Communication Skills: Models, Methods, and Barriers Analysis

This report provides a comprehensive overview of communication skills essential for business success. It begins by exploring various communication models, including the Aristotle and Shannon-Weaver models, and communication systems like optical and radio systems. The report then delve...Read More

Communication Skills
for Business

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1 ...........................................................................................................................................1
1.1 Communication model and system used in business.............................................................1
1.2 Method of communication used by business.........................................................................2
1.3 Use of technology in different types of communication in business environment................3
1.4 Principle of effective communication....................................................................................3
1.5 Barriers to effective communication .....................................................................................4
TASK 2............................................................................................................................................5
2.1 Different style and method of oral communication...............................................................5
2.2 Business information Presentation.........................................................................................6
2.3 Response of Question arising during presentation.................................................................6
TASK 3 ...........................................................................................................................................7
3.1 Communication in writing:....................................................................................................7
CONCLUSION .............................................................................................................................9
REFRENCE...................................................................................................................................10

INTRODUCTION
Communication is the process to transferring or exchanging information between two or
more person (Schneider, 2021). This process include sender, message and receiver and can be
use different medium like oral, written, sign, symbol, gesture etc. It maintain flow of information
in business and helps to avoid misunderstanding and confusion. It increase productivity and trust
between different employees and management. It helps to solve problem as through
communication one can understand feeling or view of other. It provide clarity in organisation
and also provide direction to employee in which helps to attain organisational goals. This project
report include model and system of communication, method of communication, use of
technology along with principle and barrier of effective communication. It also include style and
method of communication for different audience.
TASK 1
1.1 Communication model and system used in business
Communication Model: Communication model refers to representation of process of
communication (Saibovich, 2019). There are various communication model in business which
are as follows:
Aristotle model: This model is given by Greek philosopher Aristotle and this model
include when a leader or teacher deliver message to their gathering or students (Luetsch and
Rowett, 2016). This model include three elements in communication which are sender, message
and receiver. It does not include role of receiver as his response is not considered in this.
Shannon and Weaver model: According to this model, communication process starts as
thought and idea generate in mind of sender. Sender transfer idea or thought into message and
use appropriate medium to transfer message to receiver. In this model, communication not
complete without response of sender.
Communication System: Communication system refer to system which helps in describing
exchange of information through telecommunication system, relay station etc.(Gioiosa and
Kinkela, 2019). There are various communication system which are as follows:
Optical communication system: Optical communication is a system through using
electronic device that encode message into into optical signal which is a channel that signals to
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final destination and receiver respond from receives signals. This system include data source,
optical channel, optical source.
Radio communication system: This system depends on signals and radio waves and can
be done through radio, broadcast, television, wireless, cell phone and may more (Darmi and
Albion, 2017). In this communication system, message is generated through electronic devise
which is transmitted with antenna and is sent to radio receiver.
1.2 Method of communication used by business
There are different communication that can be used by business and improve their
efficiency in sending and receiving important information. These methods of communication are
as follows:
Written: Written communication include sending and receiving message in writing via
letters, reports, manuals, bulletins etc. It is best suitable for formal communication and avoid
confusion (Choi, 2019). It provide record of communication for future circumstance and can be
provided to many people at one time. It is suitable in situation where message and information is
in long format and one cannot remember whole information at once. This enable sender to share
complete information without confusion.
Verbal: Verbal communication is a communication through spoken words as sender
converts his feeling, emotions, idea and opinion in words. Verbal communication helps in
maintaining flow of information in an organisation. It helps in creating positive image of
organisation in industry as it helps them to share information related to business. It is effective
way of communication as one can understand with spoken words along with gesture of sender.
Non verbal: Non verbal communication is communication through gesture, posture or
through sign language. It plays important part in day to day life at work place and it include body
language, facial expression, eye contract, sign language etc. It helps in making conversation
more effective and helps to remove language-cultural barrier.
Visual: Visual communication refers to communication through using visual element that
helps to convey information. It helps to save time of sender and receiver as one can understand
information easily. It make information more effective and can save time to understand
information. It is more memorable in compare to other method of communication.
