IB Business Management HL

2.6 – Communication | Human Resource Management | IB Business Management HL

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Unit 2 – Human Resource Management
2.6 – Communication

Communication is the process by which information, ideas, and intentions are transmitted between individuals or groups in a business. Good communication helps organizations operate efficiently, motivates staff, and underpins all management activities.

Formal Methods of Communication

  • Official and structured channels within the organization, used for important or routine communication.
  • Written: Letters, reports, memos, minutes, emails, policy documents, contracts.
  • Verbal: Official face-to-face meetings, phone conferences, presentations, trainings, interviews.
  • Digital: Corporate intranets, project management platforms, team chat with record-keeping.
Formal methods ensure decisions and records are traceable, official, and reach the right people. They minimize misunderstandings in high-stakes or legal contexts.

Informal Methods of Communication

  • Unofficial, casual, spontaneous communication, often outside formal channels.
  • Examples: Conversations in corridors, social media chat, gossip, lunch discussions, private texting, personal phone calls.
  • Pros: Can build team spirit, spread information quickly, break down hierarchy.
  • Cons: Risk of misinformation, rumors, or exclusion.
Informal methods are valuable for morale and relationship building, but should not replace official communication for important decisions.
Formal CommunicationInformal Communication
Official channels, documentedUnofficial, spontaneous
Meetings, memos, emails, reportsChats, gossip, social/casual talk
Planned and controlledFlexible, uncontrolled
Record-keeping requiredNo records
Mostly used for business tasksTeam spirit, relationships
Reduces legal riskHigher risk of miscommunication
Example: A manager sends a formal memo about a change in working hours (official record). Employees then discuss how they feel about it informally at lunch (no record).

Barriers to Communication

Barriers are anything that prevents the message being sent, received, and understood as intended.
  • Physical barriers: Distance, poor technology, lack of meeting space.
  • Language barriers: Jargon, technical language, foreign languages, literacy.
  • Cultural barriers: Different attitudes, beliefs, customs, values.
  • Emotional barriers: Stress, mistrust, fear, low morale.
  • Organizational structure: Too many hierarchical layers, unclear channels.
  • Information overload: Too much data causes key messages to be missed.
  • Perceptual barriers: Assumptions, stereotyping, ignoring feedback.
  • Poor listening: Not paying attention, distractions.
Example: A CEO emails an important update in English to a global team. Some members struggle to understand, others miss it in a crowded inbox, while cultural attitudes cause some regions to ignore feedback.

Overcoming Communication Barriers

  • Use simple, clear language, avoid jargon.
  • Encourage active listening, allow questions.
  • Use multiple channels: combine face-to-face, written, and digital methods.
  • Train employees in intercultural awareness and emotional intelligence.
  • Streamline reporting lines, minimize unnecessary layers.
  • Check for understanding with feedback or follow-up.
  • Be open, transparent, and encourage feedback from all staff.

Effective communication is at the heart of successful management, teamwork, and workplace wellbeing.

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