Effective Communication Strategies in a Business Environment - Report

This report provides a comprehensive overview of communication within a business environment. It begins by differentiating between internal and external stakeholders and their respective communication needs, followed by an exploration of various communication models, including the Shannon and Weaver model, David Berlo model, and linear model. The report then highlights the significance of feedback, the selection of appropriate media, and the importance of correct grammar and sentence structure in ensuring effective communication. It also discusses planning and structuring communication, strategies to remove communication hindrances, and the role of communication theory and body language. The report further delves into audience adaptation, the use of diverse communication channels, and the impact of communication formats, layout, and style. It also examines written communication, communication styles, and the importance of effective written communication in business, concluding with proofreading techniques to enhance business communications.

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Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1................................................................................................................................................1
1.2................................................................................................................................................1
1.3................................................................................................................................................2
1.4................................................................................................................................................2
1.5................................................................................................................................................3
1.6 ...............................................................................................................................................3
1.7................................................................................................................................................3
1.8................................................................................................................................................4
1.9................................................................................................................................................4
TASK 2 ...........................................................................................................................................5
2.1................................................................................................................................................5
2.2................................................................................................................................................5
2.3................................................................................................................................................5
2.4................................................................................................................................................6
2.5................................................................................................................................................6
2.6................................................................................................................................................7
2.7................................................................................................................................................7
TASK 3 ...........................................................................................................................................7
3.1................................................................................................................................................7
3.2................................................................................................................................................8
3.3................................................................................................................................................8
3.4................................................................................................................................................8
3.5................................................................................................................................................9
3.6................................................................................................................................................9
CONCLUSION................................................................................................................................9
REFERENCES .............................................................................................................................10

INTRODUCTION
Communication refers to the transmission of ideas or content between individuals,
groups, or individuals and groups. Communication refers to the transmission of ideas or content
between individuals, groups, or individuals and groups (Castells, 2013). The aim of this unit is to
develop the knowledge, understanding and skills to communicate in a business environment
effectively which will enable learners to critically analyse and evaluate communication systems
and processes within an organisation.
TASK 1
1.1
Internal stakeholders are individuals within a company, i.e. employees, managers,
directors,investors; alternatively, external stakeholders are those that are outside of but
care/benefit from the performance of the company, i.e. consumers, regulators, investors,
suppliers, etc. The communications of these groups differ and have different objectives
Internal: Communication internally can be less formal due to familiarity between
members of a team if between colleagues. However, it is typically informative in nature,i.e.
regarding sales processes, business requirements/needs, or performance. Internal
communications will be more honest than external due to the need to maintain and improve
business performance on realistic figures (Cavusgil and et. al., 2014).
External: This type of communication is varies largely on what the business wants/needs
from its external audience. In terms of investors, a company would be more honest with figures
than it would with customers/consumers, i.e. margin profits or company performance, in order to
secure money from individuals. Similarly, with regulators companies will be honest in terms of
relevant documents/information due to avoid legal issues.
1.2
Models of communication refers to the conceptual model used to explain the human
communication process.
Shannon and Weaver Model:
This is one of the earliest models of communication and lays out the process of
conversation to evidence what could go wrong from ‘source’ to ‘receiver’ as a message is
'encoded’ and ‘decoded’ by two people.
David Berlo Model:
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In 1960, David Berlo expanded on Shannon and Weaver’s (1949) linear model of
communication and created the SMCR Model of Communication. The Sender-Message-
Channel-Receiver Model of communication separated the model into clear parts and has been
expanded upon by other scholars (Crews and Stitt-Gohdes, 2012).
Linear Model:
It is a one way model to communicate with others. It consists of the sender encoding a
message and channelling it to the receiver in the presence of noise. Draw backs – the linear
model assumes that there is a clear cut beginning and end to communication. It also displays no
feedback from the receiver. For example; a letter, email, text message, lecture.
1.3
Feedback:
Feedback is an important method of ensuring effective communication. It refers to the
confirmation of the idea communicated whether the message has been understood by the receiver
in the same sense in which the sender makes or whether the recipient is agreed or disagreed to
the proposal of the communicator, makes it essential on the part of the sender to confirm it from
the receiver.
