Analyzing Communication Models and Strategies in a Business Context

This report provides a comprehensive overview of business communication, examining the communication needs of both internal and external stakeholders. It analyzes various communication models that support administration, such as the star model, and evaluates the effectiveness of different communication systems. The report explores factors influencing the choice of communication media, the importance of correct grammar, sentence structure, and conventions in business communications, and strategies for planning and structuring different communication media. It also delves into ways of overcoming communication barriers, the use of communication theories, and the application of body language. The report further addresses the purpose and audience of communicated information, the selection of appropriate communication media, and the presentation of information in suitable formats. It emphasizes the importance of adhering to agreed business practices in writing, tailoring style and content to specific audiences, and ensuring clear and grammatically correct written communications. Finally, the report covers identifying the nature, purpose, and audience of information, the use of appropriate language and body language, and the importance of confirming understanding and responding appropriately within organizational policies.

Communicate in a Business Environment

Table of Contents
INTRODUCTION...........................................................................................................................1
1.1 communication needs of internal and external stakeholders............................................1
1.2 Analyse the different communication models that support administration......................1
1.4 Explain the factors that affect the choice of communication media................................2
1.5 Explain the importance of using correct grammar, sentence structure, punctuation, spelling
and conventions in business communications........................................................................2
1.6 Explain the factors to be taken into account in planning and structuring different
communication media............................................................................................................2
1.7 Explain ways of overcoming barriers to communicationThere are many barriers to
communication.......................................................................................................................3
1.8 Explain the use of communications theories and body language.....................................4
1.9 Explain proof-reading techniques for business communications.....................................4
2.1 Purpose and Audience of information to be communicated............................................5
2.2 Select communication media that are appropriate to the audience and information to be
communicated.........................................................................................................................5
2.3 Present information in the format layout and style that is appropriate to be information to
be communicated....................................................................................................................5
2.4 follow agreed business practices when communicating in writing..................................6
2.5 Style and content of communication appropriate to specific audiences...........................6
2.6 present written commuinications that are clear, expressed in correct grammar and reflect
what is intended......................................................................................................................7
2.7 meet agreed deadlines in communicating with others......................................................7
3.1 Identify nature, purpose , audience and use of information to be communicated............8
3.2 Use of language that is correct and appropriate for audience needs................................8
3.3 Use appropriate body language.......................................................................................8
3.4 identify the meaning and implications of information that is communicated verbally....8
3.5 confirm that a recipient has understood correctly what has been communicated............8
3.6 respond in a way that is appropriate to the situation and in accordance with organisational
policies and standards.............................................................................................................9
Conclusion ......................................................................................................................................9

REFERENCES..............................................................................................................................10

INTRODUCTION
In this report different communication models that support administration are described,
along with the use of communications theories and body language. The report will also describe
importance of using correct grammar, sentence structure, punctuation, spelling and conventions
in business communications. Furthermore, the report will determine nature, purpose , audience
and use of information to be communicate.
Task 1
1.1 communication needs of internal and external stakeholders
The communication needs of an internal and external stakeholders differ slightly due to
their position in relation to the organisation. Stakeholders are any individuals or groups that are
involved with an organisation. Internal stakeholders need to know the type of business the
organisation is in, specific details regarding the products/services offered, and the correct
procedures to follow in case of a problem.
External stakeholders are the people who are affected by the work and activity of the
organisation such as; shareholders, investors, customers, clients and suppliers. These groups
need to know information regarding the branding, sale and publicity of a product, as well as any
events and sponsorship involved (Stevenson and Hojati, 2007).
1.2 Analyse the different communication models that support administration
There are a number of different patterns of communication that take place in business.
They differ due to the direction and flow of the information. Communication within
administration can involve letters, meetings, emails, presentations, and memos. The quality of
communication influences many different areas of the business, such as working relationships
between colleagues and effectiveness within a team.
The star model would be found in all organisations involving teams of people this will ensure
consistent communication, and in turn improve overall efficiency of the organisation.
