Business Communication

Prepared by: Ionela Alina Lungoci

For Senior Manager: Mr Green

Introduction

This report has been made for Senior Manager from a bakery which will be made in three
tasks. Task one and task two (project one) are to explain certain information relating to
business communication. Task three (project two) is another report which can be found in
appendix and hold information required by senior manager.
Task one

1.1 Different models of communication in business.

There are three standard models in communication: Linear, Interactive and Transactional, all
three are slightly different in communication process. (Z, 2013)
The sender is an individual or a group who is creating a message, that could be verbal or
non-verbal. (Z, 2013)
The receiver is an individual or a group who is receiving the message. (Z, 2013)
The message is the content, which is encoded by the sender, sent and received by receiver
and decoded. (Z, 2013)
The channel is the way haw the message is sent, like spoken voice, telephone, radio,
television, written word, computer. (Z, 2013)
The context or noise is the setting or environment the message is created and received. (Z,
2013)
The feedback is the return message from receiver to sender, verbal or nonverbal. (Z, 2013)
Linear communication model is when the sender encodes the message thru a channel and
the message is decoded by receiver there is no means in immediate feedback, like radio,
television or newspaper. (Z, 2013)

(Crawley, 2019)
Example of linear communication: a manager from bakery put an advertiser with the new
product they have on billboard across UK.
Strengths of linear communication:
Linear communication it is good for audience persuasion and propaganda setting. (profile,
2017)
Linear communication can have an intentional result. (profile, 2017)
Weaknesses of linear communication:
It is not good because communication is not continuous as no concept of feedback. (profile,
2017)
It is not good because is no way to know if communication was effective. (profile, 2017)
Interactive communication model is almost the same as linear model but with exception
that interactive model had a replay back (feedback) from receiver and sender is becoming
receiver, like text messages, a phone call or email exchange. (Z, 2013)

(Communication Strategies || NurseCE.com, 2021)

Example of interactive communication: senior manager from bakery sending an email to
area manager where is asking about the performance of previous month.
Strengths of interactive communication:
It is good because can get a feedback in return. (4 Communication Methods: Pros & Cons -
Out of the Office, 2021)

Good for social media. (4 Communication Methods: Pros & Cons - Out of the Office, 2021)
Weaknesses of interactive communication:
Not good because is not a direct message. (4 Communication Methods: Pros & Cons - Out of
the Office, 2021)
Not good because the internet connection might be poor and can have delay on delivering
the message. (4 Communication Methods: Pros & Cons - Out of the Office, 2021)
Transactional communication model is when the message is going back and forward from
sender to receiver, like meetings, video conference or phone call. (Z, 2013)

(Transactional Model of Communication - Businesstopia, 2018)

Example of transactional communication model: a bakery manager is talking by phone or via
email with suppliers about the prices of products.
Strengths of transactional communication:
Good because can get simultaneously feedback. (Communication Models – Types,
Advantages and Disadvantages, 2017)
Field experience it helps on communication. (Communication Models – Types, Advantages
and Disadvantages, 2017)
Weaknesses of transactional communication:
Not good because the noise in background is more present. (Communication Models –
Types, Advantages and Disadvantages, 2017)
Message can be interpreted differently from receiver. (Communication Models – Types,
Advantages and Disadvantages, 2017)