Face to face:
In case of face to face communication, it is easier to get feedback information observing
the emotions and expressions on the face of the receiver. But, for written communication, the
management should devise or evolve suitable means and ways for making communication more
effective (Daim and et. al., 2011).
1.4
The problem of selection of the best medium or media for a particular advertiser will vary
greatly, depending on the particular situation, circumstances and different other factors in which
a person is conducting individual business. Media selection involves a basic understanding of the
capabilities and costs of the major media. The problems which the advertising has to face in the
selection of media are:
1.Profile of the target market
2.Coverage or exposure
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3.Frequency
4.Continuity
5.Impact
6.Copy formulation
7.Media cost and media availability.
1.5
The aim of having correct grammar is to ensure what is written is correctly understood.
sentence that contains grammatical errors can be difficult to read and can cause
misunderstandings (Gardner and Laskin, 2011). It is important to use correct grammar whether
writing or speaking to communicate effectively to help people get a better understanding and to
express your communication more precisely and clearly. It is important to use correct sentence
structure in business communications so your writing has variation and isn't all the same. Using a
variety of sentence types can help emphasise different points and ideas. A good sentence
structure allows the communication to be correctly interpreted whereas a poor sentence structure
can be misinterpreted. It is essential to use correct punctuation to enable the communication to be
readable and easy to understand. Punctuation is used in writing to separate sentences and clarify
meaning. An error in punctuation can convey an inaccurate meaning to the one intended.
1.6
When planning and structuring different communication media it is important to consider
how the message you are offering will be taken in. A key consideration is the ability of the
receiver to take on your message i.e. your message should be clear for a reader who may find
reading English difficult who might have English as a second language or suffer from a reading
disability. Consequently, it is important to make sure that any message is as succinct as possible
only relevant and necessary information included within emails or conversations. Other
considerations include the formality of language choices involved in portraying ideas, i.e.
conversations with clients, and the desired outcome of communication (Hansen, 2011). Planning
and structuring communication is key to increasing the likelihood the receiver will understand
the intended message.
1.7
In order to remove hindrances in the way of communication some ways are as follows:
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Use of Simple Language: Use of simple Written communication allows businesses to
communicate developments, expectations and legalities to employees and contacts in the outside
world. While traditional hard copies of written communication in business are still prevalent,
email and online communication has become increasingly common (Hsu and et. al., 2012).
Given the important of written communication, it’s a good idea to understand the basics to apply
best practices to your own business and clear words should be emphasized. Use of ambiguous
words and jargon should be avoided.
Reduction and elimination of noise levels: Noise is the main communication barrier
which must be overcome on priority basis. It is essential to identify the source of noise and then
eliminate that source.
Give Constructive Feedback: Avoid given Written communication allows businesses to
communicate developments, expectations and legalities to employees and contacts in the outside
world. While traditional hard copies of written communication in business are still prevalent,
email and online communication has become increasingly common. Given the important of
written communication, it’s a good idea to understand the basics to apply best practices to your
own business negative feedback. The contents of the feedback might be negative, but it should
be delivered constructively. Constructive feedback will lead to effective communication between
the superior and subordinate.
1.8
Communication theory helps in developing understanding about the technical aspects of
communication. Communication theory uses mathematics and information to develop insights
into the complex nature of the different types of human communication. The role of body
language is intricate to say the least (Li and Peng, 2011). It works in conjunction with verbal
aspects of communication to create a sometimes blunt, sometimes nuanced message. Using open
body language in meetings with clients/candidates is important as it helps to portray an honest
and friendly message something key to creating the foundations for a good business relationship.
1.9
Proofreading is an important component of business communications. Proofreading
eliminates or minimizes the chances of mistakes, removes imperfections, punctuation marks and
looks for grammatical mistakes which makes a bad impact to the reputation & credibility of the
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organization. Below are some proofreading techniques which can be implemented to improve
business communications (Li and et. al., 2011).
 Identify your target audience.
 Focus on Content and Style.
 Keep your language Simple- Crisp Information.
 Proper Formatting.
TASK 2
2.1
When you communicate, your purpose is not what you want to do; instead, it is what you
want your audience to do as a result of reading what you wrote or listening to what you said.
