Communicating Effectively: A Business Environment Analysis

This report provides a comprehensive analysis of business communication within a business environment. It begins by examining the needs of both internal and external stakeholders, highlighting the importance of tailored communication strategies for each group. The report then delves into various communication models, including Shannon and Weaver's, Schramm's, and Berlo's models, to illustrate how messages are conveyed and interpreted. It evaluates different communication systems, such as circle, chain, Y, and wheel patterns, considering their advantages and disadvantages. Factors influencing the choice of communication media, such as audience age, context, and personality, are discussed. The report emphasizes the significance of correct grammar, sentence structure, and spelling in business communication, and it explains how to plan and structure different communication media effectively. It addresses ways to overcome communication barriers, including perceptual, emotional, language, and cultural barriers, and the use of communication theories and body language. Finally, the report outlines proofreading techniques essential for ensuring clear and professional business communication, including identifying the purpose and audience of the information to be communicated.

COMMUNICATE IN A
BUSINESS ENVIRONMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
1.1 Analyse the need of internal and external stakeholders. ......................................................1
1.2 Analyse the different communication model that supports administration..........................2
1.3 Description on evaluation of different communication system............................................2
1.4 Description about the factors that affect the choice of communication................................3
1.5 Description on significance of communication of using correct grammer, sentense
structure, spelling in business communication............................................................................3
1.6 Explain the matters that can be taken into account in planning and structuring different
communication media.................................................................................................................4
1.7 Description on the ways of overcoming barriers to communication....................................4
1.8 Define the use of communication theories and body language.............................................5
1.9 Description on proof reading techniques for business communication................................5
2.1 Identification the purpose and audience of the information to be communicated. ..............5
REFRENCES ..................................................................................................................................6

INTRODUCTION
Communication in business environment plays the crucial role to companies as this allow
firms to be more productive and to operate working effectively (Guilcher, Fernandes and
Papastergiou, 2020). Effective communication is vital to run out smooth running of business and
number of techniques of communication must be used within business environment to
accomplish it. Additionally, business communication is termed out as essential part of an entity.
The present report is based on topic as to communicate on a business environment.
Furthermore, report will outline activities as to analyse needs of communication of internal and
external stakeholders and different communication models in business entity. Also, evaluation on
different communication system, factors that affects the choice of communication and ways to
overcome communication etc.
MAIN BODY
1.1 Analyse the need of internal and external stakeholders.
Internal stakeholders termed out as individual within enterprise that includes employees,
managers, investors, directors etc. This is crucial for encouraging employee participation and
leads to high performance within entity. External stakeholders are those who outside the
enterprise but benefit from the performance of company these as are consumers, regulators,
investors, suppliers etc. Henceforth. Communication of these group differ and have differ
objectives as-:
Internal-: Communication internally can be less formal due to familiarity among the members of
team. This is typically formative in nature regarding sales processes, business requirements and
performance etc. In addition to this, internal communication will be more honest than external
due to the requirement to maintain and improve business performance on realistic figures
(Yoopetch, Kelsey Corp, 2020).
External- It is termed out as communication that varies largely on the what an entity wants from
its external audience. Variety of communication channels can be used such as face to face
meetings, internet, print and broadcast media. Hence, external communication needs to be
utilised and this also depends on the nature of relationships with specific stakeholders. Thus,
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external communication strategy must give stakeholders the opportunities to provide the
feedback.
1.2 Analyse the different communication model that supports administration.
Communication termed out as one of the crucial components that aids to accomplish
business success. Thus, number of models have been given that aids to explore that how people
communicate to enhance the ability to transfer message. These as are-
 Shannon and weaver model of communication- It is one of the earlier model that lays
out the process of conversation to evidence this could wrong from source to receiver as
message decided and encoded by any two individual (Hes, 2020).
 Schramm's model- It is termed out as one of the simplest model and this shows that
encoding and decoding can be defined as one sided process and that with conversion of
idea into words humans are continually encoding and decoding message to again decoded
and encoded.
