Analysis of Business Communication in Unit 1 Assignment

This assignment solution comprehensively addresses key aspects of business communication within Unit 1. It begins by analyzing the communication needs of both internal and external stakeholders, emphasizing the importance of direct and indirect communication channels for fostering positive relationships and achieving organizational goals. The solution then delves into various communication models, including Shannon and Weaver, David Berlo, and Schramm, evaluating their applications in an administrative context. Furthermore, it assesses the effectiveness of different organizational communication systems like top-down, bottom-up, and one-way communication, highlighting their advantages and disadvantages. The assignment also explores factors influencing the choice of communication media, the significance of correct grammar and conventions in business writing, and the planning and structuring of effective communication media. Finally, it provides strategies for overcoming common communication barriers and explains the use of communication theories and body language in conveying messages effectively. The assignment emphasizes clarity, accuracy, and the importance of adapting communication strategies to diverse audiences and contexts.

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Areas covered:
UNIT 1: COMMUNICATE IN A BUSINESS ENVIRONMENT
Please answer all the questions:
AC1.1 Analyse the communication needs of internal and external stakeholders
Internal Stakeholders: Communication helps in every field of the business. There is the need
to improve communication with company's internal stakeholders such as team members,
managers and other departments. Communication with internal stakeholder always help to
create a positive environment in company. They use direct channel of communication such as
face to face through meetings or telephonic conversation (Avena-Koenigsberger, Misic and
Sporns, 2018). There is the need to communicate with internal stakeholders because
sometimes, employees of a company become de- motivated if they see/ hear negative stories
about their company. In this particular time, they need support and motivation from their
upper authority which is possible through direct communication. Strong relationship with
internal stakeholders help to achieve success and progress in the future.
External Stakeholder: To generate higher revenue and profit, external
communication is also needed. Customers, products or service suppliers with regulatory
bodies come under external stakeholders. There is the need to communicate well with
external stakeholders because they help to maintain long term relations with customers which
help to create more revenue and maximize profit. Customers and other regulatory bodies are
important parts of company (Rittmaster and Piccionelli, 2018). They use indirect and chain
system to communicate such as email, short message system, social media, Facebook or new
technology. Better external communication helps to improve the image of company and
increase awareness about the products and services which company offered.
AC1.2 Analyse the different communication models that support administration

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Shannon and Weaver Model: This model has three primary parts like senders,
channel and receiver. The main aim to design this model is to develop effective
communication between sender and receiver. It also finds factor called noise which affects
the communication process (Models of Communication,2018). In administration department,
this model helps to increase human communication and it is more effective in person to
person communication rather than group or mass audience. There is absence of feedback in
this model; so, only sender who speaks and receiver who can hear the voice are, two persons
who can use this model while communication.
David Berlo: Berlo modified Shannon model of communication by using 4 elements
such as sender- message- channel- receiver. To make communication more efficient, Berlo
use individual component in communication. The model’s main focus is on encoding and
decoding which generally happen before sending and receiving a message. In every
department of a company, sender and receiver exchange their information but through which
channel they communicate. Berlo find a way of medium l such as through hearing, seeing,
touching, smelling or testing.
Schramn: Schramn modified Shannon and Berlo model of communication believed
that employee's knowledge, experience and his background plays an important role in
communication. According to him, communication is described through message, source/
encoder, form, channel and receiver (Smith and et.al., 2018). To understand employee’s
behavior and his background, upper authority must communicate with him by using all five
dimensions of communication. In this model, coding and decoding play an important role,
when information reaches to receiver he must understand what speaker try to convey by the
terms of his behavior, culture etc.
Illustration 2: Berlo Model of Communication
Illustration 1: Shannon Model of Communication

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AC1.3 Evaluate the effectiveness of different communication systems
Organizational communication system refers to sending or receiving message through
individuals with a particular environment in order to achieve common goals. This
communication helps to complete the tasks using policies and procedures and it develops
relationship which helps to transfer message from people to organization. There are various
types of organizational communications such as:
Top Down: This communication covers limited group of people which impact less on
complete organization.
Advantages
Organization focuses more on the usage of resources
Helps in better decision making
To identify management solution; this communication system helps to resolve the problems
(Ocasio, Laamanen and Vaara, 2018).
Using this communication system helps to increase accuracy and speed
Disadvantages
Provide limited coverage area
Need to develop customer’s connection at early stage
Overall, business will not be able to understand the benefit of solution
Cost of implementation is quite higher
Bottom up: It creates high impact on the organization and earlier return on investment.
Advantages
It can help to replace manual process
Benefits of communication can be realized at early stage
Need to develop early customer relation
Covers a large area of communication (Hovland and Lumsdaine, 2017).
Disadvantages
Techniques may change in the future.
It requires a great cooperation and immediate changes in communication.
Strategies made in bottom up method are driven by existing infrastructure rather than
business process.
One way: This type of communication transferred in one direction only, there is no
opportunity from the side of receiver to give feedback.
Advantages
It consumes time.

