Improving Business Communication Strategies for Xelabus Ltd

This report examines the business communication practices of Xelabus Ltd, a bus operator. It analyzes oral and written communication methods, their purposes, and principles, including clarity, attention, feedback, informality, consistency, timeliness, and adequacy. The report evaluates current communication practices, identifying issues like language barriers, cultural differences, and stress among drivers, leading to potential rudeness. Recommendations include adhering to communication principles, providing cultural training, and implementing effective communication channels. The conclusion emphasizes the importance of clear and reliable information transfer for improved understanding and effective communication within the organization, to enhance productivity and customer relations.

Business
communication

ABSTRACT
Effective communication is becoming an essence of every organisation to have better
interaction and bonding with customers to ensure enhancement in productivity and sales. The
drivers of Xelabus Ltd are facing issue in effective communication and having a rude and
intolerable behaviour with its customers the refire this, assignment includes a range of form of
communication with their principles and purpose to build an effective communication. Beside
this, an evaluation of communication practises together with description about principle of
communication and recommendations are also there to have an effective communication within
an organisation.

Table of Contents
ABSTRACT ....................................................................................................................................2
INTRODUCTION ..........................................................................................................................4
Literature review .............................................................................................................................4
Analysis and discussion of all questions..........................................................................................4
Purpose and principles behind different forms of organisational communication ................4
Principles of effective communication to enhance practise...................................................6
Evaluation of communication practises of themselves and others ........................................7
Recommendation.............................................................................................................................8
CONCLUSION ...............................................................................................................................8
REFERENCES ...............................................................................................................................9

INTRODUCTION
Business communication is mainly associated with the process of sharing information
between people and employees within and outside an organisation to effective share and transfer
all the required and relevant information (Bannier, Pauls and Walter, 2019). The Xelabus Ltd is a
small independent bus operator based on Southampton (a city in south East England) and
operates with in Eastleigh and Hampshire and covering many supermarket routes. This report is
basically based on purpose and principal behind different forms of organisational
communications together with evaluation principles of communication to enhance practises.
Literature review
Effective communication is a vital tool for all business organisation to have better
performance and healthy relation with customers and among staff to have better sales and
productivity. As per the view point of Joe Taylor, 2020, business organisations depends on
effective communication especial those in service and travel sector to build strong internal
partnership and relationship with customers to have better market share and customers base. The
companies and organisation having culture of effective communication are benefited from
enhanced productivity through completion of task in a more quickly way without any confusion
and chaos.
Analysis and discussion of all questions
Purpose and principles behind different forms of organisational communication
The major forms of communication used in an organisation are written and oral form of
communication. The main forms of communication together with their purposes and principle in
Xelabus Ltd are as follows:
Oral communication
It is process associated with transfer of information from sender to receiver in form of a
verbal communication that can be listen to or spoken through face to face conversation or
telephonic conversation (Berger, 2018). The main purpose of oral communication in Xelabus Ltd
includes transforming information in a cost effective way together with an organised, concise ad
effective manner to enhance with an impromptu interactions with its manpower and other team
members. The form of oral communication used in Xelabus Ltd are categorised as face as face
communication and using mechanical devices for oral communication that includes face to face

conversation, oral presentation, telephonic communication, group discussion, etc. in order to
have a fast and more effective communication and interaction with its employees to develop
better connection, loyalty and trust. The main principles of oral communication in Xelabus Ltd
are as follows:
Speaking clear and simple- The basic principle of oral communication includes speaking
in clear and logical sequences as unorganized communication dose not yield or reflect clear and
proper idea to audience and make employees and individuals confused.
Be precise and avoid hackneyed- While oral communication the managers and
employees of Xelabus Ltd should try to be precise and communicate only the needed and
relevant information in order to avoid hackneyed and boring communication (Harris and
Sherblom, 2018).
Timely feedback- Another important principle of oral communication includes taking
timely feedback form receiver or audience in order to make communication more effective and
viable through offering a two way form of communication. Timely feedback should be taken by
drivers and managers of Xelabus Ltd as it reduces the chances of confusion and also ensures the
proper attention and interest of receiver in the content of communication (Pikhart, 2018).
Written communication
it is a communication that is performed through and with the help of any written
document in paper or electronic form to express idea through words that are meant to be read
(Babe, 2018). The various forms of written document used in Xelabus Ltd includes Memos,
reports, letters, notes, email, etc. with the purpose of transferring and delivering a message in a
clear way without any confusion and to make receiver able to understand the content of message
effectively. The main principles of a good and effective communication includes:
Easy language- The managers and staff of Xelabus Ltd should use easy language in the
content of written communication so that it can be easily understood by the reader and receiver.
Structure and Error less- The use of written communication should ensure that the
written document must follow the structure and should be free from all grammatical and
language error to ensure clarity of content and its accuracy to have a more effective
communication in order to enhance practises in Xelabus Ltd (Mumby and Kuhn, 2018).