 Berlo's model- This leads to stressing the relationship among the sender and receiver of
message by highlighting the communication skills that allows to individual to encode and
decode message.
1.3 Description on evaluation of different communication system.
There are range of varied communication methods that can be used within business.
Henceforth, these are outlined in below context such as-:
Circle- In the circle pattern, the sender can communicate with receivers. Under this pattern of
the communication, sender message travels all over the group with help of sharing by its
members. In addition to this, the circle communication supports shared leadership and this also
effective ways that assist to create the common ground for action.
Chain- It is termed out as approach that mainly adopted by hierarchical organisation. This
allows vertical movement and also strictly hierarchical (Lanz and Brown, 2020). Thus, one of the
main advancement is that there is leader at the top of the hierarchy. In this, isolation can be felt
by those who are at the bottom of network.
Y communication- This is termed out as the pattern of communication that is more complicated
as there are different sub groups within group. Under this techniques, there are three sub groups
that controlled by single leader. Under this top level management communicates with lower level
of management about goals and information changes.
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Wheel- Under this, leader termed out as centre of all communication. All other members stand at
the same level in the structure. In this, all leader can communicate with one another. It is one of
the best pattern of the communication.
1.4 Description about the factors that affect the choice of communication.
At the time of deciding the which communication media needs to use, this is crucial to
consider the what kind of message trying to get receive. So, this is crucial to understand what
kind of channels customer are likely to use most. There are number of components to take into
account and these are including as-:
Age of audience- There are number of the enterprise that decide on their way of communication
by focussing over customer demographics, age etc.
Context- It can be deciding by knowing that where we need a fast answer and while we pick up
the phone and disregarding the demographic group. Thus, entity needs to find out that why the
consumers are contacting them.
Personality of audience- In this, the perspective is to examine that how customers drives their
preferences for customer service communication. Thus, confident and outgoing personalities will
be happier on getting the calls and to maintain the communication.
1.5 Description on significance of communication of using correct grammar, sentence structure,
spelling in business communication.
Business communication can be termed out as the impression that made among internal
and external stakeholders as well the message expressed ( Chen, 2015). A key example of this is
in my role would be email communication I must use first introduce appropriate candidates to
roles. These email needs to be engaging to collect the attention of the reader, structured that is
incline of the key information. This must be formal in nature and written in good English and
effective spelling and grammar must be used to make good impression and clear message for the
reader. Appropriate candidates will get lot of emails daily and this is crucial that time spent
making clear for them to access. It is the significance carries through other techniques of
communication with seminar reasoning. Thus, the one of the crucial things is to ensure that
correct message can be expressed.
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1.6 Explain the matters that can be taken into account in planning and structuring different
communication media.
At the time of planning and structuring different communication media this is crucial to
consider how the message are offering will be taken in. In addition to this, a key consideration is
the ability of the receiver to take the message and that can be clear for the reader who may find
out difficulties in reading English (Harris, and Nelson, 2018). Thus, other consideration is that
this consideration may be inclusive of the formality of the language selection that is involved in
portraying ideas and conversation with clients and this also defines the desired outcome for the
communication. Henceforth, this can be stated that planning and structuring communication is
one of the key that enhance the likelihood in which the receiver can able to understand the
intended message. Thus, communication media as-:
 Planning communication media- It is inclusive of the factors such as audience,
communication objective, message and channels etc.
 Structuring different communication media- This is inclusive of those factors that is
inclusive of background, basics, details, facts, response and action.
1.7 Description on the ways of overcoming barriers to communication.
Communication is termed out as one of crucial factor that helps in the success of the
enterprise. While it come to effective communication, there are certain barriers that mainly faced
by the number of the enterprises. There are number of the barriers to communication and these
are outlined in the following context as are-:
 Perpetual barriers- It is one of most common problem that faced these days and this
happen due to difference in opinion among the two people. Therefore, the varied
perception of each individual that give rise to need for effective communication.
