Business Communication Report: Marks and Spencer Analysis

This report provides a comprehensive overview of business communication, examining various types of business information, its sources, and purposes within an organization. It delves into both verbal and written forms of communication, along with on-screen methods, and explores internal and external sources of information. The report analyzes complex business information using different methods, corporate and external communication strategies, with a specific focus on Marks and Spencer. It also addresses legal and ethical issues, such as the Data Protection Act and the Freedom Act, and operational issues related to the use of business information, including security and organizational policies. The report further examines electronic and non-electronic methods for communicating business information, such as letters, memos, the internet, and touch screen applications. Overall, the report offers a detailed analysis of business communication principles and practices.

BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
P1 Types of business information, its sources and purposes..................................................3
TASK 2............................................................................................................................................4
P2 Complex business information using different methods...................................................4
P3 Corporate communications...............................................................................................4
P4 External communications for existing product or service.................................................4
TASK 3............................................................................................................................................5
P5 Legal and ethical issues in relation to use business information.......................................5
P6 Operational issues in relation to use of business information...........................................5
TASK 4............................................................................................................................................6
P7 Electronic and Non-electronic methods for communicating business information..........6
CONCLUSION ...............................................................................................................................7
REFERRENCES..............................................................................................................................8

INTRODUCTION
The sharing of information among individuals of business and outside of business is
known as business communication(Bovee, 2010). It performed among organisation to
communicate with employees of enterprises. A communication involves two parties one is
communicator and another one is a information receiver. Communication can be done within
organisation with the use of various types it can be either verbal or non-verbal. Enterprises uses
different way of communication systems in order to promote their products and services. It is
significantly used by management levels of organisation to share various information among
employees for getting work done from them effectively. The miscommunication from business is
eliminate by use of best tool for communication. In a following we will study various types of
business information its sources and purpose for organisation. External communication is being
studied briefly in this assignment. In assignment we will make study communication in relation
of Marks and Spencer which is a multinational retail business concern.
TASK 1
P1 Types of business information, its sources and purposes.
A communication is a tool which is used by all kind of business in day to day working for
sharing information among employees and its customers. Organisation uses different ways of
information tools which has certain purposes. Types and purposes of information used by Mark
Spencer is described as follows:-
Verbal Information:- It is referred to oral communication which in mainly used by business.
This communication is best and efficient method for organisation in for sharing information
within organisation and outside business. This tool helps to communicate instantly with anyone
and helps in receiving immediate response(Grunig, 2013).
The main purpose of this is to share information among employees and clients directly. It
involves face-to-face communication which helps in getting immediate response.
Written Information:- This information is a written presentation of matter which has to be
communicated among the employees and customers. It generally involves reports, graphs and
pictures. It also act as evidence(Guffey and Loewy, 2010).
This is used by Marks and Spencer for sharing information with customers for the
products and service by specific pictures and relevant data in written form.

Newspapers, banners, books and journals are some main sources of written information.
On-screen Information:- The use of television broad casting, social media and other media for
sharing information is referred to on-screen information. This includes high quality graphics,
videos and audio's tools in delivering information. This tool is costly but more effective as
compared to other tools.
Marks and Spencer main purpose to use this tools is to promote its business among target
market. This helps in creating awareness of the organisation among the customers.
Sources of business information:-
Internal:- Internal information is generated within the organisation. Main internal sources are
departments of organisation i.e. human resource, finance, sales, marketing etc.
External:- Government publications books, journals and newspapers are some of external
sources for information.
TASK 2
P2 Complex business information using different methods.
Covered in ppt
P3 Corporate communications.
Covered in poster
P4 External communications for existing product or service.
External business communication is the exchange of information and messages between
an organization and its external customers outside its formal structure(Du, Bhattacharya, and
Sen, 2010). One way Marks and Spencer communicates to its external customers is their website.
There are many different methods used by the company’s website and these are: the use of
images, the use of fonts, Packaging and the page layout. The use of images can enhance a
communication to an audience, as we tend to remember more of what we see than what we hear,
therefore showing images is a better way of communicated the message to the public, and also
helps the audience remember the message. The best ways to communicate through images are to:
Ensure the images are relevant to what is being sold or presented, make sure the colours are Co-
ordinated, prevent them from being too distracting. These ways will make sure your images gain
impact, which will make sure most of your audience will give attention, illustrate the point being
made loud and clear, explain something more clearly and make a point very strongly. Fonts are a