1.3 Evaluate the effectiveness of different communication systems
Within my role as Deputy Manager I believe that my communication systems and practices are
very effective. I communicate with my Manager, Care Co-ordinators, Care Supervisors, Care
Workers, Service Users, Social Workers, District Nurses, Occupational Therapists, GPs etc. on a
daily basis. I discuss all cases with my Manager. This could be informally e.g. I speak to him
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face to face. I communicate with him on the telephone if I need to speak to him urgently and he
is not in the office. Formal discussion can take place by email, Team Meetings, or during
supervision.
1.4 Explain the factors that affect the choice of communication media
The communication media acts as a channel for linking various computing devices so
that they may interact with each other. Contemporary communication media facilitate
communication and data exchange among a large number of individuals across long distances
via email, teleconferencing, internet forums and many other form of communication.
1.5 Explain the importance of using correct grammar, sentence structure, punctuation, spelling
and conventions in business communications
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 (Bowersox, Closs and Cooper, 2002). Different media are employed for
transmitting data from one computer terminal to the central computer or to other computer
systems inside some kind of network (Fuller-Love and Cooper, 1996). There are two forms of
communication media:
• Analog: Includes conventional radio, telephonic and television transmissions
devices so that they may interact with each other. Contemporary communication media
facilitate communication and data exchange among a large number of individuals across long
distances via email, teleconferencing, internet forums and many other form of communication.
1.6 Explain the factors to be taken into account in planning and structuring different
communication media
Poor writing skills, especially when communicating to customers and other organisations, will
give a bad impression and discourage custom. In my organisation, there are conventions that set
out a standard letter (Applegate, Austin and McFarlan, 2006). These include the position of the
header, the address and the date, as well as proof-reading all correspondence.
Verbal communication, such as presentations, should be planned and rehearsed beforehand to
ensure they are professional. It is important to consider the audience with presentations as they
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need to be able to see the presentation, as well as hear the speaker. Any hand-outs produced with
the presentation will also need to be suited to the audience in order to meet their needs.
1.7 Explain ways of overcoming barriers to communicationThere are many barriers to
communication
–
overcoming them is important to ensure successfulbusiness communications. These barriers
consist of:

Understanding
–
There are many reasons that a receiver may find it difficult to understanda message. In order to
decrease the likelihood of difficulties, it is important thatcommunication is clear, with minimal
use of dialect or strong accents, and that for thosewith disabilities or English is their second
language. This is typically important to my rolewhen discussing roles with candidates initially as
there are a lot of details to discuss, sometimes with candidates where English is their second
language, and so it is important Irelay details to them clearly and ensure they understand my
message.
Cultural differences
–
Differences in cultural backgrounds typically alter body language,attitudes, and tone of voice in
response to ideas. In my role, it is important to stay openminded, as not to discriminate, and to
ask questions to candidates/clients to ensureunderstanding, i.e. asking to a party clarify/expand
on ideas
–
asking questions such asthis makes sure that you will understand the viewpoint of the other
party.
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1.8 Explain the use of communications theories and body language
This is the basic model of communication between two people developed by Schramm. It
suggests that communication is a two way process where the sender (encoder) and receiver
(decoder) take turns to relay messages (Case and et. al. 1993). The theory suggests that
communication is a continuous cycle and each message needs interpreting before a new message
can be sent.
This model is dynamic as it suggests a circular process of communication and highlights that
messages can be sent and received by the same person. It also takes interpretation into
consideration with the use of encoding and decoding.
However, due to how basic this model is, it does not consider any interference or “noise” receive
between messages. The Shannon and Weaver model of communication develops Schramm’s
model to include this aspect of communication.
1.9 Explain proof-reading techniques for business communications
The best way to proof-read a document is to ask a colleague to read through it. This is
useful as they will pick up mistakes more easily. Alternatively, reading the text out loud will also
highlight any mistakes with punctuation and grammar. When producing Word documents, it is
important not to rely on a spell-check function as it will not pick up incorrect grammar, for
example words that are spelt correctly but in the wrong context; for example “their” and “there”.
Similarly, it is important to check numerical values such as dates and times, as spell-check will
not highlight numbers if they are wrong.
A helpful technique when proof-reading is to reading sentences in the wrong order as this
will highlight any mistakes with missing words.
