Business Communication: Advantages, Disadvantages, and Strategies

This report provides a comprehensive overview of business communication, exploring the advantages and disadvantages of both written and verbal methods within a business environment. It highlights the purpose of written communication, including how to gather information, and provides examples of appropriate written business communication for specific audiences, such as marketing materials for a company. The report also discusses active listening skills and offers a plan for improving communication strategies, including promoting methods and incorporating customer feedback. Furthermore, it analyzes the positive and negative aspects of communication, and provides a detailed action plan for improvements in communication skills. The report concludes with a discussion on the importance of body language and voice tone in effective communication.

COMMUNICATE IN A
BUSINESS ENVIRONMENT

Table Of Contents
INTRODUCTION...........................................................................................................................................3
TASK 1.......................................................................................................................................................3
TASK 2.......................................................................................................................................................4
TASK 3..........................................................................................................................................................5
TASK 4.......................................................................................................................................................7
CONCLUSION...........................................................................................................................................8
REFERENCES............................................................................................................................................9

INTRODUCTION
Business environment means combination of institution, individuals, and other factors
that are not under the control of organization. Further, the report will highlight about the
advantage and disadvantages of written and oral communication. Moreover, the project will
highlight about the purpose of written communication and how information can be collected
from written communication (Prajogo, 2016). However, the project will outline about the active
listeners skills and along with it frame about the future actions that company need to consider.
Eventually, the report will comment on the positive and negative points of communication.
TASK 1
LO1.1 advantages and disadvantages of written communication
Written communication is a form of communication within business environment where
every data and information relevant to business is stored in the form of written documents.
However, there are various advantages and disadvantages of written communication within the
business environment.
Advantages
Easy to protect: Written communications are easy to conserve as compared to oral or
verbal communication as through written documents it is easy for the organizations to collect
needed information at the time of requirement (Hillary, 2017).
Permanent record: Written communications are used by the organizations as it acts as a
path for storing enduring data.
Proper presentation: Another advantage of written communication within business
environment is that through this type we can present data more precisely and accurately which
will be easy for the people within the company to understand.
Disadvantages
Expensive: Written communication is an expensive technique as it requires lot of material
to form written documents like pen, paper, ink, computer, typewriter etc., which includes cost
which is to be incurred on them.
Lack of flexibility: Written communication is less flexible as it is difficult for the
company to change the written documents at the time of requirement.
LO1.2 Advantages and disadvantages of Verbal communication

Verbal communication is form of communication within business environment where
information or data is transferred through the word of mouth without any written proof.
Advantages
Time saving : Verbal communication is less time consuming as it can be modifies by the
corporations at the time of requirement (Roemer, and Rundle-Thiele, 2018).
Cost saving: Another advantage of verbal communication is that it saves a lot of money
as it does not require any material like pen, paper, ink, computer, typewriter etc. Thus, it is less
expensive method of communication for organization.
Immediate feedback : Through verbal communication companies can get instant feedback
of respondent whether negative or positive which help them to take actions accordingly.
Disadvantages
No record : Major disadvantage of verbal communication for businesses is that
information that is transferred by the word of mouth cannot be record for future need which may
act as a barrier for the companies in the need of proof.
Deformation of word : If the words or sentences misinterpreted by any one of the
communicator than it will become difficult for the organization to carry their business operation
and they won’t be able to achieve their goals.
LO1.3 Difference between important communication and an urgent communication
Urgent communication within business environment are the tasks that require organization’s
immediate interest like attending phone calls, meetings, duties with tight time limits, and other
problems that require them to respond quickly. On the flip side important communication within
business environment means are the responsibilities that assist helps the businesses to achieve
long-term objectives and whole severe initiatives. Typically they lean to put them sideways and
address the responsibilities that offer a rapid sense of achievement. Thus, important tasks within
the business environment are not constantly pressing so companies much more likely to put off
them in want of those that require their immediate response (Penrod, Tucker, and Hartman,
2017).
TASK 2
LO2.1 Purpose of written communication
The main purpose of written communication within business is that it helps the marketing
assistant of the company to record the information or data which are required in future for taking
any action regarding the promotion of products and the response of customer towards their

