Business Communication: Models, Methods, and Effectiveness Report

This report on Communication Skills for Business provides a comprehensive overview of communication principles within a business context. It begins by introducing communication models and systems, detailing the roles of sender, encoder, message, channel, receiver, decoder, and feedback. The report then explores various communication methods and technologies, including verbal, non-verbal, visual, and electronic communication, highlighting their benefits and applications. It further discusses strategies for making communication effective, emphasizing principles such as simplicity, clarity, brevity, planning, accuracy, attentiveness, and relevancy. The report also addresses barriers to communication, such as jargon, lack of trust, and cultural differences. Through practical examples like oral communication scenarios and written communication samples (emails, CV, and customer letters), the report illustrates effective communication practices. In conclusion, the report underscores the importance of communication for organizational efficiency and strong customer relationships.

Communication Skills For
Business

TABLE OF CONTENTS
Communication Skills For Business................................................................................................1
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.Communication Models and System used in Business............................................................1
2. Communication Methods and Technology in Businesses......................................................2
3. Making communication effective...........................................................................................3
Barriers To Communication........................................................................................................4
TASK 2............................................................................................................................................5
Oral communication....................................................................................................................5
TASK 3............................................................................................................................................7
Communication in writing..........................................................................................................7
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Communication is the process of sending and receiving messages through verbal or non
verbal means from one person to another. It is the sharing of information between people within
an enterprise which is performed for the commercial benefit of the company. Business
communication is the information share for promoting products and services to customers.
Effective communication is an important tool for any business undertaking as it promotes a good
working relationship among the managers and staff which may increase efficiency and morale.
This project on Communication in business will explain the verbal, non verbal communications,
written, visual and electronic communications to understand and carry out better communication
in the organization.
TASK 1
1.Communication Models and System used in Business
A communication model within an organisation depicts the way the messages will be
send between the sender and receiver. The process allows proper sending of messages within an
organisation resulting in better understanding amongst the two parties of communication. In
general business, the following structure is used :-
 Sender :- is the person from whom the message is sent. They need to ensure that the
delivery of message is correct and no errors are made while sending it to the next step.
 Encoding :- refers to the process of changing the message in a way that it is only
understood by sender and receiver. This message is changed with help of using several
icons, codes, numbers ensuring that only two parties to communication are able to
interpret it.
 Message :- the actual message / information after encoded and ready to be sent to the
receiver.
 Channel Of Communication :- is the medium through which the message will be sent.
This has to very clear mode allowing the receiver to get perfect message. There are
several channels available, company chooses the best option it feels be it mails, letters or
calls.
 Receiver :- through the channel of communication message is received by receiver, he
now tries to decode it in order to understand the message.
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 Decoding :- refers to the process of bringing back message to its original form.
Correcting all the icons, numbers etc. allowing receiver to interpret what sender is trying
to communicate.
 Feedback :- after receiving the message, the receiver send a feedback to sender with the
validation that they have understood the message and will act accordingly.
This system helps the organisation to protect its classified information from all the discrepancies
and maintaining a proper channel for flow of information allowing faster and better completion
of task, resulting in perfect decision taking and attainment of goals of business effectively and
efficiently.
2. Communication Methods and Technology in Businesses
There are several ways in which communication occurs within an organisation :
 Verbal Communication :- when the information amongst the parties to communication
is shared through speech it is referred to a verbal communication. The parties should
ensure that the words spoken during communication are correct and carry relevance
otherwise the communication would become insignificant.
 Non-Verbal Communication :- when the communication amongst parties occur
through body language (kinesics), distance (proxemics), voice (paralanguage), touch
(haptics) this would result in non-verbal form of communication. This mode of
communication becomes highly relevant when there are too many people and message
needs to be communicated to only a few people.
 Visual Methods Of Communication :- When a message is communicated through
signs, graphic designs, films, typography etc. involving some visual. This method is very
handy if population is large and message is common, so a small documentary of sorts is
prepared and put in front of people allowing them to understand the message very
effectively.
