Report: Effective Communication in Business Management (Qualifi)

This report delves into the crucial role of effective communication within organizations, examining various aspects such as interpersonal, internal, and external workplace communication. It explores the importance of communication practices and systems in ensuring that organizational policies and procedures are understood and followed, as well as how ideas and new initiatives are shared. The report evaluates different communication practices to achieve workforce commitment to organizational change and analyzes communication barriers while proposing solutions. It further investigates interpersonal communication styles, provides evidence of personal interpersonal communication skills, and suggests approaches to improve personal communication. The report also identifies how management can support teams to communicate effectively and evaluates organizational practices and communication tools that support effective internal and external communications. Finally, the report outlines plans for improvements in workplace communications and their implementation.

qualifi level 4 diploma in business management

Table of Contents
INTRODUCTION.................................................................................................................................2
Communication:....................................................................................................................................2
Organization:.....................................................................................................................................2
Organisational Communication:........................................................................................................2
Personal communication:...................................................................................................................3
Interpersonal communication:...........................................................................................................3
Internal workplace communication:..................................................................................................3
External workplace communication:.................................................................................................3
Assessment Question 1........................................................................................................................4
1.1 Understand the importance of effective communications in organisations..................................4
1.2 Identify and explain communication practices and systems that allow organisation policy and
procedures to be understood and followed; and how ideas, new initiatives and developments can be
shared................................................................................................................................................5
Communication practices:.................................................................................................................5
Communication Systems:..................................................................................................................5
1.3 Evaluate how workforce commitment to organisational change can be achieved using different
communication practices...................................................................................................................7
Workforce commitment:....................................................................................................................7
Organizational change:......................................................................................................................7
Communication practices..................................................................................................................7
1.4 Analyse communication barriers and weaknesses and remedies to such problems......................9
Communication barriers....................................................................................................................9
2.1 Explain interpersonal communications and communications styles....................................11
Interpersonal communication:.........................................................................................................11
Communication styles:....................................................................................................................11
2.2 Show awareness of personal interpersonal communication skills and provide evidence of
your skills including presentation style, meetings management and networking.....................13
Presentation styles:..........................................................................................................................13
Meetings management:....................................................................................................................13
Networking:.....................................................................................................................................13
2.3 Apply approaches to improve personal communication style..............................................15
Personal communication style:........................................................................................................15
3.1 Identify and explain how management can support teams and other groups, departments or
sections within and outside an organisation to communicate effectively.......................................16
Management:..................................................................................................................................16

3.2 Investigate organisational practices that support internal and external workplace
communications..............................................................................................................................17
Organisational Practices:.................................................................................................................17
3.3 Evaluate communication tools, approaches and practices that support effective internal and
external communications................................................................................................................18
Communication tools:......................................................................................................................18
Communication approaches:............................................................................................................18
Communication practices:...............................................................................................................18
3.4: Plan improvements in workplace communications and implement the plan.........................19
Workplace improvement:................................................................................................................19
Conclusion......................................................................................................................................20
References..........................................................................................................................................21

INTRODUCTION
Communications in organisation.
Communication :
For communications to take place, we have the sender and the receiver. The interactions
among them for transmitting or exchanging ideas or information can be generally
characterized as communication.
Organization:
An organization is a group of members who work together to accomplish the goals and
objectives set. Each individual has their own duties and responsibilities which they need to
abide for the proper functioning of the organisation.
Organisational Communication:
Communication in an organisation refers to the passing of information across a corporate
network of management and employees though formal and informal methods.
Personal communication:
Personal communication also known as intrapersonal communication, is the conversation
that we have with no one else but ourselves. In other words, it is the communication that we
have in our mind.
Interpersonal communication:
Personal communication is exchanging information between individuals especially between
two people or more. It can be though different medium such as emails, telephone calls, SMS
among others.
Personal interpersonal communications require a lot of practices, feedbacks, and knowledge.
It may not be always verbal but though expressions, gestures and body language. To develop
effective personal interpersonal communication, one must be able to actively listen and
maintain eye contact with the speaker. It is important to be assertive as well. Expressing
oneself and others will help to develop good working relationships and also advance in
career.
Internal workplace communication:
The internal workplace communication is the interaction of exchanging ideas or sharing
information among of a group of individuals inside an organisation. They are responsible for
the effective flow of information and cooperation within the organisation.
External workplace communication:
External workplace communication is the interaction and exchange of ideas outside an
organisation be it with suppliers, shareholders and customers.

