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Introduction: Communication Skills for Business: Models, Methods, and Importance
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Communication refers to the process of sharing thoughts, understandings, and transmitting massage to one another (Johnson, Dunn-Jensen and Wells, 2019). Oral and written are the two significant processes of communication that help management to run day to day workforce smoothly. These two processes of communication are utilized in order to attract clients, to convince them that provide company huge benefits during business operation. This report mainly focused on various communication models such as Shannon and Weaver's communication model, Group communication model, and interactional model (Ennis et al., 2019). Now the business organization is using various communication strategies to improve the organizational performance further that will help senior management to achieve the corporate objectives efficiently.
Task 1: Theory of communication
Shannon Weaver Communication Model
Communication refers to as messages are transacted among the people. The individuals share their opinions, viewpoints, and feelings through interaction (Vettorel, 2019). American Mathematician Shannon proposed this model in 1940, and it mainly signifies that massages the information usually transmitted from one individual to another through electronic signals. Shannon considered the first phase of communications to be a source of information and then via a transmitter, then collected at the target (Sanghvi, Yonetani and Kitani, 2018). Throughout the interaction design, he has also introduced the noise factor that is a linear interaction method. According to this model, send data from the sources to the recipient in this template via the transfer network or modulation, which translates the information and transmits this to the recipient.
Group communication Model
Group communication is vital for all the business organizations to improve the overall working excellence that leads to improving the organizational brand image as well as financial profitability (Johnson, Dunn-Jensen and Wells, 2019). On the other hand, group communication is also vital for all business organizations to achieve the business objective quickly. The group communication process includes actions in which it covenants the difficulty it was prepared to resolve when it goes beyond its interaction into the environment of the collection, and the effective development of the communication is compensated (Küttler et al., 2019). The actions of the team unit are also evaluated for social quality during this portrayal. The advances of the project are also observed in environmental barriers. That is also important for all the business entity to build proper relation among the workers, and it also preserves workplace culture that leads to providing the employees psychological satisfaction.
Interactional Model of Communication
Interactive interaction is an exchange of opinions, ideas, and information in which both respondents are active, be they human or machine. The flow of information is dynamic, bi-directional (Sanghvi, Yonetani, and Kitani, 2018). When the first parties send a clear message to the second party, the first party is the sender, and the second party is the recipient at that moment. However, when the second party submitted input, it has become the recipient, and at that point, the first party was the receiver (Kang and Koh, 2018). This communication model is vital for a business organization in order to manage the clients and also gather feedback from the clients that leads to improving product and service development. The international communication model also builds trust and triggers active cooperation among the employees and improves the working performance of the business.
Different Communication Methods for Business
Communication within an organization is also crucial, will help to promote a perfect business relationship for both managers and the employees, which can enhance ethical and productive working practices (Küttler et al., 2019). Organizing the work often calls for communicating effectively with each other. Similarly, leaders, as managers, need to connect with the employees efficiently to accomplish group goals.
Verbal communication Method
Verbal mode of interaction process involves communication from person to person and oral interaction that assists all the employees and key persons to share their instructions and other vital information easily for handling the pressurized situation efficiently (Aasheim and Williams, 2019). This method of communication is among two people who talk and listen. This mode of communication primarily used it as an informal means of interaction for workers and general employees.
Non-verbal communication Method
This is the way of interaction which incorporates sign languages, as it might be necessary for the organization (Hall, Horgan and Murphy, 2019). In a busy workplace location, the listener cannot hear the sound, and signals may be used to deliver the necessary information in this case. This is the way of interaction which uses expressions as sign languages, as it can be essential for a business (Vrij, Hartwig and Granhag, 2019). In a busy workplace, the listener is unable to hear the sound, so signals can also be used to deliver the necessary information
Visual Communication Method
According to these communication methods, the photos, arts, sketch, and other various signs to transmit information to the other person, and it are vital in a workplace to transfer the massage to a large number of people at a time (Hall, Horgan and Murphy, 2019). Different graphs design also has been used in this communication method in order to share detailed information with a view to a specific topic.
Electronic Method
There are many methods of interaction, such as email websites, text messages, phone calls, etc. by various business entities. Electronic communications are becoming most prominent for their speed and precision in advanced communication techniques (Vrij, Hartwig, and Granhag, 2019). In present days, most of the organization is using these technologies to reduce the time of message transmission.
There are two significant types of communication process generally uses by the management one is formal communication and other informal communication. Communication via pre-defined networks established by organizations is known as formal interaction.
