Business Communication Report: Employee Engagement & Retention

This report on business communication focuses on employee engagement, staff retention, and morale. It includes an introduction to business communication and its significance, followed by three tasks. Task 1 involves a message to gather information about an individual for an award ceremony. Task 2 presents a letter responding to a customer complaint about a garment. Task 3 analyzes employee engagement challenges faced by Gareth Ltd and strategies adopted by top companies like Paragon Interiors Group, Phaidon International, Educ8, and The7stars to enhance employee engagement, covering aspects like maternity leave, healthcare benefits, open communication, and recognition programs. The report aims to provide insights into improving employee involvement and reducing turnover. The report concludes with recommendations for Gareth Ltd, emphasizing the importance of employee engagement and implementing successful strategies.

BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
Message.......................................................................................................................................3
TASK 2............................................................................................................................................4
Letter...........................................................................................................................................4
TASK 3............................................................................................................................................5
INTRODUCTION.......................................................................................................................5
CONCLUSION ..........................................................................................................................8
RECOMMENDATION..............................................................................................................8
TASK 4 ...........................................................................................................................................9
Reflection....................................................................................................................................9
CONCLUSION .............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Business communication is an element that builds on effective communication in
business, society and communication. It is essential to understand the basics of business
communication and its necessary roles in creating success for operating a business in an effective
and appropriate manner (Eliasson, 2014). However, it can be in any form of communication,
verbal or non verbal, which is used to transfer a message from a sender to receiver for promoting
a product or service or to share information.
TASK 1
Message
To: Mary George
From: Kim
Subject: Regarding information about Mr. Jack Russell
Dear Ms. George,
As the secretary for the mayor of city council, I am writing you this mail for attaining
some information about the lifetime experience and achievements of Mr. Jack Russell. As you

are nominating and honouring him as an effective community leader and for all his outstanding
services to the local community. Our motive for organizing this award function is to provide a
high level recognition to all the assistance and helps given by community service workers. I
would like to attain some information about all the achievements he achieved in his life. Along
with this, it would be privileged if you provide me the following information:
 I need to know the reason behind his decision for giving such an enormous form of
services in our community.
 I want to know the first charitable service donated by him, the age at which he was
engaged to this field.
 One of his memorable incident in this regard
 The set of thoughts which forced him to take part in such activities and any personal
incidence which he like to share with us.
This information would be treated as complementary consideration for praising him and
giving him a recognition to the society. However, this would help the other leaders in getting a
new source of motivation.
I need some of his photographs that too of childhood, teenage, adult age and some recent
ones. All these photographs would be displayed on projectors at the time of his nomination. This
information provided by you about Mr. Jack Russell will help in inspiring others and hence I
request you to give me all the helpful information about Mr. Russell. It will motivate other in
encouraging the spirit of emerging community leaders. The award ceremony is scheduled at a
banquet on 15th October, thus we humbly request you to invite him to attend this function. Kindly
provide the specified information before 13th October, so that we can prepare all the
presentations. Thanking you for all the cooperation and information provided by you.
Yours
Secretary
City council
TASK 2
Letter
To Cora Duncan,
246 Portland Road,

