Effective Business Communication: Types, Barriers, and Recommendations

This report delves into the core concepts of business communication, defining it as the process of information sharing within a firm to facilitate commercial success. It examines various communication forms prevalent in the workplace, including oral, written, formal, informal, electronic, and hard co...Read More

Business communication types and barriers
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An abstract
Business communication can be defined as the process of sharing information between people in
a firm so as to aid in commercial benefit of the company (Brezina and Smith, 2017). Operating a
business in a successful manner requires a person to understand the basics of communication and
its role played in overall success. The present study has laid emphasis on studying the main
communication forms that are used in workplace being oral, written, formal, informal, and
electronic and hard copy. Other than this emphasis will also be given on the areas where they are
used and how it can help in effective communication.
Terms of Reference
The present report will inform the manager about improvement to be brought forth in the
communication process that is practised in work place.
Procedure
The data and facts collection for the study so as to arrive at findings has been done through usage
of secondary data sources such as books, newspaper clippings, online articles etc on the topic of
communication methods and their effectiveness. These seem to be the apt technique as it will
give an insight about viewpoints given by different authors on the topic of communication. It is
also a less expensive and less time consuming technique hence the researcher can focus on other
areas of study such as overall presentation, analysis and discussion.
Findings
Written communication is the one where information is conveyed through written symbols via
handbooks, contracts, brochures, memos among others. On the other hand, oral communication
is the one which makes use of spoken words that is done through phone, face to face contact
among others. Jones (2016) have further revealed that Verbal communications are used to
communicate feelings while written is used to convey facts. Nonetheless both of them are one of
the most traditional and powerful medium of communication. In fact both the forms of
communication convey non-verbal messages through the tones that have been used in them.
Then comes formal and informal communication where the former one is also known as Official
Communication where information exchange takes place through a well-defined channel while
informal is the one where there is an absence of any channel and the communication stretches in
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all directions. Girard and Girard (2015) considers formal communication to be an effective one
as there is a timely and systematic flow of information but it also has distortion due to long
communication chain. In the same lines Cornelissen and Cornelissen (2017) feel that informal
communication id effective in workplace as the employees get a chance to discuss the work
related problems which helps to save time and cost of the firm but it has been found to be a good
means for spread of rumours.
Electronic communication is basically in form of email which can help in gaining quick access to
information while the hard copy is the printed version of the same. Studies have found that both
forms of communication have their own importance but some people still prefer the hard copy
formats on account of their comfort level with it (Brezina and Smith, 2017).
Discussion
The above findings have revealed that there is no one best way of communication within the
organisation and all the formats are needed for making the process in an effective one. Verbal
communication is best when information is to be conveyed to a specific person and requires
feedback at the same time while written formats help in keeping a copy in case important data
has been conveyed. Formal communication is needed to carry out day to day business while
informal ones make the work culture less tense one. Electronic form helps to save paper while
hard copy helps in keeping a record in case of shutdown.
Conclusion
From the above findings and discussion it can be revealed that carrying out of effective
communication is extremely essential in a business setting. In this regard, there is an existence of
various communication forms such as oral, written, formal, informal, and electronic and hard
copy and all have their important role to play in the entire process. The need of management is
use the techniques in diligent manner as per the need of the hour.
Recommendations
In order to make the communication process an effective one, the need on part of managers is to
make sure that all the communication formats are used by the firm as per the need. It should also
focus on making use of simple as well as easy to understand language.
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Task 2: Barriers to effective communication
There is an existence to many barriers that affect the overall effectiveness of communication.
The barriers and techniques for eliminating them are as follows;
Barriers Example Explanation Measures to eliminate
use of jargons In context of business
these include Blue
sky thinking; Touch
base offline; The
helicopter view
among others.
It is a set of
overcomplicated and
unfamiliar words that
are used by people
while communicating.
This often leads to less
understanding and thus
reduces the interest of
the listener (Mishra,
Boynton and Mishra,
2014).
Jargons must be used
in a wise manner
while communicating
within the office.
Even if its usage is
required then it must
be clarified to the
audience. It must not
at all be used in
written
communication due to
absence of
simultaneous talks
(Brezina and Smith,
2017).
