Effective Business Communication Report - ABC University

This report delves into the multifaceted realm of effective business communication, providing a comprehensive overview of key concepts and practical applications. It begins by emphasizing the critical importance of clear communication in fostering a positive work environment, building strong teams, and mitigating the adverse impacts of unclear messaging. The report then meticulously examines the essential elements of active listening, including receiving, understanding, evaluating, and providing feedback, alongside an exploration of different questioning techniques. Various communication styles, such as passive and assertive approaches, are analyzed, with a focus on how communication skills can enhance rapport. Further, the report outlines the factors that contribute to effective telephone calls and written communication. It also covers productive meetings, differentiating between formal and informal agendas, the purpose of meeting minutes, and the responsibilities of a chairperson. Finally, the report explores the art of effective presentations, including visual aids, and problem-solving strategies. This assignment offers a thorough understanding of the skills and strategies vital for success in the business world.

EFFECTIVE BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Explain importance of clear communication and impact of unclear communication to
business.......................................................................................................................................1
1.2 Describe key elements of effective listening........................................................................2
1.3 Explain purpose of different type of questioning..................................................................3
1.4 Explain different communication styles................................................................................3
1.5 Explain how communication skill can be used to develop rapport with others ...................4
1.6 Describe factors that makes a telephone call effective.........................................................4
1M1 Assess own listening skills.................................................................................................5
1M2 Describe key elements of assertive communication and impact........................................5
1D1 Demonstrate effective listening and appropriate questioning skills....................................5
TASK 2............................................................................................................................................5
2.1 Explain importance to organisations of clear, concise and complete written
communication............................................................................................................................5
2M1 Prepare clear, concise and complete written business communications.............................6
TASK 3............................................................................................................................................6
3.1 Explain kinds of non verbal signals they send through their own personal appearance.......6
TASK 4............................................................................................................................................6
4.1 Describe the factors that differentiate a productive meeting from an unproductive one.....6
4.2 Differentiate between a formal and an informal agenda......................................................7
4.3 Describe the purpose and contents of the meeting minutes..................................................7
4.4 Explain how to make a positive contribution to any meeting...............................................7

4.5 Describe the responsibilities of a chairperson.......................................................................7
4M1 Plan an effective virtual business meeting.........................................................................8
4D1 Analyse the characteristics of effective meetings...............................................................8
TASK 5............................................................................................................................................8
5.1 Describe the different work occasions which require information to be presented to others.
.....................................................................................................................................................8
5.2 Explain the characteristics of an effective presentation........................................................9
5M1 Produce a variety of visual aids which can be used during a presentation.........................9
5D1 Prepare and deliver interesting and appropriate presentations..........................................10
TASK 6..........................................................................................................................................10
6.1 Explain the nature of common business problems..............................................................10
6M1 Explain the six step process of analysing a problem and finding the right solution........11
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Effective business communication refers to a two way process in which listening and
speaking are the main aspect that are included in daily business life to market the company at top
within business industry. Effective communication helps in eliminating silos and removing errors
in transferring the information to employees. Due to this people who are working within
organisation are presented as a goal oriented. This report includes the effective business
communication material that is useful for a students in their professional life. For them tutor can
present a material for the induction day so that students can be practices well (Dwyer and
Hopwood, 2019) .
TASK 1
1.1 Explain importance of clear communication and impact of unclear communication to
business
Communication is two way process in which listening and speaking are the two major
aspects to attain the specific objectives within time frame. In this students can present the
importance of communication and impact of unclear communication to organisation within their
induction program that helps in presenting how effective communication at workplace (5
Reasons Why Clear And Effective Communication Is Important, 2020).
Importance of clear communication
Clear communication presented as a significant term within business organisation as per
the student research that can be presented below:
 Develops positive working culture- The heart of working culture is based on effective
communication that means if the employees are clear about what they are doing and what
company is expected from them than it will maximise the productivity and also job
satisfaction which is useful for developing effective working environment. It also
improves efficiency in all the activities that are conducting within business enterprise.
For instance- In Tesco Plc if effective communication by presenting the information to
the employees as per their requirements by the managers than it helps in reducing
frustration and misunderstanding that can develop positivity within working culture.
 Builds effective team- In this the productivity of teams highly based on their actions and
behaviour that they do with each other (Sapkota and Vander Putten, 2018). It is the major
1