London, SE1 8YT.
(Subject: Your complaint for one of garment sold by our company)
Respected madam,
First of all, we would like to thank you for alerting us about the stain in the garment. We
are very sorry for all the frustrating series of events faced and subjected by you. We pride
ourselves on the garment designs and on the basis of goals and services provided by us, on
responding to all our customers' concerns quickly. As we can see that you are claiming for a full
refund or a replacement in your complaint letter. We highly feel sorry that we are unable to take
such actions because of our company terms and norms. It is found that you have signed for
product delivery 15 weeks before claiming this complaint and that moment you have not
mentioned any of such problem or damage.
According to our company's policy, we found this hard to believe and consider that it is
the company's fault and provide you a refund (Meihami and Meihami, 2014). It is termed as
against to the company's policy that to generate refund for the merchandise which the receiver
found acceptable during the time of delivery. Hence, we apologize for the disappointing situation
faced by you and feel sorry for not providing you a refund. But, we are not regretting to help you
in this case. Because we worth our customers and you are among one of our regular client,
hence, we value our client's choice and try to maintain all our relations with them (Miah, 2015).
In that case, we have spoken with our managers in London and came on a decision that we
would provide an offer to take your garment to the nearest laundry for dry cleaning at a
company's expense (Hess and Bacigalupo, 2011). We have instructed our correspondence to give
you a full assistance in this regard. You can send the bill to our company's address.
I extend my own apologies for all the inconveniences that caused you this problem. It is
apparent that we required to train our customer care team more thoroughly. I promise that you
are not going to face any of such garment issues and consider that you will allow us to serve you
again.
Thanking You
Garments Delights Ltd.
45 Jenkins Road,
SE1 8YT London.

TASK 3
INTRODUCTION
This report has based on the practices to improve the employee engagement, staff
retention and morale. Employee engagement refers to the involvement and participation of all the
employees in the organizational operations and activities performed in their business (Werther
and Chandler, 2010). It is very necessary to involve all the employees in the day to day business
activities in order to gain best results from the regular processes. For a business enterprise,
nothing feels better than availing a strong, successful and a bright workforce in business place
who are mutually focused on the organization’s performance.
It is very essential for every business that they should hire top-quality individuals on its
own, but it is necessary for any manager’s ongoing process to maintain a critical retention
strategy. However, hiring process does not end after the acceptance of candidate to join business
on the offered position.
FINDINGS AND PURPOSE OF THE REPORT
The scope of the report is to provide a bright and innovative information and knowledge
about the benefits and the process of staff retention (Sinha and Labi, 2011). It is noticed that
advantageous initiatives and well-planned procedures must be securely in place and
systematically raised so that employees will have a well set of reasons to remain with the
existing company and maintain its growth to continue the business. In manner to follow a well
developed strategy will let the company to reduce recruitment through retaining the top-
performing talent (Newsom, Turk and Kruckeberg, 2012).
METHODS
The methods for assessing all the information about the employee issues and problems
which are faced by them during their working and functioning. In that case, the best method is
analysing the level of employee engagement and participation.
Problems faced by Gareth ltd.
The report is focusing on the current experience faced by the Gareth Ltd, a small sized
company, whose business is extremely influenced by the problems of high employee turnover
and low productivity (Bloom and et.al., 2014). The reason behind such outcomes are generally
resulted as decreasing staff morale, ineffective communication, improper reward system,

unproductive career development and training programs. Moreover, it is examined that the
company is also accounting all the stated problems too and similar to this, they are facing
conflicts in managing the time that is increasing the level of stress and depression. According the
attained information Gareth Ltd is facing negative impact on their employees due to their overall
low level of engagement.
Strategies adopted by top five companies to increase employee's engagement level
Considering the top five companies which highly emphasize their attention on employee
engagement and involvement in all their business activities are:
 Paragon Interiors Groups –
Ranked 1st
◦ Paragon Interiors Group carries out effective employee engagement techniques such
as providing 10+ weeks maternity leave on full pay basis, providing family friendly
school hours contracts offered to employees in order to attract them towards carrying
out business operations. Also, provide health care benefits to employees i.e. gym
facilities so that wellness programme can be created on workers. Also, company
offers share options in which company offers share to its workers. The methods used
by the management team of this company to increase their employee engagement are
generating regular meetings. This helps them in encountering all the issues faced by
the employees and they take further action on the basis of the method's outcomes.
However, the company should allow teams to create their own set of values.
◦ The company allows the team to design their own functioning rules that makes
working a lot more fun. However, this team activity is so easy task to attain
equivalent success and it is neither a rapid operation (Penuel and et.al., 2011). But it
is very essential for ending the objective task and to the overall performance of the
project. In order to attain an opportunity for teams to create a team culture which is
based on 3-4 commonly agreed belief or ground rules can help nurture and speed up
that activity.
◦ Along with this, they adopts the method of selecting the right managers. The best
managers understand that their success and their organizational values relies on
employees' achievements. But it is not necessary that every organization has
extraordinary managers. Great managers has to care about their employee's success.

