Business Communication Environment: Stakeholder Analysis Report

This report provides a comprehensive analysis of business communication within the context of BBC. It begins by examining the communication needs of both internal and external stakeholders, highlighting the differences in their requirements. The report then delves into various communication models that support administration, such as the Shannon-Weaver and Schramm models, and assesses the effectiveness of different communication systems, including telephone and email. Factors influencing the choice of communication media are discussed, along with the importance of proper grammar and sentence structure in business communication. The report also explores strategies for overcoming communication barriers, the use of communication theories and body language, and proofreading techniques. Furthermore, it analyzes the purpose and audiences of communication, appropriate communication media, and the design of formats and layouts. The report also addresses agreed business practices in writing and adapting communication styles for specific audiences, along with verbal communication skills. The conclusion summarizes the key findings and recommendations for improving communication practices within BBC.

Communication in Business
Environment

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Analyse the communication needs of internal and external stakeholders.............................1
1.2 Different communication models that support administration..............................................2
1.3 Effectiveness of various communication system..................................................................2
1.4 Factors that affect the choice of communication media........................................................2
1.5 Importance of using correct grammar, sentences etc. in business communication...............3
1.6 Factors which consider in planning and structure of various media.....................................3
1.7Various ways of overcoming barriers to communication......................................................4
1.8 Use of communication theories and body language.............................................................4
1.9 Proof reading techniques for business communication.........................................................4
TASK 2............................................................................................................................................5
2.1 Purpose and audiences of the information to be communicated...........................................5
2.2 Communication media which appropriate for audiences with relevant information be
communicated.............................................................................................................................5
2.3 Design appropriate format, layout and style for which information get communicated......5
2.4 Agreed business practices when communicating in writing.................................................6
2.5 Adaptation of suitable style, of communication for specific audiences................................6
2.6 Present written communication with clear relevance and suitable grammar........................6
2.7 Meet agreed deadlines when communicating with others....................................................7
TASK 3............................................................................................................................................7
3.1 Nature, purpose, audience and use of information to be communicated..............................7
3.2 Use of language which is correct and appropriate for audience needs.................................7
3.3 Use of appropriate body language and tone of voice to reinforce message..........................8
3.4 Determine the meaning and implications of information that is communicated verbally....8
3.5 Confirm a recipient has understand correctly about what need to communicated................8
3.6 Respond in a way which is appropriate for situation compiling with policies and standard 8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Communication is an essential component of business through which objectives and
targets get accomplish in an appropriate and effective manner (Bovee, Thill and Raina, 2016). It
is essential to determine benefits of suitable communication by using relevant model and style as
well. This will support in bring positive aspects so that effective gain get promoted. This project
is based on BBC whom need to implement effective communication chain to deal with dynamic
business environment properly. In this project, various business communication models, system
and process get evaluated. Moreover, another thing is to learn communication through writing in
business practices as well as learn properly the importance of verbal communication in an
association.
TASK 1
1.1 Analyse the communication needs of internal and external stakeholders
There are mainly two kinds of stakeholders in business get determine whom need to
better understand by business properly (Gorur and Mulukutla, 2017). Thus, their communication
needs also get vary from each other which need to get understand by BBC properly for effective
working and results.
Internal stakeholders: These are individuals within a company, i.e. employees, managers,
directors, investors etc.
External stakeholders: These are those that are outside of but care/benefit from the performance
of the company, i.e. consumers, regulators, investors, suppliers, etc.
Every stakeholders have a definite needs of communication which need to better
understand by business in order to gain appropriate outcome. Thus, objectives of these
communication also get vary.
Internal External
Correspondence inside can be less formal
because of commonality between individuals
from a group or between partners. Inward
correspondences will be more legitimate than
outer because of the need to keep up and
enhance business execution on sensible
This sort of correspondence is changes to a
great extent on what the business needs/needs
from its outside crowd. As far as speculators,
an organization would be more legitimate with
figures than it would with clients/customers
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figures.
1.2 Different communication models that support administration
Business success arise with use of appropriate and suitable and it is consider as key
element for success (Sekaran and Bougie, 2016). There are various models get evaluated in a
business which need to understand by managers of BBC so that suitable gain get promoted.
Various models of communication which support administration of BBC stated as follow:
Shannon and Weaver Model Of Communication (1948):
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.