importance of effective communication because it builds rapport within team and
boosting the spirit of the team members so that they can reflect the productive working
for company long term survival. For example- In terms of Tesco plc if there is effective
communication can be transmitted within working environment than it will reflects the
clear and structured thinking that enhances the overall understanding so that conflicts can
be reduced and efficiency can be developed.
Impact of unclear communication to business
Unclear communication within organisation is impacted negatively to business within
marketplace. Some impact of unclear communication can be reflected below:
 Stress within working place- Due to unclear communication huge problems related to
conflicts and misunderstanding are to be raised. Because of this no task can be complete
on time that will affect profits and sustainability of business enterprise. For instance- In
case of M&S if manager cannot communicate the task clearly than employees feel
stressed to complete it on time and due to this conflicts are also raised that will affect
productivity (Stadler, 2019).
 Low morale and High turnover- Because of unclear communication within
organisation productivity goes down and in this situation employees are thinking to leave
the organisation. In this student at induction program can present the example of
Morrison where due to unclear communication delays in task is to be presented in this
situation employees feel poor related to their performance that decreased employee
morale. In this manner poor communication impact negatively within company
(O'Rourke, 2019).
1.2 Describe key elements of effective listening
For effective communication listening is highly important and it includes several
elements that can be presented below:
 Receiving- It is an essential element of effective listening. In this a person can highly
focus on listen the content that another person can transfer. In this if there external noise
is to be presented than listener cannot understand the message properly so it is very
prominent to at the time of listening no distraction can be taken place so that effective
listening can be done within organisation (Roshid, Webb and Chowdhury, 2018). .
2

 Understanding- An effective listening presents a good listener that can understand
information clearly rather than convince, change or persuade it by transferring to other
person.
 Evaluating- It is another best element of effective listening in this listener can evaluate
their listening properly. For example- If a person who is good listener has a strong
knowledge regarding the message what they receive then it helps in enriching the
information and present a right and correct meaning that helps organisation to gain
successful outcome.
 Feedback- It is the last element that is useful for effective listening. In this sender can
take the listener feedback so that effective information is to be forward. For Instance-
within an organisation a top authority can send a message to their manager and manager
can send it to leader and dictate to their team mates. After that leader can take the
feedback to their team mates so that task can be done accurately.
1.3 Explain purpose of different type of questioning
There are several types of questions that can be presented by the students to their tutor on
the induction program to making the communication well at work place. Some types of
questioning can be presented below:
 Closed question- This type of questioning is presented a one work answer. To make a
communication well a student can present that within organisation a leader can focus on
taking the yes or no answer regarding what they receive so that task can be completed
effectively without any misunderstanding.
 Open question- In this type of questioning little explanation and elaboration are to be
needed. For example- In this a leader can take this session within their team to examine
their understanding and behaviour related to working culture so that effectiveness can be
maintained and targets can be attained on time (Thompson, 2018).
1.4 Explain different communication styles
There are several communication style that a student can reflects to understand the
importance of communication within organisation. It can be presented below:
 Passive communications- It represent that communication style in which an individual
person agree what other group members want. In this a person avoid to express their
feeling. This type of people cannot respond or react on the hurtful situation.
3