Principles of effective communication to enhance practise
The seven most crucial and important principles of an effective communication that must
be adopted and implemented by Xelabus Ltd to enhance practises are as follows:
Principle of Clarity- The idea and message that needs to be delivered must be clear and
properly spelt out to ensure that the receiver understand the same the things that is
communicated or conveyed by the sender. The Xelabus Ltd should ensure that their is no
ambiguity in its message and keep in the mind the worlds and tone used during the
communication. This principle of clarity in Xelabus Ltd ensures same responses form other party
and lead to better mechanics of communication among drivers, managers and customers of
Xelabus Ltd to ensure enhanced practises (Seven principles of effective communication, 2020).
Principle of attention- In order to have an effective communication it is essential to drew
the attention of receiver towards the content of message so then better understanding of message
is possible (Levius, Safa and Weeks, 2018). The people are having different attention, behaviour
and emotions thus, Xelabus Ltd should act similarly as per the receiver to compile with the
principle of attention so that proper message can be delivered to receiver in an effective way.
Principle of feedback- The Xelabus Ltd must ensure proper feedback from its customers
and receiver of message to ensure an effective communication as feedback from recipient
ensures that the message is properly delivered and understood thus, lead to better communication
in order to enhance the practises and operation of Xelabus Ltd (Johannsen, 2018).
Principle of Informality- Formal communication is not always suitable for achieving
desired goals thus, use of informal communication as per the situation is also important for
Xelabus Ltd. The senior management and leaders of Xelabus Ltd can make use of informal
communication to makes it drives more effective and have better communication with customers
for assessing the employees and drivers reaction on various polices and strategy thus, facilities
easy flow of practises with more efficiency and enhanced practises (Heath, 2018).
Principle of Consistency- As per this principle of communication, Xelabus Ltd must
ensures that the communication and flow of information must always be consistent with their
polices, programmes, plans and objective to avoid chances of conflicts and ensure timely
accomplishment of goals. If communication is not properly align with the strategies and policies
of organisations it lead to confusion in minds of manpower and employees therefore lead to
detrimental of interest of organisation.

Principle of timeliness- As per this principle of effective communication, the plans and
policies of organisations must be delivered and communicated well on time to have proper
implementation and execution of theses strategies. The Xelabus Ltd should also timely
communicate with its employees and drivers about its objective and strategies so that it can be
timely and properly implemented by them to have enhancement in its practises.
Principles of adequacy- To ensure effective communication and enhance practises, The
Xelabus Ltd must comply with the principles of adequacy as the information communicated
should need to be accurate and complete in all respects so that a proper message can be
transferred without any confusion (Cox, 2019). Therefore, principle of adequacy is necessary to
ensure effective decision making and viable action on the basis of accurate and reliable
information from mangers and top authority of Xelabus Ltd to have better and effective
communication with customers to achieve the target of enhanced practises.
Evaluation of communication practises of themselves and others
It can be evaluated on the basis of above discussion that the drivers and mangers of
Xelabus Ltd are facing many issues and barriers in communication which are mainly associated
with the language barriers, culture barriers and perceptive barriers. The drivers of Xelabus Ltd
are not paid any overtime and having the pressure of reaching and arriving all destinations on
time which has made them stressed and rude leading to creation of perspective barriers. Further
the drivers are also finding it hard to communicate with the customers who spoke English as
their second language because of language barrier and difficulty in understanding their tone and
message is faced which lead to an intolerable behaviours of drivers of Xelabus Ltd (Tovey,
Tolson, and Vinand, 2018). Beside this, it has also seen that these drivers are not having much
communication and interaction with their managers as they went to their office just to pic and
drop the keys of their vehicles therefore it become more difficult to explain core business
objectives and strategies to these bus drivers to have better and enhanced business activities and
practises.
Evaluation of business communication practises of Xelabus Ltd and others includes that
their are various form of communication out of which oral and written form of communication
are seen in Xelabus Ltd having purpose of leading to an effective communication with more
clarity and in a cost efficient way to have better relation with customers to enhance productivity
(Holliday, 2018). It has been seen that may barriers and issues are their in communication of

