Business Communication: Analyzing Theories in Resort Context

This essay delves into the realm of business communication theories, exploring their significance and application in a real-world scenario. The assignment focuses on a resort facing financial constraints and senior management changes, requiring effective communication strategies to address staff concerns regarding reduced shuttle services and meal options. The essay examines various communication theories, including non-verbal and verbal communication, and analyzes their advantages and disadvantages. It also covers the importance of business communication, discussing how managers can utilize these theories to convey difficult information and 'convince' stakeholders. Furthermore, the essay provides a critical analysis of how different theories like Adaptive Structuration Theory, Agenda Setting Theory, Cognitive Dissonance Theory, Confirmation Bias, Actor-Network Theory, Constructivism theory, and Social Exchange Theory can be applied to address the challenges faced by the resort. The document underscores the role of effective communication in maintaining employee motivation, information dissemination, socialization, and efficient management within an organization.

Running head: BUSINESS COMMUNICATION 1
Business communication theories

BUSINESS COMMUNICATION
Table of Contents
Non-Verbal communication...................................................................................................3
Verbal communication...........................................................................................................4
Importance of business communication.................................................................................4
Advantage and disadvantage of business communication.....................................................5
References................................................................................................................................11
2

BUSINESS COMMUNICATION
Communication is not just a way of sending and receiving a message from one to another. It
is how the mutually shared message is understood, if there is no understanding of the
message then no communication happened. The essay below explains the importance of
business communication. There are many definitions and theories proposed to describe,
divine and comprehend the term Communication.
Communication is a Latin word that means sharing. It can easily define as the sharing of data
to make things more understanding and common. It involves imparting or exchange of
information by different means such as speaking or writing. It is very important to have a
better understanding of communication and its skills at the workplace also (Ahmed, 2018).
Business communication is something that varies at the workplace depends upon the size and
structure of the business. The mode of communication purely depends upon the type of
message covey to others. Following are ways to initiate any kind of business
communication:-
1. The Motivation behind the communication.
2. Structure of the message
3. Encryption of message (for example the presented data can be in digital form, written
text, pictures or speech)
4. Transportation of messages by using a medium.
5. Receiving of message
6. Decryption of message
7. Interpretation of the message
3

BUSINESS COMMUNICATION
In a business communication can be done in two ways:-
1. Non-verbal communication
2. Verbal communication
Non-Verbal communication
Non-verbal communication is also known as physical communication. In this type,
communication is done employing hand gestures, body language, posture or facial
expressions (Parikh, et. al., 2014). This type of communication can also be done with the help
of pictures, wordless videos. Similarly, crying, glaring and laughing also describe the basic
form of communication. Many studies prove that 55% of communication done in the day to
day life is done my non- verbal communication.
Verbal communication
Verbal communication involves words that are spoken or written. It comprises of any
language to communicate with others. It can be an oral communication or written
communication. In written communication the exchange of information is done by letters,
SMS, reports, etc. It is an indirect way of verbal communication. The communication which
is done face to face by two or more person is the direct form of verbal communication.
Verbal communication is the most efficient form of communication (Parikh, et. al., 2014). In
oral communication, the communication can be done by channel or without channel. It is an
indirect way of verbal communication. The communication which is done face to face by two
or more person is the direct form of verbal communication. Verbal communication is the
most efficient form of communication (Parikh, et. al., 2014).
4

BUSINESS COMMUNICATION
The communication is done through various channels such as by video calls and voice calls
(Ahmed, 2018).
Importance of business communication
Good communication leads to efficient relations between people, culture or community. In
this modern era of development where everything is progressive in nature weather, it is
technology or industry, it is very important to have business communication skills to
incorporate. A person with good business communication skills can enable to excess all the
information easily and vital for efficient management and improves the relationship among
colleagues. Following points can represent the importance of communication:-
1. Foundation for Action: Communication acts as the foundation for any action. To
initiate any activity it starts with communication which brings all the necessary
information (Harmon-Jones, et. al., 2015).
 Coordination and planning: Coordination and planning are an important tool for the
implementation of any kind of information. Business communication contributes
better resource which is helpful in planning. It also facilitates efforts for coordination
among people.
 Provides effective guidance: The information collected by communication help to
make a good decision. It also proves effective leadership to propose an idea, opinions.
 Essential Tool: Now a day communication is a very essential tool. Communication
leads to increase productivity by delivering the message. It helps to complete business
objectives and tasks (Ahmed, 2018). It eventually boosts up confidence and
motivates. Without communication, we cannot access anything.
5