1.2 The key factors which can enhance or impede business

communications.
a) Psychological noise is when the sender relays a message to the receiver but is done with
anger or with sarcasm. For example, if the manager of a bakery is going to an employee to
give him a feedback about his performance, and he is shouting and being sarcastic, this will
impede the business communication. (Barriers to Effective Communication | Boundless
Management, 2021)
b) Complexity of the message is when the message is to complex, and the receiver can be
confused and not understanding. For example, in a bakery if there are new employees and
the manager came and told them a long list what they must do, they might not understand
or can forget something, this will impede the business communication. (Ismail, 2021)
c) Credibility and communication skills of the sender is when the sender of the message has
experience and know what is doing and make for receiver an easy understanding. For
example, a new manager in a bakery if he doesn't have experience and don’t know what is
talking about in a meeting with other managers, this will impede the business
communication. (Ismail, 2021)
d) Mode of communication is when the message has help from other factors (technology)
and the receiver can read the message fast and clear. For example, a senior manager from a
bakery it is holding an online meeting with other managers and he is presenting a
PowerPoint of a last 6-month results, the PowerPoint it is well done (well presented in slides
and explained well) and internet Conexion is good this will enhance business
communication. (Ismail, 2021)
e) Environmental noise is when the message from sender to receiver is disrupted by noises
made around (machinery). For example, a manager from a bakery has a brief in the morning
with the leaders and take them out from working area, where is a lot of noise from
machinery, into a quiet place this can enhance the business communication. (Barriers to
Effective Communication | Boundless Management, 2021)
1.3 The impact these factors may have on the business.
a) Psychological noise, if the message is transmitted with a certain level of sarcasm and
anger then the message might not be effective. For example, a departmental manager from
bakery must give to an employee a feedback about his productivity, and he is shouting and
be sarcastic the employee might not improve his productivity and can easily quit the job.
Can have impact the employee morale and individual efficiency and productivity might drop.
(Barriers to Effective Communication | Boundless Management, 2021)
b) Complexity of the message, if the message is to complex then the receiver might get
confused and not understand. For example, a new employee at the bakery and the manager
is coming to him and start to give him a long-elaborated list with things he must do during
the day he might not understand or might forget few things. Can have impact on dropping
individual, departmental efficiency and productivity. (Ismail, 2021)
c) Credibility and communication skill, if the sender send a message and he doesn’t have a
clue what is about in that message the receiver might not understand. For example, a new
manager in a bakery must hold a meeting with other managers, if he doesn’t have
experience and don’t know what is talking about this will affect by dropping individual,
departmental efficiency and productivity, employee morale and financial strength. (Ismail,
2021)
d) Mode of communication, if the message is transmitted fast and clear the receiver can
read and understand the message. For example, a senior manager from a bakery it is
holding an online meeting with other managers about last 6-month results, if his
PowerPoint is well consistent and the internet connection is very good that will improve
capacity to innovate and organizational agility and responsiveness. (Ismail, 2021)
e) Environmental noise, if the sender transmits a message and is disrupted by noise
(machinery) receiver might not understand the message. For example, a manager from a
bakery has every morning a brief with the leaders and if he is taking them into a quiet place,
out of the working area, where is a lot of noise from machinery, this will improve
departmental efficiency and productivity, financial strength and employee morale. (Barriers
to Effective Communication | Boundless Management, 2021)

Task two

2.1 The key purposes of business communications.

a) A good business communication is the foundation of any successful organization,
regardless of size, industry or geography. For bakery managers must come with new
products, new prices list to keep attracting customers and can give bonuses to the best
employee to determine them on going to do an excellent job and make another employee
to work harder. (Williams, 2018)

b) Establish credibility. This could be a sincere relationship between suppliers and the
bakery. An example would be the supplier delivering on expected day and time, and the
bakery paying on the expected day and time. (Establishing Credibility: Public
Speaking/Speech Communication, 2021)
c) Give feedback means telling how good their working like what's good or what to improve.
As an example, if a customer said the bread is tasty and fresh tell that to the chief. It will
build a good relationship with the worker and the manager. (Giving Feedback: Boosting Your
People's Confidence and Ability, 2021)

2.2 The relative merits of different methods of communication in a

business context.
“Senior managers urgently need to communicate monthly sales results including a variety of
charts with all bakery store managers who are scattered around the country”. They can do
that by emailing them with a mass email, intranet where senior managers are contacting
other manager internal to get information they need, by video conference where they can
present results of monthly sale and afferent charts, presentation where the managers can
put their findings and visual images where their can present the charts and graphs asked.
The urgent mass email can give a direct message to managers about the following video
conference, intranets is also a fast-sending message to reply and send presentation and
visual images to senior manager. The video conference is good because everyone is present,
and you can see everyone action and reaction during the meeting. They will be going to use
Zoom for video conference rather than Skype, because the meeting is done just with certain
people, in this case just with managers needed, they must use a password to log in into the
conference, the meeting will not be disrupted by other, competition cannot access the
monthly sales of the company and meeting will remain confidential. They will not be going
to use communication boards, because if every employee can see the results will not be
confidential and can have some morale impact to the employee. (Richards, 2019)

