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Course/Programme: Assignment Brief- Business Foundation

Level: 3

Module Title: CFPBUS004 Business Communication

Assignment Title: Assignment 2 – Individual Report

Submitted by:

Submitted to:

DATE:
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Contents
Introduction:....................................................................................................................................3

Literature review:.............................................................................................................................3

Analysis and discussion:..................................................................................................................4

Analyzing performance and principles of organizational communication:.................................4

Applying principles of effective communication:.......................................................................5

Evaluating communication practices for managers and employees:...........................................6

Conclusion:......................................................................................................................................8

References:......................................................................................................................................8
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Introduction:
Business environment of 21st century is very much competitive. Based on the scenario,
organizational communication among the functional departments within the organization is
essential. Internal communication among employees, staffs will increase the effectiveness and
efficiency of any organizations. To achieve a better communication process, managers should
accumulate with the organizational changes. In this report, communication process for inter-
departmental cooperation and barriers of communication will be evaluated. Apart from this,
effective strategies for overcoming those barriers will also be demonstrated critically in
organizational perspective followed by the scenario.

Literature review:
Workplace communication plays a great role for working environment among employees and
staffs within the company [ CITATION Sar091 \l 1033 ] . Communication is a key element for
creating and sharing ideas, values, information in a systematic process [CITATION Com191 \l
1033 ]. For business, management should need effective and efficient communication process
both internally and externally. For any departments in organizational perspective, managers need
to cooperate employees with motivation, flexibility and modesty. These factors can only be
achieved by effective communication practices within the organization. Depending on the terms
and principles, communication process can be varied. There are two types of principles for
communication and they are oral communication and written communication [ CITATION Bri131 \l
1033 ]. Organizations need both oral and written communication. Oral communication includes
non-verbal communication and written communication includes formal communication with
written documents. Oral communication creates a flexibility inside the organization and written
communication is basically used for a future reference [ CITATION Dav09 \l 1033 ]. In managerial
context, managers should maintain a good and flexible communication with colleagues and
employees. It is important to maintain organizational performance and so, managers should have
a two-way communication with their coworkers. For better communication, personal qualities
like accuracy, clarity of the tone, empathy etc. should be well developed for a manager in any
organizations [ CITATION Voh15 \l 1033 ] . For an effective communication, sender and receiver
both should have some attributes of communication. Without these attributes, organizational
communication will be hampered in organizations. Principles of effective communication will
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enhance the organizational performance among employees [ CITATION MBA19 \l 1033 ] . These
principles should be practiced efficiently in organizations. To achieve the main objectives of
workplace communication, some communication practices should be developed. Effective
communication practices reduce the workplace error and moderate the flexibility of work. Plan
and strategies with tactics, idea sharing with dynamic ideas and information among employees,
avoiding overloaded information, and collaborative encouragement among employees should be
effectively practiced in the functional departments of any organizations [CITATION DESce \l
1033 ].There will be some barriers and challenges of communication like language, time noise,
distraction, distance, time etc. To overcome this challenges, effective communication should be
maintained in organizations for sustaining in the long-term business environment.

Analysis and discussion:

There are a lot of ways for communication. But workplace communication and workplace
behavior is different. Purposes and objectives of organizational communication depends on the
structure of the organization.

Analyzing performance and principles of organizational communication:

Communication process includes sender and receiver where sender encode a message and
receive decode the message and the message should have a purpose and a channel [ CITATION
Jef08 \l 1033 ]. The process of communication is given below-
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Figure: Communication process

Source: Business Jargons

Depending on the process, organizational communication means the sending and receiving of
messages to specific individuals in a working environment to enhance the understanding of the
communication with different communication approaches for achieving organizational goals and
objectives [ CITATION Int18 \l 1033 ]. Organizational communication can help on-

1. Task relating activities of different areas of the functional unit of the company like sales
and marketing, human resource management, accounting and finance department etc.
2. Creativity and adoption of different organizational policies and decision of employees by
the management.
3. Supporting day to day activities and operational tasks for employees and managers.
4. Developing a good relationship with employees and managers within the organization.

These factors and principles of organizational communication develop a better working

environment among employees and managers. If employees and managers can maintain effective
organizational communication, organizational objectives can be achieved.

Applying principles of effective communication:

In organizations, employees and managers should follow some communication approaches.
Among them mostly used communication process in workplace environment are-

a. Formal communication:

Formal communication is based on the organizational chart of the company. The communication
can be employee to manager, manager to employee, subordinates to manager and manager to
subordinates. Written communication is known as a formal communication where an evidence
are recorded for future preference.

b. Vertical communication:

Vertical communication is an upward communication procedure where a subordinate can

communicate with a superior of the organization. Vertical communication in any organizations
should be well formed and structured. Otherwise conflict will arise and organizational
performance won’t be achieved.
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c. Horizontal communication

In horizontal communication, one department of any organizations communicate with another

department effectively for a specific objectives assigned and authorized by the management. It is
very much important for any organizations creating a strong network within the organization.

