Business Communication Analysis: A Report on Tesco Strategies

This report provides an analysis of business communication within Tesco, focusing on the advantages and disadvantages of written and verbal communication methods. It differentiates between urgent and important communication, detailing the purpose and creation of a business letter for a training program. The report further evaluates verbal communication, including active listening and appropriate responses, and concludes with a plan to improve personal communication skills. Feedback and summarization highlight the positive and negative aspects of communication, emphasizing the importance of effective communication strategies in a hierarchical organizational structure like Tesco. Desklib offers a platform to explore similar solved assignments and past papers for students.

COMMUNICATE IN A
BUSINESS ENVIRONMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 and 1.2 Advantage and disadvantage of using written communication and verbal
communication in a business environment.............................................................................3
1.3 Difference between important communication and urgent communication....................4
TASK 2............................................................................................................................................4
2.1 Purpose of specified written business communication.....................................................4
2.2 Information required to create a specified written communication..................................4
2.3 Creating a business communication (Letter)....................................................................4
2.4 Making some amendments...............................................................................................5
2.5 Proofreading the communication.....................................................................................5
TASK 3............................................................................................................................................6
3.1 Reporting own thought.....................................................................................................6
3.2 Listening actively and responding appropriately.............................................................6
3.3 Formulation of own questions to confirm understanding.................................................6
3.4 Future actions...................................................................................................................7
3.5 Summarising main point of the discussion.......................................................................7
3.6 Appropriate body language and voice tone throughout the discussion............................7
TASK 4............................................................................................................................................7
4.1 Feedback...........................................................................................................................7
4.2 Summarisation..................................................................................................................7
4.3 Developing a plan to improve own communication skills...............................................7
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Communication in the business environment is an essential part that is all about
spreading understanding so that people in the company can connect and work together.
Communication refers to the activity of conveying information through exchanging ideas,
feelings, command and perceptions, etc. within the people in the company. The selected
organisation for the specific business communication study is Tesco.
The study is categorised in four parts. Under the first part, advantage and disadvantage of
written and verbal communication will be cover. In second part, specified written business
communication will be understand. In the third part, verbal communication will specifically
evaluate and lastly in the last section, a summarisation will be given through feedbacks and by
understanding positive and negative points of the communication and a plan will be develop to
improve own communication skills.
TASK 1
1.1 and 1.2 Advantage and disadvantage of using written communication and verbal
communication in a business environment
Written communication is the most common form of communication and generally done
through written mails, reports, memos, letters, etc. There are some advantage and disadvantages
of written communication in Tesco (Addams and Allred, 2015.). The biggest advantage of
written communication is that it creates permanent record of evidence but the disadvantage is
that it is difficult to maintain secrecy. Tesco have hierarchical organisation structure so written
communication is the most suitable for long distance communication. On the other hand in
written communication response of top management to low employees can be delay and decision
making takes a lot of time.
In verbal communication, interaction done by word of mouth and generally messages are
transmitted verbally. The biggest advantage of using the verbal communication is that it goes
fast, makes an immediate impact and brings quick feedback. In oppose to written
communication, oral communication has lack of secrecy and there is absence of permanent
record. But the verbal communication is flexible and have powerful means of control and
persuasion (Difference between written communication and oral communication, 2019).

1.3 Difference between important communication and urgent communication
The important and urgent communication can be understand by the urgent/important
matrix (Alaloul, Liew and Zawawi, 2017). Under this matrix the marketing officer need to
identify what is urgent and what is important thing to communicate in the organisation. Urgent
information that is need to communicate immediately or requires immediate attention. This kind
of communication based on the urgent task. On the other hand important communication is based
on important task that contributes to the long term vision, mission and goals.
The major difference between important and urgent is responding behaviour. The urgent
matter responds immediately and in important the manager takes time to effectively
communicate with others.
TASK 2
2.1 Purpose of specified written business communication
The selected business communication in the organisation is Business letter that is an
indispensable tool of formal and non-technical communication in business. This written
communication is for training program in marketing activity for the employees that will be
conduct for a month in different time slots. The purpose of creating letter in the organisation is to
aware employees about various training programs conducted to improve their knowledge and
skills (Hansen, 2018). Other than that, business letter are used to inform, instruct, order, inquire
and they are also provides valuable information on matters related to business environment and
serve a legal purpose as well.
2.2 Information required to create a specified written communication
For creating formal business letter for a specific purpose i.e. training and development.
Required information are; target audience, communication objective, message channel, time
frame. The tone of message in the letter should be formal and clear that can easily understand by
employees. Other than that, there is requirement of the organisational information regarding the
vacant space and appropriate timing and other technical and practical information are also
needed.
2.3 Creating a business communication (Letter)
Announcement of Employee Training Session
[Date]

Place of training:
Timing:
We are announcing that marketing department is planning to conduct an employee training
session for specific marketing activities that is a part of improvement plans, as suggested by
Management. Everyone will be require attend the training session that is going to be held at
conference room on 25th May 2019 at 11 a.m. I hope that you will not miss the same and get
benefited from this training session.
I will appreciate if you gain maximum out of this session
Thanking You,
Name
Signature
2.4 Making some amendments
The formal letter does not require any amendments but it is required to make some
amendments in communication channel from non-technical to technical through email. That is
more effective, fast and ensure that each and every employee are aware with the information
(Hovland and Lumsdaine, 2017). It will help in communicating personally to the different
audience from the person who are responsible for conducting training and those who are
participating in the training.
2.5 Proofreading the communication
In the announcement letter, there are no errors as I proofread it carefully.

