Effective Communication in Business

Effective Communication in Business

TASK 1

Effective communication refers to the key driver of business development as it is a vital

tool that acts as lifeblood for business growth. The way of passing any form information can

determine whether a business will be successful or not meaning that it can determine the viability

of the business altogether (Dutta, 2013). Effective communication is also deemed the vital spark

of the organisation as it can determine how the staffs and the entrepreneur relate. It is, simply,

the conduit through which the basis of a good relationship is formed (Isaac, n.d.). Therefore, this

section will delve on determining the benefits of each type of effective communication.

Benefits of Communication Cycle in Effective Communication

Embrace a good communication cycle is highly important as it enables one refine and

organize his/her message. It is a strictly six-step procedure that must be followed to ensure all

imperative facts are put into consideration at all times (Crane & Ruebottom, 2010). Therefore, a

speaker can be able to use the feedback he/she receives to improve communication in the future

(Fielding & Fielding, 2006). Briefly, communication cycle enables one to follow the following

steps to improve on business communication; creation of aim, message encoding/composition,

transmission/delivery of information, receiving of feedback, analysis/learning/decoding of the

feedback, and making changes or necessary improvements (Fielding & Fielding, 2006).

Types of Communication

Businesses make use of two major communications, which are verbal and non-verbal

communication. They are discussed below;

Verbal Communication
 Verbal Communication entails all forms of oral and written communication carried out

by the speaker or writer. It is considered one of the most common and effective way of business

communication as it helps to relay important information to the audience (Fielding & Fielding,

2006). Writing of internal memos and speaking orally to the employees during a meeting are

good examples of verbal communication (Taylor, 2011). It is worth noting that one has to be

very careful not to communicate the wrong information by making sure he/she has used the right

words and correct phrases throughout the delivery of any information.

Non-Verbal Communication

Non-verbal communication, on the other hand, refers to the use of signs to relay

information to the audience. For example, a speaker can communicate to the audience through

the use of facial expression and sign language (Fielding & Fielding, 2006). According to

Rizomyliotis Konstantoulaki & Kostopoulos (2017), the mode of communication is deemed

important especially in a situation where the speaker wants to create an emotional connectivity

with his/her audience. However, one has to be very careful not to use sign language to interpret

the information wrongly.

Relevance of Verbal and Non-Verbal Communication

The two categorization are also deemed other imperative way of classifying business

communication. However, both of them have their advantages, as well as disadvantages.

Verbal Communication

Verbal communication entails use of spoken words, symbols, and letter to communicate.

Some of its advantages include; it enables one save money and time as it is not very costly

(Taylor, 2011). It is also very quick in enabling one get the appropriate feedback. Therefore, it is

regarded as the most effective and convenient communication method (KAUL, 2015). Verbal
communication also enables one maintain secrecy in addition to being easy to interpret as it does

not require any material to transfer the message to the audience.

Nonetheless, verbal communication can also be disadvantageous in some instances. It can

prove to be difficult to a class of handicapped people as they will not be able to communicate or

even understand information being relayed (Taylor, 2011). It is hard to communicate with

audience that does not understand the language the speaker is using. Therefore, the expression of

such messages becomes equally difficult.

Verbal Communication

Non-verbal communication entails use of complimentary ways of communication in

order to convey different information to the intended audience. For example, parting someone at

his/her back may indicated that one is apologizing to him/her (Fielding & Fielding, 2006).

Secondly, non-verbal communication is also easy to present through various forms such as audio

and visual means. It can also be used as a substitute for the verbal communication (KAUL,

2015). Illiterate people can also be able to derive meaning from a speaker using verbal

communication as one uses facial expressions and other gestures to communicate (Mishra,

2017). The non-verbal communication is also imperative as it enables one to manage the limited

time, as well as to communicate to all handicapped people.

However, the method has its disadvantages and challenges. It does not include any

formality as it does not follow rules. Non-verbal communication can also be very difficult to

understand, thus, calling for regular repetition by the audience (Fielding & Fielding, 2006). It is

also vague and imprecise and vague as it does not entail any use of words (Isaac, n.d.). It may be

confusing to some as someone may not be able to grasp everything being communicated.
Importance of Clear Written Communication in Business that Meets Expectations of

Different Audiences

Clear communication plays an imperative role in trying to create a good business

environment. The audience must be able to associate with the information being communicated

(Isaac, n.d.). Therefore, having a clear written communication in business is vital as it will be

able to stipulate the role of each and every stakeholder in the most effective manner (Mishra,

2017). Apart from that, it will also be understood by the internal business structure (Hamilton,

2011). Clear written communication is vital as it will ensure stakeholders, employees, and the

management team read on the same page.

