Communication Flashcards
What must communication be for it to be effective?
Accurate
Up to date
Relevant
Presented in a form that the receiver understands
Delivered in the most appropriate way
Why is effective communication important?
Corporate image - customers can enjoy a positive relationship with the business.
Workers are better informed and better decision making takes place.
Staff motivation improves leading to greater productivity and quality
What are the barriers to effective communication?
Jorgan - using language or abbreviations which are unfamiliar
Noise - distractions make the message difficult to hear and understand
Timing - info may be received about goods at a time when the receiver is not interested
What are the consequences of poor communication?
Low efficiency
Low morale
Decreased motivation
Decreased productivity
Mistakes
Loss of profits and business
What is a business report?
It is a business document with detailed written information on a business activity etc. It is formal in nature and format is structured
What is a business letter?
It is used to communicate formally with customers/empolyees/suppliers etc. It is usually word processed on letter headed paper.
What is an agenda?
It is sent to those attending a formal meeting before the meeting starts. It contains a list of topics to be discussed at the meeting including date, time and location of meeting, minutes of last meeting and matters arising
What are minutes?
It is a word processed record of the discussions, decisions and actions taking in a meeting. They include date, what discussions took place and decisions made
What is digital communication?
Involves sending and receiving such information electronically.
Communication is the process of sending information to others and receiving information back from them.
What is social media?
It is websites and applications that enable users to create and share content or participate in social networking
Advantages of social media
Speed - businesses can post messages instantly etc to their customers
Advertising - businesses can post offers, promotions, competitions so that customers can like/share/follow
Time - social media can be accessed 24/7 so customers can visit
Disadvantages of social media
Info overload - too much information being passed on/offers etc that customers can be switched off
Competition - it is much easier for customers to compare your prices with other businesses
What is a website?
It is a connected group of web pages with a common domain name
Advantages of websites
Can sell and advertise your product 24/7
Can communicate with a wider customer base
Disadvantages of websites
Cost to construct/maintain/security the website
Cost of staff/warehouse to run an online business
What is the intranet?
It is a private network of an organisation internet technology
Advantages of the intranet?
It is an easy, economical and fast way of communication within a business
Reduced travel for employees as they can communicate via the intranet
Disadvantages of the intranet
It exposes corporate info to the risk of loss of privacy and even unauthorised access
Less interaction between staff leading to isolation of staff within the business
What is video conferencing?
It is a system by which many computer users can communicate with each other all at the same time using webcams.
Advantages of video conferencing
Reduce costs - no need for expensive travel
Recede carbon footprint
Disadvantages of video conferencing
Cost of equipment - high initial cost of required equipment
Reliant on internet speed - connectivity speed may cause break ups in sentences
What is Voice over Internet Protocol (VoIP)?
It is a protocol for transmitting the human voice in digital form over the internet or other networks as an audio stream
Advantages of VoIP
Cost - calls made via the internet no telephone needed, usually cheaper than normal phone call
East to send documents - you can send large documents, videos and pictures to any contract using the included VoIP software
Disadvantages of VoIP
Needs a good broadband connection
It calls over computers of mobile devices may suffer from performance issues in case of poor hardware
What is Email?
It is a system for sending a receiving messages electronically over a computer network
Advantages of email
Can send 24/7 - person doesn’t have to be available to receive it
Can send multiple recipients at once
Disadvantages of email
Time consuming - it can take a long time to read all emails and not all relevant
Spam - you can receive a lot of nuisance emails
Advantages of the impact digital technology has on business communication
Enhanced quality
Enhanced circulation
Better use of resources
Corporate image - public image is enhanced
Business instantly reachable via apps
Disadvantages of the impact digital technology has on business communication
Health and safety - users may suffer from eye strain or back ache
Training costs - employees need to be trained
Hacking - the possibility of customer and employees personal data/bank details being stolen.