TASK 3
3.1 Reporting own thought
In the above task I prepared a formal business letter in order to inform employees with
the training and development session. Written communication is more effective than oral
communication. It has more impact than other type of communication in the business
environment and it is suitable in all the organisations. In my opinion, channel of effective
communication should be based on the structure of any company (McCroskey, 2015). In the
report, Tesco has been selected that generally prefer written communication in their business
structure. But in the modern world the communication channel are also changing from traditional
to modern such as; video conferencing.
3.2 Listening actively and responding appropriately
 Speaker 1: What is the purpose of selecting the written communication rather than oral?
 Listener: Written communication is selected because Tesco have hierarchical structure
that means that the structure of the members are from top management team to bottom
lower level employees. Other than that, written communication is more secure and
effective than oral communication.
 Speaker 2: Why do you think that video conferencing is an effective communication
way in the business environment?
 Listener: This enable people that are connected to one organisation to transfer their
thought, ideas and decisions effectively and most important distance does not matter. For
example; any presentation is conducted in the organisation and the presentor is not able to
come, video conferencing help in that situation.
3.3 Formulation of own questions to confirm understanding
 Question 1: What is the major difference between written and oral communication?
 Question 2: What organisation selected in the report?
 Question 3: What method used in written business communication?
3.4 Future actions
In future I will try to understand in depth about the oral communication as well. I will
make sure to present the report with some layout of images, practically that looks better and
effective as well.

3.5 Summarising main point of the discussion
The main point of discussion in the report is effective communication in business
environment (Mehrabian, 2017). That consist various types of communication such as written,
oral, urgent, important, etc. Written communication looks more formal in the organisational
context and appears as more effective to inform any command and order to the employees. Many
skills are required to communicate effectively in the company such as; written skill, verbal
communication skill, confidence, etc.
3.6 Appropriate body language and voice tone throughout the discussion
Throughout the discussion I focused on my body language and voice tone. In the
beginning I controlled my vocal texture and be clear that I could able to make the audience
understand (Pearson, 2017). I also focused to maintain my body language and in order to do so I
keep stand straight and use my hands while explaining. I was active with my facial expression
too.
TASK 4
4.1 Feedback
The purpose has been achieved by the communication in the organisation, but it could be
more detailed.
4.2 Summarisation
The positive point of communication is that it is not become restricted to the individual
level. For example, sending a single informational letter or mail to a large number of people has
been made easier through the communication technology on the other hand change in the
communication way can affect the functions in the organisation and a single mistake made in the
communication can lead to many issues (Positive and Negative effect of communication, 2019).
4.3 Developing a plan to improve own communication skills
Communication skill Resource Time frame
Written
communication
I will improve my
written
communication skill
by observing other in
It will take up to 4 weeks to improve my
written skill of communication.

the academy and in the
workplace
Oral communication Although oral
communication is
good of mine but there
are some points that
need to improve. For
that purpose I will take
feedback from my
seniors and work on
that.
I will take up to 10-15 days.
Active listening To improve my
listening skill I
required to take
participation as
audience in
presentations and try
to keep calm by
mediation.
It will take up to 15-20 days
Technical
communication
In the modern business
world I also require
improving my
technical
communication such
as; formal mail,
brochures, etc. This
can be improve by
taking various
coaching classes.
This will take up to 1 month

CONCLUSION
From the present study it has been evaluated that communication is an integral part of the
organisation and every organisation have their specific way of communicating to each other in
formal and informal way. Both written and oral communication have their own benefits and
limitations in the company. Generally in Tesco, announcement of any specific business
communication is done through formal letter form and accordingly in the training session was
given through verbal communication and for the same all the feedbacks come through word of
mouth that contains many questions.

REFERENCES
Books and Journals
Addams, L. H. and Allred, A. T., 2015. Business communication course redesigned: All written
and oral communication assignments based on building career skills. Academy of
Educational Leadership Journal. 19(1). p.250.
Alaloul, W. S., Liew, M. S. and Zawawi, N. A. W., 2017, December. Communication,
coordination and cooperation in construction projects: business environment and human
behaviours. In IOP Conference Series: Materials Science and Engineering. (Vol. 291.
No. 1. p. 012003). IOP Publishing.
Hansen, A., 2018. Environment, media and communication. Routledge.
Hovland, C. I. and Lumsdaine, A. A., 2017. Experiments on mass communication. (Vol. 4976).
Princeton University Press.
McCroskey, J. C., 2015. An introduction to rhetorical communication. Routledge.
Mehrabian, A., 2017. Nonverbal communication. Routledge.
Pearson, R., 2017. Business ethics as communication ethics: Public relations practice and the
idea of dialogue. In Public relations theory. (pp. 111-131). Routledge.
Online
Difference between written communication and oral communication. 2019. [Online]. Available
Through:<https://keydifferences.com/difference-between-oral-communication-and-
written-communication.html>.
Positive and Negative effect of communication. 2019. [Online]. Available
Through:<http://www.positivenegativeeffects.com/communication>.