Xelabus Ltd that has adversely affect its business performance and practises therefore, following
recommendations and suggestion can be made for it to have improvement in its communication
and enhanced practises.
Recommendation
Following recommendations can be made for Xelabus Ltd to have an effective
communication in its organisation:
 Xelabus Ltd should properly comply with all the principles of communication to ensure
timely feedback and better adequacy of its communication and it also facilitates a better
interaction and connection with customers.
 Timely cultural training and knowledge about basics of all language spoken by customers
of Xelabus Ltd can also be provided to drivers to built respect in them for people coming
from diverse culture and also make them able to politely and calmly interact and
understand vies of customers who spoke English as their second language.
 A proper communication channel that includes both oral and written form of
communication must be implemented by Xelabus Ltd to ensure timely transfer and
delivery of message among drivers, managers, customers and top authority so that proper
compliance of strategy and objectives can be achieved within Xelabus Ltd.
CONCLUSION
On the basis of above report it can be concluded that their are various form of
communication like oral and written communication that includes transfer of views and
information from receiver to sender through letters, memos, report, e-mail, face to face
conversation, etc. having the main purpose of delivering an accurate and reliable information for
better understanding. It can also be concluded that their are various principle of communication
like Principle of clarity, timeliness, adequacy, etc. to have an effective communication.

REFERENCES
Books and journal
Babe, R. E., 2018. Communication and the Transformation of Economics: Essays in information,
public policy, and political economy. Routledge.
Bannier, C., Pauls, T. and Walter, A., 2019. Content analysis of business communication:
introducing a German dictionary. Journal of Business Economics. 89(1). pp.79-123.
Berger, A. A., 2018. Media and communication research methods: An introduction to qualitative
and quantitative approaches. Sage Publications.
Cox, M. B., 2019. Working closets: Mapping queer professional discourses and why
professional communication studies need queer rhetorics. Journal of Business and
Technical Communication. 33(1). pp.1-25.
Harris, T. E. and Sherblom, J. C., 2018. Small group and team communication. Waveland Press.
Heath, R. L., 2018. Issues management. The International Encyclopedia of Strategic
Communication, pp.1-15.
Holliday, A., 2018. Understanding intercultural communication: Negotiating a grammar of
culture. Routledge.
Johannsen, F. A., 2018. Process-related value propositions of enterprise social media use for the
external communication with end consumers. Business Process Management Journal.
Levius, S., Safa, M. and Weeks, K., 2018. Information and communication technology strategies
to improve international competitiveness in the wholesale and retail trade
sector. International Journal of Business and Globalisation. 20(1). pp.128-138.
Mumby, D. K. and Kuhn, T. R., 2018. Organizational communication: A critical introduction.
Sage Publications.
Pikhart, M., 2018, August. Technology enhanced learning experience in intercultural business
communication course: a case study. In International Symposium on Emerging
Technologies for Education (pp. 41-45). Springer, Cham.
Tovey, O., Tolson, J. and Vinand, A., 2018. Communication in a crisis in UK ambulance
services: What is needed to improve incident communication?. Journal of business
continuity & emergency planning. 11(4). pp.309-316.
Online:
Seven principles of effective communication. 2020. [Online] Available Through:
<https://dnesingapore.com/the-seven-principles-of-effective-communication/>
Taylor. J., 2020. Importance of Effective Communication in Business.[Online] Available
Through: <https://smallbusiness.chron.com/importance-effective-communication-
business-2879.html>