Communication Flashcards
What are the four main types of communication?
Verbal, Non-verbal, Written, Visual
What are some examples of verbal communication?
Face-to-face conversations, phone calls, video calls, presentations, meetings
What are the key factors that affect verbal communication?
Tone of voice, clarity, volume, speed, choice of words, body language, listening skills
What are some examples of non-verbal communication?
Facial expressions, gestures, posture, eye contact, body positioning
How is written communication typically used?
Text messages, emails, social media posts, websites, letters, contracts, policies
What are some examples of visual communication?
Infographics, diagrams, charts, signs, photographs, videos
What is formal communication?
Structured, official messaging, professional tone, follows hierarchy, used for policies, reports, and official meetings
What is informal communication?
Unstructured, casual and personal, no strict format or rules, used in brainstorming, quick discussions, and friendly chats
What are the advantages of formal communication?
Ensures clarity and consistency, professional and official, can be used as evidence (e.g., policies, contracts)
What are the disadvantages of formal communication?
Can be slow due to procedures, may feel impersonal, limits creativity and flexibility
What are the advantages of informal communication?
Quick and easy, encourages creativity and teamwork, builds relationships
What are the disadvantages of informal communication?
Messages may be misinterpreted or lost, no official record, can lead to misunderstandings or misinformation
What are some common business communication methods?
Emails, face-to-face events, photos and video clips, team meetings, reports, letters, social media, printed media, websites
What are the benefits of using emails for communication?
Quick and efficient, can be formal or informal, provides a written record, cost-effective, accessible anytime
What are the limitations of email communication?
Risk of misinterpretation, can be ignored or lost in spam, not as personal as face-to-face communication
What are the benefits of face-to-face communication?
Direct and personal, immediate feedback, builds stronger relationships
What are the disadvantages of face-to-face communication?
Time-consuming, requires both parties to be available, can be costly for travel or events
Why are photos and videos useful in communication?
Engaging and easy to understand, can provide context, higher retention rate
What are the rules for using photos/videos in business communication?
Must meet legal requirements, should not include minors without consent, must be checked for suitability
How do team meetings help in business communication?
Encourage collaboration, help with decision-making, allow open discussions
What are some types of reports?
Business updates, project reports, performance reviews, technical analysis
What are the key features of a formal letter?
Sender’s details, recipient’s details, date, salutation, subject/reference, main text, closing, signature
What is the purpose of social media in business?
Promotes business image, products, and services, engages with customers, reaches a wide audience
What are the risks of social media for businesses?
Negative publicity, hacking risks, difficult to measure financial benefits
What are the advantages of using printed media?
Good for local advertising, can be visually engaging, tangible and can be handed out
What are the disadvantages of printed media?
Expensive to produce, limited audience reach, cannot be updated once printed
Why is communication important in business?
Ensures clear understanding, improves teamwork, builds trust with customers and stakeholders, helps achieve business goals
How does body language affect communication?
Gestures convey emotions, posture can show confidence or defensiveness, eye contact builds trust
How does tone of voice influence communication?
Can change the meaning of words, conveys emotions and intentions
How should communication be adapted for promotions (e.g., social media)?
Engaging and persuasive, clear language that suits the target audience, avoids complex or technical jargon
What are the key features of legal records?
Formal and structured, accurate and unambiguous, use of specific terminology, can be audited or used as evidence
What makes a technical report effective?
Clear objectives, precise language, logical structure, use of technical terminology
How can images and visual aids support communication?
Provide context to written text, help with understanding complex information, need to be labeled and referenced correctly
