Effective Business Communication Strategies: A Detailed Report

This report examines business communication within an organizational context, focusing on two scenarios involving a refusal for a donation and a direct marketing campaign. The analysis reveals the impact of a bureaucratic organizational structure, highlighting issues in downward and upward communication, leading to miscommunication and conflicts. The report then proposes solutions, emphasizing the need for both internal and external communication tools. Internal tools include intranet, personalized chat systems, team sites, and CEO blogs to facilitate information sharing and reduce miscommunication. External communication strategies involve press releases, newsletters, telephone calls, and press conferences to engage stakeholders. The report concludes that implementing these tools will improve communication, increase employee involvement, and contribute to overall organizational success.

Running head: BUSIENSS COMMUNICATION
Business Communication
Name of the Student
Name of the University
Author note

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Table of Contents
Section A....................................................................................................................................1
Scenario 1...............................................................................................................................1
Scenario 2...............................................................................................................................2
Section B....................................................................................................................................3
Answer 1................................................................................................................................3
Answer 2................................................................................................................................4
References..................................................................................................................................7

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Section A
Scenario 1
From,
The Manager,
ABC Company,
Australia
To,
The Manager,
Youth Orchestra,
Australia
Subject: Refusal for fund donation
Sir,
I, the Manager of ABC Company regret to convey to you that your humble request for
donation to the Youth Orchestra has to be denied from our side. We have already invested
many of our funds in buying equipments and recruitment of new staffs. This will increase our
cost for the coming few months and make it impossible for us to incur further investment or
cost. At this moment, it is a lot to ask from us from your side seeing our financial position.
We hope that you will understand our current position of our company because we actually
want good staffs and modern equipments for our company. Thus, we cannot give any
contribution in your orchestra team presently. I would request you to try again for a donation
request in future from our company because I feel we will be financially well stable by that
time.

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I am thankful for the request you made to our company for the donation. Our company
always strives to offer help to youths like you to grow in their respected interest area and
become a better person and motivation for our future generation.
Thanking you.
Yours faithfully,
The Manager
Scenario 2
October 14,
Mr. XYZ
Australia
To,
The Public Awareness Committee,
Australia
Subject: Direct Marketing Campaign
Dear Sir,
Getting unmatched tourism service is something that tourist love while travelling to a
new place. However, getting additional benefits such as unmatchable skiing experience, great
discounts on hotel rate along with additional complementary, wouldn’t it be a great offer?
Just like our tourist, we also understand the products that the customers would like
such as discounts, complementary and package travelling. This is because tourists have to
bear a much low cost while travelling a tourist package such as two nights three days, where
they pay a fixed amount to the tourism company. Thus, Ski Hotel makes sure that the tourists

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get to enjoy their travelling days even during off seasons by taking advantage of such
discounts and offers.
If you are a skiing lover and want a place that suits your budget along with five star
services, then Ski Hotel is the ideal place for you. If you are interest in our products, offers
and services that our hotel offers, you can just visits our official website register yourself and
drop us a message from your login id. You can also give us a call in our number, our
customer help people are available 24X7 for your service for any kind of hotel or offer
related query.
Yours sincerely
Section B
Answer 1
The firm in this case study maintains a bureaucratic structure in its organizational
environment. This means that the functional bodies of the company are only the topmost
managers and board members. Other staffs play no role in the organization. The higher
designated managers of the firm take most of the decisions. The firm in the mentioned
scenario lack in its downward and upward organizational communication. This is because it
is seen that these firms does not maintain good communication pattern and rules for their
employees. Bureaucratic organizational structure has left the power only on some section of
the people while leaving the other staffs to work according to higher designated employees.
However, along with such kind of bureaucratic system the company also face problem in its
communication pattern (Zhang and Venkatesh 2013). Communication lacked a lot between
the managers, topmost staffs and the lower most staffs in the company. This has created a lot
of problems and miscommunication leading to conflicts and mismatch of ideas. The lower

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positioned staffs are never included or asked about their opinion before making any decision.
This has lowered their zeal to work hard and give their best for the organization. The
feedback shared by the staffs at lower positioned are never addressed and are just ignored.
Moreover, there are issues in downward flow of message from the board members of the
company to the low-level employees. This has created a lot of miscommunication of the
correct message. The firm suffered from conflicting norms among the staffs in their decision-
making procedures. This is because every staff is different and has their own views and way
of communicating with the higher employees (Thompson and Lund 2017). Thus, lack of
communication leads to conflict as the low-level staffs does not get a chance to convey their
own ideas and views to the organization effectively.
Answer 2
To develop as an organization the company needs to develop their communication
channel as fast as possible. This is because the aim of the organization and the view that
staffs holds about the company differs due to lack of communication. This has created
unhappy employees that might leave the service if not allowed to take part in company’s
activities. However, the organization should choose separate communication tools for
themselves in their internal and external business environment. External communication tools
will help the company to communicate with their stakeholders. Tools for enhancing internal
communication is the installation of intranet, personalized chat system, team sites, CEO
Blogs. These are some of the channels through which the company can share information
internally. Intranet is the telecommunication facility that will help the managers of all level to
communicate among themselves about the issues put forward by the junior level employees.
Personalized chat system will help every employee of the organization to communicate
directly with each other and this will reduce the miscommunication of messages that prevails
during lack of communication (Ozaeta and An 2014). Team sites are useful for sharing

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information within various teams in the organization related to any new rule implementation
or query. Lastly is the CEO Blogs, which will be accessible to everyone. These blogs will
consist of any new news or announcements in the blogs. Any employees from the
organization can read these without asking the higher employees about any new
announcement. The above-mentioned tools will help in forming a structured communication
tool for the internal environment of the business. Confusions and miscommunication will
lower down which takes place presently in absence of such communication tools.
External communication too play an important role in the organization to help them
communicate with the effectively with their external factors and shareholders. The tools that
company can use for external communication are press releases, newsletters, telephone calls
and press conferences. Press releases help the external partners to know any new messages
that the company conveys to its staffs as well as the customers. it contains newsworthy
information about the company’s ongoing or changing processes. On the other hand,
newsletters are electronic media that company can use in regular basis for sharing
information with their external partners. Telephone calls too are the most useful media to
connect with external people by just calling the clients or shareholders directly regarding any
issue or their consent. Lastly, is the press conference that the company holds with its board
members in order to help them know about any changes being implemented. It helps the
shareholders to know about the change plan that the company is making for its future goals.
The organization hold press conferences to take consent and views of the external partners
regarding any issue or plans that they are making (Wrench 2013). These are some of the
external tools that the company can choose for effective communication. Both the internal
and external communication tools will help the business to get rid of the challenges it is
facing due to lack of communicational activities. The staffs at every level will be involved in

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the company’s activities and feel themselves involved in it. Thus, they will be motivated to
work for the company for longer periods.

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References
Ozaeta, D.E.L. and An, I.L., 2014. Use of Internal Communication Tools among AG&P
Employees. Journal of Education and Literature, 1(1), pp.20-30.
Thompson, N. and Lund, D.A., 2017. Loss, grief, and trauma in the workplace. Routledge.
Wrench, J.S. ed., 2013. Workplace Communication for the 21st Century: Tools and Strategies
that Impact the Bottom Line [2 volumes]: Tools and Strategies That Impact the Bottom
Line (Vol. 1). ABC-CLIO.
Zhang, X. and Venkatesh, V., 2013. Explaining employee job performance: The role of
online and offline workplace communication networks. Mis Quarterly, 37(3).