Unit 2: Business Structure and Control | Communication

Communication occurs when a message is transfered from one person to another, who understands the content of that message. The message is the information or instruction being passed by the sender to the receiver.

Successful communication is necessary because of the following: 

  • well-informed staff will work more efficiency
  • if poor communication, local community loses confidence and trust in business, which then can lead the business to gain a bad reputation.
  • there will be less mistakes in the performance
  • if firm communicates inefficiently to suppliers, they can send the wrong materials
One-way communication - message which does not require a response.
Two-way communication - when the message requires are response and there is a discussion about it.

Advantages of Two-Way Communication:
  • The receiver feels more part of this process. This may help to motivate him/her.
  • It makes the transmitter know whether the receiver understands the message or not.

Different ways of communicating:

VERBAL COMMUNICATION: This is when the communication involves the sender speaking to the receiver.

Information given quickly.
In a big meeting, you can’t be sure that everyone is listening.
Opportunity for immediate feedback.
It can take longer to use verbal methods.
Body language can help to put the message across efficiently

WRITTEN COMMUNICATION: It includes letters but may increasingly involve use of information technology. It can be faxes, e-mails, notices, reports, etc.

Essential for messages which includes complicated instructions.
Direct feedback is not always possible unless electronic communication is used.
Can be sent to many people. Therefore it is more efficient than telephoning.
It is not easy to check that the message has been received.
It is a quick and cheap way to reach many people.
No opportunity for body language to be used to reinforce the message.

VISUAL COMMUNICATION: It includes methods like diagrams, charts and videos.

Presents information in an appealing and attractive way.
There is no feedback and receiver may have some doubts.
Written message can be clearer by adding a chart or diagram.
Charts and diagrams are difficult for some people to interpret.

Internal and external communication

Internal communication is when messages are sent between people working in the same organization. External communication is when messages are sent to other organizations or customers.

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