Task 1- Theory of communication. 3
1) Communication models and systems used in businesses.
Shannon-Weaver Mathematical Model, 1949.
2) Communication methods and technology in businesses.
3) Making communication effective.
Task 2: Oral communication skills.
Task 3 – Communication in writing.
3.1 Definition of written communication.
3.2 Types of written communication.
3.3 A job letter
3.4 My CV..
In the current world of business, communication is a very significant component. For smooth business operations and to maintain a better relationship in the workplace communication is a must. Communication can be done in different ways. There are many theories available on communication. The topic of this paper is the necessity of communication skills in the field of business. In the first part of this paper, the models and theories available for communication skills are discussed. In the second part, the paper explains the importance of oral skills and their benefits and demerits. In the third part, the paper explains the written communication skills and their kinds. In the last part, a job letter, a CV and an email on a job application are provided.
Task 1- Theory of communication
1) Communication models and systems used in businesses
According to the study conducted by Johnson (2015), communication procedure has many elements. They are sender, receiver, messages and feedback. Senders send messages to the receiver and the receiver receives the message from the sender and gives feedback. Messages can be sent through many ways like face to face, through phone, mobile, chat etc.
Johnson (2015) conducted research which states that the communication process increases mutual understanding by increasing the spark in the relation. Through communicating with the senders the receivers or in this case consumers can express their requirements, demands and criticism directly. Here oral communication works better as through it the message can be delivered and understood faster. Based on verbal communication, decisions can be taken faster and in an uncomplicated way. Johnson (2015) recommended that, in spite of many benefits, this process of communication process has some disadvantages also. In the process of oral communication, it is difficult to remember all the things that have been asked or said by the consumer, particularly when the sender needs to keep in mind many points at a time.
Shannon-Weaver Mathematical Model, 1949
As Martin and Thomas (2010) suggested, the Shannon-Weaver model was established by Shannon who was an American mathematician and engineer of electronics and Weaver who was an American scientist, in 1949. With the help of this model, between the senders and receivers, active and appropriate communication was successfully established. There are many terminologies linked with this procedure such as noise, message, information sources, receiver, data encodes, destination as well as decodes.
According to Martin and Thomas (2010), the context of noise developed by the model, aids to eliminate the noise from the process of communication. This model is proper for two-way communication. It is also appropriate for the official communication procedure. Martin and Thomas (2010) disclosed that this model can be implied in group and mass communication as well as in mutual communication. Here, the sender’s significant work is to send an indifferent message in the part of passive communication.
Systems used in businesses to communicate stakeholders
Lang (2017) stated that the communication process by sending messages can extend from mutual communication to generalized communication. To bring change in the behavior, two-way communications are necessary. However, in the process of communicating with the shareholders, one-way communication is acceptable. Here one-way communications can be providing advertisements in the papers or casting news in the TV channels. However, after communicating with them, to bring alternation in their behavior two ways communication is necessary. Such as, talking with them will help to bring changes in their views.
Recognizing the targeted public is very much essential in the process of communicating with the shareholders. The possibility to be unsuccessful in the project is more if the public or the audience has not been provided sufficient information and has not been informed in time. This failure of the project can be avoided is the company keeps documents of the shareholders and inform them in time with enough information.
Formal Methods for Communicating
- Meetings: usually for formal communication meetings are held in the company. Based on the number of the speaker and the audience, the meeting can be held between one person to thousand persons. Using every single minute of the meeting by providing dialogues and verbal and nonverbal hints to avoid misinterpretation is depends on the organizer of the meeting.
- Conference Calls: in the present era, conference calls are becoming more famous. In the conference calls, the participators don’t require to travel from their places. It also very cost-friendly. In this case, speakers can provide dialogues but it depends on their tones and their messages in the dialogue. Now a day, conference calls are used in academic organizations for recording the classes. The students who missed the can easily get their notes through the recorded classes.
- Newsletters/ Email/ Posters: these are mainly one-way communication processes. Newsletters and posters are delivered through newspapers, magazines and billboards. Emails are given through the internet. The advantage is that through these many audiences can be targeted at once. However the disadvantage is to there is no way to be confirmed about if the audience got the message, have read it or skipped it.
The importance of informal communication methods besides formal communication can not be denied. For making the communication effective only formal communication is not sufficient. For having a soothing and smooth relationship with the consumers, co-workers’ informal conversation is essential.
- Hallway Conversations, Bathroom conversations: these communication processes are suitable for the 2 person conversation.
- Lunch Meetings, Drink at the bar after work: these communication processes are friendly conversations.
- Sporting events: communication during sporting events increases problem-solving skills, and escalates the conceptualization of the persons.
- Voice mail: in the era of email, voice mail is not very usual. However many people use it in the alternation of email. Alike email, voice mail can be sent to many people at once.
2) Communication methods and technology in businesses
Description of the methods used by businesses
Written: written communication is done through letters, newsletters, posters, email etc. letters are posted through the postal codes. Newsletters and posters are given in the newspaper. Emails are delivered through the internet. Nowadays email has become very popular in the business section………………………….