Business Communication Report: Interdepartmental Cooperation in Hotels

This report delves into the critical role of business communication, particularly within the context of luxury hotels. It examines interdepartmental cooperation, highlighting the significance of effective communication in fostering a positive work environment and achieving organizational goals. The report explores various types of communication, including external operational, internal operational, and personal communication, providing insights into how these methods can be utilized to enhance productivity and profitability. Furthermore, it discusses the principles of effective communication, such as clarity, attention, feedback, timeliness, and adequacy, and their practical application. The report also includes a self-assessment of communication strengths and weaknesses, offering a balanced perspective. By analyzing a case study of a luxury hotel in Sri Lanka, the report provides practical strategies to overcome communication barriers and improve overall business performance. The report concludes with a call for implementing effective communication principles and strategies to drive success.

Business
Communication

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 2 ...........................................................................................................................................3
2.1 Inter departmental cooperation ............................................................................................3
2.1 Principles of effective communication..................................................................................5
2.3 Strengths and weaknesses in terms of communication ........................................................5
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................5
(Bovee and Courtland, 2012)(Guffey and Loewy, 2012)(Robles, 2012)(Sharp and Brumberger,
2013)(Waldeck and et. al., 2012)(Smart, Witt and Scott, 2012)(Keyton and et. al., 2013)

INTRODUCTION
The process of business communication is known as exchange and sharing of
information, views and ideas between people in business organisation which help managers to
accomplish goals and objectives of company. It is mode of exchange and transfer of information
from one department to another within company premises so that tasks and activities can be
performed in effective and efficient manner. The proper communication system assist managers
to gain competitive advantage within marketplace. Also effective medium of communication
help company to attract and retain large number of customer's which will provides commercial
benefits along with good image in market. Some various modes of communication includes face-
to-face communication, teleconferencing, written communication, video conferencing,
presentation, reports and many more. The present report is based on luxury hotel and reports
which are established in Sri Lanka and is major attraction for international tourists. This report is
prepared to facilitate interdepartmental co-operation with measures being provided to superiors
and subordinates. Also, their will be discussion about barriers of communication faced by
managing director of resort along with different strategies to overcome problems in organisation.
TASK 2
2.1 Inter departmental cooperation
Their are many roles and responsibilities which are necessary to be performed by every
business organisation with the objective to fulfil needs, expectation and wants of stakeholders.
The employees and workers of luxury hotel are allotted tasks and roles as per their skills and
competencies (Bovee and Courtland, 2012). The effective communication is important element
that helps to overcome conflicts and flights which assist them in smooth functioning of
company. Along with positive work culture is essential for every organisation as this helps in
betterment of both workers and operations of company (Guffey and Loewy, 2012). In case
study of luxury hotel and resort of Sri Lanka, it is important to communicate necessary
information about hotel and its facilities. The executive of company is taking some initiatives
for development of effective communication at workplace as this will help to overcome issues
and problems which are arising in the company. Therefore, communication is considered to be
essential element for achievement of goals and objectives of company in specified time period.

Some different types of communication system which are helpful for luxury hotel and resort are
discussed below:-
External operational communication: This type of communication is known as process
of transferring information from one company to another outside party or company with the
objective to perform their tasks and activities in effective manner. The process of communication
is helpful in maintaining positive and healthy relationship with third party or business
organisation (Robles, 2012). In case scenario of luxury hotel and resort of Srilanka, external
communication process will assist managers and employees to exchange relevant information
with other parties as this will help to attain organisational goals. The individuals included in this
process are different stakeholders such as government authorities, suppliers, customer's, etc. Also
this, will help luxury hotel and resort to enhance productivity and profitability for long term.
Internal Operational Communication: This mode of communication takes place in each
and every organisation at different levels of company. Internal operational communication is
easiest method which is used by large number of business organisation with motive to transfer
important information from one department to another in effective manner. As per this method
information is transferred by teleconferencing, face-to-face interaction, meetings, and many
more (Sharp and Brumberger, 2013). The employee's perform their tasks and accomplish
objectives within given time by effective system of communication. In this method
communication can flow upward, downward, vertical or horizontal which assist managers and
employee's to transfer information effective and easier way. Also this help company to reduce
overall operational cost in effective manner. In case of luxury hotel and resort of Srilanka,
managers of the company should communicate their plans with their staff members before
developing any resorts in the adverse situation arise within the country.
Personal communication: The another method of communication which will help
company to attain organisational goals and objectives in the scheduled time period. It is also
considered as important function of company as this helps to be productive and effective for long
term. The personal communication can be done through emails, personal interviews, memos or
private letters. This type of communication is not concerned with operational functions of but it
has been identified that this is effective method for developing positive behaviour between
employees of organisation. The managers of luxury hotel and resort of Sri Lanka are required to

