Analyzing Communication Skills, Methods, and Models in Business

This report examines the crucial role of communication skills within business organizations, highlighting various communication models such as Shanon and Weaver's Information Theory Model and Berlo's S-M-C-R model, alongside different communication systems like optical and radio communication. It discusses various communication methods including written (proposals, reports, brochures), verbal, non-verbal, visual, and electronic methods, emphasizing the importance of both formal and informal communication channels. The report also outlines principles for effective communication, such as objective, consistency, and feedback, while addressing barriers to clarity, understanding, and completeness. It concludes by stressing the vital role of effective communication in preventing confusion and conflicts, and recommends the use of appropriate models to clarify roles and responsibilities within a business.

Communication
Skills for Business
TASK 1

INTRODUCTION
• Communication skills are the
ability or capacity to convey
information to another in an
efficient and effective manner.
• Managers with good verbal, non
verbal communication skills
helps in sharing information
between people within the
organization thereby benefiting
the enterprise.

1. Communication models and
systems used in businesses
Methods of exchanging information between two or more
persons is called communication and the method of
presenting this process by any figures or visual presentation
is known as the model of communication. Both
communication models and processes are related to each
other. Some of the important models are the following:
• Shanon and Weaver's Information Theory Model
• Berlo's model

Cont…
• Shanon and Weaver's Information
Theory Model- This model suggests a
message, which is originated from person
who gets thought or has information who is
sender.
• It includes a transmitter which converts the
message detectable signals interrupted by
noise.
• This is one of the most comprehensive
models of communication and it includes
feedback making it close to the modern
business communication model.

Cont…
• Berlo's model- This model was developed
by David Berlo in 1960, which stresses on
relationships between the sender of message
and receiver.
• Best communication will only be occurred if
two points are skilled. It is an S-M-C-R model
where S stands for Source, M for message, C
for Channel, and R for receiver.
• This model shows that sender transmits
message to receiver through some channel.

Cont…
Communication systems are various processes both formal
and informal by which information is passed between
managers and employees within a business. The commonly
used systems for communication are:
• Optical communication system
• Radio communication system

Cont…
• Optical communication system- In this system,
transmitter converts information into optical signal,
which is in the form of light and it reaches recipient.
receiver then decodes signal and responds according to
it.
• Radio communication system- This works with the help
of a transmitter and a receiver; both equipped with an
antenna. The signals produced with an antenna are
carried through radio carrier waves. Unwanted signals
are separated by electronic filters, which are amplified to
an optimum level.

2. Communication methods and
technology in businesses
Business in today's scenario uses a wide variety of communication methods to
communicate with both internal and external audiences. Though technology has a great
attention and practice, the traditional methods still have value and relevance.
• Written Communication
• Proposals
• Reports
• Brochures
• Verbal communication
• Non-verbal communication
• Visual communication
• Electronic methods

Cont…
• Written Communication- There are many types of written communication used
in businesses to instruct employees on policies, customers about products and
services etc. Writing should be simple and concise manner to make people
understand the message. This type of communication is effective in certain
situations and is widely accepted than other techniques as it offers: Permanency
of record, Understanding complex message, wide application in some areas etc.
• Proposals: They are documents, which outline upcoming projects. It is
prepared by a marketing manager and is submitted to the research and
development department to conduct product research. They are usually one or
two pages long that describe the project steps and tasks in the proposal in a
specific format.

Cont…
• Reports: It is a type of business communication used to inform
employees about several aspects of business. These must be prepared
in a structured format and must also provide a brief introduction to
the report. The key objectives intended for the project, summarized
findings, graphs or charts to clarify complex concepts, summary
highlighting results and a cover letter should be included in a report.
• Brochures: These are literature, which features the products
and services of a business that is used to assist sales process. It can
be of different sizes and shapes with colours, pictures which
characterize commodities.

Cont…
• Verbal communication- It entails the use of words in delivering
an intended message. Oral communication is a form of verbal
communication, which is spoken word, face to face or through
phone, voice chat. Video conferencing and other medium. This is
depended on the clarity of speech, voice modulation, pitch,
volume, speed etc. Meetings, presentations, lectures, workshops
and conversations are some kinds of verbal communications. Good
verbal communication skills of employees of an organization helps
in maintaining business relationships with customers, suppliers
and other stakeholders.

Cont…
• Non-verbal communication- It is the communication by sending and receiving
wordless messages. They convey thoughts and feelings on their own, usually
reinforcing verbal communication. This mainly includes body movements, gestures,
facial expressions, touch, eye contact etc. Manager uses this type of
communication to lead employees and team members and also to communicate
with individuals outside the business.
• Visual communication- It is done through sight such as facial expressions,
gestures, signals, eye contact, chart, map, poster etc. Graphic designing,
illustrations and animations are also included in this type of communication. This is
an effective way for illiterate receiver, helps in oral communication, easy to explain,
assists in quick decision making and prevents wastage of time.

Cont…
• Electronic methods- It is the
transmission of information by use of
advanced techniques like computers,
voice mail, electronic mail,
teleconferencing and private television
networks. Using the modern means of
technology the communication process
have becoming fast and easy. Some
widely used e-communication
technologies are telephone, e-mail, fax,
Telex, video text, internet etc.

Cont…
Formal communication is what which takes place through official channels
in an organization like between managers, employees or superiors and
subordinates. It can be oral or written. The benefits of such
communication are:
• Maintenance of authority
• Orderly flow of information
• Secrecy
• Coordination
• Creation of chain of command

Cont…
Informal communication occurs in an organization without following
any formal lines which usually takes place among workers in
exchanging their views and social needs. It is sometimes helpful in
spreading information through these channels by managers to
understand the reaction of workers. The benefits of such
communications in business are;
• Fast communications
• Fulfils social needs
• Accurate feedbacks

3. Making communication
effective
Communication is the exchange of ideas or messages, and
responses there off. It can be oral, written, pictures, graphs
etc. To make effective communication in business there are
some principles to be applied they are as follows:
• Principle of objective
• Principle of consistency
• Principle of feedback

Cont…
• Principle of objective- The communication must have a clear
purpose or aim and that has to be understood by the
communicator before transmitting the message. It may be to
obtain or gather information, initiate actions and change other
person's attitude etc. A clear understanding of the objective of
communication helps in choosing the mode.
• Principle of consistency- The message to be transmitted
must be consistent with policies, plans, programmes and goals of
an organization. It should not be conflicting with prior
communications and should not create confusion in the enterprise.
• Principle of feedback- Communication is two way process
providing chances for suggestions and criticism. The sender

Barriers of communication
• Barriers of clarity- The message is the main part of all communication so it
is important to make sure that it is clear and understandable. A message can
only be conveyed properly if it is formulated clearly in communicator's mind.
• Barriers of understanding the receiver- Communication's main aim is
proper understanding in the mind of receiver. This knowing of the receiver's
ability and knowledge will make the sender plan and putting of the thoughts
into words for a better transmission of message.
• Barriers of completeness- The message to be communicated should be
adequate and complete, to avoid misunderstanding by the receiver which can
cause delayed actions, poor public relations which all will affect the efficiency
of communication and organization activities.

Conclusion
• In accordance with the findings, it can be stated that
communication plays vital role in business. In situation
when employees lack effective commination, then it
causes confusion and rate of conflict also affects the
business.
• Companies should make use of appropriate models so that
all the workers within the business are able to determine
their roles and responsibilities in effective manner.

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Thank you