctuation, spelling
and conventions in business communications...............................................................................11
1.6 Explain the factors that has to be taken into account in planning and structuring different
communication media....................................................................................................................12
1.7 Explain the ways of overcoming barriers to communication.................................................13
1.8 Explain the use of communications theories and body language............................................14
1.9 Explain proof-reading techniques for business communications............................................16
2.1 Identify the purpose and audience of the information to be communicated............................17
3.1 Identify the nature, purpose, audience and use of the information to be communicated........17
3.1 Identify the nature, purpose, audience and use of the information to be communicated........18
3.4 Identify the meaning and implications of information that is communicated verbally...........18
Conclusion.....................................................................................................................................19
Reference List................................................................................................................................20
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Introduction
Effective communication is very important for providing information to the internal as well as
external stakeholders of a business organization. All the ideas, which are ideated in the higher
levels of the organization has to be passed on to every employee so that the target and the goals
of the organization can be met easily (Niemann-Struweg, 2014). Various methods of
communication can be used to disperse out information to the different stakeholders. According
to the need of the different organization, different models of communication can be
implemented. In this assignment, the different models of communication would be discussed.
Further, detailed discussion would be done on the importance of communication in business.
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1.1 Analyze the communication needs of the internal and external stakeholders
Managers, employees and directors are the internal stakeholders in a company. The external
stakeholder are the people who cares about the performance of the company. Investors,
consumers, supplies and regulators form the external stakeholders. Communication has to take a
different path when dealing with external and internal stakeholders. An informal method of
communication can be used when communicating with the internal stakeholders. When dealing
with the external stakeholders the company should use a formal method of communication
(Mishra et al., 2014). The consumers should be communicated in simple language so that they
have a clear picture of what the company is offering. When communicating with the internal
stakeholders face-to-face communication can be very effective. Team meeting are also effective
way of internal communication. Communication to the external stakeholders can be done
through phone calls, social media, promotions and advertisement. Channels of communication
can be various. The different types of communication channels are indirect, direct and chain of
command.
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1.2 Analyze the different communication models that support administration
Communication is very vital to cater to the needs of the internal stakeholders as well as external
stakeholders. Many communication theories and models are there which are implemented in
various organizations to achieve effective communication (McQuail and Windahl, 2015). The
di9fferent models of communication are given below:
 Shannon and Weaver Model of Communication: This is one of the most primitive models
of communication, which was put to use in the business domain. In this model, there is
the generation of information from a source. The information then gets encoded by an
encoder. Further, the decoder decodes it and then it reaches the receiver.
Figure 1: Shannon and Weaver Model of Communication
(Source: McQuail and Windahl, 2015)
 Schramm’s Model of Communication: This model of communication says that encoding
and decoding is not a one-way process, it is a two-way process. Information has to
constantly encoded and decoded to get the correct information.
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Figure 2: Schramm’s Model of Communication
(Source: Elleström, 2016)
 Berlo’s Model of Communication: Berlo’s Model of communicated was created in the
year of 1960. This model alters the communication model given out by Shannon and
Weaver. Berlo’s model gives importance on the relationship that is in between the
receiver and the sender. It highlights the perceptions and the communication skills, which
helps people to decode and encode messages.
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Figure 3: Berlo’s Model of Communication
(Source: Turaga, 2016)
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1.3 Evaluate the strengths and weaknesses of different communication systems
Various types of communication systems are there, which can be put to use in a business
environment. Telephonic conversations are the most common communication system, which is
used in a business environment. Valuable information passes on via phone calls (Huang-
Horowitz, 2015). The clients can be communicated through phone calls. When formal
conversation is considered, e-mail is the best possible communication system that can be put to
use. While phone calls are verbal communication, e-mails are written communication system.
Many a times correct information are not passed on through verbal mode of communication. In
such a situation, e-mails are saviours. Detailed information can be passed on through e-mails.
