Business Communication: Analyzing Good Practices in Project Teams

This report provides an analysis of good communication practices within the context of a project team, specifically referencing the Glenmore Hotel project team. It highlights the significance of empathy as a crucial communication skill, especially in diverse teams, emphasizing its role in understanding and addressing team members' needs and the pressures faced by project managers. The report also explores effective listening skills, including discriminative and comprehensive listening, and emphasizes the importance of clear language and vocabulary. It outlines the listening process, including receiving, attending, understanding, responding, and remembering information. Furthermore, the report discusses direct and indirect approaches to conveying information, offering insights into when each approach is most effective, depending on the team's potential reaction to the message. The report aims to provide practical insights into improving communication within business projects.

BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Good practice in communication:.........................................................................................1

INTRODUCTION
Communication can be referred to as an activity of conveying an information from one
person to another. There are different ways in which communication can be established. It can be
verbal, written, visual or non-verbal (using gestures and body language). The analysis below is
on Good Practice in Communication, where the analysis is based on various communication
skills present in the project team of Glenmore Hotel.
TASK 1
1.1 Good practice in communication:
It is necessary to have effective communication skills in hospitality sector in order to
facilitate a healthy working environment, with customers as well as with team members. Below
is the description of communication skills already present in the project team.
The foremost skill of communication is Empathy. It refers to the understanding of a
person's behaviour in a specific situation. In the project team, empathy is an effective
communication skill as it helps a project manager to convey ideas in such a way that employees
understand his agenda. In a multicultural team, where everyone has different mindsets, empathy
is very useful as it facilitates understanding between the two. Empathy is most useful at times of
stress. Business conferences are very difficult to manage. The employees should understand the
pressure on the project manager to make things perfect. They should empathise with their leader
and perform their tasks with utmost precision.
Another important interpersonal communication skill found in the project team is
effective listening. Listening allows the employees to effectively create an accurate perception of
the information received by the project manager. This skill must me nurtured overtime as it is
essential to enhance business communication within the team. There are two main types of
listening. The first is Discriminative Listening. In this type, the focus is on different sounds
produced rather than the actual meaning of words. The team members should understand the
seriousness of their task by the tone of their project manager's voice. This would restrict them
from taking their work for granted. The another type of effective listening is Comprehensive
listening, This type of listening is fundamental to all the other types and involves understanding
the messages that are being conveyed. However, to remove the barriers in this type of effective
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listening, the project manager must develop effective language and vocabulary skills and try not
to use too complicated language and technical jargon for his employees to easily understand the
message being delivered.
The listening process involves few basic steps :- receiving, attending, understanding,
responding and remembering. The employee of the project team first receives an information. It
can be directly communicated to the person verbally or written, or indirectly conveyed through
e-mails. The information received is then attended by the receiver. The next step involves
understanding the information. This is a crucial part to establish a communication in a group or
individually. It is essential that the members of the group understand the message given to them.
The receiver then responds as an assurance that the message is clearly understood. The last step
is to remember the information and process it. However, the receiver must not rely on
memorization of the information. It must be duly noted in a manner which is clear to the
receiver.
There are two ways to convey a piece of information, through direct and indirect
approaches. The direct approach focuses on the main idea of the information which is further
followed by evidence. It is the best method of communication when the project manager is
certain that the members of the group will be positive or at least neutral about their message. In
indirect approach, the evidence of the information is presented first, followed by the main idea.
This approach is best when there are chances of resistance and displeasure about the given
information.
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