Exploring Effective Professional Communication Strategies

The essay provides a comprehensive exploration of improving professional communication in business settings. It discusses the importance of internal communication policies to foster employee engagement and productivity. Regular meetings and feedback sessions are recommended to align individual tasks with organizational goals. Additionally, it emphasizes the role of training programs to enhance listening skills, emotional intelligence, and assertiveness among employees. For external communication, the essay suggests organized seminars focusing on customer interaction techniques. The use of in-house resources for cost-effective training is advocated, ensuring that staff can effectively manage both internal and external communications. Through strategic approaches and skill development, businesses can significantly enhance their overall communication effectiveness.

Running head: PROFESSIONAL COMMUNICATION
Professional Communication
Name of the Student:
Name of the University:
Author note:

1PROFESSIONAL COMMUNICATION
Section A:
Scenario 1: Letter:
Dear Watson,
We are happy, and delighted that you remembered us, and tried to reach out to us
for seeking financial assistance. We are happy that your business is slowly prospering, and you
are making further room for improvement in your business as well. However, with great regret, I
want to tell you that currently we are facing some financial constraints in our own business, for
which we are ourselves in big trouble. In order to expand our business, we have invested
enormous amount of money for the acquisition of business equipment and appointment of new
staffs. Hence, we are unable to extend any sort of financial help to you. Please be assured that we
have always wished for the success, growth as well as prosperity of your organization, and we
would have been more than happy had we been able to offer you any sort of financial aid.
However, owing to unfavourable circumstances, we are unable to offer you any sort of help.
Nevertheless, all our warm wishes are with you. Moreover, we wish you all the prosperity in the
near future.
Yours sincerely,
(Your Name)

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Scenario 2:
January 6,
Ms Liza Jones
123 Park Lane
Melbourne
Dear Jones,
How are you? Hope you are doing well. We hope that you had enjoyed your skiing
activity during the winter of the last year. We have not heard from you since a long time. Are
you not any more thrilled about skiing and snowboarding? In case you feel that this is not the
exact time to go out on skiing adventure, let us fill your heart with thrill and joy. Lots of
adventure lovers just like you are booking and reserving seats with us for exploring the natural
beauty of the place. You can also avail the adventure of skiing in this summer, as well as
experience the refreshing beauty of the hills and the scenic beauty. Do not hold yourself back
anymore. Come and book us, and do not miss on the opportunity of experiencing the magical
charm of the locality. It would be a pleasure for us to serve you and offer you high quality
service throughout your journey.
Have a good day
Peter Jones
Manager,
Purple Valley Ski Resort

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4PROFESSIONAL COMMUNICATION
Section B :
Question 1:
From the given case study, it is clearly evident that the accounting firm employs the use
of a hierarchical organizational structure, whereby all the employees working in the organization
belong to a specific level in the hierarchy, depending on their designation, with the senior
managers forming the top of the hierarchy, and the subordinate staffs making up the bottom.
Owing to the hierarchical organization structure, the chief problem the company is experiencing
in terms of its communication is the absence of open communication. In order to function
properly, an organization must have open interaction amongst all the staff members as well as
the managers. However, owing to the strictly hierarchical organizational structure, the employees
do not get the opportunity to engage in interpersonal communication, that s clearly impeding the
growth of the company (Miller & Barbour 2014). The next problem here is lack of employee
engagement and feedback process withi the company. Each organization works in accordance
with a set of organizational strategies, a Mission Statement or a long-term vision. While the
organizational strategies are chalked out by the senior managers, and the immediate goals of he
company with regards to annual target or expected revenue growth are clear to the senior
managers, it is important to keep on updating the junior level employees about the same.
Otherwise, the junior staffs may not be able to comprehend the importance of accomplishing a
task at hand. Besides, it may also lad to the loss of employee engagement as well (Karanges et
al., 2015). The next communication issue that has been identified here is the total absence of
feedback. It is highly important for the senior employees to monitor and evaluate the
performance of the junior employees, and provide each one of them with a comprehensive
feedback so that they can understand what more they need to contribute to the organization