2.3 Advise on good practice in electronic communications.

a) To send a good email we must make sure we follow the email etiquette. First after the
message is encoded, we must review the message to make sure the message is clear, no
grammatical errors, and if we put everything we wanted to put in message. Check if you
added all the person you need to receive the email, if it is a mass email make sure you
exclude those which you do not want to receive the email. Make sure you tag your email as
important if you need. Be careful with using capital later in message because that can be
interpreted as shouting. You should not criticize other people on your email. Add supporting
documents by compressing them using Dropbox or ezyzip program. (Tschabitscher, 2020)
b) If your company has a Facebook page, make sure when you post on that page, what
pictures you share, to don’t affect the image of the company, what messages you share to
don’t give competition and hackers opportunities to see what you don’t want to be seen. If
you have a video conference don’t use Facebook, use other programs much safer like zoom,
LinkedIn, Chime, Zoom. (Services, 2016)
c) If you are using a laptop at work and you are taking that with you at home, make sure you
are not using your laptop in public area like, restaurant, coffee shop, airports, because they
can be easily hacked by hackers. When you are at work make sure you lock your screen
every time when you are not near, you can use a midway key (access with password and
fingerprint) for your laptop, so nobody can access your laptop when you are absent.
(Bursztein, 2017)

Conclusion
This report has been made in three tasks for senior manager from bakery. Task one and task
two (project one) I have explained certain information related to business communication.
Task three (project two) I have done another report which can be found in appendix and
hold information required by senior manager.
References

Bean-Mellinger, B., 2018. Definition of Business Reports. [online] Bizfluent. Available at:
<https://bizfluent.com/info-7758187-definition-business-reports.html> [Accessed 25 March
2021].
Bursztein, E., 2017. [online] Elie.net. Available at: <https://elie.net/blog/privacy/ten-simple-
steps-for-keeping-your-laptop-secure/> [Accessed 25 March 2021].
Businesstopia. 2018. Transactional Model of Communication - Businesstopia. [online]
Available at: <https://www.businesstopia.net/communication/transactional-model-
communication> [Accessed 24 March 2021].
Courses.lumenlearning.com. 2021. Barriers to Effective Communication | Boundless
Management. [online] Available at: <https://courses.lumenlearning.com/boundless-
management/chapter/barriers-to-effective-communication/> [Accessed 24 March 2021].
Crawley, D., 2019. 3 Ways to Choose a Powerful and Effective Communication Style -
DonCrawley.com. [online] Don R. Crawley, CSP, DTM. Available at:
<https://doncrawley.com/how-to-communicate/> [Accessed 24 March 2021].
Ismail, R., 2021. The Impact on effective communication in Business. [online] Academia.edu.
Available at:
<https://www.academia.edu/5357293/The_Impact_on_effective_communication_in_Busin
ess> [Accessed 24 March 2021].
Lumen.instructure.com. 2021. Establishing Credibility: Public Speaking/Speech
Communication. [online] Available at:
<https://lumen.instructure.com/courses/218897/pages/linkedtext54231?
module_item_id=5007088> [Accessed 24 March 2021].
Mindtools.com. 2021. Giving Feedback: Boosting Your People's Confidence and Ability.
[online] Available at:
<https://www.mindtools.com/pages/article/newTMM_98.htm#:~:text=Before%20giving
%20feedback%2C%20remind%20yourself,positive%20and%20focused%20on
%20improvement.> [Accessed 24 March 2021].
Nursece.com. 2021. Communication Strategies || NurseCE.com. [online] Available at:
<https://www.nursece.com/courses/144-communication-strategies> [Accessed 24 March
2021].
Out of the Office Blog. 2021. 4 Communication Methods: Pros & Cons - Out of the Office.
[online] Available at: <http://oofva.com/blog/4-communication-methods-pros-cons/>
[Accessed 25 March 2021].
profile, V., 2017. Linear model of communication. [online]
Businesstudiesnotes.blogspot.com. Available at:
<http://businesstudiesnotes.blogspot.com/2017/08/linear-model-of-
communication_7.html> [Accessed 25 March 2021].
Richards, L., 2019. Various Communication Methods in Business. [online] Small Business -
Chron.com. Available at: <https://smallbusiness.chron.com/various-communication-
methods-business-2932.html> [Accessed 25 March 2021].
Services, I., 2016. 10 Tips to Stay Safe on Social Media. [online] Carleton.ca. Available at:
<https://carleton.ca/its/2016/social-media-safety/#:~:text=Social%20media%20accounts
%20are%20regularly,%2C%20financial%20information%2C%20phone%20number.>
[Accessed 25 March 2021].
Simplynotes. 2017. Communication Models – Types, Advantages and Disadvantages.
[online] Available at: <http://www.simplynotes.in/mbabba/communication-models/3/>
[Accessed 25 March 2021].
Tschabitscher, H., 2020. How to Mind Your Email Manners. [online] Lifewire. Available at:
<https://www.lifewire.com/fundamental-email-etiquette-1171187> [Accessed 25 March
2021].
Williams, E., 2018. Effective Persuasive Communication. [online] Small Business - Chron.com.
Available at: <https://smallbusiness.chron.com/effective-persuasive-communication-
56248.html> [Accessed 24 March 2021].
Z, G., 2013. Models of Communication | The Communication Process. [online] The
Communication Process. Available at: <http://thecommunicationprocess.com/models-of-
communication/> [Accessed 24 March 2021].
Appendices