 Electronic Method :- there are several ways in which message could be sent from
sender to receiver electronically. Through emails, mobile phones, video conferencing,
instant messaging, fax etc. the message can be delivered easily and at very high speed to
the receiver. Due to the rise in technological advancement businesses are following a
communication which is fully based on technology which makes the business easy to
operate and quick.
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A few notable types of communication with benefits :-
 Benefits of Formal Communication :-
1. Much easier form of communication.
2. Establishing permanent record.
3. Leads to quick accomplishment of work.
4. Maintains ease of co-operation and co-ordination.
5. Mostly free from mistakes.
6. Ease of delegation of authority.
7. Maintenance of discipline.
8. All the information could be used as reference.
 Benefits of Informal Communication :-
1. Acts as alternative system.
2. Is a medium for presenting grievances.
3. Helps in improving relationships within organisation.
4. Recommendation are easily provided.
5. Faster mode of transmission of information.
6. Emotional assistance and relief could be easily provided.
7. Solution to problems is easily provided.
8. Leads to job satisfaction.
3. Making communication effective
There are a few principles to effective communication discussed below :-
 Principle of Simplicity :- which states that message communicated should be simple and
easily understood by the person at the receiving end. To make the communication
effective and efficient the messages that needs to be transmitted must be short, simple
and easy to understand.
 Principle of Clarity :- the text quoted in message should be clear and meaning should be
easily derived from it. The message to be shared between the individuals of a firm must
be with clarity so that the receiver can understand the information.
 Principle of Brevity :- it states that message should be very concise. Reader should not
receive long message which would prove to be lengthy and interpretation becoming
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difficult. Before transmitting a message it should be framed into understandable words by
the source. Making it long and lengthy may find the receiver hard to understand and
follow.
 Principle of Planning :- this states that before sending the message sender should plan
how they intend to send the message, along with its channel of communication and
making sure that feedback is also received. A proper planning must also include the
purpose of transmitting a message so that it can choose the needed mode of
communication.
 Principle of Accuracy :- means that all the information sent through the message is
accurate and no irrelevant data is passed. This would make sure that there is no confusion
in the process. Messages which are to be transmitted must be of good quality and correct
making it easy to follow.
 Principle of Attentiveness :- Effective listening is important in carrying out effective
communication. So, the receiver should be attentive while receiving any message this
would allow in the perfect delivery of message. As communication is also based on the
capability of receiver they need to have good listening and communicating skills to carry
out effective communication.
 Principle of Relevancy :- everything communicated should be relevant, sender should
ensure that receiver is getting relevant and perfect information resulting in successful
completion of task. For that the source of message should ensure that the transmitted
message contains applicable data which the receiver can understand thereby making the
communication a success.
Barriers To Communication
Refers to a situation where message is not transmitted or incorrectly interpreted. It occurs
because of inefficiency of either parties to communication or incorrect channel of
communication.
 Extensive use of jargon's.
 Lack of trust amongst sender and receiver.
 Unclear path of communication.
 Presence of noise amongst the channels of communication.
 Difference in viewpoint / perception.
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 Incapability of sender to form understandable message.
 Change of speech.
 Language Barriers.
 Mental disabilities.
 Cultural differences.
 Ineffective listening.
 Unable to decode message correctly.
 Not providing effective feedback.
 Wrong construction of message.
 Difficulty in understanding accents.
 Physical disabilities.
 False assumptions and stereotyping.
TASK 2
Oral communication
Me: Hello Sir!!!
Customer: Hello, I've tried to reach you many times the response was cold.
Me: I am sorry, for the interruption caused to deliver your product on time.
Customer: I had to take leave from my office to collect my parcel but due to the irresponsible
management team I was not able to receive it.
Me: I apologize for the inconvenience and sorry again on behalf of our customer service. The
unexpected rainfall and bad weather conditions hindered our operations that day as a
reason you were not able to receive your product.
Customer: I agree to your words but you could have delivered the courier on the same day
before ending the working hours of your company.
Me: Sir, I understand your emotion but you could have contacted with our customer support
team on the working hours as the delivery services are available 24 hours on all working
days. You didn't had to take a leave from your job to collect the product as it might have
delivered if requested stating the emergency.
