Business Communication Analysis: HR Director's Communication Strategy

This report delves into the principles and purposes of business communication, specifically examining the strategies an HR director at Sport Love would need to consider. It analyzes key principles such as clarity, attention, feedback, and consistency, and how they contribute to effective communication within an organization. The report further explores the characteristics of effective listeners and speakers, highlighting cognitive, affective, and behavioral aspects of listening, and the importance of confidence, authenticity, and passion in speaking. Finally, it evaluates the author's own strengths and weaknesses in both oral and written communication, providing insights into time-saving advantages, immediate feedback, and flexibility of oral communication, while acknowledging the preservation of written communication. The analysis also covers the drawbacks, such as lack of records and distortion of words in oral and the inability to reach illiterate people in written communication.

Business Communication

Table of Contents
INTRODUCTION..........................................................................................................................3
LITERATURE REVIEW ..............................................................................................................3
1 Analyse the principles and purposes the HR director would need to consider in a
communication strategy..........................................................................................................3
2: General characteristics that participants must have to be effective listeners and effective
speakers..................................................................................................................................5
3: Evaluate your own strengths and weaknesses in terms of communicating, both orally and
in writing................................................................................................................................7
DISCUSSION/ANALYSIS ...........................................................................................................8
CONCLUSION..............................................................................................................................9
REFERENCES.............................................................................................................................10

INTRODUCTION
Business communication is sharing of the information among the people inside and
outside of an organisation with the main motive of achieving the organisational objectives. This
study analyses the principles and purposes the HR director of Sport Love need to consider in a
communication strategy. Furthermore, characteristics of effective listener and speaker will be
explained in this report. In addition, own strengths and weaknesses in terms of oral and written
communication will be analysed in this assignment.
LITERATURE REVIEW
1 Analyse the principles and purposes the HR director would need to consider in a
communication strategy
Being an HR director of Sport Love, some principles need to be considered for an effective
communication are:
Principle of Clarity
Illustration 1: Principles of
communication
Source: (Principle of communication,
2017)

Clarity is the first rule followed by HR director of Sport Love for an effective
communication. In the opinion of Burgoon, Guerrero and Floyd, (2016) the HR director is
communicating with their team individual must be attentive that the message should be spelt out
clearly. Like for example while drafting email there must be no equivocation in the content of
email. A precise and clear communication will bring the equal response from the listeners side
which can support firm in enhancing the experience of consumer. It is important that the listener
is familiar with the language and the message conveyed is up to the point.
Principle of Attention
For making a communication effective it is essential that the listener is attentive and also
understanding your message. As per the view of Cenere and et.al., (2015) every person is
different from other in performance, emotions, attention, etc. which makes them respond
differently. To make them attentive the HR director should evoke their listeners so that they pay
proper attention towards while communicating face to face. If HR of the organisation is
punctual in completing the work then the employees will also try to develop tendency of
completing their work within the given timeliness. This will support firm in reducing the
inefficiency in communication.
Principle of Feedback
Communication is effective if it is a two way process, which provides various
opportunities for proposals, verification and disapproval of the working required by the listener.
The HR should make attempts to get feedback from the listener to get confirmation whether the
listener had understood the correct meaning of the message or not which is conveyed by the HR.
Solving consumer's feedback with effective communication can support firm in enhancing the
consumer experience. This can assist firm in attracting more customers.
Principle of Objectivity
Every communication must have a purpose, and by this the main purpose of Sport
Love's HR is to teach their listeners ways to convey their ideas and suggestions effectively,
which will help them to understood the intended meaning of message which has been placed in
email and able to achieve a lot of issues which firm is facing and by this they can establish
remarkable development.
Principle of Consistency

The principle specifies that the communication must be consistent with the objectives,
plans, programmes and policies of the Sport Love. In the opinion of Guffey and Loewy, (2016)
inconsistency in the communication creates confusion and disorder in the listener's mind which
might disguise them and they will not be able to implement them exactly as required.
Principle of Integration
The objective of effective communication is to combine the efforts of employees for
making the organisation strong to achieve the common goals of the organisation. By this the HR
ensures that the messages are linked with each other, so that the listeners work simultaneously
with each other in harmony. As per the view of Grbavac, Grbavac and Bakovic, (2015) HR
should try to engage the listeners towards achieving authentic and mutual spirit among them for
achieving the Sport Love objectives by a great teamwork.
Principle of Timeliness
The principle implies that the message must be conveyed at proper time by HR, because
a delay in communication might not serve any purpose as it losses its effectiveness and
significance by the failure of time. This will ultimately make the message useless.
Purpose
Sport Love develops an effective HR communication strategy to attract the listeners. By
creating principles of clarity, attention, feedback, objectivity, consistency, integration and
timeliness they want their listeners to pay attention on what the HR wants to communicate by
their message adequately through verbal and non verbal strategy so that ineffectiveness in
communication can be reduced from the organisation. HR wants to empower them to generate
values and thought of performance management in themselves. Also, they try to enhance
learning and development skills of the receiver.
2: General characteristics that participants must have to be effective listeners and effective
speakers
Characteristics to be an Effective listener
Cognitive
As a good HR of Sport Love, asking questions to clarify the confusions, able to
paraphrase and summarize the communication are the qualities that the person is an effective
listener and engaged with the speaker. In the opinion of Fedesco, (2015) speaker, listener must

