Business Communication Strategies: A Comprehensive Report

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BUSINESS
COMMUNICATIONS
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Table of Contents
INTRODUCTION........................................................................................................................3
TASK-1 POSTER.........................................................................................................................4
TASK -2..................................................................................................................................... 5
LO1 DESCRIBE AND ANALYZE THE PURPOSES AND PRINCIPLES BEHIND DIFFERENT FORMS
OF ORGANIZATIONAL COMMUNICATION............................................................................5
LO4- APPLICATION OF PRINCIPLES OF EFFECTIVE COMMUNICATION TO ENHANCE THE
ORGANISATIONAL PRACTICES..............................................................................................7
LO5- EVALUATION OF EFFECTIVE COMMUNICATION PRACTICES OF THEMSELVES AND
OTHERS.................................................................................................................................9
CONCLUSION...................................................................................................................... 11
REFERENCES........................................................................................................................... 12
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INTRODUCTION
This assignment is based on business communication. Business communication is the
sharing of data or information within the organization in order to attain the objectives and
goals of the organization. Business communication is also concerned with communication
across the internal and external environment. There are different types of communications
oral and written communications. In order to ensure excellent communication in the
workplace, the barriers to communication are to be reduced by implementing strategies for
the same. Also, the principles of effective communication can be followed by the
organization to reduce the effect of barriers. Communication practices of self and others are
evaluated here with the awareness of cultural influence on communication.
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TASK-1 POSTER
LO-2, LO-3& LO-6
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TASK -2
LO1 DESCRIBE AND ANALYZE THE PURPOSES AND PRINCIPLES BEHIND
DIFFERENT FORMS OF ORGANIZATIONAL COMMUNICATION
Organizational communication means the flow of information within the boundaries of the
organization and this communication needs to secure and ensured with high privacy.
The purpose of using different types of organizational communication is to deliver relative
information to the targeted audience in the proper format. Every time there is a different
type of information to convey and the audience is variable too, thus the for small audience
choosing medium involving verbal communication will be better or through personally
sending emails can also be an effective form of communication. When the communication
needs to be done for conveying information to a very large audience then the digital media
where mass communication can be done should be used or through giving a speech in front
of all the targeted audience.
Principles of using different forms of organizational communication-
1. Formal communication- every organization has to communicate formally to
maintain the workplace protocol and to communicate with the senior officials at the
workplace. The flow of communication is in a downward direction in most of the
cases and sometimes is in an upward direction. There also horizontal communication
from one department to other or between people at the same position at the
enterprise. This communication is very well defined in the policies of the company
and its implementation is mandatory. There is some information which can only be
communicated through formal means else the impact will not be effective for
example offer letter is only communicated through formal means of written
communication (Townsend et al., 2013).
2. Informal communication- The information that is to be communicated in the
informal manner is also important as the information informal communication, even
if there is no proper culture for communicating through informal means than also
this type of communication exist and this is a very effective way of communicating as
the management can easily communicate through this informal way in very less
time. Informal communication involves communicating through mostly verbal
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communication and not written and thus its authentication is not valid and reliable,
but still informal communication is good for gaining the insider information of the
environment both internal and outside environment, which can help in preparing for
the threats and to find the opportunities in the environment, the rank and situation
of competitors (Townsend et al., 2013).
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LO4- APPLICATION OF PRINCIPLES OF EFFECTIVE COMMUNICATION TO
ENHANCE THE ORGANISATIONAL PRACTICES
The principles for effective communication mean the guidelines that help to create a
positive working environment at the workplace. Good communication is the want of every
stakeholder of the company whether it is the suppliers, the clients or the employees. Bad
communication cannot only create monetary loss but also can create the loss of the
company’s goodwill.
There are some Principles for effective communication to enhance organizational practices-
1. Ensuring the information is relevant and achievable- The innovative and creative ideas
have great importance but only when it is relevant to the organizational objectives. The
idea or the information should be assisted with the facts, figure and significant proof.