Electric: Electronic communication refers to transfer of information through electronic
medium. It include communication through radio, telephone, e-mail etc. and saves time of sender
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and receiver as it provide information immediately. Electronic communication create many
change in today's work environment. It is convenient and suitable for today's business
organisation as information in business is shared on day to day basis.
Benefits of Formal communication: Formal communication helps to send authoritative
message in an organisation (Chidambaram, Mugundhan and Rao, 2020). It is effective and clear
as it does not create confusion in work place. It maintain flow of information and always include
single source of information. It helps to ensure control on rumours in an organisation and provide
authentic information. It does not create rumours and share authentic information in workplace.
Benefits of Informal communication: Informal communication helps to handle
grievance as it helps to understand employees needs and emotions personally. It also provide
opportunity to improve relations with colleges and management and ensure smooth flow of
information. It ensure rapid flow of information and increase efficiency as employees are open to
share their views. It is important for both organisation as well as employees and strengthen the
relation between two of them.
1.3 Use of technology in different types of communication in business environment
Written Communication: Written communication include transfer of message or
information in writing through report, letter etc. Technology can be used in this mode of
communication as it involve emails, social media, SMS. Technology as changed this mode of
communication as in offices information is passed through emails as it saves efforts and times.
Oral communication: Oral communication include transfer of information through
spoken words. Technology in this include cellphone, video calling and through this technology,
one can send message through spoken words. This helps in sending information to a person who
is far from us and saves time. Technology helps in increasing effectiveness of oral
communication and save time, cost of business.
1.4 Principle of effective communication
Principle of effective communication is important as it smooth flow of information and
reduce possibility of confusion and misunderstanding. Principle of effective communication in
an business are as follows:
Principle of clarity of ideas: Principle of effective communication include clarity of
ideas as while sending message to someone it is important that one should have clarity of idea
that they want to deliver. This principle include one should have clear information by themselves
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before delivering message. This reduce possibility of miscommunication and increase
effectiveness of communication.
Principle of attention: For effective communication it is important to put attention while
listening to message (Divan and Mason, 2016). It is important to clearly understand information
because half information lead to misunderstanding and problems in business. Attention of
receiver is essential in effective communication for proper understanding of information or
message.
Principle of appropriate language: While sending message, it is important to use
appropriate message. In business, information is sharing through formal message and should
contain appropriate language which should be understandable. Inappropriate language lead to
misunderstanding and confusion at work place. Inappropriate language change context of
information and waste times and efforts of organisation.
Principle of feedback: For completion of effective communication, it is essential to take
feedback from receiver to ensure that message is delivered and is understandable. It is also
important to ensure that message is understand in a way in which it is delivered. It also helps
sender to get response of receiver regarding information.
1.5 Barriers to effective communication
Barrier in effective communication arise due to various reason as not giving attention to
information provide by someone or not understanding their language. Barrier stops effective
communication at workplace for manager and employees. Following are barriers which stops
effective communication:
Language Barrier: Language of one may create barrier to other as sometimes people of
different culture do not understand language. Language barrier is present at work place as
different kind of people work together to make business success. Barrier in business may occur
due to cultural differences as well as language differences. Due to language barrier people trying
to make meaning of a thing in their own language which leads to confusion and
misunderstanding at workplace.
Conflict at work place: Conflict at work place create barrier to effective
communication. Conflict can arise due to various reasons and is common in business. Conflict in
two employees stops them talking each other which stops flow of information between them and
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also increase possibility of confusion and misunderstanding. If there is conflict between two
person than they are not giving attention to other people.
Inability to listen others: In business communication plays an important part as it helps
in flow of information but at the same time effective listening is also important to make
communication effective. Poor listening can be result from not involving in conversation with
other person, distraction due to noise, disagreement etc. Due to these reason a person does not
pay proper attention to other employees which can impact in functioning of organisation.
TASK 2
2.1 Different style and method of oral communication
Formal Oral Communication:
Business Presentation: Business presentation is a oral communication that is used in
business (HOTEL, 2016). In this type of communication, a person is giving presentation on
given topic to client for explaining their idea or views. It is a communication in which individual
take feedback from their gesture. It is suitable in corporate audience for explaining about
products and service to clients.