Thus, it involves the audience. To communicate effectively (that is, to achieve your purpose),
you must adapt to your audience. Therefore, you must know your audience. Knowing your
purpose and audience helps determine your strategy. If your purpose or audience is unclear,
clarify it as best you can, possibly by asking others. The purpose depends largely on how your
institution sees the event.
2.2
There’re a lot of different channels you can use to communicate with your audience, but
the right one to use depends largely on what your goals are. If you’re just trying to expand your
visibility and brand awareness, then social media, like Facebook or Twitter, might be the best
(Rose, Hair and Clark, 2011). But if you’re an e-commerce company, than something like
Pinterest or YouTube might be a better option for you, since 68% of people go through YouTube
before making a purchase decision. In a recent study that included 100 companies, about 98 of
them used 3 or more channels to communicate with your audience, so it’s definitely okay to use
more than one channel – in fact, I’d recommend it. That way you know for sure you’re reaching
your entire audience and getting your message out there.
2.3
Businesses commonly use multiple communication formats, layout and style to reach the
widest audience possible when conveying messages. Many small businesses are interested in the
cost of business communication because they may not have large amounts of capital for
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administrative services (Weber and Marley, 2012). Businesses must tailor their message
carefully so the least amount of confusion occurs when individuals receive the message and
interpret its meaning.
 Letters and Memos
 Meetings
 Email
 Social media
 Online Chat
2.4
Written communication allows businesses to communicate developments, expectations
and legalities to employees and contacts in the outside world. While traditional hard copies of
written communication in business are still prevalent, email and online communication has
become increasingly common. Given the important of written communication, it’s a good idea to
understand the basics to apply best practices to your own business. Email has become a common
form of written communication in business because of its rapid delivery, ease of use and ability
to reach large audiences.
2.5
If you want to maximize the effectiveness of your communication with various
audiences, be aware of the different approaches (Weck and Ivanova, 2013). In today's corporate
world, leaders need excellent communication skills. Many are being asked to do more with fewer
resources while also dealing with the stresses of a corporation that is downsizing and/or
tightening budgets. To remain effective, leaders need near perfect communication skills
regardless of their own communication type. 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
 The Mediator
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 The Analyzer
 The Socializer
2.6
Effective written communication is an important aspect of business and personal
communication because it sends messages that are flat, lacking other elements of communication
such as tone of voice, a person’s body language and gestures (Castells, 2013). Written
communication can be confusing, offensive and ineffective if it is poorly written, uses vague
terminology or doesn’t provide concrete definitions for the message attempting to be sent. The
purpose of effective written communication is to send a message with the intention of the
recipient understanding the message and responding to it.
2.7
Being able to meet your deadlines, and deliver on what you have promised is an integral part of
any job. Agree to a reasonable deadline. This is extremely important. NEVER promise to
complete a project by a certain date, if you know upfront that the deadline is not achievable. If
you agree to a deadline, and kept quiet about the timeline not being achievable, you will still be
the one who is going to be painted in a bad light, when you are not able to deliver. If the deadline
is not achievable, open your mouth up front, and ensure that a reasonable deadline is agreed to
up front.
TASK 3
3.1
Communication serves five major purposes: to inform, to express feelings, to imagine, to
influence, and to meet social expectations (Cavusgil and et. al., 2014). Each of these purposes is
reflected in a form of communication. The terms are symbiotic. While audience and purpose are
the writer's main concerns, the way a paper's purpose is offered to the audience lies in the paper's
thesis, the presentation, in writing, of the paper's main idea. The thesis is what connects audience
with purpose and thus deserves much attention (Crews and Stitt-Gohdes, 2012).
3.2
When writing, it is very important to use language that fits your audience and matches
purpose. Inappropriate language uses can damage your credibility, undermine your argument, or
alienate your audience.
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The following is a short overview of the different aspects of using appropriate language.
1.Levels of formality: Writing in a style that your audience expects and that fits your
purpose is key to successful writing.
2.In-Group jargon: Jargon refers to specialized language used by groups of like-minded
individuals. Only use in-group jargon when you are writing for members of that group.
You should never use jargon for a general audience without first explaining it.
3.Slang and idiomatic expressions: Avoid using slang or idiomatic expressions in
general academic writing.
