Business Communication Report: HR Communication Strategy and Analysis

This report provides a comprehensive analysis of business communication, focusing on the fictional company "Sports Love." It begins with an introduction to business communication and its importance in organizations, followed by a literature review that explores the principles of communication strategy, the role of HR directors, and the characteristics of effective listeners and speakers. The report then delves into an analysis and discussion section, evaluating the strengths and weaknesses of oral and written communication in a business context, particularly for the HR director of Sports Love. It emphasizes the importance of clear, consistent, and timely communication, as well as the need for attentive listening and effective speaking skills. The report concludes by summarizing the key findings and reiterating the significance of strategic communication for achieving organizational goals and improving customer experiences. It highlights the need for continuous improvement in communication skills and the adoption of appropriate communication tools and channels within the organization.

BUSINESS
COMMUNICATION

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
LITERATURE REVIEW................................................................................................................1
1). The principle and purpose of HR director would need to consider in communication
strategy...................................................................................................................................1
2). General characteristics of participants must have to be effective listeners and speakers
during meetings......................................................................................................................2
3). Evaluation of own strength and weakness in terms of oral and written communication in
business context......................................................................................................................3
ANALYSIS AND DISCUSSION...................................................................................................3
CONCLUSION................................................................................................................................4
REFERENCE LIST.........................................................................................................................6