Schramm’s Model (1954):
This simplistic model, showing that encoding and decoding is not a one-sided process and that
by converting ideas into words humans are constantly encoding and decoding messages to be
decoded and encoded again.
1.3 Effectiveness of various communication system
It is essential for an organisation to determine the effectiveness of various communication
system so that better and suitable gain get enhance (Caetano and et. al., 2016). BBC need to
evaluate the effectiveness of various communication system so that chances of better and
suitable gain get promoted.
Telephone;- Telephone calls are one of the most common forms of communication used in
business. In my work this is one of the most valuable forms of communication as by using tone
ensure clients/candidates understand the messages discussed, as well as ask more questions for
quick and comprehensible answers helping me in my work.
Email;- Comparatively to telephone calls, email is entirely written, resulting in a lack of verbal
ques and limited understanding of objectives such as personality or attitudes. Consequently,
smaller questions or details can be missed as a result of the limitation of this communication
method. However, from my experience in recruitment, written messages allow for a large
amount of information to be offered to a party and appropriate information to be gathered.
1.4 Factors that affect the choice of communication media
When deciding which communication media to use it is important to consider what
message you are trying to get across/receive. For large amounts of information email is the best
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choice as it is able to hold a large amount of written text and some documentation. When looking
to describe and to discuss, telephone or face-to-face are better choices as they allow the use of
senses within conversation i.e. tone (hearing), body language (visual), as well as ensuring the
understanding of both parties due to quick feedback (Joyce and Paquin, 2016). Telephone calls
are typically better when looking to discuss large amounts of information or to save time. Face-
to-face meetings are good with clients for initial meetings, or candidates following interviews, to
gather key information and make a lasting impression
1.5 Importance of using correct grammar, sentences etc. in business communication
Business communications are important to the impressions made between internal and
external stakeholders as well as the messages expressed (Ferraro and Briody, 2017). A key
example of this in role would be email communications which use to first introduce appropriate
candidates to roles. These emails must been engaging, as to grab the attention of the reader,
structured comprehensibly to include key information, formal in nature and written in good
English including spelling and grammar as to make a good impression and a clear message for
the reader. If unclear of details, a candidate may be turned off by a role or time may be wasted
clarifying information typically appropriate candidates will get a lot of emails/messages daily
and so it is important that time is spent making it clear for them to assess if they should return
contact through the structuring and content of the first email sent to them. This importance
carries through to other methods of communication with similar reasoning the most important
thing is to ensure the correct message is expressed.
1.6 Factors which consider in planning and structure of various media
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. Planning and structuring
communication is key to increasing the likelihood the receiver will understand the intended
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message. BBC need to consider all these consent properly when planning and structure of
various media consent get determine properly.
1.7Various ways of overcoming barriers to communication
Barriers always arise in every business which need to understand by managers of a
company properly so that effective and suitable gain get estimated (Gaspar and et. al., 2016).
Thus, these barriers get overcome by apply suitable and relevant method. BBC need to determine
various ways through which overcome from communication barrier get done. Difference in perception: Over the phone and particularly over email it can be difficult to
ensure that the receiver has understood a message as intended, furthermore, they can
disagree on certain elements and so it is important to address these ideas to ensure
understanding between both parties.
 Cultural differences: Differences in cultural backgrounds typically alter body language,
attitudes, and tone of voice in response to ideas. In my role, it is important to stay open-
minded, as not to discriminate, and to ask questions to candidates/clients to ensure
understanding, i.e. asking to a party clarify/expand on ideas asking questions such as this
makes sure that you will understand the viewpoint of the other party.
1.8 Use of communication theories and body language
Berlo’s theory of communication: It takes into account the importance of senses, and therefore
body language as viewed by a receiver, in the deliverance of a message. Similarly, it can be
argued that the ‘interference’ of Schramm’s model could include such things as body language.
Understanding the body language, similarly to tone in a telephone conversation, is a key aspect
to how a message is created and taken in (Yousfi and et. al., 2016). For example, closed body
language can suggest that someone is uncomfortable, nervous, or judgemental, i.e. hunching,
crossing arms, etc., whereas,open body language is a good indication of agreement, honesty, and
friendliness, i.e. expressive hand gestures, a lack of physical barriers, and relaxed body
positioning. 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 Proof reading techniques for business communication
There are many proof-reading techniques used in business: key examples include peer
review,software review, and self-evaluation. Proof-reading is important in business as
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communications are commonly the foundation for the opinion of a client or candidate of you and
your business therefore, creating a professional message is important to ensure positive feedback.
