COMMUNICATE IN A BUSINESS ENVIRONMENT: Communication Report

This report provides a comprehensive analysis of effective communication within a business environment. It begins by examining the communication needs of both internal and external stakeholders, highlighting their impact on organizational functions. The report then delves into various communication models, including those by Shannon and Weaver, Berlo, and Schramm, while also exploring the constructionist model. It assesses the effectiveness of different communication systems and the factors influencing the choice of communication media. Furthermore, the report emphasizes the significance of grammar, sentence structure, and punctuation in business communication, along with the importance of planning and overcoming communication barriers. It also discusses the use of communication theories, body language, and proofreading techniques. Task 2 focuses on identifying the purpose and audience of communication, selecting appropriate media, and adhering to best practices in written communication. Finally, Task 3 addresses verbal communication, including language, body language, and ensuring message understanding. The report underscores the critical role of effective communication in fostering organizational growth and development.

COMMUNICATE IN A BUSINESS ENV

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 Analyse communication needs of internal and external stakeholders..................................3
1.2 Communication model that support administration. ............................................................3
1.3 Effectiveness of different communication system. ..............................................................4
1.4 Factors that effect the choice of communication media. .....................................................4
1.5 Importance of using correct grammar, sentence structure and punctuation in
communication. ..........................................................................................................................5
1.6 Explain various factors to be considered while planning communication media.................5
1.7 Overcoming barriers to communications..............................................................................5
1.8 Explain use of communication theories and body language. ...............................................6
1.9 Proof reading techniques for business communication........................................................6
TASK 2............................................................................................................................................7
2.1 Identify the purpose and audience of the information to be communicated.........................7
2.2 Communication media that are appropriate to the audience and information. ....................7
2.3 Layout and style of information to be communicated. ........................................................8
2.4Business practices when communicating in writing. ...........................................................8
2.5 Style and content of a communication appropriate to specific audiences............................8
2.6 Present written communication that are clear. .....................................................................8
2.7 Meet agreed deadlines in communicating with others. ........................................................9
TASK 3............................................................................................................................................9
3.1 Identify the nature, purpose and audience and use of the information to be communicated.
....................................................................................................................................................9
3.2 Language that is correct and appropriate for the audience needs. .......................................9
3.3 Appropriate body language and tone of voice to reinforce messages..................................9
3.4 Meaning and implications of the information that is communicated verbally.....................9
3.5 Confirm, recipients has understand the communicated information..................................10
3.6 Ways that is appropriate for the situation and according to the organizational standards..10
CONCLUSION.............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Effective communication within the firm is very important for conducting efficient
growth and development of the organisation. Communication is a process of interacting with
individual or group of individual in order to pass the data and the information. It is very essential
for the leaders and the managers to encompass skills of communication because they are the one
who interact with the employees directly. This assignment is based on the importance of the
effective communication in a business environment it also lay emphasis on various process and
techniques of the communication.
TASK 1
1.1 Analyse communication needs of internal and external stakeholders.
External and Internal stakeholders of the organization highly effect its working. They
create a pressure on the functions of the organizations to manipulate the way it is conducting its
business.
External stakeholders includes, directors, employees, government, suppliers, unions and
all the other members from which business collects its resources.
Internal stakeholders of the firms includes board members, staff, volunteers or donors.
The company needed to improve its communications with its internal and external
stakeholders. Internal stakeholders are those individuals and groups within the organisation.
They include the employees, the managers and directors of the business and its owners or
shareholders. Communications with internal stakeholders help to create a positive attitude within
the company. This is particularly important when times are tough as employees may become
DE-motivated if they see negative stories about their company in the media (Aarrevaara, 2017.).
1.2 Communication model that support administration.
Models of communication refers to the conceptual model used to explain the
human communication process. The first major model for communication came in 1949
by Claude Elwood Shannon and Warren Weaver for Bell Laboratories. Following the basic
concept, communication is the process of sending and receiving messages or
transferring information from one part (sender) to another (receiver) (Bah, 2015).
Shannon and Weaver. The original model was designed to mirror the functioning of
radio and telephone technologies.

David Berlo. In 1960, David Berlo expanded on Shannon and Weaver’s (1949) linear model of
communication and created the SMCR Model of Communication. The Sender-Message-
Channel-Receiver Model of communication separated the model into clear parts and has been
expanded upon by other scholars (Botha, 2014).
Schramm. Communication is usually described along a few major dimensions: Message
(what type of things are communicated), source / emisor / sender / encoder (by whom), form (in
which form), channel (through which medium), destination / receiver / target /decoder (to
whom), and Receiver. Wilbur Schramm (1954) also indicated that we should also examine the
impact that a message has (both desired and undesired) on the target of the message.
Psychology of communication. Bernard Luskin, UCLA, 1970, advanced computer
assisted instruction and began to connect media and psychology into what is now the field of
media psychology.
Constructionist Model. There is an additional working definition of communication to
consider that authors like Richard A. Lanham (2003) and as far back as Erving Goffman (1959)
have highlighted. This is a progression from Lasswell’s attempt to define human communication
through to this century and revolutionized into the constructionist model. Constructionists
believe that the process of communication is in itself the only messages that exist (Brem, 2015).
1.3 Effectiveness of different communication system.
An effective communications system can impact your company's bottom line in several
ways. Your internal communications can let your workforce know what's expected of them,
leading to a more engaged staff. Communicating your value proposition to customers and
investors helps increase sales and keeps those responsible for funding your operations happy.
 Communicating with investors
 Crisis Management
1.4 Factors that effect the choice of communication media.
 Source
 Growth
 Creativity
 Skillfulness
 Innovations
 Objectives