 Emotional barriers- Another crucial barrier is the fear and mistrust that from the roots of
the emotional barriers that can stop us from communicating effectively with co-workers
(Harris, and Nelson, 2018).
 Language barriers- This is termed out as the that aids to express and communicate to
others can be termed out as one of crucial barrier to communication. Due to issue of
language barriers the things can be affected within the enterprise.
 Cultural barriers- This is termed out as barrier arises when two individual in the
enterprise belong to different religions, countries and states.
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 Use of jargons- Thus, over complicated, unfamiliar and technical terms are the common
barrier to communication.
 Interpersonal barriers- These are called out as barriers that are created to distance
themselves from others. These can be done through the withdrawal, meaningless rituals
that keep one devoid of real contact.
Ways to overcome communication-:
 Crystal clear communication- In order to deal with communication there is need to
have the use of right message so that better communication can be delivered within the
enterprise.
 Use of multiple communication channels- If an organisation use the right
communication channels the right information can be delivered. With the use of right
communication channels the barrier to communication can be overcome.
 Skilfully delivered message- By the use of right grammar, spellings and language the
skilful message can be delivered to enterprise. This can be one of the effective way to
deliver message skilfully.
1.8 Define the use of communication theories and body language.
Communication is one of the effective tool that aids to conduct the business activities in
successful mode. As per the Berlo's theory of communication this has been stated that to take
into the account the significance of sense and therefore body language as viewed by a receiver.
With the use of right body language at the time of communicating the message the things can be
done in effective and efficient mode (Harris, and Nelson, 2018). With the use of open body
language in meeting with candidates in crucial and this is important to portray an honest and
friendly message. This is one of the effective key to creating the foundation for good business
relationships.
1.9 Description on proof reading techniques for business communication.
There are many proof reading techniques that can be used in business. For example- this
is inclusive of peer review, software review and self-evaluation. Henceforth, proof reading
techniques is crucial to business as communication are commonly foundation for the opinion that
aids to create the professional message and this ensures positive feedback. In addition to this, it
can be stated that proofreading is an important component of business communications.
Proofreading get rid of or minimizes the chances of mistakes, removes flawlessness, punctuation
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marks and looks for grammatical mistakes that makes a bad impact to the reputation &
credibility of the organization.
2.1 Identification the purpose and audience of the information to be communicated.
Communication plays the crucial role to undertake the things in effective and efficient
mode. Thus, communication is needs to be transferred so that proper message can be given to
audience. With the use of right communication, the things can be undertaken in crucial aspect.
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REFRENCES
Book & Journal
Guilcher, S.J., Fernandes, O. and Papastergiou, J., 2020. A developmental evaluation of an
intraprofessional Pharmacy Comunication Partnership (PROMPT) to improve transitions in
care from hospital to community: A mixed-methods study. BMC health services
research, 20(1), p.99.
Yoopetch, C., APPLYING BUSINESS MODEL AND COOPERATING WITH
STAKEHOLDERS IN COMMUNITY-BASED TOURISM.
Kelsey, D.R., International Business Machines Corp, 2020. Data communication in a clustered
data processing environment. U.S. Patent 10,542,110.
Hes, A., 2020. Global communication environment For B2B markets. In SHS Web of
Conferences (Vol. 74, p. 02007). EDP Sciences.
Lanz, K. and Brown, P., 2020. Brain Sex-Based Attention and Communication. In All the Brains
in the Business (pp. 39-50). Palgrave Macmillan, Cham.
Chen, G.M., 2015. A model of global communication competence.
Harris, T.E. and Nelson, M.D., 2018. Applied organizational communication: Theory and
practice in a global environment. Taylor & Francis.
Guilcher, Fernandes and Papastergiou, 2020.Yoopetch, Kelsey Corp, 2020 Hes, 2020 Lanz and
Brown, 2020 Chen, 2015 Harris, and Nelson, 2018
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