Management Report: Effective Business Communication Analysis

This report delves into the realm of effective business communication, examining its significance within organizational contexts. It explores various communication types, including verbal, non-verbal, written, formal, informal, and visual communication, highlighting their impact on workplace dynamics. The report emphasizes the importance of face-to-face communication, email, and business presentations, providing practical examples and real-world applications. Furthermore, it outlines strategies to enhance business communication, such as planning, eliminating assumptions, focusing attention, and fostering teamwork. The conclusion underscores the role of verbal and written communication in business operations, offering insights to improve communication effectiveness. The references section includes a list of sources used in the report.

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Business Communication
5/6/2019

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The assignment brings about the discussion on the effective business communication,
and the various types used in context to business organisations. The discussion will explain
the importance of effective communication at workplace through different mediums or
sources. These will include various types of communication such as verbal non-verbal and
several others that affect the effectiveness of the process. Further, the later part will include
the recommendations leading onto the conclusion of the report.
Business communication
The term business communication can be defined as the process of sharing
information between people within and outside the organisation to gain a commercial benefit.
It is essential to practise effective business communication to communicate the goals and
objectives of the organisation to the people in an effective manner. Effective communication
can significantly contribute to the growth and success of the organisation in the long-term
(Bovée, Thill & Raina, 2016).
Effective communication at workplace or business organisation may be performed in
different ways, i.e. there exist five types of business communication. These include verbal
communication, non-verbal or interpersonal communication, written communications, formal
& informal communications, visual communications (Quintanilla & Wahl, 2018).
For an example, the use of face-to-face communications is mostly preferred by
managers or supervisors to communicate in the organisations. Although they are not perfect
or suitable in all the types of conditions, several tools facilitate the use of this method of
communication. Like using tool, video-conferencing is one such aspect that supports face-to-
face communication and help in the integration of large organisation across the nations
(Coffelt, Baker & Corey, 2016).
Meetings are considered as one of the most common type of the face-to-face
communication, and these are personal therefore must have a follow up. Nowadays, the use
of the face-to-face meetings has become common in almost all the business settings with the
advent of technology. The person at remote location can use the method of meetings to
communicate through the verbal communication (Coombs, 2015).
For example, if you want feedback from your supervisor on your work or from your manager
or if you are asking your professor a question that requires more than a yes/no answer or
simple explanation, you should schedule a meeting instead.

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Another part, i.e. email as one of the modern and widely used methods of business
communication. It is a fast, cheap, and easily replicated form of written business
communication. Using email can be advantageous to organisations as it facilitates the easy
transmission of all kinds of electronic data. Therefore, email is found to be one of the
effective forms of business communication in the present scenario (Mark et al., 2016).
A report is primarily used to communicate some significant part of the information of
the business, and it might be sent to the individuals outside the organisation. Data that is
compiled in the form of lists, spread sheets, tables, or forms fit better in the method of written
communication i.e. reports. For an example, financial data or balance sheet is one form of the
report that is reviewed by the shareholders of the company, accountants, lawyers, and
government agencies (Halkias et al., 2017).
Business Presentation:
The exemplary business presentation refers to the combined elements, starting from
the cover page/title page of the discussion. Further, it includes summary, team, problem,
solution, marketing/sales, projections/milestones, and competition of the given topic. The
business presentation should be pitched and presented several times, before the final plan is
developed. Some of the essential characteristics that determine the effectiveness of business
presentation include aspects, such as easy to understand, logical flow, concise, powerful or
great opening of the idea or topic, visually appealing. Moreover, the characteristics, which
consist of summary and recommendations of the presentation, also lead to effectiveness. The
aspect of effective presentation will lead to a positive effect or outcome on the individual
audience, and serves better for the organisational success (Brink & Costigan, 2015).
Technology creates an environment where the data or information is simplified and it
helps in communicating the plan, or business ideas or concepts to the multiple users.
Business presentations are found useful in the business organisations, at times when
they are used for the purpose of interview, meetings, i.e. face-to-face, and when it is required
for selling, training, teaching and purpose of lecturing. Therefore, it can be stated that
effective business presentation skills such as high confidence, customer service delivery,
negotiation, communication, and storytelling skills (Luftman, Lyytinen & Zvi, 2017).
Now, the discussion will include strategies or recommendations to improve the level
of business communication in businesses. Planning action and eliminating the assumptions

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taken at own, as they are the major factors that ruin the process of communication in the
organisation. One must not take any assumptions or prejudiced behaviour towards any
individual or a group in the organisation. It affects their relationship and disturbs the flow of
communication, thereby influencing their performance (Holmes & Parker, 2017).
Focus, ensures effective business communication, as employees must give their
undivided attention while in the meetings or discussions. Taking time to listen is an important
strategy to avoid any doubts, or clash of opinion amongst the members of the organisation.
Moreover, individuals must note down the essential points discussed in their meetings or
official discussions. Besides, these aspects creation of a project team is one practical
recommendation to the organisations, to improve the effectiveness of workplace
communication (Noe et al., 2017).
To conclude the above discussion it has been analysed that the verbal and written
forms of communication contribute to the effectiveness of operations and business activities
in any organisation. Moreover, the aspect of types of effective business communication has
been mentioned along with the strategies for their improvement.

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References
Bovée, C. L., Thill, J. V. & Raina, R. L. (2016). Business communication today. Australia:
Pearson Education India.
Brink, K. E. & Costigan, R. D. (2015). Oral communication skills: Are the priorities of the
workplace and AACSB-accredited business programs aligned?. Academy of
Management Learning & Education, 14(2), 205-221.
Coffelt, T. A., Baker, M. J. & Corey, R. C. (2016). Business communication practices from
employers’ perspectives. Business and Professional Communication Quarterly, 79(3),
300-316.
Coombs, W. T. (2015). The value of communication during a crisis: Insights from strategic
communication research. Business Horizons, 58(2), 141-148.
Halkias, G., Micevski, M., Diamantopoulos, A. & Milchram, C. (2017). Exploring the
effectiveness of foreign brand communication: Consumer culture ad imagery and
brand schema incongruity. Journal of Business Research, 80, 210-217.
Holmes, W. T. & Parker, M. A. (2017). Communication: Empirically testing behavioral
integrity and credibility as antecedents for the effective implementation of motivating
language. International Journal of Business Communication, 54(1), 70-82.
Luftman, J., Lyytinen, K. & Zvi, T. B. (2017). Enhancing the measurement of information
technology (IT) business alignment and its influence on company
performance. Journal of Information Technology, 32(1), 26-46.
Mark, G., Iqbal, S. T., Czerwinski, M., Johns, P., Sano, A. & Lutchyn, Y. (2016, May). Email
duration, batching, and self-interruption: Patterns of email use on productivity and
stress. In Proceedings of the 2016 CHI conference on human factors in computing
systems (pp. 1717-1728). ACM.
Noe, R. A., Hollenbeck, J. R., Gerhart, B. & Wright, P. M. (2017). Human resource
management: Gaining a competitive advantage. New York: McGraw-Hill Education.

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Quintanilla, K. M. & Wahl, S. T. (2018). Business and professional communication: keys for
workplace excellence. United States: Sage Publications.