Chapter 14- Business Communication Flashcards
Spoken communication
Sending messages by word of mouth between 2 or more people
Advantages of Spoken communication
It allows for 2 way communication = feedback + motivation (response, suggestions, constructive feedback = self improvement )
It is quick as there is no delay between sending and receiving the message
Evidence of who attended the meeting + who received the information (accountability, follow up action)
If there is a lack of understanding then can immediately without delay ask for clarification
Allows messager to reinforce message with suitable body language = easy to see how severe it is
Disdvantages of Spoken communication
In a large group = people reluctant to ask questions (shy, fit in, embarrassed while they all understand)
There may be no written records = can’t refer to it again + no evidence in event something goes wrong
Complex jargon used / topic is easier to understand with written form
Time consuming - especially with questions
Written communication
Any type of message that makes use of written words, eg. Report, email, memo, post card
Advantages of Written communication
Can be referred to multiple times = won’t forget
Allows for detailed information, figures and diagrams = visitation is easier to understand
Provides permanent record
Disadvantages of Written communication
No immediate feedback = slow
No evidence that it has been understood correctly = interpreted incorrectly = errors
Body language, gestures, facial expressions and tone may not be used = incorrect interpretation
Electronic communication
Sending messages using media such as emails, video conference or through computers
Advantages of Electronic communication
Messages are transmitted quickly
Global coverage is possible as the internet allows communication to millions of receivers around the world
Low cost after hardware/training is dealt with = cheaper than gathering a lot of people from around the world
Allows instant feedback
Easier to manage/control especially for multinationals
Emails may be used as legal evidence
Disadvantages of Electronic communication
Requires training (older employees may struggle while the young are quick to grasp it)
Reduces social contact = isolation = unsatisfied /depressed employees
Encourages laziness = employees send personal emails = loss of time/resources wasted
No body language to convey the message
Security /technical issues with technology (hardcopies are often kept incase of a virus) = risk of hackers = loss of information, privacy concerns
High information overload (too many messages, emails) = prevents action on important messages + employee will be stressed/burnout = low efficiency
Visual communication
Convey information or ideas in forms that can be seen
Advantages of Visual communication
Effective especially when some language barriers may exist (lack of fluency in a language)
Supports gestures/facial expressions/tone with visuals = very easy to grasp topic
Simple way of preventing complex information eg. Graohs, tables, diagrams
Receiver can understand information easily
Disadvantages of Visual communication
Mc DB
Can be cost /time consuming to produce (training, platform expenses)
Can’t be solely used when detailed tech data and accounting information is needed- can not show numerical data as it involves complex figures and calculations = misinterpreation of the data
No body language is used
Visuals might be dramatic = wrong impression = incorrect interpretation = wasted time
Formal communication channels
The official communication networks and routes used within an organization
One way communication + Problems
Message from Sender to receiver, NO FEEDBACK
Problems:
No questions + further explanation
No discussion
No assurance
Two way communication
Communication between 2 or more, allowing feedback
Problems:
Time consuming