They responsible to seek and understand each employee's strengths and provide them
the every opportunity to use their strengths in their role and to lead success. It is so
because company's managers empower their employees, recognize and value their
contributions and also seek their ideas and opinions actively.
 Phaidon International
Ranked 2nd
◦ Phaidon International company provides friendly environment to their employees in
regard to develop employee engagement. Also, company offers health insurance to its
staff which involves fill health benefit that covers staff, spouse and dependants.
Business also involves employees in charity functions so that overall development
can be done. This company uses feedback technique to encourage and motivate the
level of employee's performance in all their business operations. This assist them to
allocate the problems which are to be overcome by the company for maintaining the
employees interest.
◦ Concerning this aspect the company can recognize and encourage innovation where
the management of the company should use the process of recognition. This will help
in acknowledging and encouraging the innovation techniques and ideas generated by
the employees.
◦ It helps the company in attaining proper information about the staff's efficiency level
(Williams, 2010). Through this, the management team would ascertain the list of
employees who are effective to the firm and the ones who are burden on them. This
recognition process would assist the team to increase their motivation level and
provide encouragement.
 Educ8
Ranked 3rd
◦ Educ8 helps employees by involving around 33% women at senior position within
firm and thus it helps in engaging them to carry out operations. It has been
ascertained that the company uses the direct conversation method to connect with the
employees. In this process, their top level managers directly contact their workforces
and subordinates in order to determine and assess the employee's level to perform in
their assigned tasks.

◦ Further, the process of evolving through open communication which the company
should adopt. The option of open communication or face to face communication in
the form of discussions which can really help in highlighting various parts of issues
and identifying the main problems reasoning the facts of ineffective communication
in the company.
◦ It is necessary to establish a proper communication network where every employee
can put their views and recommend a solution for the situation (Vargo and et.al.,
2011). However, most of the top organisations communicate for suggestions and new
ideas from their workers and then offer rewards them on giving the best proposal.
 The7stars
Ranked 4th
◦ The 7stars provides pension plan to engage employees as it offers final salary or non
contributory or firms pay double the amount contributed by employees. Further,
maternity leave with full pay, gym facilities, family and friendly environment and
supports employees by providing training program unrelated to the work. The activity
used by this company to assess the information about their employees are through an
observer or instructor where he/she is responsible to define the employee's level of
participation.
◦ This method is resulted as very expensive to the company but it provides helpful
information. In relation to this, company should enable conversation fluidity method.
In the company, the employees mostly complained that the management was reluctant
to discuss their issues on career. In order to overcome this situation, the company
should follow the ways of good communication with required fluidity.
◦ It avoid hindrance in the established method of communication. Management being
able to render feedback or share problems and experiences, the circumstances could
lead to frustration and distress among employees (Werther and Chandler, 2010).
Therefore, it necessary to ensure that there are no barriers among the relation of
employees and the managers. However, this process would help in engaging the
disengaged employees.
 Reassured
Ranked 5th