Assessment Question 1
1.1 Understand the importance of effective communications in organisations.
In this modern era, it is very common to come across a job advertisement where the
eligibility criteria are ‘good communication skills. It is a great asset to a company, and it is a
talent that may help people stand out from the crowd when applying for jobs. Therefore, we
understand that for proper functioning of any organisations, effective communication is the
key.
Communication is not just the language, but it involves visuals and gestures among others
since it aids in the identification and evaluation of various courses of action. Organizations
frequently encounter a variety of problems. Effective communication may help to reduce
difficulties and boost productivity.
Speaking is one of the most important aspect of effective communication. The ability to
communicate effectively at work may boost overall productivity and help to build a strong
team. This happens when all individuals are involved. Employees are statistically more likely
to bring their ideas to the table if they are allowed to openly share their thoughts without fear
of criticism or persecution. Giving everyone a chance to speak will develop their speaking
skills. Innovation is highly dependent on communication, and an organization that fosters it is
significantly more likely to be progressive. Employees will be more interested in cooperating
and finding the best answer altogether if they consult with each other and consider the
opinions of others. When a team fails to communicate, the organization suffers as a result.
Listening is one of the most important components of communication and it demonstrates
respect. If we listen well to what the sender is trying to say, we will be able to understand
information. Also, every employee must be free to express and communicate accordingly and
listeners should avoid being judgemental. This will develop good working relationships with
employees through fair communication. So, they can trust the management and therefore
being in a good working environment. To accomplish so, management must pay attention to
employee opinions and incorporate their suggestions and opinions.
Observing is also part of communication. Although it is a non-verbal communication,
messages and information are While many people ignore this fact, employees tend to observe
a lot in their working environment. Good examples, as we all know, come from above and
when managers are good communicators, delegating duties, managing disputes, and
motivating people, all critical roles of a manager become a lot simpler. Employees will be
somehow influenced and tend to imitate their seniors to enhance their communication skills.
It is not just to communicate but also empowering them to communicate with one another.
Thus, Employees are more motivated when they are informed and clarified about the task at
hand, how they are conducting the work, and how to improve their performance if it is not up
to par.

1.2 Identify and explain communication practices and systems that allow organisation policy
and procedures to be understood and followed; and how ideas, new initiatives and
developments can be shared.
Communication practices:
Communication practices are activities that are conducted to maintain communication flow
within an organisation. Such activities are presentations, public speaking, reading and even
sharing of ideas.
Communication Systems:
Communication system is the exchange of information between two points for successful
transmission of ideas among individuals.
One of the best communication practices in the workplace is using the internal
communication strategies. The way in which a message is conveyed is just as essential as the
content itself. It is a fundamental part of an organization's endeavour to retain employee’s
engagement and keep everyone focused on what matters most. The aims, beliefs, and
practices of a company make up its culture, and in today's market, business culture may help
any firm gain a significant strategic edge. However, if the firm fails to properly communicate
these aspects of its culture, it will lose its competitive edge and leads to staff demotivation.
Ensuring policies and procedures are clearly conveyed is crucial to any organisation. Thus,
it’s critical for upper-level management to first gather information, plan, understand and then
follow rules and procedures for them to communicate effectively to employees. It is
important to make a clear, precise, and well-crafted internal communication plan which is
easy to understand. Different methods of communications can be used to transmit
information; be it verbal, non-verbal or visuals. Therefore, it is important to select the best
medium, for internal communication to be successful.
Communication practices are not the language or delivering of information. In other words,
this entails not just verbal communication but also the use of visual elements to deliver
information, as well as, in certain situations, the use of technology. A simple platform
communication software and systems that employees are willing to use can be created. This
will enable employees to understand and follow company policies and procedures. Bearing in
mind that the platform should be user friendly and that messages are clear and directive. A
hard copy can also be given to employees where they can have an intrapersonal
communication and further have a discussion.
Last but not least, Managers' attitudes are more likely to be adopted by other employees when
they take rules and procedures seriously and consider them as an important aspect of the
organization's operation. Helping a team experience it through activities helps all staffs to be
on the same page much faster than just sitting and reading to understand or describing it. This
is an innovation which many organisations can adapt in the nearest future. One example
could be a case scenario where a staff needs to put himself in the shoes of a company
director/ manager to communicate on policies and ensure the team is being compliant. Sadly,
team building is a strategy that not many companies apply due to fast paced working
environment. Learning opportunities, cross-training, and any other interactive strategy

definitely improves an employee's overall growth and adhere to new policies of an
organisation.