During this, individual commit many emails to candidates and clients. At first these were
reviewed by my mentor to ensure that understood the quality expected in the emails and attached
documents. Once understood the standard required for these documents and communications, it
is essential to review the whole work properly so that suitable information get deliver to ultimate
external stakeholders of business.
TASK 2
2.1 Purpose and audiences of the information to be communicated
One of a major thing is to understand the purpose and audiences to whom information get
communicated in an appropriate manner (Schlesinger and Rahman, 2016). BBC need to
understand the purpose properly so that suitable and relevant data need to get transfer from one
person to another.
Collecting
people
 Consider will identity perusing your work. Plan to utilize the dialect and
style that you feel your peruser will expect.
Purpose  Start by understanding your motivation for composing.
 Consider what it is you need your written work to accomplish or achieve.
2.2 Communication media which appropriate for audiences with relevant information be
communicated
The decision of channel isn't basic; for an unpredictable correspondence program, you
may need to work with experts, for example, advertising or showcasing correspondence
specialists.
 Utilize channels, for example, notices, email or short messages via web-based networking
media, for example, Twitter to convey a straightforward message, for example, a value
change or new item declaration.
 Discover the activity titles of the general population who settle on or impact choices
about obtaining the kind of items supply. Survey the media data packs of magazines and
daily papers that claim to achieve target gathering of people.
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2.3 Design appropriate format, layout and style for which information get communicated
Businesses commonly use multiple communication formats to reach the widest audience
possible when conveying messages (Rajendran and et. al., 2016). Each communication format
offers advantages or disadvantages depending on the message being delivered and the
individuals receiving the message. Also, different communication formats may cost more than
others. Many small businesses are interested in the cost of business communication because they
may not have large amounts of capital for administrative services. Businesses must tailor their
message carefully so the least amount of confusion occurs when individuals receive the message
and interpret its meaning. BBC need to design an appropriate format, layout and style as well so
that managers become able to communicate relevant information to all their stakeholders in an
appropriate and effective manner.
2.4 Agreed business practices when communicating in writing
BBC management need to speck and talk with their stakeholders in an appropriate frame.
If they are continuously in spotlight then requires a specific open range of abilities.
 Keep a decent comical inclination
 Be relatable
 React in an opportune way.
 Effectively tune in
 Underscore key focuses through reiteration
2.5 Adaptation of suitable style, of communication for specific audiences
Informal, easygoing, and formal written work are distinctive styles with their own desires
and results. The style of keeping in touch with you utilize relies upon your expectations, your
medium, and your gathering of people. Casual dialect is comparative, and alludes to the dialect
we use to speak with family and dear companions. Informal dialect incorporates slang and
vernacular. Formal dialect is utilized as a part of business interchanges, and is utilized when you
need to seem to be proficient and definitive.
2.6 Present written communication with clear relevance and suitable grammar
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. Written communication can be
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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. Effective written
communication should use appropriate spelling, punctuation and grammar.
2.7 Meet agreed deadlines when communicating with others
It's important to meet deadlines because it saves time, money, and resources and we
always want to be ahead of our competitors. The purpose and benefits of meeting deadlines are
you save on the financial things like cutting costs, and saves you precious time. If deadlines
aren't met, you spend more money on the work that is pending completion and it affects the
overall turnover thereby affecting your budget drastically. Some of the benefits for BBC are
stated as follow which need to include by managers in an appropriate manner:
 Keeping Clients Happy
 Enhancing Employee Morale
 Good Business Credit
 Good Vendor Relationships
TASK 3
3.1 Nature, purpose, audience and use of information to be communicated
When conveying in a workplace, the nature is to impart truthfully, in briefly and in an
effectively edible style (Bovee, Thill and Raina, 2016). In the event that a man is imparted non-
verbally, e.g. a letter, the data should be pertinent, exact and be displayed professionally.
Realizing what is attempting to be accomplished from a discussion is fundamental for a fruitful
discussion. person's need to ensure that the data which is depicting or that is being depicted is
exact.
3.2 Use of language which is correct and appropriate for audience needs
Among the top ways to building sound relationships with customers is effective
communication and this is possible when a company is able to tailor its messages to suit the
target audience (Mayfield and Mayfield, 2016). It is imperative for a company to ensure that the
language and tone for customer communication aligns with the customer’s expectations and the
culture of the company. When customer communication is effective, it would engage the
audience quickly and produce optimal results.