communicate complete and proper information to staff members so that they perform their task
effectively and efficiently.
2.1 Principles of effective communication.
 Principle of Clarity- This principle states that vision, mission and goals of company
must be clear and communicated to employees on time (Waldeck and et. al., 2012). The
goals of information should be written in such a way that receiver understands exactly
what sender wants to communicate. If the message will be clear this will provide same
response from another party.
 Principle of Attention- If manager want to grab attention of employees than they must
be able to communicate effectively. Individuals respond differently as everyone have
difference in behaviour, emotions, attention and other aspects also. For instance is
manager of Luxury hotel and resort is punctual in coming to the office than employees
will pay attention so they also develop this habit.
 Principle of Feedback- If manager wants to have effective communication it is
necessary to have feedback mechanism. As this helps to gather information from guests,
or recipient to know about quality of services and facilities.
 Principle of Timeliness- For effective communication it is important for managers of
company to convey information and message on time as this helps in implementation of
plans (Smart, Witt and Scott, 2012). If their will be delay in transferring of information
than problems will arise and decision- making of managers as well as employees will be
affected.
 Principle of Adequacy- The information which is conveyed by managers to employees
should be complete and adequate in on all aspects (Keyton and et. al., 2013). If managers
will provide incomplete or incorrect information this may lead to delay in action and
create confusion. So it is advised to managers of Luxury hotel and resort to provide
employees with adequate information as this is important for taking proper decisions and
devising action plans.
2.3 Strengths and weaknesses in terms of communication
Effective business communication provides many benefits to every business organisation
as this assist managers in developing positive work environment which are helpful in achieving

goals and objectives of company. In every organisation each individual have their own format of
both verbal and written communication. Being and individual, my strengths and weaknesses in
business communication are discussed below:-
Strength: these are refer to as positive factors of person in which they are strong and
effective. During my daily routine in working life I have observed that my speaking skill are
quite high as compared to my writing skills. As, I am good in expressing my views verbally with
my colleagues so I am able to influence them to agree on my viewpoints. It can be said that my
oral skills are beneficial for the business too as during the meeting my effective communication
skills are helpful in convincing the people. I usually use polite and soft words which help me in
maintaining my professional relations with colleagues and other staff member. It also keeps me
away from the conflicts as soft speaking maintains my positive relations with them which also
develops my interpersonal relationships with them. As a result, it minimises the chances of
conflicts at work place.
Weaknesses: These are considered as weak points within individuals as they have good
command on themselves. As per the analysis, my writing skills are not that much influential for
the business. Because, I am not able to express my actual thoughts in my writing as it does not
show my clear viewpoints which I want to express to the reader. This minimises the chances of
the growth in business as messages or information is not transferred to management of
organisation effectively and properly. Along with this, sometimes my written statements are
extra elaborative which creates confusion for the reader to understand my actual intension and
message of letter or email. This is one among the negative factor because its important for me to
write in brief and concise manner but due to my ineffective written skills I am not able to
express my views and thoughts. Apart from this, sometimes unwillingly I am using some typical
vocabulary and jargon which creates inconvenience for user to understand their meaning. Due to
this, some of the urgent messages are not conveyed to the concerned person on time.
CONCLUSION
From the above stated report it effective communication helps business organisation to
perform their job and duties in specified time period. In addition to this, it has been identified
that communication plays vital role in success and growth of every business organisation. It help
managers to transfer relevant and necessary information to employees which assist them to

perform their roles and responsibilities in adequate way. Along with this there are several
departments which are interlinked to each other so it is important to have effective
communication between each department of company. Also, there are many barriers which arise
at the time of transferring or communicating information which creates various problems in the
organisation. Lastly to overcome the problems and issues effective principles of communication
can be used along with various strategies made by managers can also be utilised. It has been
analysed that these principles help in increasing both productivity and profitability.
REFERENCES
Books and Journals
Bovee and Courtland, 2012. Business Communication Today, 10/e. Pearson Education India.
Guffey, M. E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Keyton, J., and et. al., 2013. Investigating verbal workplace communication behaviors. The
Journal of Business Communication (1973). 50(2). pp.152-169.

Robles, M. M., 2012. Executive perceptions of the top 10 soft skills needed in today’s
workplace. Business Communication Quarterly. 75(4). pp.453-465.
Sharp, M. R. and Brumberger, E. R., 2013. Business communication curricula today: Revisiting
the top 50 undergraduate business schools. Business Communication Quarterly. 76(1).
pp.5-27.
Smart, K. L., Witt, C. and Scott, J. P., 2012. Toward learner-centered teaching: An inductive
approach. Business Communication Quarterly. 75(4). pp.392-403.
Waldeck, J., Durante, C., Helmuth, B. and Marcia, B., 2012. Communication in a changing
world: Contemporary perspectives on business communication competence. Journal of
Education for Business. 87(4). pp.230-240.