1.3 Evaluate how workforce commitment to organisational change can be achieved using
different communication practices.
Workforce commitment:
It is a person's sense of responsibility for the aims, mission, and vision of the organization
with which he or she is engaged.
Organizational change:
Organizational change is when an organisation decides to change or modify its structure,
policies or even to add to its core values to adapt to the work market.
Communication practices: when sending or receiving information, the ability to capture that
information and translating to someone else can be defined as communication practices. This
involves listening, talking, performing, reading, and writing.
It is beyond dispute that high levels of employee satisfaction in a business are linked to their
dedication and engagement at work. This leads to improved business performance, which
leads to higher profitability, productivity, staff retention, and an overall better work
environment. On top, perseverance, hard effort, and devotion are required for most great
achievements in our life and these characteristics do not appear overnight. They are acquired
throughout time. The same is applicable to companies; if a company expects its personnel to
perform extremely well, the organisation must establish a good work environment that
encourages devotion to the task at hand. For this to happen, different communication
techniques can be used to increase employee commitment to organizational change.
The workplace is an ever-changing environment, and many employees are not adapted to
change which leads to demotivation and frustrations. Everyone needs personal guidance in
our lives to bring us on the right track and committed employees needs a leader that will
guide them. Therefore, it is essential that managers or supervisors increase internal
communications during times of change. It can start with a simple email to relevant parties
and further set up a meeting for further discussion or individually to ensure compliance. It is
very important to be straightforward and explain why the change is essential, what will
change, what will remain the same, and what measures all workers will need to take to ensure
that they comply with the new criteria. To receive the correct information, it is essential to
actively listen. In this way, employees will be cleared of any doubts on their leaders and on
the organisation.
Many organisations throughout the world, for example, are currently dealing with challenges
caused by the coronavirus (COVID-19) and a momentarily stopped economy. Many firms
have been obliged to conduct fast organizational transformation projects, such as adopting
remote work, to withstand this unexpected disruption to business as usual. It is important to
communicate that the company is there for them.
In addition to explaining the initial change endeavour, it's imperative to let staffs know that
there are tools available to assist them with the transitions, so they don't feel overwhelmed or
confused. They can for example make a simple live presentation for the new company’s
vision or even their new aims and objectives and further elaborate with visuals on what is
expected from them. This will enable staffs to understand the new change and new way of
working in to keep productivity up the market and keep up with their performances. Also, an

online platform should be created for discussions of new ideas, plans or strategies where
every staff should be involved. A platform where everyone is free to express themselves
promotes a trusting atmosphere. On another note, they will develop their speaking skills. This
kind of communication will motivate employees to perform and behave in a specific way for
the benefit of the team and the firm as a whole.