BUSINESS COMMUNICATION
Advantage and disadvantage of business communication:-
Advantages:-
 Communication helps to build healthy relations between employees and management
at all levels.
 Communication at the workplace innovates new inventions for conducting activities
and tasks.
 Quality communication helps with time management for all activities. Business
communication helps in good planning, coordination, suggestion, and complaints.
Disadvantages:-
 Sometimes poorly worded messages lead to miscommunication. This can play a
negative impact on maintaining a healthy and safe working environment.
 Technical issues create while non –verbal communication. This can delay in
completing the projects and conducting more expenses.
The Corporate world is growing rapidly day by day and this world has a huge number of
employees. Communication in the organization is the most necessary activity used to achieve
objectives. Make it possible to get an immediate reaction to every action. In business,
communication is used widely for several activities which include planning, public relations,
social media, management, customer-client relationship even in internal employee
communication (Eisenberg, et. al., 2015). Every business has to maintain internal and
external matters and communication plays a vital role in that. Both oral and written
communication has an individually important role in the organization. Business
communication manages to carry the basic process in the organization. In a large business, a
6

BUSINESS COMMUNICATION
separate team is devoted to doing communication work weather is it directly such as face to
face communication or indirect as e-mails and SMS. Business communication helps to
maintain relations between customers, regulate the behavior of consumers, making relations
in public, brand management, marketing management, for engagement of employee,
technical communication and professional communication.
The Purpose of business communication in the organization is:-
 Motivation: Every business structure is divided into various teams and managers who
need to coordinate with them. How the work will be carried out, work according to
deadlines, and the order of work. However, communication did not just instruct work
but it also motivates the employees to work more passionately and sincerely. A good
communicator knows how to drive and stimulate employees to do hard work.
Somehow motivation creates mutual trust and confidence among employees. It also
affiliates impressive planning for different projects in the business.
 Spreading of information: Every organization needs to share information among the
whole staff of the organization. Whether it is a new circular about change in timings,
new rules and regulation or about any advance decision, communication is essential
(Ahmed, 2018). It can be spread via notice or via e-mails.it facilitates coordination
among employees
 Socialization: Business has one of the major aspects of any business is socialization.
It is not only about work, but an organization also has to make a strong social
platform for its publicity and marketing. Communication helps to create contacts
which help the organization to create string grip socially in the market and public
relation. It helps to bind people together in an organization and maintains industrial
peace (Eisenberg, et. Al, 2015).
7

BUSINESS COMMUNICATION
 Management: Efficient management can be done through effective communication.
Management is the key functioning in any organization. It is used to have a necessary
understanding among every worker. Good communication skills guide to have
leadership skills and maintain good relations. Communication increase managerial
efficiency (Ahmed, 2018).
The organization is a place where people from multidimensional and multi-cultural society
are present. The main aim is to maintain the decorum of the organization through proper
discipline and communication. The outcome of proper communication is a successful
interaction between the employees (Harmon-Jones, E., et. al., 2015, 184-189). To regulate
such activity business theories were introduces, which assist the organization to maintain
propriety. Following are some of the business communication theories explained with their
positive and negative impacts:-
Adaptive Structuration Theory
The arrangement of gathering structures and their effect on correspondence and dynamic is
the area of Adaptive Structuration Theory (AST). AST states that gathering structures are
from social or chronicled suppositions. These gatherings were part and bring to the table and
such presumptions decide how individuals convey information about the kinds of assets they
use, and how their guidelines and assets develop with proceeded with correspondence. At its
most essential level, AST looks to light up the connection between bunch inputs (rules and
assets) and yields (choices or criticism). On the other hand, using this theory can bind an
employee in following these inputs and work accordingly. Hence fulfilling these inputs can
increase the expenses of the employees and organization too.
Agenda Setting Theory
8