Apart from this, managers and employees should practice some core principles for effective
communication in organizations. To facilitate inter-departmental communication, some steps
and approaches given below-

1. The message should have a clear and specific information related to the organizational
context.
2. Before transmitting the message, the message should have a specific objective and
purpose. Without any specific objective, organizational communication can’t be
effective.
3. Managers should give a message which must be understandable to his/her colleagues.
4. The message should have some context related to organizations like planning,
organizational decisions, policies and goals of the organization.
5. Managers should send and communicate with a complete message and information to
his/her employees.
6. As communication is a two-way procedure, managers should listen to their coordinates
properly and also evaluate the feedback for any organizational issues.

Evaluating communication practices for managers and employees:

For managerial perspective, communication practices can arise some conflicts due to some
challenges and barriers. Barriers and challenges of commination are given below-

a. Semantic barriers of communication:

Semantic barrier is a barrier of encoding and decoding a message [ CITATION Rey11 \l 1033 ].
Semantic barriers basically known as language barrier. Managers should communicate with
employees with a language which employees understand.

b. Psychological barriers of communication:

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Psychological barrier relates with emotional factor. When sending and receiving the message,
emotions will make a conflict between encode and decode of the message. Managers and
employees should not be angry or emotional while transmitting the message.

c. Organizational barriers of communication:

This barrier includes with organizational structure, organizational rules and regulations etc.
which sometimes effects effective communication in a negative way. For this kind of barrier,
employees sometimes can’t feel free and flexible to communicate with their supervisors and
subordinates.

Apart from these barriers, time distance, cultural factors, distractions, lack of interest are some
basic barriers in organizational communication. To overcome these barriers, some strategies are
discussed below-

1. Workforce diversity is valuable and important both managers and employees in any
organizations. Diversity will reduce the communication barrier caused by language,
culture, religious belief etc. Human resource department of organizations should take
some policies and steps about the diversification among managers and employees.
2. Communication is a two-way process where sender encodes message and receiver
decodes the message. In this process of encoding and decoding, listening and speaking
skills are interrelated. Modern workplace environment is consists of a lot of distractions.
The main reason of this distraction is improper listening. So, managers and employees
both should do active listening practices for effective organizational communication.
3. Communication sometimes fails because of active listening. For effective communication
in workplace environment, regular meetings and creating flexible environment will guide
a better and sustainable organizational communication to achieve organizational goals
and objectives of an organization.
4. Managers and employees should not allow personal clashes in the workplace
environment. Everyone should value other’s decisions with superior priority.
5. Managers, employees, supervisors should be open-minded. This strategy will help to
listen properly.
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6. Simple and formal language will reduce the language barrier. Employees from different
culture should get adequate training and development to adopt organizational
communication in a systematic way.
7. Visualization, graphical representation will enhance the understanding of the message.
Managers and employees should have knowledge to understand visual message and
information. Complicate issues can be solved with visualization of the information.

Conclusion:
In fine, communication is important for any business organization. Functional departments of
any organizations should collaborate each other with effective organizational communication
strategy for gaining organizational objectives and goals. Proper knowledge and information will
enhance the communication approaches of an organization. So, human resource department of
any organization should recruit and select skilled employees to practice a sustainable
communication approaches in the organization. Hence, barriers and conflicts should be
overcome by effective strategies make by the management. Functional integration of all
departments will reduce the communication gap and also maintain a better workplace
environment in any organizations. From the given scenario, it will be effective for the director to
take stated strategies to ensure a better communication in the organization among employees.

References:
Brighton & S.L Paul. (2013). Communication Skills for Managers (13 ed., Vol. 2). London:
Hudson.

David L.O. (2009). Introduction to Communication (12 ed., Vol. 3). Wales: Prientice Hill.

Effective Communication Practices in Workplace. (2019). Retrieved June 20, 2019, from
DESKALERTS: https://www.alert-software.com/blog/best-communication-practices-in-
the-workplace

Introduction to Communication. (2018). Retrieved June 20, 2019, from ER Services:

https://courses.lumenlearning.com/suny-introductiontocommunication/chapter/what-is-
organizational-communication/
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Jeffrey & Saha. (2008). Communication Skills for Managers in Organizational Context (12 ed.,
Vol. 3). Wales: McGrew. Retrieved June 20, 2019

Luther, K.L. (2017). Communication. Retrieved June 19, 2019, from Toppr:
https://www.toppr.com/guides/business-studies/directing/communication/

MBA Knowledge Base. (2019). Retrieved June 19, 2019, from MBAknol:
https://www.mbaknol.com/business-communication/principles-of-effective-
communication/

Reymond J.R. (2011). Principles of Management and Communication (12 ed., Vol. 5). Chicago,
USA: Hudson.

Sarah & Richardson. (2009). Workplace Communication Strategies for Managers (17 ed., Vol.
3). London: Pearson.

Vohra. (2015). Organizational Behavior (15 ed., Vol. 18). London: Pearson.