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Only two persons are needed to communicate.
Most simple and common way of communication (Ruesch and et.al 2017).
Disadvantages:
There is loss of input as well as lack of feedback
Sometimes, it may hamper the morale of employees.
AC1.4 Explain the factors that affect the choice of communication media
Communication media means to transfer, deliver or receive the information through writing
process, verbal and nonverbal ways. Through communication people understand the view
point of sender and then answer them accordingly. There are various factor which may affect
the communication media which are mention below:
The most important factor of communication media is audience, a large group of people
gathered then to address them verbal communication is needed.
Speed of communication should be fast and effective. Sometime the communication will not
reaches all the gathered crowd at that time proper media should be selected in order to
provide high communication speed.
For better communication media it is necessary to prepare budget and choosing right cost of
media will also affect the communication system (Hovland and Lumsdaine, 2017).
Needed information should be communicated only, there is no need to transfer extra
information to the audience.
Written communication media is needed to save permanent records of the information.
Through oral communication, there is no feedback is required but on the other side, in written
and non verbal communication feedback must be taken.
Some miscellaneous factors such as accuracy, safety and information security or distance are
also affect the choice of communication media.
AC1.5 Explain the importance of using correct grammar
In business communication, information are share or transfer using emails, letters, reports and
presentations. This will help to create positive environment in a company and help to
understand the behavior of all the employees. Writing mails or letter in workplace following
points should be kept in mind such as :
Correct grammar: while writing emails or reports using correct grammar save times
and deliver right message to the receivers and help to present good image of sender. Making
good impression on customers and managers through using correct grammar help an
employee to maintain his professional look and show he really cares for his job (Shelton and
et.al 2018). Written communication help to save a lot of money and if information written in
documents is false then it may mislead the entire system. Using correct form of grammar help
to make professional image in a company.
Conventions: Using proper conventions such as formatting, style, language, use of

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correct jargon, abbreviations are helpful to create professional image in a business
environment (Ruesch and et.al 2017). It is important to use correct conventions in business
because it make reader comfortable in reading and to make long term relation with colleagues
and customers proper communication should be needed which help to transfer correct values
and data.
Sentence structure and Punctuation: writing in good sentence structure help to express
information and data in right for and poor sentence structure may mislead reader. Using
correct punctuation in right time will change a sense of complete sentence, so it is necessary
to use correct sentence structure and punctuation in a business communication.
AC1.6 Explain the factors to be taken into account in planning and structuring different
communication media
Factors affecting planning communication media are mention below:
Audience: Selecting audience for planning of communication media is crucial task. An
appropriate media plan should be develop for public and it may be from any place, age,
gender and caste.
Communication objective: while planning communication media, the objective of
communication should be proper because a good and different objective will help to attract
number of people (Akmajian and et.al., 2017).
Message: the nature of message should be informative. The message should have special
skill and careful attention seeker so that it attract more number of customers. If the nature of
conveying message is emotional and demonstrative then message should be suited for
television purpose.
Channel: message distribution channel should be more effective and it must be target to
attract more number of customers. While planning a communication media it is the most
affecting factor.
Timing: while planning for media, it is necessary to select proper time that it will help to
target more number of people or gathering.
There are various factor affecting structuring different communication media such as
lack of understanding the meaning of communication media and its background. If there is no
use of facts and figures then it will affect to lead in negative direction of communication
media. No proper details and conclusion is present in the structuring of media which may
lead to decline in the media communication.
AC1.7 Explain ways of overcoming barriers to communication
While communication there are various barriers such as use of incorrect form of grammar,
not using exact topics while communicate with others, lack of interest and relevance,
distraction, perception and viewpoint, some physical disabilities such as hearing problems,
difficulties while speaking, body languages and difference in state languages, false
assumptions and cultural differences (Hovland and Lumsdaine, 2017). To overcome those