Since every company would have all kinds of customers, adapting language and tone for
customer communication is quintessential to the success of its communication strategy. The aim
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of every communication should be to achieve certain goals, get across to a target set of
customers, and help customers to get valuable information, which they can use to their benefit.
3.3 Use of appropriate body language and tone of voice to reinforce message
At the point when a man attempting to strengthen messages, their non-verbal
communication and manner of speaking will help this (Jansen and Riemer, 2018). Manner of
speaking should be direct to low and the speed of what they are talking should be sufficiently
moderate with the goal for it to be clear and straightforward. When conveying verbally, non-
verbal communication will be evaluated. Keep act high with shoulders back, give immediate,
strong eye to eye connection and grin. Likewise utilize intentional and ponder hand signals and
these will make seem sure and fascinating.
3.4 Determine the meaning and implications of information that is communicated verbally
The sharing of information between individuals by using speech. 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.
Verbal communication is not just about how you communicate your thoughts, responses
and ideas effectively, it is vital for developing a business and forging relationships with
colleagues, customers and suppliers.
3.5 Confirm a recipient has understand correctly about what need to communicated
It is critical that we affirm that what we have been imparting has been caught on. A
method for judging this while having a vis-à-vis discussion would be by watching the
individual's non-verbal communication as you talk and by addressing all through (Brewster and
Hegewisch, 2017). With all types of correspondence, toward the end relatively like a conclusion,
you could aggregate up by and large what has quite recently been talked about as an illumination
of comprehension.
3.6 Respond in a way which is appropriate for situation compiling with policies and standard
In many cases, while doing communication on phone, data can be misinterpreted because
of the speaker's voice. Here, it should be noticed that person is able to talk comfortably on phone
or their voice may shiver. shivering can change the manner of speaking to make sound
neighbourly and this may disturb the whole conversation as the listener will be able to
understand anything and thus the company may have to loose their clients in such cases. So, the
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person who is talking should be relaxed so that whatever they are saying is conveyed and
understood properly by the listener.
CONCLUSION
It get concluded from the project that business communication is important in every
association through which management become able to accomplish all their objectives and
targets properly. It is important for an association to consider all their stakeholders properly
through which business become able to deal with various changes causes properly. There should
be a clear process in which whole data get included properly and transfer properly by using and
applying relevant techniques like written method or verbal tool.
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REFERENCES
Books and Journals
Bovee, C. L., Thill, J. V. and Raina, R. L., 2016. Business communication today. Pearson
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da Associação Portuguesa de Sistemas de Informação (Vol. 1, No. 1).
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Francis.
Gaspar, J. and et. al., 2016. Introduction to global business: Understanding the international
environment & global business functions. Nelson Education.
Gorur, C. and Mulukutla, R., Jda Software Group, Inc., 2017. Customizable state machine and
state aggregation technique for processing collaborative and transactional business
objects. U.S. Patent 9,665,893.
Jansen, D. E. and Riemer, M. J., 2018. The importance of emotional intelligence in intercultural
communication for the global engineer. In Proc. 6 th Baltic Region Seminar on Engng.
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Joyce, A. and Paquin, R. L., 2016. The triple layered business model canvas: A tool to design
more sustainable business models. Journal of Cleaner Production. 135. pp.1474-1486.
Mayfield, M. and Mayfield, J., 2016. The effects of leader motivating language use on employee
decision making. International Journal of Business Communication. 53(4). pp.465-484.
Rajendran, M. and et. al., 2016. The Relevance of Communication Skills to the Technical
Students in the Colleges of Engineering and Technology-A Study. Indian Journal of
Science and Technology. 9(19).
Schlesinger, P. A. and Rahman, N., 2016. Self-service business intelligence resulting in
disruptive technology. Journal of Computer Information Systems. 56(1). pp.11-21.
Sekaran, U. and Bougie, R., 2016. Research methods for business: A skill building approach.
John Wiley & Sons.
Yousfi, A. and et. al., 2016. uBPMN: A BPMN extension for modeling ubiquitous business
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Online
Importance of Verbal Communication in Business. 2018. [Online]. Available through:
<https://bizfluent.com/info-7876762-importance-verbal-communication-business.html>.
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