The most effective way to communicate is to use face-to-face communication. In this method,
there is no chance of misinterpretation of information. Two people, who are communicating face
to face, understand the perspective of each other. Face-to-face communication is used in
recruitment process in a business organization.
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1.4 Explain the factors that affect the choice of communication media
It is very important to choose a correct medium to transmit information from one person to
another. The various factors that affect the choice of communication media in a business
environment are audience, speed of communication, purpose, the way in which the information
needs to be communicated, accuracy and safety of the information and the distance that the
information has to cover. Hence, speed of communication, organizational structure, skills and
training, ease of use and cost can be considered as other important aspects that really have the
ability of affecting negatively the choice of communication media. Organizational structure also
can affect the choice of communication media as it needs more sophisticated and formal
communication. On the other hand, ease of using a specific language or costing also impacts on
making choice of communication media. When communication needs to be immediate in the
organization, email is the most effective way to disperse out information. A business should print
their information in some newspapers or do certain kind of advertisement, so that the information
reaches to a large number of audience (Wang et al., 2016). The purpose of dispersing out
information has a direct effect on the mode of communication that has to be used. In a business
organization, when a single employee needs to be told something, face-to-face communication is
the most effective way. When a large number of employees have to be informed, emails are the
most effective method of communication.
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1.5 Explain the importance of using correct grammar, sentence structure, punctuation,
spelling and conventions in business communications
Business communication is very important to spread out information to the internal and the
external stakeholders. When communicating with the new employees in the organization, email
are mostly effective. The emails must be properly structured and the grammar should be correct.
This ensures that, the employees grow trust and respect towards the organization (Quirke, 2017).
The spellings should be correct and grab the attention of the readers. Correct messages should be
delivered in these emails so that, no wrong information gets dispersed. When communicating
with the client it is very important to use proper language, grammar. Proper information makes
the client confident towards the organization. Information dispersed to the client should be done
in simple language so that, they get a clear picture and has no misinterpretations.
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1.6 Explain the factors that has to be taken into account in planning and structuring
different communication media
When a business organization is planning some sort of communication, the organization should
keep some factors in mind like the objective of the communication, the audience, the channel of
communication, the purpose of communication and the timing. The message, which is being
passed on, should be clear. The receiver should be able to understand the message in a proper
way (Young, 2014). In business organization, when informal information needs to be passed be,
the organization may structure the information in an informal way and use face-to-face
communication method to disperse it. When the client’s needs to fed with some kind of
information, the structure of the information should be very formal. Formal sentences should be
used and e-mails should be considered to make the information available to the clients.
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1.7 Explain the ways of overcoming barriers to communication.
Barriers to communication
The barriers to communication mean the failure at understanding the message or information
passed on to a person from another. The information or message passed may have not been
received by the receiver as intended by the sender due to reasons such as use of unfamiliar or
uncommon words, the receiver might not accept it by will, the receiver might be distracted while
receiving the message, the receiver might have a physical disability which prevent him or her
from receiving the message, language and cultural differences, tough to understand accents,
prejudice against the sender and false assumption (Mai, 2016).
Ways of overcoming barriers
The barriers to communication can be removed by listening to the receiver and trying to avoid
any barrier that is easily detectable. This can be done by sending short and clear messages,
listening and understanding the sender well, choosing the correct medium to send the message
and others. The 7c’s of communication should be incorporated which are clarity, credibility,
content, context, continuity capability and channels. The habit of taking a feedback after every
delivery also helps in removing the barriers (Turnbull, 2016).
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1.8 Explain the use of communications theories and body language
Communication theories
Mehrabian’s ‘silent messages’
Uses- This theory can be used in non-verbal communications. It enables a person to enhance his
or her awareness on many aspects of inter personal messages (Mehrabian, 2015).
Benefits- It can be used to prevent body language and facial expressions in becoming a barrier
(Mehrabian, 2015).
