Business Communication - Coursework Example

? Business Communication [Supervisor Business Communication Communication is exchange of mutual understanding between originator and receiver and it needs to be effective in business. The essence of organization management is communication and basic functions of management that are planning, organizing, directing, staffing and controlling cannot be performed without communication in an organization. Constant flow of information is involved in business communication and its integral part is feedback. Business communication plays an important role in the process of directing and controlling people in an organization. Moreover, there are a number of employees and hierarchy levels, so it is difficult to manage the organization (Guffey and Loewy 2010). Correlation between Motivation Levels of Staff: In the present competitive market, the difference between competitors is the excellence of employees. To develop and retain an organization’s human resources to gain a competitive advantage is one of the main elements in human resource literature (Lin 2007). A well-managed company is one in which the motivation level of employees is high; it increases productivity, improves performance, and reduces absence.. To retain and attract talented employees, it is important for managers to understand motivation according to their requirements. The lack of motivation occurs when there is a problem in one of these: unsatisfactory reward systems, inadequate performance appraisal system, and inability of manager to communicate reward and appraisal systems to employees appropriately (Lin 2007). Motivational lack occurs when there is weakness in one of these three relationships. The first relationship is an effort of employees with their performance. Managers must recognize the endeavor of employees if they have exerted extra effort in their work, and managers should give performance appraisal to them. However, in most cases employees believe that their effort will not be recognized and it could direct to lack of motivation. The second one is the relationship between performance of employees and organizational rewards. Managers make sure that if employees are given performance appraisal, then organizational rewards are also given to them (Lin 2007). Weak relationships emerge when employees are not given rewards on their good performance, and this can lead to lack of motivation. The third one is a relationship between rewards received and rewards desired. Many managers fail to realize the motivational effects of personal rewards and when this happens, motivation of employees suffers. This concludes that there is a correlation between motivational levels of staff, and it is important for the manager to understand the level of motivation that employees need to improve their performance (Lin 2007). Two Models of Communication: 1. Shannon-Weaver Model of the Communication Process: Shannon proposed a model in 1948, in which he breaks communication process into eight components. These eight components include source, message, transmitter, signal, channel, noise, receiver, and destination (Mortensen 1972). (Mortensen 1972) 2. Schramm’s Model of Communication: Wilbur Schramm proposed this model in 1954, in which he made changes in the Shannon Model. In this model, receiver and sender conceive encoding and decoding and provisions made for a two-way transaction of a message (Mortensen 1972). (Mortensen 1972) Comparison of Two Models: Both models are the most common communication models used in low-level texts of communication and they are known as revolutionary models in modern communication. Both these models are very basic communication models in which the main emphasis is on encoding, decoding, and different sources through which message communicated from one source to another. Different elements involved in sending and receiving communications are there in these two models, and functioning of each element is almost same in these models. These two models are extremely effective in understanding the communication process because in every element communication is explaining its significance in these models. Difference between Two Models: According to the Shannon and Weaver model, information source is the beginning of message which is communicated to transmitter and then is sent through signals to receiver and before it reaches the receiver, the message goes through different sources of interference, whereas in the Schramm model the field of experience of sender and the receiver is considered. The sender encodes message based on the experience of sender and user is guided through user field of experience. There are many ideas in the Schramm model that can be applied for the assessment under different range of circumstances whereas the Shannon-Weaver model is the simplest communication model in which only the communication of message is explained with the help of different elements. The Advantages and Disadvantages of Teams in the Workplace: Teams have become very important in the workplace and in the team oriented organizational structure, the companies rely on a small team or workgroup that manages various tasks. Teams offer some benefits because of the collaboration of many employees, but there are challenges as well because of the replacement of individualized work (Kokemuller 2012). Following are the advantages and disadvantages of teams in the workplace: Advantages: Better Solutions: The basic reason why companies choose to make teams is to derive improved quality and creative solutions to problems. When employees with different perspectives and backgrounds discuss pros and cons of solutions, the best possible solution comes out (Kokemuller 2012). For example, in my cellular company, whenever we were given a difficult task, our whole team sat together and opinion was taken from each team member. This always helped us in getting an idea that was the best solution of that problem. Improved Results: Another advantage of teams is that the quality and quantity of ideas shared in a group are increased and team members have the opportunity to share their ideas and consider the strengths and weaknesses in the team. By better ideas, it is evident that the result of the company also improves when implementing those ideas (Kokemuller 2012). Shared Work: The employees in organization recognize the significance of shared work when working together. When decisions are made, employees can distribute their responsibility so that any member is not overwhelmed by his own accountability for work. Any team member can support the other member both morally and functionally. Mutual understanding and cooperation can also boost employee’s commitment of work (Kokemuller 2012). Disadvantage: Team Conflict: The major disadvantage of working in a team is that most often task and personality conflicts arise between team members because the closeness of working together creates a conflict. When a conflict arises within a group, it is not possible for team members to ignore as they have commitments and responsibilities (Anderson 2012). Time Delays: Team member often thinks that teams are more efficient because of partition of work and team discussions, but they usually extend the process of decision-making and work activities. The multi person involvement takes long time to discuss in order to come to an agreeable decision to problems, but these delays can affect profitability of the organization (Anderson 2012). For example, I was working for a cellular company where a task was given to us that our team had to perform in 10 days. However, we could not complete it on time because so many ideas were given by each member that we could not come to a decision as from where we started our work. References Anderson, A 2012, A List of the Advantages and Disadvantages of Using Employee Teams in an Organization, viewed 2 April 2012, . Guffey, M and Loewy, D 2010, Essentials of Business Communication, Cengage Learning, Mason. Kokemuller, N 2012, What Are the Disadvantages and Advantages of Using Employment Teams in an Organization? viewed 2 April 2012, . Lin, PY 2007, 'The Correlation Between Management and Employee Motivation in Sasol Polypropylene Business,South Africa', Research, University of Pretoria, Pretoria. Mortensen, CD 1972, Communication: The Study of Human Communication, McGraw-Hill Book Co., New York. Read More