On this reflective writing, certain things have to be expressed in order to project my own

understanding of this chapter 2’s content. The first core idea learned is understanding the purpose
of business messages and communications. I will also briefly discuss effective organization
communications. I will also induce an understanding of Office politics. With all of the ideas,
communication barriers will be determined.

The purpose of a business message consists of 3 main general purposes. Which is Inform, the
specific purpose is to express the hope of what to be accomplished. The second one is persuaded,
this purpose is to know what the audience will do. The final purpose is to collaborate, this is for what
the audience will think. The questions that will arise to analyze the purpose is, Will anything changes
as a result of my message? Is my purpose realistic or practical? Is it the right time or situation? Is my
purpose acceptable to my organization? If I can answer all of these questions. It will remarkably
change the course of the purpose and the intended purpose will be altered.

Before we proceed to our purpose, we have to develop an audience profile, this can be done by
identifying my primary audience, determine the audience size and geographic distribution, and
determine audience composition. Gauging audience members is important as well. The level of
understanding will give a huge impact on the delivered message. Understanding the audience’s
expectations and preferences is crucial also. To complete, I must be able to forecast probable
audience reactions and outcomes.

We see through the purpose of business communication, We have instruction. The function of
instruction is unvarying and importantly deals with commanding nature. The process is transmitting
directions and guidance to the next level so that the receiving person who is the action taker will
able to accomplish his or her particular task. It usually flows from top management to the lowest
part of management. The next is integration. It is the combination of function which manipulate the
activities and bring inter-relationship among the various function of the business organization. It also
unifies the different management functions.

In terms of information, the purpose of it is to inform or let know the individual, group, team about
a very specific work or firm’s rules and regulations. The top management prepares to rule out to
mid-level management. The mid-level will pass it to the lower level to execute and abide by the rules
or policies. In return, the lower level will report to mid-level to ensure all the planned things going
accordingly. Information can flow vertically, horizontally, and diagonally across the organization. It is
also used for evaluation, direction, influence, teaching, building image, employee orientation, and
for decision making. All of these are the purpose of business communication. Without understanding
the purpose we cannot progress with the business.
Now we look at internal and external communication. Internal communication is in between
employees on a day-to-day basis. Meanwhile, external communication is a flow of connection of
information between an organization and the entities with which it interacts.

Effective communication requires addressing a host of the situation and historical factors. It also
doesn’t remain constant. It depends on the company, firm, industry, individual, political, culture, etc.
Not every organization has the same concept of communication. Some are very conservative and
some are liberal. We also have to understand that communicators simultaneously send and receive
where we have to understand that communication is a process and it is irreversible. For example, we
say something that can hurt someone’s feelings is irreversible. Once the glass is shattered into
pieces, it is difficult to fix it.

To ensure successful business communication there are seven crucial elements . Structure , clarity,
consistency, medium, relevancy, primacy and psychological rule of 7+2. We look into structure part,
it has opening, a body and a close part which is conclusion. Clarity is about giving clear cut messages
to the designated person. Clarity provide deep understanding the gravity of the information. If the
receiving party goes on confusing they will end up by avoiding us. Consistency, keep the theme of
presentation in a same tone, changing irregularly can result in poor communication. Medium, the
right medium will have great accuracy to deliver a message. Relevancy, giving great depth of
information can solve boredom problem in audience. Primacy, Since individuals differ in which Effect
is the most dominant for them, it is best to 'cover your bases' and make an effort to have both a
powerful and memorable opening and a powerful close. Get the audience’s attention by inducing
quote a joke or any type of gimmicks . And finally we have the psychological rule of 7+/-2. If you
want your key points to be remembered even five minutes later, it is essential that you limit your
business communication to between just five and nine key points.

In terms of formal communication, there are sets of rules and regulation on how to communicate
formally, it is business related in written way or oral. It is planned and flows in all directions in an
organization. On the other hand, informal communication is non official and travel along an
organization via unofficial channel. It is also referred as “The Grapevine”. It is intend for personal or
business. The flow of formal information as per mentioned above is the same, downward, upward
and horizontal in formal channel. There also some negative side of these flow. The benefits of
effective organization is really stumped for the sake of business growth. It is like the brain and
human body. Without effective organization can cause us downfall of a business.