Classroom Lecture: Classroom lecture is a oral communication in which a teacher or
instructor is giving instruction or sharing knowledge to their students. It helps to enhance their
skills and knowledge, for effective communication it is important in this method to take feedback
as candidate is understanding or not. It is suitable for audience who want in enhance their
knowledge or wants to earn something.
Speech: Speech is a kind of oral communication in which a leader is sharing his thoughts
and views to large number of people. It is one on one communication as it does not allow
feedback from listeners. This communication include sender message and receiver and is suitable
for political audience where there are large number of candidates.
Informal Oral Communication:
Face to face conversation: Face to face oral communication is one in which both sender
and receiver present in front of each other (Cerit, Çıtak Bilgin and Ak, 2018). It is effective form
of communication as information is presented in the effective manner without any confusion. It
create value for receiver and helps to build good relation with audience.
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Discussion in business meetings: It is kind of oral communication which take place in
business meeting as candidates discuss and sharing their views and thoughts. It is suitable for
corporate audience as they discuss and putting their view on particular topic. It helps in
understanding of others thoughts and sharing ones thoughts.
2.2 Business information Presentation
This presentation include information of business information of Anglo American Plc.
Anglo American is UK based company which doing its business in different nations. Company is
doing mining business and producing platinum which is 40% of world's production. Along with
platinum, Company is also producing diamonds, iron, nickel, thermal coal, and copper. Anglo
American Plc is founded by Ernest Oppenheimer in the year 1917. The headquarter of company
is in London,UK and currently having more than 90000 employees. The company is doing
mining and finding more ways through which using less energy, water, efforts produce different
metals, minerals.
This presentation helps to provide views on company and showing communication skills. It show
skills of presenting and sharing views in a effective manner (Tripathy, 2018). For interview
analysis, presentation is important as it improve criteria to assess knowledge and skills of
individual.
2.3 Response of Question arising during presentation
For effective presentation it is important to take feedback or response from audience.
Asking question helps individual to know that audience has effectively listen to your
presentation (Tseng, Yi and Yeh, 2019). This response helps interviewer to better assess skills of
individual and his ability to respond something. Response of presentation question during
presentation require following things:
Listen to question: Before answering to question, it is important to listen whole question
carefully. This helps employees to answer correctly and specifically as it helps to understand
context in which question is asked. It show effective listen skills of employees which will be
considered in selection process.
Answer to the point interviewer asking: After giving presentation, audience ask
question related to subject topic. To effectively respond to these question, individual need to be
on pint and specific. As giving answer irrelevant to question is create bade impression. To
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respond to answer, candidate need to first listen to answer and then answer of point interviewer
asking .
Be Calm and do not be aggressive: While responding to the question of interviewer
during presentation, candidate should be calm. Candidate need to patiently listen to question of
interviewer and respond in a correct manner without losing temper. Aggression while responding
show character of candidate and ruin impression in front of interview panel.
Eye contact and confidence: Candidate should make eye contact while answering to
question of interviewer in presentation. This show level of confidence of candidate and increase
chance for selection in organisation. Gesture like eye contact helps employee to make
presentation effective.
TASK 3
3.1 Communication in writing:
CV:
CV
John Voinea
273 Orchard Grove
London, UK
Experience
Marketing manager at Fourex, UK
Current organisation (From August 2018)
 Responsible of making good relation with client
 Quick solution of customer problem and queries
 Expansion of customer base
 Providing information related to new product to customer
Marketing Manager at Marshfield Bakery, UK (from January 2016 to July 2018)
 managing marketing team
 Formulation of marketing strategies
 Market research and trend analysis
 Monitor marketing campaign and maintain effectiveness of campaign
 Managing and designing of promotional tool
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 Ensuring marketing activity is conducted within budget
Marketing Assistant in HSO (From January 2014 to December 2015)
 Ensuring healthy relation with clients
 Provide information to client about new products and service
 Monitor marketing campaign and maintain effectiveness of campaign
 Ensuring marketing activity is conducted within budget
Marketing Assistant in Unilever Plc (From July 2012 to December 2013)
 Quick solution of customer problem and queries
 Monitor marketing campaign and maintain effectiveness of campaign
 Ensuring marketing activity is conducted within budget
 Managing and designing of promotional tool
 Market trend analysis
Education
Marketing Management
Towson University
Master's degree
Business management with marketing
Wolverhampton University
Bachelor's degree
Email:
To
CC
BCC
Subject: Job Application
Respected HR Manager,
I am looking for a job for Marketing assistant listed in Indeed.co.UK. I have experience in
working as marketing manager in corporate. My experience of working will be asset for your
company.