1.5 Importance of using correct grammar, sentence structure and punctuation in communication.
Effective communication is an integral aspect for any business setup. Management and staff
often keep each other updated with the latest reports and news pertaining to the business, and
external communications with clients and suppliers are also regularly done. In the course of all
these, it is important that you always use proper grammar in all your business communications.
It is a standard that the management should practice and demand from all its employees to
maintain the good reputation of the business and to propel the business to success (Cull,2015).
Communication is the process of transmitting ideas and information. For a grass roots
initiative or community based organization, that means conveying the true nature of your
organization, the issues it deals with, and its accomplishments to the community (Dawson,
2015).
Communication can take many forms, including:
 Word of mouth
 News stories in both print and broadcast media
 Press releases and press conferences
 Posters, brochures, and fliers
 Outreach and presentations to other health and community service providers and to
community groups and organizations
 Special events and open houses that your organization holds
1.6 Explain various factors to be considered while planning communication media.
There are various factors which effect the structure of the communication media, like the
target audience, type of the information to be delivered, authenticity of the information and the
region it is covering.
1.7 Overcoming barriers to communications.
Use of Simple Language: Use of simple and clear words should be emphasized. Use of
ambiguous words and jargon should be avoided.
 Reduction and elimination of noise levels: Noise is the main communication barrier
which must be overcome on priority basis. It is essential to identify the source of noise
and then eliminate that source.

 Active Listening: Listen attentively and carefully. There is a difference between
“listening” and “hearing”. Active listening means hearing with proper understanding of
the message that is heard. By asking questions the speaker can ensure whether his/her
message is understood or not by the receiver in the same terms as intended by the
speaker.
 Emotional State: During communication one should make effective use of body
language. He/she should not show their emotions while communication as the receiver
might misinterpret the message being delivered. For example, if the conveyor of the
message is in a bad mood then the receiver might think that the information being
delivered is not good (Leonidou, 2017).
 Simple Organizational Structure: The organizational structure should not be complex.
The number of hierarchical levels should be optimum. There should be a ideal span of
control within the organization
1.8 Explain use of communication theories and body language.
Body language is a language without spoken words, it is called non
verbal communication . We use it all the time in our social life and business life so it is all about
gestures movements and expressions made by people to deliver a specific message to other
people. Communication experts point out that only a small percentage of communication is
verbal whereas a large percentage is through body language (Ismail, 2015).
1.9 Proof reading techniques for business communication.
Ways to proofreading success
 Print out a hard copy while proofreading on screen
 Ensure the document makes sense.
 Use your computer spellchecker
 Use a pencil to point to every single word
 Check the title or headline
Check telephone numbers by calling them. Different types of communication system are
 Internal communication
 External communication
 Communicating with investors

 Crisis Management
 News stories in both print and broadcast media
 Press releases and press conferences
 Posters, brochures, and fliers
 Outreach and presentations to other health and community service providers and to
community groups and organizations
 Special events and open houses that your organization holds
TASK 2
2.1 Identify the purpose and audience of the information to be communicated.
For ensuring effective communication, one must adapt with their audience, for this
knowing audience is very important and crucial, it helps in determining strategies and purpose
on a very clear not. Information is based on the different types of the audience, it should be
highly concerned with the type of people who are getting this information (Jenifer, 2015).
Some information are sensitive and highly confidential in such situation one must make
sure that they are sending it or providing it to authorized person only. Audience-
centred communication is a type of communication where a speaker analyzes the audience to-
determine the content,language usage and listener expectations. It allows
effective communication because the speaker can tailor messages to the needs of the listener.
2.2 Communication media that are appropriate to the audience and information.
There are various factors which effects the process of effective communication within the
firm. The use of jargon, emotional barriers, lack on interest, lack of communication, irrelevant
discussions, difference in point of views and physical disabilities are some common factors
which enable the process of effective communication. Communication media refers to the means
of delivering and receiving data or information. In telecommunication, these means are
transmission and storage tools or channels for data storage and transmission (Wheelen, 2017).
To determine the appropriate communication channel, identify the people organisation
wants to communicate with, research how they obtain information, consider the complexity of
the message organisation wants to communicate, calculate the cost of communicating and decide
whether the communication to be interactive. The choice of channel is not simple; for a complex
communication program, managers and leaders may need to work with professionals such as
public relations or marketing communication consultants.

