Communication

Question 1

What must communication be for it to be effective?

Answer 1

Accurate
Up to date
Relevant
Presented in a form that the receiver understands
Delivered in the most appropriate way

Question 2

Why is effective communication important?

Answer 2

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

Question 3

What are the barriers to effective communication?

Answer 3

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

Question 4

What are the consequences of poor communication?

Answer 4

Low efficiency
Low morale
Decreased motivation
Decreased productivity
Mistakes
Loss of profits and business

Question 5

What is a business report?

Answer 5

It is a business document with detailed written information on a business activity etc. It is formal in nature and format is structured

Question 6

What is a business letter?

Answer 6

It is used to communicate formally with customers/empolyees/suppliers etc. It is usually word processed on letter headed paper.

Question 7

What is an agenda?

Answer 7

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

Question 8

What are minutes?

Answer 8

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

Question 9

What is digital communication?

Answer 9

Involves sending and receiving such information electronically.
Communication is the process of sending information to others and receiving information back from them.

Question 10

What is social media?

Answer 10

It is websites and applications that enable users to create and share content or participate in social networking

Question 11

Advantages of social media

Answer 11

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

Question 12

Disadvantages of social media

Answer 12

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

Question 13

What is a website?

Answer 13

It is a connected group of web pages with a common domain name

Question 14

Advantages of websites

Answer 14

Can sell and advertise your product 24/7
Can communicate with a wider customer base

Question 15

Disadvantages of websites

Answer 15

Cost to construct/maintain/security the website
Cost of staff/warehouse to run an online business

Question 16

What is the intranet?

Answer 16

It is a private network of an organisation internet technology

Question 17

Advantages of the intranet?

Answer 17

It is an easy, economical and fast way of communication within a business
Reduced travel for employees as they can communicate via the intranet

Question 18

Disadvantages of the intranet

Answer 18

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

Question 19

What is video conferencing?

Answer 19

It is a system by which many computer users can communicate with each other all at the same time using webcams.

Question 20

Advantages of video conferencing

Answer 20

Reduce costs - no need for expensive travel
Recede carbon footprint

Question 21

Disadvantages of video conferencing

Answer 21

Cost of equipment - high initial cost of required equipment
Reliant on internet speed - connectivity speed may cause break ups in sentences

Question 22

What is Voice over Internet Protocol (VoIP)?

Answer 22

It is a protocol for transmitting the human voice in digital form over the internet or other networks as an audio stream

Question 23

Advantages of VoIP

Answer 23

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

Question 24

Disadvantages of VoIP

Answer 24

Needs a good broadband connection
It calls over computers of mobile devices may suffer from performance issues in case of poor hardware

Question 25

What is Email?

Answer 25

It is a system for sending a receiving messages electronically over a computer network

Question 26

Advantages of email

Answer 26

Can send 24/7 - person doesn’t have to be available to receive it
Can send multiple recipients at once

Question 27

Disadvantages of email

Answer 27

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

Question 28

Advantages of the impact digital technology has on business communication

Answer 28

Enhanced quality
Enhanced circulation
Better use of resources
Corporate image - public image is enhanced
Business instantly reachable via apps

Question 29

Disadvantages of the impact digital technology has on business communication

Answer 29

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.