3.3
Successful communication is made up of three parts: the words you use, your tone of
voice and your body language. Take into consideration the fact that your customers are unable to
see your body language through their computer or mobile screen and it’s fair to say that tone of
voice is the major contributor when writing content. A tone of voice is an expression of a
company’s values and way of thinking, and it’s not to be considered lightly. Just how the tone of
your partner’s voice when speaking can instigate hurt feelings, or even an argument, the wrong
tone of voice in your content can also put off potential customers. Tone a voice gives you the
opportunity to advertise your best self (Daim and et. al., 2011).
3.4
Individuals working within a business need to effectively use verbal communication that
employs readily understood spoken words, as well as ensuring that the enunciation, stress and
tone of voice with which the words are expressed is appropriate.
1. Keeping each other informed: we can use verbal communication to disseminate useful
and important information.
2. Asking for help and support: communicating verbally about our problems is the first
step to solving them (Gardner and Laskin, 2011).
3. Making friends: communicating with others can be the start of a good friendship.
4. Expressing ourselves creatively: verbal communication can be the means for expressing
our imagination.
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5. Sharing emotions: we can share emotions as well as factual information with our verbal
communication skills.
3.5
The assurance of your message being understood begins with the message and the
manner of delivery. Here are some general guidelines for assuring that your message is clearly
communicated.
Communicate just one message at a time.
Express your message in clear language.
Use the appropriate media.
 Oral messages should contain minimal content.
Give an example to support your message.
It can evaluate whether message is being understood by one or more of the following:
Ask the receiver: “Tell me what you just heard.”
Ask the receiver to do something in response to the message.
3.6
The Management Standards approach requires the participation and input of different
groups of employees (Hansen, 2011). Effective communications play a vital part in engaging
with employees providing them with timely information and also providing a conduit for their
views. "Open and honest communication was vital to the long term success of the project." The
golden rule is not to use a single method of communication use multiple channels and ensure the
message is rich in content.
CONCLUSION
As per the above mentioned report, it has been concluded that communication is very
important to companies because it allows companies to be productive and operate effectively.
Employees can experience an increase in morale, productivity and commitment if they are able
to communicate up and down the communication chain in an organization.
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REFERENCES
Books and Journals
Castells, M., 2013. Communication power. OUP Oxford.
Cavusgil, S. T. and et. al., 2014. International business. Pearson Australia.
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Crews, T. B. and Stitt-Gohdes, W. L., 2012. Incorporating Facebook and Twitter in a service-
learning project in a business communication course. Business Communication
Quarterly. 75(1). pp.76-79.
Daim, T. U. and et. al., 2012. Exploring the communication breakdown in global virtual teams.
International Journal of Project Management. 30(2). pp.199-212.
Gardner, H. E. and Laskin, E., 2011. Leading minds: An anatomy of leadership. Basic Books.
Hansen, A., 2011. Communication, media and environment: Towards reconnecting research on
the production, content and social implications of environmental communication.
International Communication Gazette. 73(1-2). pp.7-25.
Hsu, J. S. C. and et. al., 2012. The impact of transactive memory systems on IS development
teams' coordination, communication, and performance. International Journal of Project
Management. 30(3). pp.329-340.
Li, J. F. and Peng, J., 2011. Task scheduling algorithm based on improved genetic algorithm in
cloud computing environment. Jisuanji Yingyong/ Journal of Computer Applications.
31(1). pp.184-186.
Li, Q. and et. al., 2011. Towards the business–information technology alignment in cloud
computing environment: anapproach based on collaboration points and agents.
International Journal of Computer Integrated Manufacturing. 24(11). pp.1038-1057.
Rose, S., Hair, N. and Clark, M., 2011. Online customer experience: A review of the business‐to‐
consumer online purchase context. International Journal of Management Reviews.
13(1). pp.24-39.
Weber, J. and Marley, K. A., 2012. In search of stakeholder salience: Exploring corporate social
and sustainability reports. Business & Society. 51(4). pp.626-649.
Weck, M. and Ivanova, M., 2013. The importance of cultural adaptation for the trust
development within business relationships. Journal of Business & Industrial Marketing.
28(3). pp.210-220.
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