design for a set of characters. A font is the combination of typeface and other qualities, such as
size, pitch, and spacing. For example, Times Roman is a typeface that defines the shape of each
character. The effective logo of Marks and Spencer helps to achieve attention of customers
towards their business and influence them to buy the goods and commodities sold by them.
TASK 3
P5 Legal and ethical issues in relation to use business information.
Data Protection Act 1998:- The data protection act was developed to give protection and lay
down rules about how data about people can be used. The 1998 act covers information or data
stored on a computer or an organised paper filling system about living people, it is to maintain
privacy and integrity of people giving the data. The main functions of Act are as follows:-
1. Allows privacy to stakeholders.
2. Doesn't allow companies to misuse information given to them.
3. Doesn't allow companies to distribute information externally without proper permission
or good reason to do so(Griffin and et.al., 2010).
4. To protect privacy and integrity of people.
The Freedom Act:- This Act allows the public to access information help by public authorities.
Public authorities are obliged to allow the public to certain information about their status and
activities. The public are entitled to request such information. The act covers any recorded
information that is held by a public authority in England, Wales and by UK public authorities
based in Scotland(Guffey and Loewy, 2012).
The privacy and electronic communication Regulations 2003:- This a law in the United
Kingdom which prohibits companies and sole traders if apparent to transmit automated recorded
messages which is primarily used for direct marketing purposes, via telephone without prior
consent of subscriber.
P6 Operational issues in relation to use of business information.
Business operations are those tasks and activities that an organisation undertakes to
produce the services or goods that it provides to its customers. Efficient operations help
companies reduce costs, and they might improve customer satisfaction. Technology can be used
to automate many operations and improve efficiency. Organisations have to store and manage

countless pieces of information, with some being far more important than others. Lying at the
heart of any information system are two fundamental issues of ensuring that:
 The organisation receives the information it requires.
 The appropriate member of staff receives the information.
To make sure that the information is managed properly, a number of policies and procedures
have to be put in place, concerning:
1. Security of Information:-Security of Information Information security management deals
with maintaining the integrity and availability of organisational information and
knowledge. Many companies keep their information on IT systems, but as the reliance on
technology increases, so does the risk posed by system failure and malicious attacks. The
IT security should take account of common risk to the information that their business
relies upon(Robles, 2012).
2. Health and Safety :- Marks and Spencer complies with the health and safety by carrying
out risk assessments in place for staff, customers and assets and the results of assessments
are monitored and reviewed where risks are judged not to be low as reasonably
practicable, action is taken to reduce the risk.
3. Organisational Policies:- Policies that relate to the use of business information can help
make sure that decision affecting staff:
 Are understandable and consistent.
 Meet legal requirements.
TASK 4
P7 Electronic and Non-electronic methods for communicating business information.
Non- electronic methods:
Letters:- This non-electrical method is used in Marks and Spencer to reach high standard of
communication as people outside the organisation such as customers, would judge how the
organisation by how the letter is written. Letters have to be clear and understandable if the letter
is about instructions(.Schultz, Utz and Göritz, 2011). Letters could also give rise to legal liability
for example it was an acceptance of business letter.
Memorandum:- This are also called ?memos? this non-electrical method used in Marks and
Spencer to communicate between different departments within the same organisation. The

information of a memo is usually smaller than a business letter and normally targets one
particular subject in the organisation for employees such as sales assistant should increase sales
in a year.
Electronic methods:
The internet and WAP:- the internet has many way of communicating by giving people access
to free web based email accounts, allowing companies and individual to disseminate information
through website and blogs, Marks and Spencer has an online retail store and a website about
information about the company and what they want to achieve and plan in future.
Touch screen:- there are apps that people are able to download on to their touch screen devices,
for example there is a Marks and Spencer apps that people are able to download on their touch
screen mobile devices(Fairhurst and Grant, 2010).
CONCLUSION
From the above report it is being concluded that communication is on the tool which
helps Marks and Spencer in communicating with its employees and customers effectively. The
effective communication eliminates the miss management from the business concern. Report
concludes effective way of transferring business information helps to increase the number of
customers for the organisation.

REFERRENCES
Books and journals
Bovee, C.L., 2010. Business Communication Today, 10/e. Pearson Education India.
Du, S., Bhattacharya, C.B. and Sen, S., 2010. Maximizing business returns to corporate social
responsibility (CSR): The role of CSR communication. International Journal of
Management Reviews.12(1). pp.8-19.
Fairhurst, G.T. and Grant, D., 2010. The social construction of leadership: A sailing guide.
Management Communication Quarterly. 24(2). pp.171-210.
Griffin, E.A., and et.al., 2010. A First Look at Communication Theory, Em Griffin. Details:
Boston: McGraw-Hill Higher Education. 2009. pp.230-265.
Grunig, J.E., 2013. Excellence in public relations and communication management. Routledge.
Guffey, M.E. and Loewy, D., 2010. Business communication: Process and product. Cengage
Learning.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Robles, M.M., 2012. Executive perceptions of the top 10 soft skills needed in today’s workplace.
Business Communication Quarterly. 75(4). pp.453-465.
Schultz, F., Utz, S. and Göritz, A., 2011. Is the medium the message? Perceptions of and
reactions to crisis communication via twitter, blogs and traditional media. Public
relations review. 37(1). pp.20-27.
Wagner, N., Hassanein, K. and Head, M., 2010. Computer use by older adults: A multi-
disciplinary review. Computers in human behaviour. 26(5). pp.870-882.
Welch, M., 2012. Appropriateness and acceptability: Employee perspectives of internal
communication. Public Relations Review. 38(2). pp.246-254.
Willmott, H., 2011. Journal list fetishism and the perversion of scholarship: reactivity and the
ABS list. Organization. 18(4). pp.429-442.
Online
Electronic Methods of Communication in Business. 2017. [Online]. Available through:
<http://smallbusiness.chron.com/electronic-methods-communication-business-
2934.html>. [Accessed on 5th June 2017].