Sources of Information That May Be Used To Prepare Written Communication

Written communication may be derived from different sources such as the journals and

the organisational records. However, the source of information will mostly depend on the

purpose of the research (Dutta, 2013). For example, information deemed imperative for the

improvement of the production process can be derived from the earlier records (Fielding &

Fielding, 2006). Nonetheless, it would be very difficult to use the same information to attract

customers (Mishra, 2017). Instead, an organisation will be required to use a wide range of

sources of information such as journal and articles regarding how to treat customers

(Rizomyliotis, Konstantoulaki, & Kostopoulos, 2017). Therefore, such information can be used

to improve the relationship between the stakeholders and the business. It can also be used to

improve the production process.

Tones and Styles of Written Communication

Written communication makes use of different style and tones. The preferred mode and

style depends on the major purpose of business communication (Crane, & Ruebottom, 2010).
Official communication is one of the major styles employed in written communication (Dutta,

2013). Such communication style is meant to portray important information and message a

business want to pass to the audience (Mishra, 2017). Therefore, it has to be brief and straight to

the point. On the other hand, non-official communication is also other style of written

communication (Dutta, 2013). Normally, this is written to address non-business issues that are

deemed important by the management (Hamilton, 2011). For example, it may intend to address a

major incidence such as the demise of an employee or a stakeholder (Hamilton, 2011). It may be

brief or long depending the content of the matter considered relevant.

The tone of written communication largely depend on the attitude a writer has towards

the audience and the readers. Use of language that does not discriminate anyone is one of the

method a tone can be achieved through written form (Dutta, 2013). Everyone is treated as equal.

Being confident when writing anything is also a significant tone that can be depicted in the

written form (Isaac, n.d.). Portrayal of sincerity and courteousness is also another imperative way

of expressing tone of the information being communicated through written form (Welch &

Jackson, 2007). Such a tone helps to reflect how the business values the quality of information

that is being communicated to the audience (McClave, 2008).

Purpose of Communication

Purpose of communication is to inform the audience. Good communication plays an

imperative role in trying to create a better conduit for understanding information being

communicated (Mishra, 2017). On the other hand, it is also used to persuade the audience to

embrace a certain course of action (McClave, 2008). The speaker of the communicator must be

able to use a good tone that is able to persuade his/her audience to engage in a certain course of

action (Dutta, 2013). Apart from that, he/she must also be able to compel the audience to assume
a certain course of action (Crane & Ruebottom, 2010). The potential outcome of a meeting will

highly depend on the capability of the main speaker to deliver information to the audience

(Hamilton, 2011). The speaker must be able to use proper verbal and non-verbal communication

skills in order to ensure that he/she has captured the emotions of the audience (Mishra, 2017).

Welch & Jackson (2007) are of the view that absence of such factors will lead to the automatic

loss of concretion and missing of critical information being delivered.

TASK 2

Verbal and non-verbal communication tools play a critical role during the communication

with both the internal, as well as external stakeholders. The two tools are some of the primary

agents for the enhancement of effective communication (Taylor, 2011). Therefore, as a staff

member in the organisation, one is supposed to note that he/she is supposed to exhibit the

different communication methods to the audience in most effective ways (Hamilton, 2011).

However, one should be able to make use of the two when communicating with different

audience;

Communicating Verbally, Clearly, and convincingly to different Audience

Verbal communication refers to the use of both oral and written language to relay

information to the audience (Taylor, 2011). Verbal communication is dependent on factors such

as the capability of a speaker to punctuate words correctly and capability of one being brief when

communicating in written form (Fielding & Fielding, 2006). For example, when delivering a

speech, one needs to be calm and straight to the point.

At work place, meetings need to be addressed through the use of speech. On the other

hand, internal memos can be used to communicate information to all employees within a short

time.

Benefits of Active Listening

Listening is also an imperative factor in communication. Absence of listening will render

the whole process ineffective. Nonetheless, effective listening may defer from the digital

communication (Fielding & Fielding, 2006). Unlike face to face, use of social media and

emailing do not require the receiver of the information to be a keen listener (Isaac, n.d.).

However, the sender of the information needs to be very keen by making sure correct and precise
 grammatical words are used (Hamilton, 2011). Therefore, it is worth noting listening skills can

only be applied in the oral form of verbal communication. Some of the benefits of effective

communication are;

 Enables one to gain in-depth information regarding a topic under discussion

 Active listening also acts as a motivator to the team members (Welch & Jackson, 2007)

 It also enables one to develop a closer, as well as open relationship at work

Some of the qualities of a good listener entails how he/she should overcome barriers to

verbal communication and includes;

 Avoiding engaging in any other activities when a speaker is delivering any information

 Paying maximum attention to the speaker (Rizomyliotis, Konstantoulaki, & Kostopoulos, 2017)

 Asking questions whenever necessary to make sure one understanding the message being

delivered

Barriers to Verbal Communication and How They Can Be Overcome

Verbal communication can experience many barriers, thus, rendering it to be ineffective. Some

of the barriers entail;

 Use of complicated and technical jargons. One should make use of simple language to enhance

the communication and relaying of the meaning (KAUL, 2015).

