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IGCSE CAMBRIDGE BUSINESS STUDIES 2023. > Internal and External Communication (Chapter 9). > Flashcards

Internal and External Communication (Chapter 9). Flashcards

1
Q

What is communication?

A

Communication is the transferring of a message from the sender to the receiver, who understands the message.

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2
Q

What is a message?

A

A message is the information or instructions being passed by the sender to the receiver.

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3
Q

What are the three important things about a message or information being sent?

A

This means that the information or message being sent is received, understood and acted upon in the way intended.

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4
Q

What is internal communication?

A

Internal communication is between memebers of the same organisation.

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5
Q

Why would management suffer without communication?

A

The tasks of management in guiding, instracting, warning and encouraging workers would become impossible.

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6
Q

Give three examples of internal communication.

A
  • ‘Please do not smoke in this area.’ (notice on a table).
  • ‘How many hours did you work last week?’ (manager asks a worker).
  • ‘Keep this door locked at all times.’ (sign on a door).
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7
Q

What is external communication?

A

External communication is between the organisation and other organisations or individuals.

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8
Q

What are four main examples of external communication?

A
  • Orders for goods from suppliers.
  • Sending information to customers about prices and delivery times.
  • Asking customers to pay bills on time.
  • Advertising goods or services.
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9
Q

Why is external communication important to businesses?

A

External communication is very important to the image and efficiency of a business.
FOR EXAMPLE: If a company communicates ineffectively with suppliers, it may be sent the wrong materials.

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10
Q

Effective communication involves the following four features:

A
  • A transmitter or sender of the message.
  • A medium of communication.
  • A receiver of the information.
  • Feedback.
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11
Q

What is a transmitter or sender?

A

The transmitter or sender of the message is the person starting off the process by sending the message.

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12
Q

What is the medium of communication?

A

The medium of communication is the method used to send a message.

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13
Q

What is the receiver?

A

The receiver is the person who receives the message.

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14
Q

What is feedback?

A

Feedback is the reply from the receiver which shows whether the message has arrived, been understood and if necessary, acted upon.

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15
Q

What is one-way communication?

A

One way communication involves a message which does not call for a require a response.

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16
Q

What is two-way communication?

A

Two way communication is when the receiver gives a response to the message and there is a discussion about it.

17
Q

What are the two advantages of two-way communication?

A
  • It should become absolutely clear to the sender whether or not the person receiving the message has understood it and acted upon it.
  • Both people are now involved in the communication process. This may help to motivate the reciever.
18
Q

What are the three forms of communication methods?

A
  • Verbal methods of communication (speaking).
  • Written methods of communication include letters and notices.
  • Visual methods of communication include methods such as diagrams, charts, and videos.
19
Q

There are several factors that the sender of a message should consider before choosing the most appropriate method to use to communicate with the receiver:

A
  • Speed.
  • Cost.
  • Message details.
  • Leadership style.
  • The receiver.
  • Importance of a written record.
  • Importance of feedback.
20
Q

What are the four methods of verbal communication?

A
  • Face to face/ one-to-one talks/ meetings.
  • Telephone conversations.
  • Videos conferencing.
  • Meetings and team briefing.
21
Q

What are the three advantages of verbal communication?

A
  • Information can be given out quickly.
  • There is opportunity for immediate feedback and two way communication.
  • The message is often reinforced by seeing the speaker.
22
Q

What are three disadvantages of verbal communication?

A
  • In a big meeting, there is no way of telling whether everybody is listening or has understood the message.
  • It can take longer to use verbal methods when feedback occurs.
  • When an accurate and permanent record of the message is needed, a verbal method is inappropriate.
23
Q

Written methods of communication include the following:

A
  • Business letters.
  • Memorandums.
  • Reports.
  • Notices (no certainty that they are read).
  • Text messages.
  • Email.
24
Q

What are the four advantages of written communication?

A
  • There is hard evidence of the message which can be referred to in the future.
  • It is essential for certain messages involving complicated details which might be misunderstood.
  • A written message can be copied and sent to many people.
  • Electronica communication is quick and cheap way to reach a large number of people.
25
Q

What are the four disadvantages of written communication?

A
  • Direct feedback is not always possible.
  • It is not so easy to check that the message has been received and acted upon as with verbal messages.
  • The language used can be difficult for some receivers to understand.
  • There is no opportunity for body language to be used to reinforce the message.
26
Q

Visual methods of communication include the following:

A
  • Films, videos, and Microsoft PowerPoint displays.
  • Posters.
  • Charts and diagrams.
  • Photographs and cartoons.
27
Q

What are the two advantages of visual communication?

A
  • These methods can present information in an appealing and attractive way.
  • They can be used to make a written message clearer by adding a chart or diagram to illustrate the point being made.
28
Q

What are the two disadvantages of visual communication?

A
  • There is no feedback and the sender of the message may need to use other forms of communication.
  • Charts and graphs are difficult for some people to interpret.
29
Q

What is informal information?

A

Informal information is when information is sent and received casually using everyday language.

30
Q

What is formal communication?

A

Formal communication is when messages are sent through established channels using professional language.

31
Q

What are communication barriers?

A

Communication barriers are factors that stop effective communication of messages.

32
Q

What are the four parts of any successful communication?

A

Sender, receiver, medium used and feedback.

IGCSE CAMBRIDGE BUSINESS STUDIES 2023. (14 decks)

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