Formal and Informal communication process
Formal communication maintains organizational discipline, and by using this process, the management can record and track the information easily (Carlino et al., 2019). The organizational process supports this communication system, and it also meets the organizational goals. Informal communication is not supported by pre-defined networks and can occur in any part of the business. Usually, information transmitted from top management to different departments that connect to lower-level employees. The primary objective of this interaction is to maintain and create connections with superiors, colleagues, and subordinates.
Benefits of formal communication
It also improves the overall working efficiency of the workplace and provides the employee's satisfaction, and that leads to an increase in the rate of employee retention.
Formal communication is in written format; it works as a permanent record that aims to settle the conflict between both the participants in the future and also help managers to avoid legal obligations easily in the near future (Stoyanova et al., 2019).
This type of communication is systematic, and there is less chance of mistakes informal conversation, so the organization generally gets more advantages during business operation.
Benefits of Informal communication
In case of business entity, a casual form of communication is an option. Those messages may not be sent via formal communication methods (Carlino et al., 2019). In this scenario, informal interactions follow organizational approaches and transmit essential information quickly.
Through informal communication, the managers can get a fast response from the workers, so all the businesses need to manage the pressurized situation easily within the given deadline.
The informal communication is easily understandable for all the employees and workers so they can make response faster.
Technological use in different types of communication
Communication refers to the component of a business entity, and its achievement varies on the use of communication modes and its information exchange efficiency (Stoyanova et al., 2019). The advancement of technology also changed the modes of communication, and the business entities are focusing on various advance technology to gain more competitive advantages in a competitive environment.
Internet: The introduction of the internet changed the global communication system, and all types of information are easily available on the internet (Burm et al., 2019). Through this technology, managers can transmit information rapidly. It easily connects the people of other countries, and the core management team can operate the business centrally.
Smart Phones: It is also an essential gadget for all the people, and now people are able to manage the overall communication easily through smartphones. People can send files and essential documents easily by using this technology.
In order to establish a hot feeling, effective communication must. Moreover, the atmosphere for communication or interaction is formed. The lousy atmosphere causes people to shame and discourage them from expressing themselves openly (Ennis et al., 2019). Cultural differences often create obstacles for excellent communication because there are different nations with various cultures and traditions. For example, in a different culture, including Arab people, the gap between two individuals when conversing has to be nearby when speaking, that is viewed as a wrong way in western culture (Chu et al., 2019). Verbal communication obstacles are the use of telephones, audio, or video conferences on laptops. Email, fax, internet for a short letter are used to avoid the written documents.
For effective communication, people need to identify their strength, weakness, and also the level of understandings, and it will help people to get advantages from communication (Tatham, 2019). Identify the nature of the audience generally provides the sender advantages, and it also helps to build a good relation and trust between the sender and receiver. It is crucial to understand who receives the information on the other side, the level of expertise, abilities, and preferred contact channel to make effective interaction. A successful communicator listens carefully to the expression of other parties for keeping the interactions comfortable, eliminating the discomfort, and providing constructive feedback.
Task 2 Oral Communication
Oral communication is one of the critical types of verbal process that help people to transmit information easily by wasting time. In case of urgent work, this communication is effective to get raid response (Burm et al., 2019). Some different techniques and rules make the communication process attractive. Active oral communication assists people in marketing operations and also improves organizational brand value. An example of the verbal communication process is highlighted below.
Me: Hi Allen, thank you for contacting us. How may I help you?
Mr Allen (Customer): I ordered some biscuits from your company, but most of the products I received are damaged. I paid the whole amount, so I want to return all the products and also return my money back as soon as possible.
Me: Okay. Don't worry. It's due to the delivery problem so we will return all the products and deliver you the fresh products as soon as possible. Apart from that, this time we will provide you free delivery with an additional 10% discount.
Mr. Allen (Customer): I am your one of the regular customers, but this time your services very much disappointed me. So I want to cancel this order and want my money back.
Me: we are really sorry for our delivery services, but we will focus on this problem and will improve our services further based on your feedback, and next time, we will resolve all these issues.
Task 3 Communication in Written
Appropriate methods and styles of communication are required in business management. It is an essential aspect of the information exchange; people also try to use it. I attach here some of my examples of writing, a text, a document, and an email to show my abilities of interaction in writing.
Business Report
Title: Influence of communication in Business
Executive summary
There are various communication types or approaches, for instance, formal or informal, oral, nonverbal, and interactive. For a different position, both of these methods are extremely important. More than the efficiency of the non-verbal method, individuals used oral interaction. Some limitations diminish the effectiveness of contact with each of the approaches. This obstacle must be avoided or monitored for effective communication. This report generally signifies the influence of different types of communication in business.
Introduction
As an individual being, in certain respects, we are calling speech; we will communicate our thoughts and responses in various aspects. Without any communication system, people have great difficulty as people cannot identify and express emotions (Tatham, 2019). In a business environment, communication helps to identify the behaviour, emotion of clients, and other essential stakeholders; it necessary to manage a regular workforce effectively by avoiding the threats.