Task three

3.1 The means and purposes of business report in business.

A business report is a document holding information which are organized into a narrative,
graphic and tabular form, can be prepared ad hoc or periodic as is asked. (Bean-Mellinger,
2018)
The business reports have different types like:
A business report can be a snapshot in time which means the report is a compilation of facts
and statistics about a particular aspect of a business, a report for a specific period. For
example, an annual report has important financial data and occurrences, which is supplying
a financial snapshot for that year. (Bean-Mellinger, 2018)
Formal or informal reports. The formal report is the one which is seen and reviewed by
senior management, clients and investors. The report must be professionally written and
presented, easy to understand and right. The informal report is for employees who must
complete their expenses to be reimbursed. (Bean-Mellinger, 2018)
Reports by other names, this are statements like profit and loss account, income
statements, balance sheets. (Bean-Mellinger, 2018)
Explanatory reports. Business reports, some of them, are written for the porpoise of
explaining a situation or a topic so the reader of the report can understand. For example,
you are manager at a bakery and must do a presentation in front of other managers present
in the meeting, if you just show them a table with the results of your research, they will be
going to start questioning you about the reasons for research, methodology, sample size. If
you are starting with a short brief telling the reason for research and the methodology, you
explain the results of your research using a table, that makes the results clear, you
summarize your findings in few sentences, that will give them a fully understanding. (Bean-
Mellinger, 2018)
Analytical report. This report is to analyze two situations by comparing them. For example,
you are manager on a bakery, and you ask accounting department to give you a profitability
ratio of a company for last year and the current year and give you an analytical report.
(Bean-Mellinger, 2018)
Progress report. This report doesn’t need a lot of research and analyze, this are just an
update for person who need one. All the reports which are snapshot in time is progress
report. For example, annual statements, financial statements. (Bean-Mellinger, 2018)
Legal report. The report which every company is required by low to complete and post.
For example, tax purposes and Securities and Exchange Commission. (Bean-Mellinger,
2018)
Purposes of business report:
a) Summarize the report it means explaining a complicated idea in an understandable way.
For example, a shift manager from a bakery must do a report with productivity for the last 6
months, and he knows the senior manager don’t have time to read a large report and he is
doing a table or a chart with his findings and senior manager can understand what is
happening. (Bean-Mellinger, 2018)
b) Clarify the report it means that the report must have the same data as other participants
to avoid a variety of different conclusion. For example, a senior manager must give to other
managers the same data with the scope for preparing a presentation on video meeting, all
the other managers will come up with the same conclusion. (Bean-Mellinger, 2018)
c) Persuasive report it means that report can persuade investors if you share in your report
business plan with them and make it easy for them to understand your plan and intention.
For example, a senior manager in a bakery want to open a new store for the company and
he needs more money, he can do a report which is included a business plan to be easy for
bank manager to read and understand his intentions. (Bean-Mellinger, 2018)
d) Prove a point report it means a report which is used when tough decision must be made.
For example, a senior manager from a bakery shows a report to other managers, to show
them the company is doing well and now can expand the business. (Bean-Mellinger, 2018)
3.2 Accounting information from profit and loss account of
Grandma's pastries bakery Ltd