 Assertive communication- It refers to that communication style in which a person can
express their thoughts in polite manner that considered other individual person opinion.
For instance- Within organisation leader is responsible to reflect the respect within team
mates because if leader cannot take the responsibilities of respecting employees than
other people can violate this due to this working culture is to be affected negatively. In
this if a person feel wrong than they can take the stand without hurting other people so
that positivity can be maintained. Due to this message can be communicate effectively.
1.5 Explain how communication skill can be used to develop rapport with others
To develop a rapport with other person especially within organisation several
communication skills are to be used that a student can reflected during their induction programn
to make it effective and efficient (Men and Sung, 2019).
 Firstly and importantly, proper listening is the best communication skill that is highly
useful to build a relation with other which provide positive results to attaining business
objectives.
 Straight talking is the another communication skill that a student can reflect to build a
rapport with others and enhancing proficiency for long term benefits.
1.6 Describe factors that makes a telephone call effective
There are several factors which makes a telephone call effective which can be presented
below:
 Be clear what you want to gain for example- in this a person can make sure about what
type of information is to be gathered so that telephone call is to be done effective. If an
individual is clear what they want to attain than it helps in measuring that the call is
successful.
 Positive tone If a tone of a person on call is rude than it will dissatisfy the listener and
because of this communication on call is fail. For example- If a listener cannot
understand the British language than speaker cannot use British language so that
telephone call is to be done effectively.
1M1 Assess own listening skills
From above explantation an individual person can analyse own listening skills. To
properly pay attention what the speaker are to be speak and avoid distractions. High quality of
4

hearing and attention are the main skill that helps in listening the message properly. Proper
follow up is the main aspect that helps in analysing listening. Strong in presenting what other
have said. All this skills helps in making the induction successful related to effective
communication.
1M2 Describe key elements of assertive communication and impact
The key elements of assertive communication is that a person can use the I statement
when transfer the information related to sharing a experience. Effective use of body language so
that information is to be delivered effectively to other person without hurting the listener
emotions. Using the direct eye contact at the time of conveying the information so that listener
can understand it effectively.
This type of communication increase the person morale to share their thoughts by
respecting the other person beliefs. It will boost the self esteem of an individual person.
1D1 Demonstrate effective listening and appropriate questioning skills
From above analysis it is to be demonstrate that for effective listening a person need to
receive the message without any hindrances. Understand the thoughts that speaker wants to
convey and in this feedback play an important role to making a listening an effective listening. In
this open and closed questioning is very useful to analyse the listening of a person and their
understanding power so that productive results are to be enjoyed.
TASK 2
2.1 Explain importance to organisations of clear, concise and complete written communication
It includes several aspects that presents importance of written communication that can
shown below:
 Establish loyal relationship- Within organisation, written communication is to be done
because it helps in reflecting clear communication due to this loyal relationship is to be
developed (Kim and Ferguson, 2018).
 Offer ease of distribution- Written communication is very useful for business
organisation because it is effective to distribute the work effectively. It helps the workers
to effectively understand what to do and in what manner.
5

2M1 Prepare clear, concise and complete written business communications
In this a business organisation manager can prepare a clear, concise and complete written
business communication for developing the understanding of their employees related to
completing the task so that effective results can be seen within long term survival.
TASK 3
3.1 Explain kinds of non verbal signals they send through their own personal appearance
Facial expression is the essential kind of non verbal signal that a student can send
through their personal experience. A person expressions are to be extremely important to convey
the information impressively (Darics and Koller, 2019).
Eye contact is the another kind of non verbal signal that a student can used to transfer
their information for sharing their personal appearance within the induction programme.
Touch a person can communicate through touch by doing handshake and a warm hug
that helps in showing the presence of a student within induction. It is the another essential kind
that a person can send through their own personal appearance.
TASK 4
4.1 Describe the factors that differentiate a productive meeting from an unproductive one.
There are different factors that differentiate the productive meeting from the
unproductive meeting. For instance differentiation factors of productive and unproductive
meeting can be on the basis of a corporate company are as follows:
 The meeting is said to be a productive meeting when the information and the input are
productive and informative to the members of the meeting. Along with the right approval
a meeting can be a productive meeting ( Garner and Shank, 2018).
 The meeting is done with the people as the right persons are chosen for the carrying up
the meeting leads to a productive meeting for the business.
 To carry up a productive meeting, it is necessary for the person not to carry meetings on
regular basis as it overloads the works of the employees working in the companies.
 There should be planned deadlines for the meeting. So that it can be easy for all the
persons to carry on same page.
6