BUSINESS COMMUNICATION
Agenda Setting Theory lays on two fundamental suspicions. At first, it expresses that the
media channels and shapes reality are reasonable than reflecting. For instance, reports are not
introduced sequentially or as indicated by the number of individuals influenced by them, but
instead in a request that a maker or manager decides to be the most "thrilling," or generally
engaging crowds. The subsequent supposition expresses that the more consideration the
media provides for specific issues, the more probable open will be to mark those issues as
fundamental ones. At the end of the day, plan setting doesn't tell individuals how they should
ponder certain issues, but instead what issues they should consider. This theory does not
provide clear answers to people and does not make the information reliable. Hence, the use of
this theory can increase the expense to convey information more than once.
Cognitive Dissonance Theory
Cognitive Dissonance Theory is the mental clash of those outcomes from holding two
conflicting or perspectives. It proposes that individual searches for balance in their
convictions. Hereby, to decrease disharmony, one will abstain from hearing restricting
perspectives or change their convictions to coordinate their activities (Simoes, and Esposito,
2014). The drawback of this theory stands that information which is passed on to others is
changed according to the convenience of others. As no particular medium is set to pass the
information as well as the message is molded according to the person’s understanding.
Confirmation Bias
Confirmation Bias is a theory that clarifies why individuals see the world specifically. It
expresses that individuals keep reviewing the world specifically by picking data and media
which fortifies their convictions. This theory plays a negative impact on social issues and
climate change. The information is based on different views of people who belong to
different religion and age.
9

BUSINESS COMMUNICATION
Actor-Network Theory (ANT)
Researchers proposed ANT to clarify how individuals, articles and thoughts (i.e.,
entertainers) are cooperated to shape organized elements or systems. Entertainers make
arrangements by adjusting assets, taking on characterized jobs, shaping associated
connections and rehashing foreordained practices to take care of issues or achieve objectives
(Elder-Vass, 2015). For the reasons for Actor-Network Theory, anything can be an
entertainer inside a system: a law, a book, an individual, a thought, a lifeless thing, and
significantly another system. Significantly more curiously, in any case, is that every one of
these components gets equivalent thought in ANT.
Constructivism theory
Constructivism looks to clarify how a few people can impart more handily than others to
accomplish certain objectives. It considers the social, conduct and subjective perspectives
that impact message arrangement and gathering. It additionally distinguishes the abilities
utilized by exceptionally powerful communicators and looks at how those aptitudes are
gained (Brandon, and All, 2010). This theory holds some disadvantages as experience does
not work every time in the worst situations. Though knowledge can be shared concerning
experience hence, it cannot be applicable in each situation. This can at times make a business
experience losses and heavy expenses on different projects.
Social Exchange Theory
Social Exchange Theory sets a 'monetary' trade for in relational connections. This means the
connections are upgraded by fulfilling every other personal responsibility (Eisenberg, et. al.,
2015). It also takes an agenda at how shallow connections develop personal connections.
Every individual is situated in an alternate position among the social chain of command.
10

BUSINESS COMMUNICATION
Along these lines, every individual perspective the social atmosphere from an alternate
vantage point, which just gives a little glance at the social entirety? At times maintaining
healthy relations with all the employees and shareholders, more time is wasted in thinking
over them. This can delay projects and crucial information can be shared with them that can
harm business (Cook, et al., 2013). Communication is an ideal way to share ideas and
creating interaction between people. Communication is an important part to be used in
personal and professional life too. The essay above holds a description of various business
communication theories used in an organization. The pros and cons of each theory are also
explained above.
11

BUSINESS COMMUNICATION
References
Ahmed, A., (2018) Role of Communication in a Business Organization, [Online] Available
from https://bizfluent.com/about-7237596-role-communication-business-organization.html
[Accessed on: 22 March 2020].
Brandon, A.F. and All, A.C., (2013) Constructivism theory analysis and application to
curricula. Nursing education perspectives, 31(2), pp.89-92.
Cook, K.S., Cheshire, C., Rice, E.R. and Nakagawa, S., (2013) Social exchange theory. In
Handbook of social psychology (pp. 61-88). Springer, Dordrecht.
Eisenberg, E.M., Johnson, Z. and Pieterson, W., (2015) Leveraging social networks for
strategic success. International Journal of Business Communication, 52(1), pp.143-154.
Elder-Vass, D., (2015) Disassembling actor-network theory. Philosophy of the Social
Sciences, 45(1), pp.100-121.
Harmon-Jones, E., Harmon-Jones, C. and Levy, N., (2015) An action-based model of
cognitive-dissonance processes. Current Directions in Psychological Science, 24(3), pp.184-
189.
Parikh, S.P., Esposito, J.M. and Searock, J., (2014) The role of verbal and nonverbal
communication in a two-person, cooperative manipulation task. Advances in Human-
Computer Interaction, 2014.
Simoes, P.M.M. and Esposito, M., (2014) Improving change management: How
communication nature influences resistance to change. Journal of Management Development.
12