EPPM2014

BUSINESS COMMUNICATION

Business Communication Practices in

M & E Facilities Management

DISEMAK OLEH

Dr. NORHAFIZAH ABU HASSAN

DISEDIAKAN OLEH

DISANTHI A/P SILVATAMILAN A171272

MEHALA A/P KANESAN A171278
NUR AIN BINTI HAZMI A171634
NUR SHAZLINA BINTI BASIRON A171599
ABDUL SAMAD BIN MOKRI GA04525

1
CONTENTS

INTRODUCTION......................................................................................................................................1
BACKGROUND OF COMPANY.................................................................................................................3
ANALYSIS OF THE FINDINGS...................................................................................................................4
ORGANIZATIONAL COMMUNICATION................................................................................................4
WRITTEN COMMUNICATION..............................................................................................................5
ORAL COMMUNICATION....................................................................................................................5
COMMUNICATION TECHNOLOGY......................................................................................................5
CONCLUSION..........................................................................................................................................6
RECOMMENDATION...............................................................................................................................7
REFERENCES...........................................................................................................................................8
APPENDIX...............................................................................................................................................9

2
INTRODUCTION
Communication is neither the transmission of a message nor the message itself. It is the
mutual exchange of understanding, originating with the receiver. Communication needs to be
effective in business. Communication is the essence of management. The basic functions of
management (Planning, Organizing, Staffing, Directing and Controlling) cannot be performed
well without effective communication.

The purpose of business communication is to improve processes and reduce errors—which

has become even more vital in today’s hyper-connected, digitally-driven business world.
When you and your employees are using so many different devices, tools, software,
applications, and platforms to conduct various business processes, you need to ensure that
everyone is on the same page and working towards the same organizational goals. Although
using many different tools at once increases the risk for error or something slipping through
the cracks, strong communication can greatly minimize their risks.

If there are miscommunications, your core systems and processes could quickly fall apart—
negatively affecting your business, your customers, and your employees. In fact, yet another
benefit of strong business communication is higher employee engagement. When employees
are aware of their personal goals, team goals, and the goals of the overall organization, they
can work towards them with motivation and confidence.

After all, if your employees have no idea what the goals of a certain initiative are, don’t feel
comfortable going to their manager with a problem, or asking their co-worker for feedback,
how are they supposed to do their jobs effectively?

Plus, when employees feel they can communicate and build relationships with their managers,
co-workers, and clients, they’ll be happier on the job. This helps to reduce your turnover rate
and the high expenses associated with employee turnover.

When your employees are engaged and satisfied, they’ll also be more productive, which
means they’ll be able to produce a higher quantity and quality of work—meaning happier
customers and more revenue for your business.

1
How is it practiced effectively? In the workplace, people will often disagree and present
different ideas on how to finish a project or deal with an issue. A key part of management is
giving concise directives and communicating what needs to be done in the midst of a busy
workplace environment. The very fabric of the workplace environment revolves around team
members communicating information and relaying data so that everyone can collaborate on
projects and processes. That said, in both scenarios above, the two issues - disagreements and
directing personnel amongst a network of information and projects - can be readily dealt with
if key principles are followed. In order for such a positive communicative environment to be
established in the midst of disagreements and necessary management tasks, open, honest
communication is a must.

Outlets must be provided where everyone can be heard and everyone can have their say, while
at the same time knowing when to listen and when the final say has been spoken by an
executive.

A business should dictate that negative communication practices, including dishonesty,

rumors, talking behind another’s back, etc. are not allowed, creating an honest and transparent
atmosphere.

Another type of communication that can be utilized, and must be understood for effective
workplace transmission of information, is non-verbal communication, such as facial
expressions, tone of voice, and body language. Such non-verbal communicative mechanisms
can help to provide context within any conversation, which must be understood for effective
communication of critical information.

The final goal of utilizing good business communication practices is not only to optimally
convey information, but to create and cultivate an environment of respect in the workplace.
Ultimately, it is also important for companies to recognize that their brand can be optimally
represented to its customers based on communicating and creating a credible and trustworthy
image, resulting in a positive impression that can create a large impact.

2
BACKGROUND OF COMPANY

3
ANALYSIS OF THE FINDINGS
Business Communication is goal oriented. The rules, regulations and policies of a company
have to be communicated to people within and outside the organization. Business
Communication is regulated by certain rules and norms. In early times, business
communication was limited to paper-work, telephone calls etc. But now with advent of
technology, we have cell phones, video conferencing, emails, and satellite communication to
support business communication. Effective business communication helps in building
goodwill of an organization.