4.2 Differentiate between a formal and an informal agenda.
The formal and informal can be differentiated as :
 The formal agenda is of informative nature whereas informal agenda does not carry any
specific information.
 Formal agenda involves the involvement of the members of the staff whereas in informal
agenda it is not necessary to have the participation of all the members in the staff.
 Formal agenda can be taken up as a meeting in conference room whereas informal
agenda can be carried informally at a place.
 The information discussion in formal agenda should be carried in a formal ways whereas
in informal agenda the discussion is done informally.
4.3 Describe the purpose and contents of the meeting minutes.
Minutes are the official record of actions that are taken by the board of meetings. The
purpose of carrying up the meeting minutes to have the record of the meeting in a written
manner. As it includes the documenting the group 's adherence in the meeting. The purpose of
minutes meetings is to serve the legal formality of the business ( Marcel, 2019).
4.4 Explain how to make a positive contribution to any meeting.
By taking up an instance of corporate business companies. The contribution that can be
made to any meeting are as follows:
 To be prepared prior carrying out the meeting in the corporate business.
 Convey the ideas with the enthusiasm in front of the staff members.
 The meeting holder should be confident to carry up the meetings
 The meeting holder should be focused on its meeting and should not go beyond the topic.
 The answers to the question asked by the staff member should be done precisely.
4.5 Describe the responsibilities of a chairperson.
The various responsibilities of a chairperson are as follows:
 To run the meetings effectively in order to encourage the decisions in the company.
 There should be a fair and open discussion on the topic and agenda of meeting.
 To direct the commodities in the absence of the corporation.
 To prepare and supervise the preparation of notices, agenda and minutes meetings.
7

4M1 Plan an effective virtual business meeting
To plan a effective virtual business meeting in a corporate business the steps are as
follows:
 The topic and agenda of the meeting is analysed (Abugre, and Debrah, 2019).
 The time duration and venue of the meeting should be fixed.
 The members that are to be called up for the meeting are determined,
 The presentation according to the topic should be prepared for the smooth running of the
meeting.
 There should be preparation done prior for the meeting that is to be carried up.
4D1 Analyse the characteristics of effective meetings.
The characteristics of effective meetings are as follows:
 The meetings should be informative and productive.
 The meeting should be organized well.
 The information that is to be conveyed by the meeting should be relevant and according
to point.
 The meeting should be of collaborative nature in the companies.
 To carry up a business meeting effectively it is necessary to have a relevant agenda for
the meeting.
TASK 5
5.1 Describe the different work occasions which require information to be presented to
others.
There are various work occasion which needs the information to be presented to the
individuals. As to present the ideas and information to the audience as designed it is essential for
the presentor to use different work occasions. For instance for presenting the presentation in
front of the audience the different types of work occasions through which information can be
presented are as follows: Speech of introduction : A speech of introduction introduces the presentor of the
presentation at an event and which inspires the audience to listen to the speaker. Speech
of introduction needs to be in explained manner (Sh and Kh, 2019).
8

 Toast : Toast refers to the brief tribute to a individual or an event. A toast allows the
speaker to acknowledge accomplishments for the future.
 Roast : A roast is a particular kind of toast that is humorous at the honoured individual in
a friendly way. A roast might be provided for someone who has achieved success in his
lifetime.
5.2 Explain the characteristics of an effective presentation.
The main purpose of the presentation is to provide a brief information to persuade the
audience to listen the presentor and create goodwill from that. A good presentation should have
good subject matter and should match with the objective. Some of the characteristics to deliver a
effective presentation are as follows:
 A good presentation should be concise and should be focused the topic of the
presentation.
 To carry a effective presentation, the presentation should have the capability to convey
the information and message to the audience.
 The presentation should be planned prior before its delivery.
 The speaker should have the complete knowledge about the presentation which is
presented by him to the audience.
 To deliver the effective presentation it is necessary for the speaker to state the objectives
of the presentation clearly.
5M1 Produce a variety of visual aids which can be used during a presentation.
There are different visual aids that can used during a presentation. For instance a student
can use different visual ads in his presentation to present it in front of the audience. The different
visual ads through which the presentation can be delivered are as follows: Posters: Posters are the non technological way of presenting the information. Posters
consists of large printed pictures on which the information is printed. Props and models : Props and models are the live objects that can be used to present the
presentation in front of the audience.
 Graphs and charts: Graphs and charts are the pictorial representation of the data and
information which is used by the presentor to include in the presentation to make it
attractive for the audience
9