CQUniversity 2017 Course ID: BUSN20017 Group: MELB3 Lecturer: Anjali Chhetri Tutor: Maria Mullin Due Date: 07/04/2017 Prepared by: Yin jiali S0282411 Suyogya 12052879 Karan 12050174 Nitin 12043521 “BUSINESS COMMUNICATION ISSUES IN ELECTRONIC WRITTEN COMMUNICATION” SUMMARY This Report was authorized to examine effective communication using Schramm’s Model (Figure 1). The source is the person with a purpose for engaging in communication. Business communication includes various aspects such as marketing, advertising, online communication and public relations. This theory suggests that sender and receiver are the two important source of this communication process. Sender is main part to convert data in to information. Information passes from transmitter and sent to receiver. Sent information is decoded by the receiver and explains the meaning and the information is defined as message/data where it will be transmitted through medium/channel. Feedback is send by the receiver. Feedback is very important element which is known by the sender that receiver is read the message or not. If the information is not understood by the receiver the message will be useless. Schramm’s model is most effectively used in interpersonal and intrapersonal communication and it is a never ending process. In this process it contains messages and feedbacks. Table of Contents Executive Summary 2 Introduction 4 Electronic Mail Communication 4 ⦁ Lack Of Vocabulary ⦁ Punctuation and Emotions 4 ⦁ Clarity Of Meaning 5 ⦁ Grammatical Errors 5 ⦁ Feedback and Response Time 5 Appendix A 6 Conclusion 6 References 6 INTRODUCTION The report is regarding study of Schramm’s model of communication in relation with a communication issue in electronic messages (E-mail). In an organization there is always probability of having multicultural environment where people belongs to different places having different religion and speaks different languages. In day to day life people are using their way of communication in informal way. Even in written electronic communication such as text sms, emails etc. people are using informal language. But when it comes to an organization where you have to interact with your colleagues and manager all communication from oral to written must be in formal way. The model shows encoding and decoding of message as an important part. The data is a message and feedback as a reply. Noise in communication model is poor network connectivity and some technical issues like threats of virus or marvel etc. To make written communication effective, the sender must reflect his/her ideas in proper manner with his language skills and proper formal format of an email. Presentation of information emphasizes contents and it makes an email more effective and meaningful. The message can become useless if it creates any difficulties in understanding. WRITTEN COMMUNICATION: According to Schramm's circular model communication is a continuous process with the sender and receiver constantly exchanging information. This model is important in acknowledging the complications of human interaction and email communications in a business context (Dwyer, 2012, p. 511). 1 Lack of Vocabulary: Words are considered as a building block of the sentences or written information. Use of slang words in a formal communication might end up with misunderstanding and receiver might not able to get the proper information. Be careful while typing each word and be sure regarding what you are typing. An effective word is the one which can reflects the proper meaning of context. To improve your vocabulary you must use dictionary. As it is mandatory to use specific words which can be precise and clear with the meaning. (Krizan, merrier, Logan, Williams 2011, page .97). 2 Punctuation and Emotions: In the Schramm’s model of communication, another import aspect of email conversation is brought to light. The problem of misunderstanding happens due to the inability of email and other text conversation to convey emotions (Dwyer, 2012, p.8). Since the participants are in constant exchange of messages, if there if a significant difference in their emotion state, email conversation have the tendency to spiral into a major argument as a result of a small misunderstanding. To counter these effects in email conversations practically, the messages should be short and well punctuated (Evans, 2012, p. 208). Long sentences are often ambiguous while proper punctuation brings about specification and clarity. The trend in text communication is the inclusion of emojis/emoticons which help convey some degree of emotions in text. However, their use in the business context is still lagging behind. Additional studies on the spiral of silence theory (McQuail & Windahl, 2015, p. 116) will shed more light on email conversations as well, especially for mass communication. 3 Clarity of Meaning: It is waste of time in decoding poorly written emails or over-complicated sentences in a message. So it is required to have an effective writing skill. Your written communication skill competes with other messages, therefore to get attention of a receiver and to assure that he/she gets the important information as quick as possible. (Editorial, mind tools).Whenever you will be writing an email to solve your problem or to send important information, the message must be meaningful and persuasive. If a message is short and 4 Grammatical Errors: Grammar plays an important role in Language. Grammar makes sense in sentence structure and its meaning. The people from some country where English is a second language of communication, finds difficulties in dealing with communication as they find difficulties in written communication in multicultural environment. 5 Feedback and Response Time For the case semantic noise and errors due to cultural diversity, the concept of feedback is crucial. Feedback is the response from the receiver in acknowledgement of receiving the message (Hamilton, 2013, p. 15). It needs mutual understanding for effective communication to occur (Niemann-Struweg, 2014, p. 189). However, if semantic errors occur due to cultural diversity, a feedback can inform the sender that the message received was not understood (Hamilton, 2013, p. 13). Therefore, in email conversations, responding to the sender’s email is important so as to indicate that communication is happening. Delayed response is likely to affect the communication process leading to a disconnection between the business and the clients. “As a best practice, listening through monitoring of issues and information online should extend into crisis response and recovery to better understand audiences' reactions and responses” (Coombs, 2012). To make email conversation effective, one should ⦁ Choose precise format of email for communication ⦁ Learn the context of written mail and use grammatical rules where it is applicable (Myhill, Lines & Watson 2012) Appendix A Figure 1 (Schramm’s Communication Model) Source: https://www.thinglink.com/scene/623201146781040642 CONCLUSION: In the conclusion our scope to understand there is always high probability of having multicultural environment where people working in an organization are likely to have different nationality, culture and language. Therefore it is necessary to have a common language to continue process of communication as it is mandatory. 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