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(Schwinn et al. ,2014). Owing to the excessive intervention of the middle managers, the feedback
process gets interrupted, and the junior level staffs are unable to reach out to the senior level
employees as well. The next communication issue here is the complete absence of any business
meeting or interactive session within the company, as a result of which the senior and junior
level employees cannot communicate and understand what job role is expected out of them. The
middle managers do not exhibit effective listening skills, as they do not patiently listen to the
problems experienced by the junior staffs, nor do they try to cooperate with them to listen to their
problems. It is evident here that one-way communication is another big challenge here
(Eisenberg et al., 2013).
Question 2:
Considering the problem of poor communication issue, it is important to recommend
useful strategies to the company for future improvement of its internal communication issue as
well as external communication issue. First of all, for improving internal communication, the
management authority needs to incorporate effective interpersonal communication policies
within the company (Martin & Nakayama, 2015). Consequently, it is recommended that the
manager should conduct a business meeting at least twice a week, and at least two interactive
sessions a month with the junior employees, so that they can communicate the goals and long-
term vision of the organization. This will also help the senior managers to guide the employees
individually how each of their tasks can contribute to the accomplishment of the organizational
goals and realization of the vision (Keyton et al., 2013). Next, it is also recommended that the
company incorporates a new communication policy, whereby the team leads of every
department in the accounting firm, will need to conduct a 20 minute meeting with the employees,
informing each one of them about their daily tasks, and motivating them to accomplish their

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targets most productively. This will help in increasing employee engagement at workplace, and
enhance their commitment towards the company. Next, the middle as well as the senior level
employees will be enrolled in various communication training and communication skill
developing seminars to be funded and organized by the company. Further, the junior employees
often ge penalized for approaching the middle managers and complaining about an issue. This is
the reason why a separate manager will be appointed for the designation of an Operational
Manager who will have his personal email id so that whereby any employee can write a mail to
him, and while maintaining his anonymity can easily get his query or trouble solved. This will
help in eliminating the unnecessary intervention of the middle managers, and will boost
employee morale (Williams, 2013).
In order to improve external communication, the organization will arrange seminars and
training sessions for the staffs. Conferences training the employees the do’s and don’ts of a
effective communication will especially b arranged for those staffs who have to directly interact
with the customers, such as the service desk employees or the customer care executives. Special
training will be provided by the experienced workers of the company, within the organization,
since in-house training will be very inexpensive and nevertheless accessible and effective. The
tools that will be needed in this case are computer, internet communication, an access to
communication skill training websites, a demo classroom. The training session will focus more
on enhancing the listening skills of the employees, promoting their emotional intelligence, while
also training them to become assertive.

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Reference List:
Eisenberg, E. M., Goodall Jr, H. L., & Trethewey, A. (2013). Organizational communication:
Balancing creativity and constraint. Macmillan Higher Education.
Karanges, E., Johnston, K., Beatson, A. and Lings, I. (2015). The influence of internal
communication on employee engagement: A pilot study. Public Relations Review, 41(1),
pp.129-131.
Keyton, J., Caputo, J. M., Ford, E. A., Fu, R., Leibowitz, S. A., Liu, T., ... & Wu, C. (2013).
Investigating verbal workplace communication behaviors. The Journal of Business
Communication (1973), 50(2), 152-169.
Martin, J. N. (2015). Revisiting intercultural communication competence: Where to go from
here. International Journal of Intercultural Relations, 48, 6-8.
Miller, K., & Barbour, J. (2014). Organizational communication: Approaches and processes.
Nelson Education.
Schwinn, M., Zhao, J., Wang, B. and Lu, J. (2014). Trust in the Workplace: Analysis and
Recommendations.
Williams, C. (2013). Principles of management. South-Western Cengage Learning.