Influence of communication in Business
Different types of communication approaches occur formal or informal, oral, non-verbal. For a different position, both of these methods are essential for business management.
Active communication is important in the workplace to fulfil the organizational objective without any problem (Aasheim and Williams, 2019). All employees must be conscious of what tasks they carry out, what development they are making, and what their ultimate goal is, whether this communication occurs orally or via computer-controlled techniques such as mail and chat (Burm et al., 2019). Communication between managers and workers may help better respond to the needs of the workers, encourage the workers again, and help the administration fix future organizational problems.
Clear communication may promote a strong relationship with both people and their employees that, in turn, may improve moral standards and effectiveness. In a general sense, it adheres to normal social expectations and standards, like not being hard to get hold of or paying full attention to others when people talk to them (Chu et al., 2019). Effective communication generally promotes innovation, and creativity is created by providing a platform for workers to exchange ideas. Employees who listen to customers' problems and communicate alternatives are decent diplomats for the business without getting emotional, confrontational, and otherwise harmful.
Conclusion
Communication is one of the essential parts of the entire business organization. Without an active communication process, the managers are unable to identify the day to day requirements of a business. For that reason, all the business organization is using advance information system in order to improve the level of communication that helps management to handle the harder situation easily in a given deadline.
Recommendation
The business organization is now focused on improving overall business performance. For that reason, incorporation of the Information system, and digital technology will improve the communication process and improve organizational performance rapidly (Chu et al., 2019).
All the business organization needs to make documentation of every formal and informal communication, and it will help to reduce the number of organizational conflicts and upcoming threats (Aasheim and Williams, 2019).
The management needs to provide training all the employees for active communication to maintain a corporate culture that leads to provide the employees psychological satisfaction.
Business Email for Meeting
From: Mr. Peter <peter15 @gmail.com>
To: Ms. Alina < [email protected]>
Date: 26/11/2019
Subject: Invitation for Business Meeting
The management team of this organization will conduct a meeting at 3 pm on 28th Nov 2019 at the office auditorium hall. Your presence in this meeting is essential to discuss with a view to organizational issues.
The main objective of this meeting is to discuss the difficulties and progress of this company, so all the employees are ordered to join in this meeting to share the viewpoints that vital for mitigating all the organizational issues effectively. The management will take some long term decisions for corporate development, so gather viewpoints from all the employees will help management to make an effective decision that leads to sustaining ale development.
Your presence is most valuable, so please come at the mentioned time and cooperate with us.
Sincerely,
Mr. Peter
HR Manager
XYZ Organization
Business Letter
To
The Managing Director
XYZ Organization
London Branch
Sub: Meeting to Discuss About Organizational Issues
Sir,
With due respect and humble submission, I would like to write to your kind concern with a view to recent organizational issues faced by the HR department due to lack of proper communication between the HR manager and the employees.
Active communication better employees and managers are vital in order to identify the necessary requirements to run the day to day operations actively. Due to a lack of communication, the HR department unable to gather performance reports from the employees. For that reason, a proper information system is required for this organization in order to mitigate all the issues efficiently.
For that reason, it is my earnest request to you to implement upgraded information to run the day to day workforce smoothly.
Sincerely,
Mr. Peter
HR Manager
XYZ Organization
Conclusion
Communication is also an essential part of the entire business organization. People can't work a single week without interaction with others. There are several means of interacting, concepts, processes, and structures that help managers to gain more advantages through business communication. As interaction is essential, the companies should concentrate further on this to prepare their workers to understand the communication procedure. It is crucial to achieving more productive operations with staff that lead to sustainable development.
References
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Carlino, E., Piedimonte, A., Romagnolo, A., Guerra, G., Frisaldi, E., Vighetti, S., Lopiano, L. and Benedetti, F., 2019. Verbal communication about drug dosage balances drug reduction in Parkinson's disease: Behavioral and electrophysiological evidences. Parkinsonism & Related Disorders.
Chu, S.M., Duan, N., Gong, M., Qiu, Y.J. and Yan, J., International Business Machines Corp, 2019. Determining an object referenced within informal online communications. U.S. Patent Application 10/296,527.
Ennis, L., Mansell, W., McEvoy, P. and Tai, S., 2019. A systematic scoping review and synthesis of dementia and communication theory. Dementia, 18(6), pp.2261-2281.
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Johnson, C.S., Dunn-Jensen, L.M. and Wells, P.M., 2019. Sketchy communication: An experiential exercise for learning about communication in business. Journal of Education for Business, 94(1), pp.46-56.
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