Application- This theory can be used in places where the sender cannot afford to have messages
distorted or not understood by the receiver and the correct interpretation as intended by the
sender is necessary (Mehrabian, 2015).
Birdwhistell’s theory of kinesics
Uses- This theory was used for non-verbal and visual communication (Tanenbaum et al., 2014).
Benefits- The receiver would be able to understand the nature and significance of the body
language used to communicate with one another (Tanenbaum et al., 2014).
Application- This theory can be applied in understanding music performances (Tanenbaum et al.,
2014).
Argyle’s communication cycle
Uses- This form of communication is in places where the communication is between two
particular people and cannot be used in groups (Ackerman et al., 2014).
Benefits- It is useful as the messages can be encoded, delivered, received, encoded and
understood right away (Ackerman et al., 2014).
Application- It is applied only when there is one on one communication only for example
between a doctor and a patient (Ackerman et al., 2014).
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Body language
Communication can be done through body language as well to make the receiver of the message
understand the view and thinking of the sender. Some types of this communication are facial
expressions, posture, touch, contact of eyes and others (Yule, 2016).
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1.9 Explain proof-reading techniques for business communications
Business communication
By business communication, we mean the interaction done in a work environment related to the
business or work being carried out. It is a form of formal communication and happens only for
the benefit of the business with no personal interest. It contains a constant flow of messages and
requires regular feedback to be effective. The organisation can be vast and have many people
involved and there will be a need of a type of communication that is clear, precise, definite,
easily understandable and clear. The various formats used in business communication are
notices, business letter, emails, circulars, diagrams, photograph and others (Fearn-Banks, 2016).
Proof Reading techniques
This technique comes in use when there is no scope of providing mistakes while writing
something such as an article, essay or may be a business email. Spag can be used to remove the
mistakes and stands for spelling, punctuation and grammar. The checks that can be applied to
remove mistakes are spag, the facts stated, number, figures and words mentioned, dictionary’s
use and others (Culham, 2016).
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2.1 Identify the purpose and audience of the information to be communicated
A situation can be taken to answer this particular case such as a manager who needs to spread a
message in writing to all sub ordinates regarding work. This can be done with the help of a
written notice or circular put up at a common place or sent around for all the person who need to
know it can get it. The nature of this message is professional and work related. The purpose of it
is to spread awareness of an important decision related to work taken by the manager. The
audience of the message is the sub-ordinates working under the manager and the use of it is to
apply the decided changes required for the business to function when received by the receivers.
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3.1 Identify the nature, purpose, audience and use of the information to be communicated.
A situation can be taken such as a boss communicating to a secretary regarding the work that
needs to be done and scheduled. The boss is sending the information in form of words by
speaking to the secretary and letting him or her know the details and list of the work that needs to
be done. The purpose of the message is to schedule the work allotted. The secretary will use this
message to schedule the work accordingly and in the respective manner as asked by the boss.
3.4 Identify the meaning and implications of information that is communicated verbally.
A situation of a team leader at work giving a verbal brief on the work to be performed by the
team in a business environment can be taken to understand this case. The team leader is
communicating verbally and giving instructions and information related to a particular work and
how it should be done. The purpose of it is to make sure very one gets the idea and knows how to
go about the work as well the work being done in an effective way. The meaning of this message
is also the implications that are require the job could be done.
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Conclusion
This assignment sheds light on effective communication in both informal and business
environment. It explains the various types of communication styles, techniques and methods to
be applied to communicate with others and exchange views and information. It also lets the
reader know what the barriers to communication are and how they can be overcome. It explains
the various types of barriers that are often experienced and lead to misinterpreted messages. The
various past theories relating to communication are also mentioned along with their use and
applications. The reader of this assignment will be able to gather good knowledge regarding the
business and effective communication.
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Reference List
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Tanenbaum, J., Nixon, M. and El-Nasr, M.S., 2014, January. Basics of nonverbal
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