BUSINESS COMMUNICATION ASSIGNMENT HELP

Communication can be described as the two way process which is use by an individual to communicate an information or message to another. Communication can be done mainly through these ways- written communication (includes mails, letters etc.), verbal communication (includes face to face communication, telephone conversation etc.), communication through signs.Communication plays an important role for business organization as it helps in achieving the set goals, facilitate innovation, growth, relationship can be built and maintained within the team and creates an effective team (Karmarkar & Dutta, 2010).

In this assignment discussion is done about the process of communication, barriers to communication, importance of communication as well as the requirements of audience are also analyzed in this assignment.

1.1 EXPLAIN THE STAGES OF THE COMMUNICATION PROCESS

Communication is a two way process which needs two or more than two people. As stated earlier that communication is a crucial process because an individual can pass information or a message through communication, to any other person. Communication is also important in the business aspect as various information’s, message to the clients, employees or management can be send through the communication only. The process of communication involves several steps, these steps are discussed below in context to tourism business-

Sender- the first stage of communication process starts with the sender (Karmarkar & Dutta, 2010). Sender is the person who starts the communication process by the thought of sending a message. For e.g. in the tour and travel business, sender is the management of the company who wants to communicate the information about the new policy regarding the customers services.

Encoding the message- When the thought comes to the individual to communicate with someone else or to pass an information then a message is encoded by him or her. Communication can be done via sign language, written or in oral way. For e.g. if a tour company is implementing a new policyregarding the customers services then the management of the company will encode this message. Here encoding of message includes framing a message in such a form that it may get understand by the receiver (D., 2012).

Message- the third step of the communication process embraces message which is frame by the sender. Message can be defined as the information or note which an individual want to convey to another individual. Message can be communicated via verbally, written or through sign language. For e.g. the tourism company can send the message about the new policy regarding the customer’s services to the employees through mail; this is written form of communication.

Receiver- after framing the message it is send to the person for whom it is encoded; in simple words it can be defined as the person who receives a massage is known as receiver (Rosenberg, 2012). For example when the management of the tour company frame message regarding policy for customer service then it would be

Decoding the message- after receiving the message by the receiver it is decoded by him to understand what the sender want to say or what is conveyed through the message. Through interpreting the message receiver understand the objective for which the communication process is done. For an example, the message conveyed by the management of the tour company to its employees regarding the new policy for the customer service through mail are interpreted by the employees and they understand about the aspects of the policy, need of the policy etc. (Kharu, 2011).

Feedback- the process of communication do not ends after receiving or decoding of message or any other information which is conveyed to the receiver. The last stage of the communication process is the feedback. Feedback is given by the receiver to the sender in context to the information or message send to him. Feedback embraces the answer of the receiver that he has understood the message properly or not plus if any question is asked by the sender in the message then through feedback answer of the question can be given. For example, employees when receive the mail concerning about the new policy can give their feedback to the management as if they have any query about the policy or they want any changes in the policy (Wrench, 2013).

These are the steps of communication process, but this process is affected through the noise or some barriers; some of the barriers of communication are discussed in the further task (Karmarkar & Dutta, 2010).

1.2 Analyze the barriers to effective communication

Communication process is affected through the noise or some barriers; some of the barriers of communication are as follows-

• Semantic barriers- one of the barrier which affect the process of communication is semantic barriers. There is chance of misunderstanding by the receiver when he do not understand the message in the way which the sender want to say. Use of signs, words and figures in the message for the communication if do not get understood by the receiver then it creates barrier in the communication(Dixit & Prasad, 2011). For an example when the message for the new policy for customer service is not understood by the employees then it may create misunderstanding. This barrier occurs due to message which are badly expressed, technical jargons, faulty translations, words having different meaning etc.
• Emotional barriers- another barrier of the communication is emotional barrier which occurs due to mentally disturbed party. Sometimes, information is dig out by the receiver without thinking much or make out the meaning of the message before receiving the information which is also known as premature evaluation.
• Language- another barrier of communication is the variations in language. There are several language speak world-wide. Difference in language creates barrier as people do not understand the language which is not common for them(Kharu, 2011).

These barriers stated above, affects the process of communication. Some of the other barriers are- lack of trust, attention etc.