be able to show their efforts to understand and interpret the message in same meaning it is been
conveyed.
Affective
An effective listener can make gestures to indicate their active participation in the
conversation by focusing on speaker's message with empathy and acceptance. In the opinion of
Roemer and Rundle-Thiele, (2018) being a speaker it is necessary that the communications
received with empathy by the listeners are not trying to protruding their own feelings, and also
the listener accept the communication as it is and not try to judge or make any false thoughts
regarding the speaker at the very same time.
Behaviour
Action is a most important part of effective listening. The listener must try to
communicate their attentiveness in a non verbal manner by means of nodding, making straight
postures, eye contact with speaker or any other way to provide positive gestures for the speaker.
Attentive
To be an effective listener, HR has to grasp and perceive the intended meaning of
content, always remain calm and not losing temper. A good listener should always pay attention
to the main points. They must avoid diversions and be alert in every situation.
Characteristics to be an effective speaker
Confidence
Confidence in a HR is the main feature which makes them more successful. In Sport
Love they want HR who are able to display confidence level in themselves and are been
considered as more knowledgeable, confident, intelligent, accurate and pleasant than a person
who is less confident while presenting their opinions. For achieving confidence, the HR has to
deal with nervousness while communicating.
Being yourself
Sport Love wants their HR to be always themselves not a duplicate of any other person.
It is been said that no one can copy us better than ourselves. It is of no importance how many
times you have practised for performance, if you do not being yourself as you actually are, your

audience will never be able to connect with you with their heart if you are replicating some else
and not your own self.
Passion
In accordance with Weldy, (2017) passion is a powerful emotion of showcasing
eagerness and interests for something. In Sport Love, for having an effective communication
with others, the HR needs to have passion for each and every topic they are conveying to the
listeners. Passion draws out feelings that flow naturally .
Engagement with audience
Sport Love wants a good communication which should be informal in nature and must
engage the listeners as much as possible. It helps the HR to completely remove the component
of disinterestedness. HR can ask the listeners to put off their laptops or phones by building an
engaging surrounding. They can attain this by describing character of a story, showing
interesting pictures or by asking tantalizing questions.
3: Evaluate your own strengths and weaknesses in terms of communicating, both orally and in
writing
Strengths of Oral Communication
Time saving
I feel that communicating a message orally is a time saving process for me rather than
communicating it in written form. As an HR in Sport Love I am having work load because of
which I stop twisting the message and orally convey it which saves my time.
Immediate feedback
By communicating orally I am getting instant feedback that either it is building a
beneficial impression on the listeners or they had not understood the correct meaning of the
message, so that immediately after getting their feedback I mould the message according to the
listener's perception.
Flexibility and Easiness
I can communicate the oral information easily without any hesitations and there
is no requirement for maintaining the formalities. It is an easy way of communicating a message
for me, which do not need a large preparation for communicating something.

Weakness of Oral Communication
No Record and Distortion of words
There is no maintenance and preservation of messages by me which leads me to conflict
situations in the future. Because of distortion and twisting of words by me while communicating
orally, the originality and goals of the Sport Love suffer incompleteness.
Lack of secrecy and defective
Sometimes I forget to maintain secrecy for important and private information in front of
employees in oral communication which is not safe for the well being of organisation. It is also
defective for organisation's programs, policy, law, procedure and other private information.
Strengths of Written Communication
Easy to preserve
In written communication I am able to easily preserve the documents, which are not
possible in oral communication. The Sport love can easily access important information
whenever needed, which is preserved in the documents by me.
Accurate presentation
The written documents are valid and because it is a legal document everyone takes it
more seriously. In the time of need I present the information with clarity and accuracy.
Weakness of Written Communication
Useless for illiterate people
Sometimes the receiver of message is an illiterate person than the written
communication is often impossible with them which is a major weakness and big challenge for
me to make them understand the correct meaning of message.
Not able to make the receiver understand my message in written form
Sometimes I make grammatical mistakes while writing the message, because of which
the receiver is not able to understand what I am trying to communicate exactly.
DISCUSSION/ANALYSIS
In order to overcome the issue like ineffectiveness in communication and enhancing
consumer's experience, HR director can follow the various principles of interaction in there
strategies. Like for example While drafting the email the message written must be clear and

conscience. For laying a positive impact on the consumers mind it must be designed with the
help of easy and simple words.
CONCLUSION
From the above study it has been summarized that the principles of communication
strategy has been followed actively by HR director for having an effective communication with
the audience. It has supported the firm in ehnacing the consumer's experience. And has also
studied the strengths and weaknesses of oral and written communication.

REFERENCES
Books and journals
Burgoon, J.K., Guerrero, L.K. and Floyd, K., 2016. Nonverbal communication. Routledge.
Cenere, P. and et.al., 2015. Communication Skills for Business Professionals 7. Cambridge
University Press.
Fedesco, H.N., 2015. The impact of (in) effective listening on interpersonal interactions.
International Journal of Listening. 29(2). pp.103-106.
Grbavac, J., Grbavac, V. and Bakovic, I., 2015. The Role of Business Communication in
Strategic Management of Organizations. Suvremeni Promet-Modern Traffic. 35(1-2).
Guffey, M. and Loewy, D., 2016. Essentials of business communication. Language, p.610.
Roemer, C. and Rundle-Thiele, S., 2018, July. Assessing written communication readability:
Will the message be received?. In Conference:“Broadening Cultural Horizons in Social
Marketing” (p. 229).
Weldy, T.G., 2017. Facilitating Process and Practice for Improving Business Writing Skills.
American Journal of Management. 17(5). pp.60-66.
ONLINE
Principle of communication. 2017. [Online]. Available Through:
<http://www.intstudentsup.org/communicating/effective_communication/index.jsp>