Customer: Sir, sorry from my side I didn't knew about the 24 hour delivery service feature of
your company.
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In accordance with the above made conversation, this is identified that with the help of
effective commutation one is able to make others understand about the conditions that is being
faced. Apart from this, it also enables to develop strong relationship with the customers in
appropriate manner.
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TASK 3
Communication in writing
E-mail:
From: [e-mail]
To: [e-mail]
CC:
Subject: Information on Auditing and budgeting of organization for 2018
Hello everybody, This is to inform the accounts and finance department of AVL company
regarding the auditing and budgeting of the firm that is to be held from March 23 2018. As the
financial year is coming to an end the need of these process are inevitable and for that auditors
and analysts from international firms are invited. In order to bring efficiency and success I
hereby request all of your dedicated support to make it worth. All are requested to come
forward and attend the activity and make it a great success.
Thank you
Regards
Brian Cutler ( CEO)
CV:
Personal Information
Name: Joseph David
Telephone No.: 89794664312
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Email id: [e-mail]
Aim
I will obey all my responsibilities and duties on time. I will give my best to your company.
Professional Qualification
1. BCA
2. MSC INFORMATION TECHNOLOGY
3 Certificate in Programming
4. Code developer in PYTHON and JAVA
5. Training in Java and SQL
Key Skills
1 Programming Knowledge
2 Excellent verbal and written communication.
3. Technical and analytical skills
4. High knowledge in G.K.
Experience
Software developer at Cogcept
Letter to the customer regarding the prize won.
The Ledbury
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127 Ledbury Rd, London W11 2AQ, UK
7 July 2018
Mr.Williams
House no. 27, peace valley
Manchester, London
UK
Dear Mr.Williams,
Congratulations! This is to inform you that you have won the lucky draw of Ledbury
hotel in the competition held on june 2018. As a prize you are eligible for a free buffet lunch at
our hotel and can avail the offer on or before August 31,2018. Thanking for the participation
and valuable contribution to Ledbury.
Kindly, contact with the customer support of our organization to avail the offer prize and for
more details. We expect your continuous visit on our firm and experience a wonderful service.
Thank you
Yours sincerely
Kennedy John
Director, The Ledbury Hotel
CONCLUSION
From the report on Communication in business we can conclude that for carrying out the
operations of an organization effectively and efficiently the need of communication is inevitable.
A properly managed system and controls of communication benefits the employees, managers
and customers greatly. The report have discussed several communication models and processes
which a firm can implement to communicate with different stakeholders and businesses. It also
have discussed about various methods and technologies that can be used for communication in a
business environment. The benefits of formal and informal communications to an organization is
explained in this assignment. Other than this principles of effective communication and barriers
to the same are presented in the report.
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REFERENCES
Books and journals
Arendsen, R., Peters, O., Ter Hedde, M. and Van Dijk, J., 2014. Does e-government reduce the
administrative burden of businesses? An assessment of business-to-government systems
usage in the Netherlands. Government information quarterly, 31(1), pp.160-169.
Bovee and Courtland, 2012. Business Communication Today, 10/e. Pearson Education India.
Collier, B., Blackstone, S.W. and Taylor, A., 2012. Communication access to businesses and
organizations for people with complex communication needs. Augmentative and
Alternative Communication, 28(4), pp.205-218.
Du, S., Bhattacharya, C.B. and Sen, S., 2010. Maximizing business returns to corporate social
responsibility (CSR): The role of CSR communication. International journal of
management reviews, 12(1), pp.8-19.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Helmle, J.R., 2010. Copreneurs and communication: Work-family balance in married couples'
family businesses. University of California, Santa Barbara.
Swani, K., Brown, B.P. and Milne, G.R., 2014. Should tweets differ for B2B and B2C? An
analysis of Fortune 500 companies' Twitter communications. Industrial marketing
management, 43(5), pp.873-881.
Yoon, H., Zo, H. and Ciganek, A.P., 2011. Does XBRL adoption reduce information
asymmetry?. Journal of Business Research, 64(2), pp.157-163.
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