INTRODUCTION
Business communication is a method of exchanging formal, informal messages within
organizations. It is the most necessary process of business environment to overcome the issues
like misunderstanding, conflicts and other related organizational dealings (Besley, Dudo and
Yuan, 2018). This report will include “Sports Love” which is a business centre of sports in
London to accomplish the given tasks. It will include a report for HR director to explain his/her
role in the process of communication. It will also highlight the characteristics of effective
listeners and speakers.
LITERATURE REVIEW
1). The principle and purpose of HR director would need to consider in communication strategy
Principle of communication strategy:
According to Stein and Ramaseshan (2016), HR management of organizations must
involve following general principles for effective and positive impact on audience and
participants. Communication strategy must be based on the principles of clarity, consistency,
sufficiency and time frame. The conveyed messages/information within the employees must be
clear and uninterrupted. Speaker must ask the participants to clear their doubts without any
hesitation during the communication session itself.
As per the view of Reed and et.al., (2016), the content of communication strategy must
be consistent. It must be related to organizational plans, policies and objectives. Information
must be delivered completely by directors/speakers to reduce the chances of confusions after
meetings/sessions. Communication process must have some set time frame for its completion. A
time consuming communication process reduces its impact and create a sense of frustrations
among participants.
Purpose of communication strategy:
According to Liontas and Siegel (2018), HR director or HR personnel play a vital role in
the implementation of communication plan or strategy. The contents of communication must be
framed in way of delivering appropriate message within the organization and employees. Its
fundamental purpose is to convey minute details regarding organization smoothly.
Communication strategy in any organisation basically have a purpose of proper explanation of
organizational needs to the employees, so that they can perform accordingly. It tends to utilize
the most suitable and feasible tools and technologies for communicating within a functional area.
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As per the view of Tuleja (2016), plan and procedure for communication have a basic
aim of rectify the confusions within participants, motivate interactive sessions rather than one
way communication. Strategic communication in any service sector helps to increase its
competitive advantages. For instance, the HR director of Sports Love should consider the
mentioned elements for the execution of proper communication plan and strategy. She needs to
do appropriate selection of different communication tools and channels for the free flow of
information. Director should be attentive enough to recognize the flaws in communication
system and processes.
2). General characteristics of participants must have to be effective listeners and speakers during
meetings
According to Stein and Ramaseshan (2016), for any communication process effective
listening skills among the participants is must. Poor listening abilities may deliver unwanted
chaos at workplace and reduce the efficiency of employees. Attentive listening to what is speaker
is saying makes the communication process successful. The participants easily understand each
others' view regarding the discussed topic by attentive listening only.
As per the view of Wang, Pauleen and Zhang (2016), for concentrating to what speakers
is delivering, it is necessary for the participants to inhibit high level of patience. Dominating,
non-cooperative behaviour of participants is a result of poor and ineffective listening skills which
may disrupt the flow of process and mislead the speaker as well. HR Director of Sports Love
must analyse the behaviour of employees during meeting sessions and ask them related questions
timely to know whether they are fully attentive to the discussion or not. The executives may
undergo for some training sessions at a regular interval to increase the listening skills of
employees to attain customer experience.
According to Liontas and Siegel (2018), leaders or executives of any organization must
have the quality of effective speaking that facilitates strong communication process with
subordinates and employees. To receive positive customer experiences, directors of
organizations must be efficient enough to influence employees by their impactful opinions and
decisions. Employees of with good speaking skills develop their significant identity in the
organisation. This quality generates a sense of responsiveness towards employees among the
executives.
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Director of the Sports Love must plan for sufficient training and guidelines standards for
increasing speaking skills within the employees. Regular practise sessions and healthy
interactions provides desired improvements.
3). Evaluation of own strength and weakness in terms of oral and written communication in
business context
According to myself, oral and written communication are desirable in business context.
Both types of communication help in achieving business goals and objectives and increase
workforce productivity. In terms of my own communication skills, I have good oral
communication skills. I can effectively deliver my thoughts and opinions to the people or
participants during any discussion or meetings. I stay calm and composed while speaking with
my colleagues or subordinates. I inhibit the quality of presenting organizational informations
with clarity. My content in meetings are always concise, relevant and includes understandable
terms of English language. I also support my peer group and employees during collective
meeting sessions to present their views freely which develops an environment of healthy
communication.
In my opinion, I do not have required written communication abilities. I face some
problems while writing any formal content or business reports. I cannot formulate the written
business reports within proper time frame. I require specific time to think about the pattern and
format of business reports and documents. I cannot easily frame required sentences with suitable
formal vocabulary for executing written communications with business partners and executives.
It is one of the most necessary quality that I need to develop within myself. I have strong oral
communication while my written communication is slightly ineffective for dealing different
business activities.
ANALYSIS AND DISCUSSION
The basic purpose and principles of communication strategy must fulfil the needs of
designed plan. All the mentioned purpose can be strategically achieved by the help of
standardised protocols of organisational communication. Communication plan in any service
sector or formal meetings must include proper and full informations regarding the discussed
topic. Effective, healthy and interrupted interactions between executives and employees provide
a clear picture of methods that employees have to adopt for achieving desired organisational
goals (Tuleja, 2016).
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Other than this, the principles of communication method depends upon specific elements
that smoothly connect all the participants of the process. For the clarity of content, the
participants provided with sufficient equipments like proper visual aids, microphones, upgraded
systems, personal portals for internal communication. Language is also one of the necessary
aspect of communication process (Liontas and Siegel, 2018). Organizations with employees
from different countries can first undergo for language training sessions on regular basis.
Effectiveness related to listening and speaking can be increased by self assessments,
regular trainings, making minutes and notes of the meetings and stay attentive. Listening skills
highly depends upon individual's behaviour and attitude. For instance, strong listening skills of
employees at Sports Love may deliver them adequate information regarding all policies of
organisation, which increase their strategies for customer experiences with respect to company's
protocols. Along with it, communication process depends upon speaker's ability. If he or she is
audible enough and use proper and relevant terminology then the communication is turned out to
be effective and impactful (4 ways to improve HR communication, 2018). For instance, at Sports
Love, director should analyse the pattern and channel of information. The included speakers for
conveying any message must be trained and experienced with all the terms and procedures of
communication and customer service standards.
Basically there are two general forms of communication, Oral and Written (Besley,
Dudo and Yuan, 2018). Evaluation of strength and weakness in context of business
communication based on self assessment. Written communication mainly involve business report
writing, applications, memo, E- mails, job descriptions etc. These are necessary to carry out
formal communication within business environment. Proper knowledge and practice of written
business documents represents efficient approach to the known language. Proper regular
practice, online learning for different writing skills and vocabulary and business language
generate sufficient facility to engage with employees at different level.
Strong oral communication is highly desirable in organisation to maintain a healthy,
supportive environment. Proper verbal interactions with employees by executives motivates
them to work and make them feel satisfied at workplace.
CONCLUSION
From the above report it has been summarized that, HR personnel is responsible to create
healthy communication within employees by designing strategic communication plan. Effective
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listening and speaking skills are highly required by each and every individual in organisation. In
Sports Love, the existing problem of ineffective communication can be reduced or rectified by
adopting measures like self assessments, training and practices. Regular training to the
employees of all the shifts would help it to achieve positive customer experiences. Along with it,
the report has also included that an individual's weakness regarding verbal or written
communication could be overcome by regular practice and learning by the help of online aids or
tools.
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REFERENCE LIST
Books and Journals
Besley, J. C., Dudo, A. and Yuan, S., 2018. Scientists’ views about communication objectives.
Public Understanding of Science. 27(6). pp.708-730.
Liontas, J. I. and Siegel, M., 2018. Speaking and the Development of Intercultural
Communication Skills. The TESOL Encyclopedia of English Language Teaching. pp.1-
9.
Reed, K., Goolsby, J. R. and Johnston, M. K., 2016. Listening in and out: Listening to customers
and employees to strengthen an integrated market-oriented system. Journal of Business
Research, 69(9). pp.3591-3599.
Stein, A. and Ramaseshan, B., 2016. Towards the identification of customer experience touch
point elements. Journal of Retailing and Consumer Services. 30. pp.8-19.
Tuleja, E., 2016. Intercultural Communication for Global Business: How leaders communicate
for success. Routledge.
Wang, W. Y., Pauleen, D. J. and Zhang, T., 2016. How social media applications affect B2B
communication and improve business performance in SMEs. Industrial Marketing
Management. 54. pp.4-14.
Online
4 ways to improve HR communication. 2018. [Online]. Available through:
<https://www.peoplestrategy.com/4-ways-improve-hr-communication/>.
Written Communication - Meaning, Advantages and Disadvantages. 2018. [Online]. Available
through: <https://www.managementstudyguide.com/written-communication.htm>.
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