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problems there are number of ways which are mention below:
whatever the message is, should be deliver in clear and understandable form so that receiver
feel comfort and ease while reading.
There should be multiple communication channel so that it will help to take and response on
proper message.
Sender should communicate according to the level of receiver so that he may understand the
information properly.
The sender should be more attentive on using form of grammar and jargon so that it will
make clear sense of message.
Listen each point of view with proper attention, patience so that it will help to understand the
things in proper manner (Jandt, 2017).
Using all forms of seven C's which are clarity, credibility, content, context, continuity,
capability, channel will help to overcome the barriers of communication.
The message sent to receiver should be consistent and it should be have proper objective and
aim of the organizations.
AC1.8 Explain the use of communications theories and body language
Mehrabian's Silent Message Theory: Mehrabian focus on three main important element of
face to face communication which are words, tone of voice and facial expression. For
communicate the feeling non verbal elements are more important because if words are not
transfer the information then facial expression will help to exchanging the ideas and
information with one another (Mehrabian, 2017). Professor expand his interest in the field of
non verbal communication which make relation with expression of emotions and attitudes.
Birdwhistell's Theory of Kinesics: Ray Birdwhistell term the theory kinesics which
means that gesture or posture. He mostly believed on body language communication. To
express the view, verbal communication is not only way but an individual can use his body
language too. He also assumes that body language is the best way to share information. Using
facial expression or posture one can understand what sender want to convey.
Body language is the type of non verbal language. It is mostly used by physical
handicapped people (Fuchs and Gerszberg, 2018). There are various types of non verbal
communication such as facial expression, eye contact, gesture and posture and each language
have their own significance. There are various benefit of using non verbal communication
specially in body languages such as put finger on mouth which simply indicates that keep
quite. A person can enhance its non verbal communication by facing himself in front of
mirror.
AC1.9 Explain proof-reading techniques for business communication
In business communication, to explore himself is the main aim of every individual and this
can be done by using proper presentation and communication skills. While communicate,

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business owners and managers uses written format such as emails, letter and reports to
communicate with each other (Henry and et.al., 2018). Proof reading means to read again
whole documents and spreadsheet before present it to managers. Proper formatting and
graphical representation, using diagrams and images can make documents more presentable.
There are various proof- read techniques such as check correct spelling, punctuation
and grammar. By checking proper facts and figure and whether those figures are used in
correct for or not is the another techniques of proof reading. An individual does not know all
the meaning so using dictionary he can search many word meaning and make clear sense of
words. By creating proper proof reading checklist also proof reading can be enhance.
AC 2.1: Identify the purpose and audience of the information to be communicated
In a workplace written communication is the basic and most common way to transfer the
information. While joining an institution, owner of a company offered letter of joining in a
written format and all the necessary information are in written format. For example, a
company conducting a training session of all the employees and there is need to circulate all
the information in written purpose which present clearly the following points such as:
Nature: It is two way process and non verbal form of communication where one person
transfer all the information to number of persons. It requires only single medium to convey
the information (Ocasio, Laamanen and Vaara, 2018).
Purpose: Training session is done trough written communication only because it will help to
stores the data for longer period and these records are kept permanently in the premises.
There is need to transfer the ideas and logic in written communication because human being
cannot remember all the things in single time, using writing format he can learn or remember
things more easily.
Audience: because of attending large amount of employees written communication is the
best way to exchange the ideas and logic from owner to staff.
Use: while conducting a training session, written communication is the best way to transfer
the information because it will help to kept in order to not relying on memory (Smith and
et.al., 2018). Writing on sheets will help in future researching on future because those
documents are kept for permanent means.
AC 3.1: Identify the nature, purpose, audience and use of the information to be
communicated
There is slightly change in terms and conditions of work place then at that time HR or owner
can be used verbal or informal way of communication. In this type of communication there is
no need to transfer all data and information in written format. There is need to communicate
the information in verbal form which are mention below:
Nature: verbal communication is a two way and continuous process in a business
environment (Verbal Communication,2018). While communicate about slightly changes
related to rules, information should be transfer between one person to another. First person

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will be sender and second is receiver, they can be more than one or two.
Purpose: this form of communication help to motivate the employees and make clear sense
of expressing the view points of senders. While telling about changes in rules, receiver can
see the facial expression as well as help to understand clear sense about the topics.
Audience: there should be large amount of people. On the senders side, only one person who
communicate the rules and on the other side i.e. receivers side may be one person or group of
employees (Rittmaster and Piccionelli, 2018).
Use: it is necessary to use verbal form of communication because it help to create motivation
among employees and increases the listening efficiency of listeners with expressing exact
view points and emotions.
AC 3.4: Identify the meaning and implications of information that is communicated
verbally
To express or share the information between one person to another by mode of speech is term
as verbal communication. Using verbal communication, receiver can easily analyses the
behaviour and tone of speaker. Verbal information help to share the feelings, thoughts and
memories. There are many problems which affect the verbal communication such as :
Cultural Barriers: people come from different states and culture face difficulty in
communication at that time they need an interpreter who help to let both understand about
their view points (Avena-Koenigsberger, Misic and Sporns, 2018).
Confused messages: sometime wrong message may mislead receiver while
presenting the best speech because of poor listening skills.
Assumptions: wrong assumption related to topic may also lead to miscommunication
gap between listener and sender. To avoid this problem listening power should be increases.
Poor listening skills: this is the biggest implication in verbal communication. Poor
listening power of listener mislead and create wrong sense of communication. Those
employees who fail to listen the speaker did not understand what is going on.