Every information should be work related not the personal information should be
shared for the purpose of gossiping (Adler et al., 2012).
2. Frame your perspective- before entering to a meeting or discussion the receiver should
be unbiased and should be well prepared for the topic of the meeting in order to gain
more understanding with effective communication (Adler et al., 2012).
3. Choose you’re medium correctly- Firstly choosing the right medium of communication is
very difficult, the sender has to identify and evaluate the audience and their
perspective, which medium will be suitable for delivering the information verbally,
written, a graphical representation or some other medium is suitable. The best medium
can be helpful for the audience to get a better understanding of what is to be conveyed,
the perception of understanding the information in the same sense the sender wants to
convey if not than the communication will not be effective so to use the best medium is
very important. If a large audience is targeted so digital media and online system is the
best way to convey the same, through emails and another medium message can be
reached to a mass audience on the same time with ease (Adler et al., 2012).
4. Simple and concise- The information which is to be delivered should be represented in a
simple and concise manner. The less the information more effective it will be. The
choice of words and sentences should not be too tough but should be presented in
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easily understandable language so that no misinterpretation can be made (Adler et al.,
2012).
These principles are for highlighting performance and increasing efficiency. The best
medium is having the quality of quick delivery of information, less time taking and less
expensive and most importantly easily interpreted by the receiver in the same sense. If the
chosen medium is ineffective then the efficiency will reduce, people will make mistakes that
can cause blunders in the work performance (Adler et al., 2012).
5.
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LO5- EVALUATION OF EFFECTIVE COMMUNICATION PRACTICES OF
THEMSELVES AND OTHERS
Effective communication is the key to efficiency and good working environment in the
organization. If there is no effective communication within the organization then the flow of
information can affect the functioning and privacy of the hotel. The better the
communication the better will be the goodwill, customer satisfaction and customer
attention with a positive and progressive brand image in the current and future market.
Effective communication not only increases the goodwill but increases revenue and
profitability, since the cost is reduced by eliminating the errors and mistakes due to effective
communication (Cosic and Djuric, 2010).
Strength and weakness of communication practices
Strength Weakness
The strength in that the good command over
the English language and as the most of
tourists speaks English so the wider range of
tourists can be covered.
Not good command over the languages
other than English. The most popular
languages like French, German, Spanish are
to be learned so the tourists can be heard
and understood and can be provided with
their best services from the hotel.
Effective strategies to compensate for the weakness-
1. Formulate and implement policies- for effective communication, the rules and
policies should be made like where there is a need for formal communication
through written representation, what are the formats and protocols that need to be
followed while communicating with superiors and subordinates, what not to be done
while communicating information through informal and formal medium. The privacy
should be maintained as the employees, management or any member is not allowed
to leak the information in order to remain competitive in the market (Leonard, L. and
Dlamini, 2014).
2. Training- the staff and other members need to be given proper training to learn the
communication skills, especially the hospitality services, the communication skills are
important because at hotel in Sri Lanka international people visit to relax and they
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should be well treated with an addition to core value of having knowledge of most of
the languages the tourists can speak, and at least the English language should be
very well known and the staff should have a good command over this language
(Kostić-Bobanović and Gržinić, 2011).
3. Monitoring – the implementation of policies is not only the task that leads to
effective communication but the evaluation, proper monitoring over the employees
will give the better results and feedback from the visitors can be used to evaluate the
performance of the staff and since it is service industry the hospitality services need
to best (Bharwani and Mathews, 2012).
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CONCLUSION
The above assignment can be concluded by stating that every organization needs internal
and external communication to pursue its business and achieve the organizational goal.
There are varieties of communication mediums or channels that ensure proper
communication of information within and outside the organization. The use of both oral and
written communication is used in every organization. The barriers to effective
communication like semantic barriers, physiological and physical barriers and cultural
barriers are discussed in this report that needs to be overcome to ensure security and
privacy. To establish a hotel in Shri Lanka is a great idea as the tourists are still interested
and attracted towards the beauty of Shri Lanka and its natural beaches.
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