products and further, another major purpose of written communication is that it can be presented
in clear and precise manner which will be easily understandable for the companies.
LO2.2 Collate the information needed for written communication
As a assistant marketer of Mark and Spencer’s I need various types of information while
what types of clothes customers are preferring, further they will need the data regarding the
response of customers towards their apparels, moreover, I gather information regarding the
various platforms used by the people like social media o mobile apps so that I will be promoting
the products of company through that platform (Bourdeaud’hui and et.al., 2018).
LO2.3 written business communication that is appropriate for specific audience
As a assistant marketing manager I will use blog and social media platform like
Instagram, facebook etc., for promoting the products of the company.
Instagram: Flat 20% discount for all the new customers! Don’t miss the chance and grab the
offer quickly. Valid only for few days.
Blog: Our Company is providing trendy and quality products at affordable prices with attractive
discount offers, so quickly visit our stores or websites to have an amazing shopping experience.
LO2.4 Creative amendments for audiences
Our company is offering various types of trendy clothes and accessories at heavy
discounts for completing the successful years in the clothing industry.
Further, the company has changed their policy and now providing flat 30% discount for
new customer and also providing them coupons for further shopping in future.
LO2.5 proofreading of communication
Before sending these written offers I will check whether the information is not offending
the culture or religion of any customer. Further, I will make improvements in offers that have
been provided to the customers like I will change the offers and include new discount strategy
for the kids during children’s day that mean our company will provide flat 15% discount on kids
clothing section during those days (Koran,2017).
TASK 3
LO3.1 conveying the ideas verbally
From the above written offers by the assistant marketer of Mark and Spencer’s it has
been analyzed that company is providing various discounts on trend and high quality products
like they are providing flat 30% discount to new customers and also they are providing them

coupons for further shopping experience . Moreover, Mark and Spencer are offering flat 15%
discount on the kids clothing section during the children day.
LO3. 2 Active Listening Skills
Eye contact : This is one of the most important listening skills while someone is
presenting the information as this skills make the communicator more confident and help you to
gain appropriate knowledge.
Smile: While listening to communicator the listener should carry little smile on their face
as it a way to show that they are agreeing with the communicator and their message have been
clearly understood by them.
LO3.3 Questions for understanding
 Am I audible to everyone?
 Are you aware about the company Mark & Spencer?
 Are you guys aware about the attractive discount offers given by the company?
 Do you like the product quality of the company?
 What changes would you suggest for the company to make in their clothing products?
LO3.4 Action plan based on the feedbacks
Changes required Activities Time Priority
Promoting methods The company will
promote their
products by using chat
bots and E-mail
method by keeping
update regarding the
new offers of the
company
Twice in one month Highest
Trendy clothes The company will
provide trendy clothes
by taking feedbacks
of the customers
regarding the types of
clothes they expect
from the company
Once in a month Moderate
LO3.5 Main Points Of Discussion
The above report summarizes that the company will provide heavy and attractive
discounts to new customers and existing customers with high quality products, further, they I

will ask question from the listeners regarding their awareness about the company and their
offers. Eventually it summarizes about the action plan which will include the changes that is
required to be done by the company like promoting methods, trendy clothes etc.
LO3.6 Body Language And Voice Tone In Entire Discussion
While discussing about the main points the facial expression of the communicator must
be confident and at the same time must carry little smile on their face which will encourage
listeners to focus on their presentation. Moreover, the voice tone of the communicator must be
loud and audible to the listeners and at the same time they must focus on the words they use
while giving presentation as it should not offend the audience (Rizzetto and et.al., 2016).
TASK 4
LO4.1 Feedback On Whether The Purpose Has Been Achieved
While promoting products of the company through written communication by marketing
assistant of the company it has been analyzed that the purpose of making the customers aware
about the products of the company has been achieved and through this method the company will
earn higher income and will capture more customer base.
LO4.2 Positive And Negative Points Of Communication
Positive Aspects
Speed And Efficiency – Communication help the organization to reach huge number of
customers quickly without spending too much of money.
Negative aspects
Lack Of Relationship Building- By using various technologies for communicating with
customers destroys the relationship of company with their customers as they do not have face-
face interaction with them.
LO4.3 Plan To Improve Communication Skill
Improvements
required
Activities Priority Time
Confidence Confidence while
communicating with
customers can be
improved by taking
more classes from the
mentors to improve
Highest 1 month

the confidence level.
Smiling This skill can be
achieved by practicing
more with other
people before giving
actual presentation.
Moderate 2 weeks
CONCLUSION
This report briefly summarizes about the advantages and disadvantages verbal and
written communication and along with it have outlined about the purpose of written
communication. Further, the project has highlighted about the skills of active listeners and along
with it have main points of discussion. Eventually the report has commented on the negative and
positive points of communication and has also framed about the improvement pan of
communication.

REFERENCES
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Roemer, C. and Rundle-Thiele, S., 2018, July. Assessing written communication readability:
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Marketing” (p. 229).
Penrod, C.B., Tucker, M. and Hartman, K.B., 2017. Models for Delivering Written Business
Communication Skills: Improving the Process. Journal of Instructional Pedagogies, 19.
Koran, L., 2017. Oral communications of speech language pathologists in a clinical
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Rizzetto, C and et.al., 2016. Oral Communications. Hernia.20(2).pp.S139-S174.
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