OCR Business Administration Level 3 Diploma
Unit 1
Communicate in a business environment
1.1 Analyse the communication needs of internal and external stakeholders
Stakeholders may include
• Shareholders
• Directors
• Colleagues and managers
• Customers
• The local community in which a business operates
• Standards agencies
External and Internal stakeholders should be approached using different communication methods according to stakeholder’s involvement with and position within the company. If I were to speak to an internal stakeholder for example my manager, I would preferably contact them in person or a phone call. That is because communicating in person is an easy and efficient way to communicate with a person at the same location
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When communicating with people outside of your work, for example in my working environment, if I am speaking to an enrolling student, I take extra effort to ensure that I am being highly professional so that they make a good impression of our college. However, I would also try not to use any in depth terms or phrases that might confuse or possibly belittle. I would also need to ensure in any written communication to an individual regarding the business that the punctuation and grammar are perfect as if they are not it looks unprofessional coming from our business and errors besides may even cause misunderstandings which could lead to further confusion in certain …show more content…
For example, a barrier to communications would be if you are having a phone call with someone and you are not talking clearly enough. It is not difficult to tweak your tone or volume on the phone ant it could make a big improvement in communication between you and the person you are communicating with over the phone. Another barrier of communication is the use of jargon. Using jargon when it is not necessary is not just disrespectful for the recipient as it can also be taken as patronising to them not understanding what you are talking to them about. It could then also cause confusion, guessing and misunderstandings to occur. This could then cause many issues, which could have been easily avoided. It is always easier and safer to be clear and professional with all correspondence. Lastly, another barrier of communication could be your emotional state. When you are talking to an individual not located within your business they expect a level of professionalism throughout the conversation but this can be affected if you are not in a good mood emotionally at the time. For example, if I was having a discussion on phone with a client and I was in a very distressed upset state, the emotions would come out in my voice tone without me even noticing it and affecting the way that phone call went as well as emotions of the recipient. Another
An organisation has external stakeholders and internal stakeholders. External stakeholders are individuals or groups outside the business who are linked to the organisation in some way but not directly these can be customers, shareholders, society, suppliers and the government. On the other hand are Internal Stakeholders, these stakeholders are individuals or groups who work directly inside the business. These are the employees, managers and owners of the company.
The requirements for language in any document should be as follows; ensure the document is aimed at the correct audience (e.g. a staff letter should use formal language) and also, to avoid technical terms that the audience may not understand (e.g. mentioning CRM’s which unless someone has worked with CRM’s before they might not know what they are). When using a certain tone within a document (e.g. formal) it is important to avoid using slang and use full sentences. Image and presentation within documents (e.g. an email) are important, as they have an impact on what sort of impression you want to give. This means checking to use correct spelling, grammar and punctuation. Also, ensuring corporate guidelines have been followed… for example, leaving a signature at the bottom of your email.
These barriers are found in the organizational setting and they can be broadly divided into barriers from employees and barriers from employers. Barriers from employees are low levels of motivation, refusal to cooperate as well as strained relationships with he employer. On the other hand, barriers from employers include inadequate trust in their workers, inadequate knowledge of clues of a nonverbal nature such as posture as well as facial expressions etc. For effective communication to take place, the listener can enhance his listening skills. Fully developed listening skills guarantee the successful receipt of the message that is heard (Schwartz 2001). Another way of enhancing effective communication includes avoiding multiple communication channels and doing away with the various intermediaries.
Transfer Barriers; when the person is not in the correct environment therefore background noise will interfere with the information being shared. When sending something through the post and not on recorded delivery and the post going missing, therefore the person not receiving the information that was sent to them. Sometimes emails are sent and not received due to internet connection breakdowns. When sending a verbal message
Communication between professionals – communication between professionals is often informal however at the same time they must still demonstrate respect for each other and use formal language where necessary. To avoid barriers, formal communication is usually planned to make sure the speech is clear and understandable ensuring no harm is done to the service users.
A. There are many potential barriers to communication such as language barriers, it can be hard to communicate with someone who does not understand your language or vice versa. Also cultural differences may be a problem as different communication aids such as touching, eye contact, or tone, which may be acceptable in one culture may not be
Ways to reduce barriers to be able to communicate are: To make the person feel comfortable and as relaxed as possible, smile and keep facial expressions friendly, maybe use gestures or pictures and be warm and encouraging. Keep to the client’s level and make constant eye contact, talk to the client slowly and clearly to ensure that the client understands what you are saying, remain patient and keep the conversation short and simple.
Billie, I love when people who are communicating information to people are clear and direct with what they want to say. It seems like your former boss was a great communicator and knew what she was doing. There is a fine line between being a good boss and a bad one, and I feel communication is a huge part in that. The fact that she kept in contact with you goes to show that her communication skills are still great.
There are several barriers that affect the flow of communication in an organisation. These barriers. Interrupt the flow of communication from the sender to the receiver, thus making communication ineffective. It is essential for managers to overcome these barriers. The main barriers of communication are summarised below. Interrupt the flow of communication from the sender to the receiver, this making communication ineffective. It is essential for managers to overcome these barriers. .
For example, in a doctors surgery then if two doctors needed to speak about a patient, they would do it away from other patients so that the information is kept confidential. Also, if you needed to have an important conversation with someone, then you would do it away from other people so that they don't know what you are talking about. This would affect effective communication because if you are in the wrong setting then you won't be able to say what you need to say as other people may hear something that they shouldn't.
An example can be when you are speaking to a friend of yours and he verbally refers to how exhausted he is. He may also later in the conversation begin to yawn. These two cues would tell you that they are extremely exhausted and the conversation would end. If a person did not properly interpret these messages they may find themselves having a difficult time communicating, due to the internal noise of your friend, and would not be a proper conversation. I believe that communication can be distorted or disrupted in many ways within a business setting. The one element I feel would really cause trouble would be channels. Channels are the methods of communication that are available to be used to relay information to another person or persons. These can be email, text, in person speaking, video chat, and even memos. When sending an email in a business setting we may not be as skilled in explaining certain subjects or can be misunderstood. I have personally experienced situations where I said something that could be taken as a negative response or a positive but was taken in a positive way. I believe that it would have been due to my non-verbal communication taking place. If I were to have sent an email it may not have been the same story. Choosing what channel to communicate in a business setting can be crucial on how others may perceive the
Professional- It is important to always show professionalism whilst in the workplace/setting, this includes communicating with other
The six barriers of effective communication are, 1)Physical barriers 2)Language barriers 3)Body language barriers 4)Perceptual barriers 5)Organizational barriers 6)Cultural barriers. In my opinion I believe that the easiest barriers to surmount are the physical barrier. Often people act as if nothing is bothering them, and the can hide their physical discomforts.
There are four basic barriers that hinder effective communication, emotional barriers, physical barriers, semantic barriers, and ineffective listening. All of these barriers separately or combined can contribute to a lack of effective communication.
Business communication can be defined as the process of sharing information among business professionals, prospective customers, and affiliates who are associated with an organization. The essential skills of business communications are currently in demand and highly required for the workforce for the modern workforce. To be an effective communicator is to have the ability to respond with skill, confidence, and assertiveness and is pertinent to the quality and expertise business professionals considered for employment. Hence, knowing how to communicate properly in an organizational structure requires the skill of communication necessary to interact with different levels of management. In a world