2a-internbal and external Flashcards
Q: What is business communication?
A: Business communication is the process of transferring information from a sender to a receiver within or outside a business.
Q: What are the two main types of communication?
A:
Internal Communication: Messages exchanged within the business (e.g., emails between employees).
External Communication: Messages exchanged with outside parties (e.g., promotional emails to customers).
Q: What are the three main methods of communication?
A:
Verbal Communication: Face-to-face conversations, phone calls, video conferencing.
Non-Verbal Communication: Body language, visual aids, graphs.
Written Communication: Emails, letters, reports, memos.
Q: What are the advantages of verbal communication?
A:
Advantages:
Quick information transfer.
Immediate feedback.
Enhances understanding through tone and body language.
Q: What are the disadvantages of verbal communication?
A:
Disadvantages:
Hard to assess if everyone fully understands.
Not suitable for permanent records.
Q: What are the advantages of non-verbal communication?
A:
Advantages:
Enhances messages with visual elements.
Useful for advertising and presentations.
Q: What are the disadvantages of non-verbal communication?
A:
Disadvantages:
Feedback is limited.
Complex charts may confuse recipients.
Q: What are the advantages of written communication?
Advantages:
Provides hard evidence for future reference.
Can be sent to multiple recipients.
Q: What are the disadvantages of written communication?
Disadvantages:
No immediate feedback unless digital.
Can be lengthy or difficult to understand.
Q: How does IT improve business communication?
Enhances speed & efficiency – Emails, instant messaging, and video conferencing enable instant communication.
Cost-effective – Reduces travel expenses and printing costs.
Easier collaboration – Teams can share files and work remotely.
Q: What are the different IT communication methods?
A:
-Instant Messaging
-Video Conferencing
-Email
Q: What are the benefits and drawbacks of different IT communication methods?
Video conferencing
Video Conferencing:
Benefits: Reduces travel costs, enables remote meetings.
Drawbacks: Dependent on internet quality, expensive equipment.
Q: What are the benefits and drawbacks of different IT communication methods?
Email:
Benefits: Instant delivery, can attach documents.
Drawbacks: Spam filters, risk of cyber threats.
Q: What are the benefits and drawbacks of different IT communication methods?
Instant Messaging
Instant Messaging:
Benefits: Real-time communication, good for quick updates.
Drawbacks: Lacks tone & non-verbal cues, can be distracting.
Q: Why is effective communication important for businesses?
Increases Worker Motivation – Employees feel valued and informed.
Improves Efficiency – Clear instructions reduce mistakes.
Encourages Innovation – Open communication fosters idea sharing.
Builds a Positive Culture – Transparency strengthens workplace relationships.
Reduces Costs – Minimizes errors and misunderstandings.
Promotes Customer Satisfaction – Clear messaging builds trust with consumers.
Q: Why is effective communication important for businesses?
Case study
Case Study Examples:
Stagecoach – Improved employee satisfaction by using an internal app for communication.
Zappos – Encourages open updates to create a positive work culture.
TED Talks – Keeps meetings under 18 minutes for better productivity.
Q: What are common barriers to communication?
Hierarchical Barriers: Employees hesitate to speak to senior managers.
Language & Jargon: Use of technical terms can be confusing.
Noise & Distractions: Loud workplaces reduce focus.
Lack of Feedback: Unclear messages lead to misunderstandings.
Cultural Differences: Varying norms affect communication styles.
Technological Barriers: Poor internet connectivity can disrupt digital communication.
Q: How can businesses overcome communication barriers?
Encourage open dialogue and regular feedback.
Use clear, simple language.
Provide training on communication skills.
Invest in reliable IT infrastructure.
Schedule structured meetings to reduce distractions.