1.3 ASSESS AUDIENCE REQUIREMENTS

It is important to assess the requirements of the audience as through analyzing the requirements of audience it become easy to know that in which way the audience want to continue the process of communication as well as the barriers of communication can also be minimized through assessing the requirements of audience. It is analyzed that main requirements of audience are-

• Use of simple language in the message.
• Avoidance of complex chain for communication
• Speaker shall use good gestures while communicating.
• Avoid slangs, double meaning words while communication.
• It is also the requirement of the audience that while communicating the speaker shall also consider the way of communication which is prefer by the audience.

These are some requirements of the audience which are analyzed.

TASK 2

2.1 EVALUATE THE IMPORTANCE OF SUCCESSFUL COMMUNICATION

Effective communication delivers various benefits not only for the personal terms but also for the organization. As communication is important prerequisite for achieving goals of the organization. No organization can exist without communication. As communication is needed to pass information and to convey message. Without sending message or information, task cannot be divided to the employees, without information task cannot be carried out properly. Co-ordination is also carried out due to effective communication as through communication relationships can be built which creates coordination among the employees. Deprived of communication, co-ordination is impossible and it leads to collapse of organization. As through communication, employees can share feelings and needs to others. For an example- with the help of communication;Tourism Company can communicate its products or services i.e. tour packages for the people. Through the communication, Tour Company can create awareness among the people about its products and services which may encourage people to buy them. As this way the communication helps the organization to achieve its goal which are creating awareness, increase in sales, raising profit, coordination among the employees, better performance. Some of the importance of successful communication are as follows-

• Relationship can be built and maintained by a positive effective communication with others. As without positive communication it is impossible to maintain productive relationship.
• Facilitates innovation- through communication, ideas and opinions can be received which helps to solve a problem or issue. Therefore a successful communication facilitates innovation for the organization as well as for the business also.
• Helps to build a proper team- through communication, better relationships can be built and maintained which also helps in building an effective team. As communication helps the team member to know each other, they understand the values, beliefs, process of doing work and other aspects through communicating with each other. Therefore it is important for building an effective team.
• Communication teaches how to manage employees- one of the other importance of communication is it teaches to manage the employees(Publications, 2015).
• Helps in growth of organization- through effective communication, an organization can achieve its goals or growth. As for example through communication a tour company can do marketing of products and services which it is offering to the customers. This helps in creating awareness among the employees, increases sales, creating sustainability in competition, raises profit and market share. Therefore, a successful communication helps in growth of the business organization.
• Provide transparency- one of the other importance of successful communication is it provides transparency. By communicating messages, information, policies and procedures to the employees and consumers creates transparency which results in establishing better relations with trust(Perkins, 2010).

2.2 EXPLAIN THE DIFFERENCE BETWEEN THE AVAILABLE TOOLS OF COMMUNICATION AND SELECT THE APPROPRIATE METHOD IN A RANGE OF SITUATIONS

There are various tools of communication through which an individual can communicate with another individual. Some of the tools of communication are distinguished below-

Verbal and non - verbal communication

Communication can be done in many ways, but generally people use verbal or non - verbal methods to communicate with each other (D., 2012). Verbal communication is done by an individual through telephone conversations and through face to face interactions. Whereas non – verbal communication is done through writing and sending messages, mails etc. Verbal 1communication is also an informal communication on the other hand written communication is formal communication. A business organization such as Tour Company can use written communication when it have to inform the employees in context to implementing a new policy regarding the customer’s services (Wrench, 2013). In situation of conveying an informal message about a tour to the employees then the tour company can use non - verbal communication.

Mass and interpersonal communication

In interpersonal communication it involves two people or a small group of people, whereas mass communication involves large group of people. In mass communication, feedback is required but in interpersonal communication feedback is not important.Mass communication requires efforts as the communication shall be done in such a way that large group may understand the message or the information which has conveyed to them and therefore it is not an easy task. Whereas interpersonal communication do not requires much efforts.In the situation of conveying information about a tour package which is designed for the specific group such as business group then interpersonal communication can be used. On the other hand a holiday package is designed by the tour company then in this situation it can use mass communication (Kharu, 2011).

CONCLUSION

It is concluded from the assignment that communication is crucial for the business organization as it helps in achieving the set goals, facilitate innovation, growth, relationship can be built and maintained within the team and creates an effective team. There are various benefits of successful communication in addition to this there are some barriers to communication which creates communication ineffective such as semantic barrier, language barrier etc. it is also concluded from the assignment that it is important to analyze the requirements of the audience in order to make the communication process effective as when the requirements of the audience are not considered then it may create misunderstanding and raise conflicts.