There are pros and cons of each—while in-person communication makes it easier to read the
other person’s body language and reduce miscommunications or errors, remote
communication is essential in our modern workforce while “working from wherever” is the
new norm.

Therefore, we have conducted an interview with Encik Naziruddin on how their company,
M&E Facilities Management Sdn Bhd practices the communication within and outside of
their company. The findings are as follows:

ORGANIZATIONAL COMMUNICATION

Organizational communication is the process by which groups of people convey company

goals and the way to reach them. Organizational communication is an integral part of
effective management practices within the workplace: productive and thoughtful dialogue
can make or break an organization and the relationships within it. For M&E Facilities
Management, they have their own way of organizational communication within their
company.

The first question we asked with Encik Naziruddin is how M&E Facilities Management
improve their organizational communication without losing the advantage of email. Encik
Naziruudin doesn’t deny that email is one of the important tool in organizational
communication since it is extremely effective for certain tasks such as broadcasting
information that might affect many people. According to the manager, they used to have
face-to-face meetings every week to communicate and to know how well each department
doing their performance. But after this Pandemic Covid-19 starts, things are changed.

4
They have to depend on technologies for meetings. Currently, they are using the
technologies for communicate.

Initiatives taken by M&E Facilities Management to improve their communication within

their company was the next question to Encik Naziruddin. As per him, it’s the 21st century
and there are a number of tools that are designed to improve workplace communication.
Whether it’s a chat app or something else entirely, taking advantage of the right tool can go a
long way towards improving the communication between him and his staffs. It was used
before pandemic Covid-19 but not in regular basis, and now they are using the technologies
fully in order to curb the spread of Covid-19.

One of the type in organizational communication is formal and informal communication.

According to M&E Facilities Management, formal communication is where they will set a
time, date and place for their meeting. They way of talking during the formal meeting is very
professional. Everyone will be punctual during the meeting. In informal communication, the
situation is vice versa. There are no formal speaking or typing in the chats. And there is no
punctuality in the online meeting. The time taken for a meeting is also long since some of the
staffs have network problem and etc.

As a conclusion, effective organizational communication doesn’t just make day to day work a
little easier, it’s what enables your staff to plan, organize, motivate, and control. Its’ the
foundation of collaboration, which makes it the foundation of business.

WRITTEN COMMUNICATION
ORAL COMMUNICATION
COMMUNICATION TECHNOLOGY

5
CONCLUSION

6
RECOMMENDATION
Businesses operate within a sphere of a constant flow of data and information. Sharing and
relaying information, and obtaining feedback, can be done optimally, or sub-optimally. When
business communication is done correctly, everyone is on the same page, confusion is
mitigated, and everyone can do their job, all of which increases productivity and even
creativity - which translates to a better top and bottom line. On the contrary, sub-par
communication results in confusion, confrontations, delays, budgeting issues, and a variety of
other problems that can result in a business stalling, not scaling, and/or projects being delayed
or going over budget, all of which negatively affects the bottom and top lines of the
organization.

It is important to recognize that good communication practices, based on key ethical

principles in a company’s code of conduct (or code of ethics), can result in measurable gains
associated with productivity and overall workflow efficiency. Here are some
recommendations from our analysis to M&E Facilities Management:

1. Assess the current state of organizational communications – Are employees’ regularly

missing deadlines? Are teams unaware of the quarterly goals they have to meet? How are
virtual teams involved in modern communications? These questions are the ones business
leaders have to consider when they create an organizational plan. Identify problems to
develop applicable solution within the organizational communication plan.

2. Find ways to appeal to a variety of communication styles - Everyone digests information

differently, so managers should try to incorporate face-to-face meetings, online
updates and private feedback, data visualization for goals and benchmarks, and
motivational quotes to get team members inspired. Communication should not have a one
size fits all approach. The plan should include communication options and ideas for
various types of workers. People should be given as many options as possible.

7
8
REFERENCES

Avail Technology Team. The importance of Business Communication.

https://www.availtechsolutions.com/blog/what-is-business-communication
Aaron Mandelbaum. (2019, Sept 18). The Importance Of Business Communication In Your
Organization. SMB Advisors. https://www.smbadvisors.com/capabilities/sales-marketing-
integration/insights/the-importance-of-business-communication-in-your-organization

9
APPENDIX

Promotion Poster in Facebook, Instagram and WhatsApp Status.

10
Interview Session with En Naziruddin regarding the Business Communication practices in M&E
Facilities Management Sdn Bhd

11