Task 2
2.1 Purpose and Audience of information to be communicated
Communication refers to the transmission of ideas or content between individuals, groups, or
individuals and groups. Communication consists of:
Source: the person or people who create the message.
Message: the content of the communication.
Medium: how the communication is being transmitted (email, phone, in-person, etc.).
Receiver: the audience or person being communicated to. Receiving skills include listening and
reading effectively.
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2.2 Select communication media that are appropriate to the audience and information to be
communicated
Verbal: Verbal communication is the most important, common, and effective type of
communication. Speaking directly and listening helps us understand each others' emotional
needs (Aksin, Armony and Mehrotra, 2007). Effective verbal communication has as much to do
with how well you listen to others as it does with how you speak to them
Formal Communication: Some types of communication conform to official expectations or
protocol, are recorded in some way, or are planned and rehearsed ahead of time. An example of
formal verbal communication would be a scripted presentation. Non-verbal formal
communication includes written items such as annual reports, terms of employment, and
contracts.
2.3 Present information in the format layout and style that is appropriate to be information to be
communicated
Proper grammar, punctuation and spelling ensure your reader will have an easy time reading
your communication, making communication more efficient. Many organisations have in-house
styles for different documents. They will all be available as templates into which you can easily
input information. If the communication doesn't have a prescribed template, you should research
the correct style depending on your organisation or department's needs. Ask your colleagues or
locate similar documents to get a sense of the proper style.
2.4 follow agreed business practices when communicating in writing
1. Focus on lucidity or clarity. Write so that your readers will understand your intended meaning.
Articulate your thoughts so that the average person can understand them.
2. Use an economy of words (Allcock and et. al. 2002). Short sentences are best unless you’re
writing for academia or the scientific world.
Eliminate unnecessary words and repetition. Less is more.
3.
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2.5 Style and content of communication appropriate to specific audiences
Understanding the style of the person you are communicating with can make the
difference between getting your message across and getting it across well. Consider these four
communication styles and how you can effectively communicate with each one:
The Aggressor-Asserter
These are your CEOs in attitude. They are very competitive, goal-oriented, demanding, task-
oriented and fast-paced. The Aggressor-Asserter has key strengths that include providing
momentum, providing focus and making quick decisions. To effectively connect with the
Aggressor-Asserter, you must:
 Be brief, direct and concise.
 Provide options.
 Use a fast, quick pace.
To effectively communicate with a Socializer, you must:
 Allow time for social interaction.
 Put details in writing or email.
 Have a fast pace, positive approach.
To effectively communicate with the Analyzer, you must:
 Be organized and logical (Niederman, Brancheau and Wetherbe, 1991).
 Support your position using facts.
 Make sure that each point is understood before moving to the next point.
 Not use the phrase "Let me give you some constructive advice.
2.6 present written commuinications that are clear, expressed in correct grammar and reflect
what is intended
To communicate effectively you need to get your point across and relay information
clearly. The reader will understand exactly what you mean. Following are some tips for
effective writing and some common errors. This is not always easy to do. Here are a few tips that
will help you:
1.Know your goal and state it clearly. Do you want the reader to do something for you or are you
merely passing along information? Do you want a response from the reader or do you want him
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to take action? Your purpose needs to be stated in the communication. Avoid information that is
not relevant. Clarity is key.
2.Tone can help your writing be more effective. Certain forms of communication,
like memorandums and proposals need a formal tone. Writing to someone you know well would
need a more informal tone. The kind of tone depends on the audience and purpose of the writing.
2.7 meet agreed deadlines in communicating with others
Proper grammar, punctuation and spelling ensure your reader will have an easy time
reading your communication, making communication more efficient.
When a document has factual errors, readers tend to distrust the entire thing. Perceived
unreliability could have a negative impact on your reputation, and thus your standing within
your organisation.
Task 3
3.1 Identify nature, purpose , audience and use of information to be communicated
When communicating in a work environment, the nature is to communicate factually, in
concisely and in an easily digestible style. If you are communicated non-verbally, e.g. aletter, the
information needs to be relevant, accurate and be presented professionally. Knowing what is
trying to be achieved from a conversation is essential for a successful conversation.