My responsibility included managing marketing team with masking good relation with clients,
analysing marketing trends and demand analysis for product, providing information about new
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product to customer and solve their queries.
I look forward for your response soon
Sincerely
John Voinea
273 Orchard Grove
London, UK
Report
Report
Communication skills is defined as defined as ability of a person sending and receiving
information. Through these skill one can transmit their ideas and thoughts into words. For
effective communication skills one need to have active listening. Communication skills helps a
person in proving information effectively and they understand it without any confusion.
Communication skills at work place is essential as it helps in transferring important business
information to employees. It also include sharing information with seniors and managers.
CONCLUSION
From the above mentioned project report this can be concluded that communication in
business plays very important role which improve work efficiency and productivity of
employees. Communication helps to avoid confusion and misunderstanding at work place. It also
allow employee to solve their problem and resolve conflict to attain common goals of
organisation. There are different methods of communication which include verbal, non verbal,
written and visual communication. There are different model of communication which provide
representation of commination process and include Aristotle model Shannon and Weaver model.
There are various communication system include optical communication system radio
communication system which helps to ensure transfer of communication. In business information
is passed through emails as it is formal way of transferring information.
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REFRENCE
Books and Journal
Cerit, B., Çıtak Bilgin, N. and Ak, B., 2018. Relationship between smartphone addiction of
nursing department students and their communication skills. Contemporary nurse. 54(4-
5). pp.532-542.
Chidambaram, K., Mugundhan, D. and Rao, M. P., 2020. A glimpse of a stratagem for endorsing
communication skills in the line of engineering for career excellence. Research Journal
in Advanced Social Sciences. 1.
Choi, Y., 2019. Into the Dragons' Den: Practicing KFL Business Communication Skills Through
Project-Based Learning. The Korean Language in America. 22(2). pp.190-200.
Darmi, R. and Albion, P., 2017. Enhancing oral communication skills using mobile phones
among undergraduate English language learners in Malaysia. In Mobile Learning in
Higher Education in the Asia-Pacific Region (pp. 297-314). Springer, Singapore.
Divan, A. and Mason, S., 2016. A programme-wide training framework to facilitate scientific
communication skills development amongst biological sciences Masters
students. Journal of Further and Higher Education. 40(4). pp.543-567.
Gioiosa, M.E. and Kinkela, K., 2019. Classroom exercises with technology and communication
skills: Students’ perceptions. Journal of International Education in Business.
HOTEL, R.B., 2016. International Business English.
Luetsch, K. and Rowett, D., 2016. Developing interprofessional communication skills for
pharmacists to improve their ability to collaborate with other professions. Journal of
interprofessional care. 30(4). pp.458-465.
Saibovich, S.A., 2019. Extracurricular Activities: Success and Development of Communication
Skills with the Role of Parents, Public and Home Work. International Journal of
Management Science and Business Administration. 6(1). pp.21-26.
Schneider, J., 2021. On the Importance of Written Communication Skills and Student
Awareness: In-Course, Career-Relevant Resources and Exercises. In Enhancing Higher
Education Accessibility Through Open Education and Prior Learning (pp. 210-231).
IGI Global.
Tripathy, M., 2018. Assertiveness–A win-win approach to business communication. IUP Journal
of Soft Skills. 12(2). pp.48-56.
Tseng, H., Yi, X. and Yeh, H.T., 2019. Learning-related soft skills among online business
students in higher education: Grade level and managerial role differences in self-
regulation, motivation, and social skill. Computers in Human Behavior. 95. pp.179-186.
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