◦ Reassured insurance broker engages employees by providing health insurance that
provide full cover benefits for staff, spouse and dependants. It is examined that the
company uses one on one process for analysing the level of employee's participation
criteria and method which promotes them in all the business operations and activities.
The company should adopt the method of providing better reward system.
Considering the current scenario, the company avoids the process of getting involved
in social and charity initiatives as it helps in giving back knowledge that creates a
positive mentality. This basic process is based on improving reward system that also
fosters pride and loyalty.
◦ Company organizes the team together and have every employee to pitch a cause and
pick the one they want to support. It’s important that team should make it more
strategic, in order to make a count. Company can donate either their time and
involvement or their money, or both (Marinho and Monteiro, 2012). Commonly, it is
ascertained that giving time is higher form of rewarding than compare to giving
money, especially for Gareth Ltd employees, who are highly adjusted towards social
involvement.
CONCLUSION
This report has crucially highlighted the role of employee engagement in increasing the
values and morale of company's staff. The study of the report has found that high levels of
employee engagement have been related with high levels of quality, productivity and attendance.
It is so because employee engagement is not only dependent up to the employees, rather the
participation of managers and other top level management is also required (Eliasson, 2014). It is
the duty of the company to maintain an effective communication level with certain standard to
develop and implement a well engagement plan. From the report, it is also regarded that higher
levels of employee engagement is related with high level of new product innovation. Further, it
has been concluded that the results of negative business outcomes in the specified company is
due to its bad practices on employee engagement over its working period, including a great
decrease in team member turnover, a high reduction in workers’ compensation issues and claims,
an increase in net over all revenue and an increase in net income before interest, taxes,
depreciation and liquidation. However, this is also due to the ineffective communication network
and management techniques (Galliers and Leidner, 2014). This report will help the company to

understand the importance of employee engagement and measures or techniques to improve the
level of employee participation. Gareth Ltd would be able to enhance and raise their employee's
engagement level by adopting and implementing these aspects:
 Company has to discover the best channel of communication and implement a proper
route to share feedback and views that plays a vital role in holding a tight relation within
the management (Miah, 2015).
 Company can use the method of asking their workforce for generating the best method of
communicating that they prefer in their workplace. They will help the team in identifying
the best method the company can use to improve the communication level and networks.
RECOMMENDATION
Considering the report stating about the importance and the techniques for improving the
level of employee engagement, it has been recommended that the employee engagement is an
essential function to be used in an organization by their management in order to increase the
staff's morale and support them to decrease their staff's retention ratio. It is necessary for an
organisation to adopt the best appropriate method to increase their employee's level of
participation. It is important that a company involves their employees suggestions and
recommendations for making business decisions. To maintain a certain level of communication,
the management team of an organization should follow the techniques prescribed in the
engagement plans (Karlsen, 2010). The company should prior identify the employee's issues,
make alternative to reduce such problems, select the best of among them and implement the plan
in the management team. However, it is ascertained that Gareth Ltd also lacks employee
participation and hence is affected by the issues and faces problems in its business operations.
The best recommended technique for increasing the employee engagement level which
the company should adapt to overcome all the issues faced by them is to improve their
communication skills, techniques and network (Werther And Chandler, 2010). The company
should implement proper communication stages and level among the managers and the
employees, in order to maintain a good communication relation. Because it is examined that
some employees are comfortable communicating with face-to-face styles whereas some uses the
technique of giving feedback and suggestions in written.
 The company should understand the reason and required talent to be a great manager and
selecting individual who have this natural ability is important (Kanehisa and et.al., 2014).

 Company should whether hire from outside or promote from within its management.
However, it is noticed that businesses that scientifically select managers for some unique
talents, for making effective technique to manage staff greatly increase the ratio of
engaging their employees.
 Company should treat their manager role as a unique identity with distinct serviceable
demands that require a specific talent set.
TASK 4
Reflection
This report has enriched my knowledge regarding the employee engagement topic for
improving the participation level of employees in regular functions and operations of a business.
It has also changed my viewpoint on techniques used by an organisation to increase their
communication and motivation level. I found this report very useful for attaining brief
knowledge on the importance and contribution of employee engagement in its organisation's
business. It also re-examined my aspects on employee's involvement in business activities and to
maintain the relationship level between all the workers and their managers. I ascertained that it
helps in rising the values and morale support of employees. The types of material I found most
Illustration 1: Employee engagement flow