2.3 Layout and style of information to be communicated.
Document layout analysis is the process of identifying and categorizing the regions of
interest in the scanned image of a text document. A reading system requires the segmentation of
text zones from non-textual ones and the arrangement in their correct reading order.
2.4Business practices when communicating in writing.
The scope of the function varies by organization and practitioner, from producing and
delivering messages and campaigns on behalf of management, to facilitating two-way dialogue
and developing the communication skills of the organization's participants.
Modern understanding of internal communications is a field of its own and draws on the theory
and practice of related professions (Whittle, R., 2016 ).
2.5 Style and content of a communication appropriate to specific audiences.
 Know What Your Audience Cares About
 Map Out Your Main Points for Your Audience
 Tell Stories and Use Examples Your Audience Will Find Relatable
 Show, Don’t Just Tell Your Audience
2.6 Present written communication that are clear.
Written communication is the most effective means of the communication, it states all
the information and data in a very clear and understandable format.
The three main elements of the written communication are:
 Structure
 Style
 Content
2.7 Meet agreed deadlines in communicating with others.
Being able to meet your deadlines, and deliver on what you have promised is an integral
part of any job. It is so easy for a project to slide off the rails before it has even really started
properly. So it is really important to ensure that you are able to deliver on time, what you have
promised to deliver.

TASK 3
3.1 Identify the nature, purpose and audience and use of the information to be communicated.
It is very important for the organizational members to identify the objectives behind
delivering the information. Its purpose is totally based upon the audience who are receiving the
information. Communication is the process of sending and receiving the information between
more than one people. Nature and purpose of the information highly rotates around its audience.
It depends on the type of audience, that what information is need to be transmitted
(Mandelstein, 2016).
3.2 Language that is correct and appropriate for the audience needs.
By presenting the information in-front of the people it is very important to choose the
correct and formal set of words. This will help in ensuring much more productive and systematic
form of communication.
The language which is used by the one plays very important role in ensuring that does
communication meets the desires and requirements of the audience.
3.3 Appropriate body language and tone of voice to reinforce messages.
While presenting information and messages in-front of the target audience one must keep
the proper body language and appropriate and clear voice of tone to make it easy for the people
to understand the message. Body language of the individual plays very important role while
presenting data and information in-front of the people, this helps in ensuring that whether they
are able to understand the message which is being provided to them or they need some other
method to understand the situation. Clarity in the voice and words is also very important to make
sure that audience is understanding the meaning of the information (Seetharaman, 2014).
3.4 Meaning and implications of the information that is communicated verbally.
Basic and informal information are generally communicated verbally. Such information
don't have any private or secured messages within it. General information regarding holidays or
any other basic activity related to organization are communicated verbally. Confidential and
authenticated information are never delivered verbally in order to maintain its secrecy.
3.5 Confirm, recipients has understand the communicated information.
This can be ensure by generating feedback or forms or by interacting directly with the
audience to identify their reaction regarding the information which has been delivered tot them.

3.6 Ways that is appropriate for the situation and according to the organizational standards.
Every organization is different and their policies and strategies varies from each other.
One methodology which is best suitable for one organization can prove to be useful for the
another. The work should be delivered as per the standards which are marked by the
organization in order to achieve its aims and objectives (McIntyre, 2016).
CONCLUSION
From the above assignment, it can be concluded that for conducting systematic and
productive business practices effective communication within the organisations is its first and
foremost requirement. It has also been seen that both verbal and non verbal methods of
communication has equal importance and significance in the development of the organisation.
REFERENCES
Books and Journals
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marketing of innovation. In Adoption of Innovation (pp. 1-10). Springer, Cham.
Cull, R., 2015. A new index of the business environment for microfinance. World Development.
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Dawson, C.J., 2015. Dynamic provisioning of resources within a cloud computing environment.
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medium-sized enterprises’ international performance and the role of the foreign market
scope: The case of the Malaysian halal food industry. Journal of International
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Jenifer, R.D., 2015. Cross-cultural communication barriers in the workplace. Internafional
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Leonidou, L.C.,2017. Internal drivers and performance consequences of small firm green
business strategy: The moderating role of external forces. Journal of business ethics.
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Mandelstein, D.J., 2016. Managing tenant-specific data sets in a multi-tenant environment. U.S.
Patent 9,244,951.
McIntyre, J.E., 2016. Audience response communication system. U.S. Patent 9,306,686.
Seetharaman, A., 2014. Software design and development in a service oriented environment.
U.S. Patent 8,887,130.
Wheelen, T.L., 2017. Strategic management and business policy. Pearson.
Whittle, R., 2016. Enterprise business architecture: The formal link between strategy and
results. CRC Press.