3.2 Use of language that is correct and appropriate for audience needs
When you are trying to reinforce messages, your body language and tone of voice will
help this. Your tone of voice needs to be moderate to low and the speed of what you are talking
needs to be slow enough in order for it to be clear and easy to understand. When communicating
verbally, your body language will be assessed. Keep your posture high with your shoulders back,
give direct, solid eye contact and smile. Also use purposeful and deliberate hand gestures and
these will make you appear confident and interesting
3.3 Use appropriate body language
When you are trying to reinforce messages, your body language and tone of voice will
help this. Your tone of voice needs to be moderate to low and the speed of what you are talking
needs to be slow enough in order for it to be clear and easy to understand. When communicating
verbally, your body language will be assessed. Keep your posture high with your shoulders back,
give direct, solid eye contact and smile. Also use purposeful and deliberate hand gestures and
these will make you appear confident and interesting.
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3.4 identify the meaning and implications of information that is communicated verbally
Verbal communication is not just about how you communicate your thoughts, responses
and ideas effectively, it is vital for developing a business and forging relationships with
colleagues, customers and suppliers. In reality this is simply not the case. Most communication
takes place on an informal, impromptu basis; less than 10% of communication is a in a formal
situation. The vast majority of the time, individuals will find themselves having to communicate
in familiar but unplanned situations; the boss or colleague calls for a “quick update”, a
prospective customer calls out of the blue to ask about their latest requirement, a client calls
unexpectedly to complain.
3.5 confirm that a recipient has understood correctly what has been communicated
A good way to promote fuller understanding is to summarise your main points every
once in a while (Melville Kraemer and Gurbaxani, 2004). The idea is to pull all the threads of
the conversation together in order to check whether your story is clear, your message and its
implications have hit home, your point of view has been captured, or your case is being made.
And, since summaries often have a ‘winding things up’ aspect to them, they are implicit
invitations to have a dialogue.
3.6.respond in a way that is appropriate to the situation and in accordance with organisational
policies and standards.
Most community service organisations will have in place policies and procedures that
govern and regulate privacy and confidentiality of client information. This concept not only
applies to what you can disclose about your clients or your organisations outside of work, but
also what can be shared in network meetings. What information can be shared with other
organisations, who shares it and how this information is given out should be clearly defined in
any effective, professional service (Bhagwat and Sharma, 2007). It is often incorporated into a
worker’s duty statement or job description.
All organisations should have written policy and procedures, and staff training in the following
areas:
a confidentiality policy
 a clearly defined process for identifying and regularly updating a Community Resource
Index so that all workers are aware of what other services are available to refer to (the
index contains basis contact details and information about what each service provides)
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 processes for networking with other agencies, including attending relevant interagencies
(meetings of local service providers)
Conclusion
In this report identified different communication models that support administration are
described, along with the use of communications theories and body language. The report also
described the importance of using correct grammar, sentence structure, punctuation, spelling and
conventions in business communications. Furthermore, the report also determined nature,
purpose, audience and use of information to be communicate.
REFERENCES
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2). New York, NY: McGraw-Hill.
Applegate, L. M., Austin, R.D. and McFarlan, F.W., 2006. Corporate information strategy and
management. McGraw-Hill/Irwin Custom Publishing.
Russell, R. S. and Taylor-Iii, B.W., 2008. Operations management along the supply chain. John
Wiley & Sons.
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perspective on operations management research. Production and operations
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Nefedova, V., Quesnel, D. and Tuecke, S., 2002. Data management and transfer in high-
performance computational grid environments. Parallel Computing. 28(5). pp. 749-771.
Niederman, F., Brancheau, J. C. and Wetherbe, J. C., 1991. Information systems management
issues for the 1990s. MIS quarterly. pp. 475-500.
Fuller-Love, N. and Cooper, J., 1996. Competition or co-operation? Strategic information
management in the National Health Service: A case study of the ceredigion NHS
trust. International Journal of Information Management. 16(3). pp. 219-232.
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Melville, N., Kraemer, K. and Gurbaxani, V., 2004. Information technology and organizational
performance: An integrative model of IT business value. MIS quarterly. 28(2). pp. 283-
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Bhagwat, R. and Sharma, M. K., 2007. Performance measurement of supply chain management:
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