1.4 Analyse communication barriers and weaknesses and remedies to such problems.
Communication barriers: when something prevents us from receiving and understanding the
proper information is defined as communication barriers.
All means of communications are not always successful. For it to be at its best, we must
understand the communication environment and the hurdles that prevent messages from
being transmitted and received correctly to communicate effectively in a team or even among
individuals.
There are many factors that creates barriers in communications namely language barriers,
behavioural barriers, environment barriers, cultural barriers among others. We come to
conclusion that miscommunication happens though any of these barriers mentioned.
Unfortunately, we cannot completely eradicate communication barriers however, there are
ways to reduce the negative impact and thus make communications more effective and
streamlined.
A common cause of communication barriers is the Linguistic barrier also known as language
barrier. It is the inability to communicate using language. Many staffs do not speak the same
language especially in a company of diverse cultures and expats. For example, a British goes
to China, the person does not understand Chinese, nor Chinese will understand English. Thus,
not everyone will receive and understand the information being sent to them.
Language barriers also happens due to inappropriate use of the language itself, the constant
use of jargons and even due to different accents. Even though individuals with different
accents speaks the same language, the meanings, connotations, and interpretations of words
change can lead to a variety of disagreements in an organisation.
Therefore, to overcome such barriers, the use of visuals, photographs an even diagram can be
used causing appropriate non-verbal communications. It is also very important to listen
actively to what the other person in saying as listening is an effective way to overcome
linguistic barriers. Another remedy is nothing but our own mobile phone using the translator
app to overcome language barriers.
Another factor affecting communication is the behavioural Barriers. We often hear of not
having a good day at work due to other staffs. The breakdown of good communication in the
workplace is because of people holding different attitudes and discriminations. An example
of this is people have the tendency to feel more powerful by their work status. A manager has
the power to lead and bark orders, promote as well as to also dismiss staffs. When individuals
discriminate, they make judgements without gathering all the information they need about the
persons they are assessing. Some staffs are even scared to communicate to seniors by fear of
being rejected on their ideas or ignoring their requests. Therefore, it is important to educate
seniors and all staffs on different sessions of team buildings, morals, and values. They will
learn to respect each other, develop listening skills, and give everyone a voice. We may draw
on a larger diversity of thoughts, ideas, and perspectives by valuing those who are different.

Not all communication barriers are caused by people. In fact, environmental barriers are
among one of them affecting effective communication. This includes the time, the place or
setting, the noise and the audience. Time plays a vital role in communication process but, we
are not in the same state of mind everyday to deliver the best of our speech or to on top of our
performance. If presentations are for example are delayed or scheduled earlier, it can disrupt
the speaker to either not being well prepared or lose motivation in speech. It is important to
respect the time given.
The place or setting is another important aspect to consider for communication. Any small
space can lead to awkward embarrassing situations and larger spaces, or crowded room can
cause disruption in communication due to noises. To control surrounding elements to
communicate effectively, it is important to make sure that the environment is cosy and safe
with proper lightning and ensure that all technologies that have been set up works effectively.
Turn off or mute mobile phones as noises can create distortion of messages. When we are in a
good atmosphere and settings, communications will be effective.

2.1 Explain interpersonal communications and communications styles.
Interpersonal communication:
Personal communication is exchanging information between individuals especially between
two people or more. It can be though different medium such as emails, telephone calls, SMS
among others.
Communication styles:
Communication styles are usually the way in which someone communicate with others.
There are five communication styles namely, passive, aggressive, passive-aggressive,
manipulative and Assertive.
Most of our daily activities necessitate communication with others. There are different kinds
of communication. Interpersonal communication is one of them and it is a lifelong process. It
is said that, if we have good interpersonal communication skills, be it verbal and non-verbal,
we are considered to be ‘good with people’.
Effective interpersonal communications play an essential role in an organisation in terms of
collaboration, motivation and for successful business. It has many importance that can
contribute to the well-being of many people and to that of any organisations. One of them is
the problem-solving factor. Having interpersonal communication skills can is an element that
is necessary because this allows employees to discuss openly on several issues. Usually, a
face-to-face communication is the effective way to communicate any directives or
information. A manager can for example set up a meeting via email to brainstorm about the
upcoming event or issues. In this way, all concerned members will have an idea of what the
meeting will be about and start thinking on ideas to share. This will allow them to weigh the
pros and cons before coming to a final decision.
Very often, conflicts or miscommunication happens as different points of views are being
shared where some comes to disagreement. It can also involve different is cultures and
values. A situation can be a manager assigning new responsibilities to someone without
informing other members or someone having a raise in salary while others did not. This may
cause the employee to feel betrayed and mistrusted by their management. Such situations
require a manager with effective interpersonal communication skills to engage, connect, and
keep staff informed. He can go for face-to-face communication where he can listen to their
concerns and to lead in a collaborative way. Also, sending emails, document sharing, and
private messaging solutions to various corporate communication channels.
Every individual has their own style of communication. Different communication styles
include, passive, aggressive, passive-aggressive, manipulative, and Assertive. The passive
styles are those who have low expressiveness and often leads to miscommunication. They are
the one who have difficulties making eye contacts during conversations and cannot refute any
arguments. Aggressive communication styles are those who talk over people. They are
usually cold, controlling and demanding. They usually criticise and even point fingers on
performance.