Prepared by: Ionela Alina Lungoci

For: Grandma's pastries bakery ltd

Contents
Title
Contents
Executive summary
Introduction
Methodology
Findings
Discussion
Conclusions
Recommendations
References
Appendices (use of graphics e.g., bar charts, pie charts, line graphs relating to sales, costs
and expenses)
Executive summary
This is an informative report about profit and loss accounts of the company. It gives you a
short analyse of company with sales, costs and expenses, explaining them in line chart, bar
chart and pie chart, and a short recommendation for improvement.

Introduction
In Grandmas pastries Bakery Ltd we can find a variety of pastries like apple and cinnamon
pastries, white chocolate mousse pastries, vanilla cream puff pastries, bacon and cheese
pastries, sausage roll pastries, fresh doughnuts, pies, fresh juice from oranges, bananas,
apple, forest fruits, sandwiches, coffee and tea. (Structure of the report, 2021)
The report is done for analysing the profit and loss account of the bakery. The report is done
to inform the senior manager about the analysis. The information from report is coming
from, daily accounts, monthly accounts, financial statements (profit and loss account),
competitor analysis and inflation reports (Consumer price index). The structure of report has
been mentioned in contents. (Structure of the report, 2021)

Methodology
I have been using secondary research, the data is up to date because is coming from the last
6 months, it is valid because are coming from inside the bakery and reliable because they
have been prepared by accounting department. (Structure of the report, 2021)

Findings
a) Sales figures (£) for October to March (6 months), per month, 180k, 170k, 200k ,210k ,
220k, 230k.
b) Costs figures (£) for October to March (6 months), per month, 60k, 62k, 64k ,66k ,68k,
70k.
c) Expense figures (£) for October and March only, for October (loan interest 4k, rent 8k,
electricity 4k, transport 18k, rates 2k); March (loan interest 9k, rent 9k, electricity 5k,
transport 20k, rates 2k).

Discussion
a) The sales rose by 50K or 27.7%, they are in a steady increase and we did well against the
competition, which their sales rose on an average of 20%. (see appendix 1 for the line chart)
b) The costs rose by 10K or 16.6%, they are in a steady increase, but we are above inflation
and competition. (see appendix 2 for the bar chart)
c) The expenses overall rose by 9K or 25%, They increase steadily except for a big jump in
loan interests. The increase is greater than inflation and competition. (see appendix 3 for pie
chart)

Conclusions
I am surprised at how steady sales have been despite poor economic conditions, we have
done much better than competition. The costs have been increasing every month and need
to be reduced. The expenses are too high, especially loan interest. (Structure of the report,
2021)

Recommendations
I would suggest reducing costs and expenses in line with inflation and competition and this
must be organised by operations departments for the next 6 months. (Structure of the
report, 2021)

References
Freeman, J., 2021. Improve Business Reports with Charts and Graphs. [online]
Edrawsoft.com. Available at: <https://www.edrawsoft.com/improve-business-reports.html>
[Accessed 26 March 2021].
Ons.gov.uk. 2021. Inflation and price indices - Office for National Statistics. [online] Available
at: <https://www.ons.gov.uk/economy/inflationandpriceindices> [Accessed 26 March
2021].
Unilearning.uow.edu.au. 2021. Structure of the report. [online] Available at:
<https://unilearning.uow.edu.au/report/4b.html> [Accessed 26 March 2021].
Appendices
1) Line chart for sales

(Freeman, 2021)

2) Bar chart for costs

(Freeman, 2021)
3) pie chart for expenses

(Freeman, 2021)