Information overload There is a presence of
a 2 page big
employee contract
where too much
clauses are present
(Polonsky and
Waller, 2014).
It is the situation when
too much information
is required to be
processed which
distracts the audience
from the main topic.
It also creates stressful
situation for the
employee when he or
she is not able to
It is always essential
that the information is
kept simple and less
in amount.
The company should
also be sensitive
towards the needs of
employee and only
deliver the most
important information
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understand all of it. at the first stage
(Eaves and Leather,
2017). Other clauses
etc. can be discussed
in later stages.
Language barriers The English speaking
manager has to
manage a team of
Chinese employees
who are not so fluent
in English (Trevino
and Nelson, 2016).
The globalisation has
led companies to
employ people from
diverse nations who
have a different
language.
Learn at least the
basics of your
employee language.
Train your staff
members in English
language.
It is also essential to
seek the advice of the
person who are well
versed with the other
language.
Physical disabilities One of the employees
suffered from the
issue of stammering
and hence it was
difficult to understand
his view point in a
few cases.
Hearing problems or
speech difficulties can
act as a big barrier to
communication.
It is very essential to
focus on the body
language of
employee.
Try not to shout at
him or her rather be a
good listener to what
exactly is being said.
Try to maintain email
communication if an
important area is to be
discussed.
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Lack of knowledge A salesperson is
unable to solve the
query of a consumer
as he is not so
knowledgable about
the product or service
offering.
Communication
barrier is most likely
to occur if we start
communicating about
certain things that we
are not so
knowledgeable
about.
Impart proper training
to the employees
about product or
service offering.
Tell the employees to
contact seniors
instead of giving
wrong information to
consumers.
No communication An employee is not
able to communicate
with a supervisor on
account of his high
position and strict
attitude.
The lack of
communication leads
to making of
assumptions about
each other.
Do not pay attention
on the fears and
suspicion a person has
about others.
Open a
communication
channel by mail or
text message and ask
for appointment.
Once the employee
starts talking it is
important for him to
realise that he is well
above the initial set of
misunderstandings.
7. Inappropriate mode
of communication
A detailed
communication to the
employee has been
given through a
phone call leads to
waste of time and
This kind of barrier
occurs when the
message has not been
delivered in an
effective manner no
matter how much a
The mode of
communication
should be used as per
the need. This is as
every communication
format serves a
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efforts of sender and
receiver
person tries. specific purpose
which may not be
fulfilled by other
formats.
It is also essential to
get feedback from the
receiver as soon as he
or she receives it.
This should be
followed by laying
emphasis on the
overall tone and
language so that best
information is
conveyed.
Absence of feedback The supervisor
delivers long and
complex sentences
without giving a
chance to employee
for sharing his views.
Feedback ensures that
two way
communications has
taken lace and absence
of it can deter the
overall effectiveness.
It is always essential
to ask the speaker as
to what has been
conveyed to him
rather than directly
asking him have you
understood or not.
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References
Brezina, M. and Smith, A., Yahoo! Inc, 2017. Display of information in electronic
communications. U.S. Patent 9,591,086.
Cornelissen, J. and Cornelissen, J.P., 2017. Corporate communication: A guide to theory and
practice. Sage.
Eaves, M. and Leathers, D.G., 2017. Successful nonverbal communication: Principles and
applications. Routledge.
Girard, J. and Girard, J., 2015. Defining knowledge management: Toward an applied
compendium. Online Journal of Applied Knowledge Management, 3(1), pp.1-20.
Jones, D.F., 2016. Notes on effective communication for managers. Fonds:[2012.0031]"
FLETCHER JONES BUSINESS AND FAMILY RECORDS".
Mishra, K., Boynton, L. and Mishra, A., 2014. Driving employee engagement: The expanded
role of internal communications. International Journal of Business
Communication, 51(2), pp.183-202.
Polonsky, M.J. and Waller, D.S., 2014. Designing and managing a research project: A business
student's guide. Sage publications.
Trevino, L.K. and Nelson, K.A., 2016. Managing business ethics: Straight talk about how to do
it right. John Wiley & Sons.
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