 Use of words and phrases deemed taboo to the audience as they will create negative emotion,

which may be bad for communication process

 Different forms of distractions as they may make one not to be attentive enough, thus, rendering

the verbal communication irrelevant (Hamilton, 2011)

How to Recognise and Respond to Different Body Language in Business Environments

 Non-verbal communication skills or body languages can also be used in business. For

example, a business person is supposed to handshake the stakeholder as a sign of greeting and

agreeing with him/her. Nodding head will portray a sign of agreeing with the content being

delivered (Rizomyliotis, Konstantoulaki, & Kostopoulos, 2017). Elegant and official dressing

will portray that the business person is considering the meeting being held as important and

official (Hamilton, 2011). Being happy will also express that one is enjoying the conversation

being held.

How to Develop A Rapport with Colleagues and Customers through Effective Verbal and

Non-Verbal Communication Skills

A rapport can also be developed between business colleagues and customers through the

use of the same non-verbal skills (Rizomyliotis, Konstantoulaki, & Kostopoulos, 2017). For

example, the colleagues are supposed to greet each other whenever they meet in the morning as a

sign of togetherness. Likewise, they should also greet their customers (Rizomyliotis,

Konstantoulaki, & Kostopoulos, 2017). They should also smile constantly to them as a sign of

showing their love to them (Hamilton, 2011). However, they should portray a concern whenever

a customer raises an issue. This should be depicted throughout the communication rapport.

Use of Feedback to Develop Communication Skills

Getting feedbacks is also very important as it will enable the speaker assess whether the

intended purpose has been achieved (Fielding & Fielding, 2006). Asking questions regarding the

subject matter is one of the most effective way of evaluating whether the communication has

achieved its purpose.

The Purpose of Using Feedback to Develop Communication Skills

 The feedback process can be achieved if one is able to improve on his public self and

reduce his Unconscious self. Therefore, the Joharis window will play a critical role in trying to

improve the feedback made by a customer through communication. A business person needs to

be more public to gain more trust (Fielding & Fielding, 2006).

TASK 3

How Effective Communication in business Motivate Employees and Customers

Poor communication can relay the wrong information. The audience will not be able to

get the meaning of the message being communicated (Crane & Ruebottom, 2010). Therefore, in

case of a business organisation, bad communication will lead to poor customer services, lack of

focus, and diminishing productivity.

Therefore, it would be imperative to employ different types of communication in order to

make sure employees and customers are able to understand the meaning being conveyed

(Hamilton, 2011). One might be addressing a disabled who would not be able to understand any

verbal communication (Rizomyliotis, Konstantoulaki, & Kostopoulos, 2017). On the other hand,

he/she can also address people who are not able to understand a particular language, thus,

necessitating the need of using sign language or an interpreter to improve deliver of the target

content or information.

How Effective Communication in Business Motivates Employees and Customers

Effective communication helps to address the concerns raised by the employees and the

customers. Proper communication will ensure employees’ concerns are addressed fully and on

time, thus, improving their satisfaction (Hamilton, 2011). On the other hand, customers also feel

motivate to maintain their loyalty if they their concerns are also addressed in the most effective

manner.

A Recommendation for a Communication Strategy

The most effective communication strategy that is supposed to be used will be a

combination of both verbal and non-verbal communication (Rizomyliotis, Konstantoulaki, &

Kostopoulos, 2017). The affected employees will need to hear a word of mouth from the
executive members to gain a clear insights pertaining to the expected changes (Crane &

Ruebottom, 2010). They will also need to be served with a notification and a letter addressing

different aspects of the issue being communicated. The immediate community members will also

need to be addressed so that they can raise their concerns directly regarding the same issue

(Rizomyliotis, Konstantoulaki, & Kostopoulos, 2017). However, the management will need to

come up with a proper procedure for enhancing feedback communication (Welch & Jackson,

2007). Raising of question when the seminar is on-going will act as one of the most effective

way of enhancing feedback formation. The audience can also be encouraged to give out their

views in written form to future evaluation of their understanding of the issue under study.

Changing Needs of Internal and External Stakeholders and Its Influences on an

Organisation’s Communications Strategy

Changing the needs of these stakeholders will lead to automatic reviewing of the

communication strategy. The management team will need to come up with a clear explanation

pertaining to the importance of making the changes (Welch & Jackson, 2007). It will need to

highlight important points regarding the same. Therefore, the members will need to have a more

convincing tone in order to win the confidence and maintain the trust of the stakeholders.
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