Unit 1- Topic 4: Communication

Question 1

Communication
(Defined as the exchange of information using a suitable medium, for a business, this can include the transmission of information using telephone, email, the internet, television and other channels, e.g., transmission of invoices to customers using email.

Answer 1

Communication can be:
- One-way: an instruction being transmitted, therefore no feedback required
- Two-way: at least two people participate in discussion with immediate feedback provided if required
- Multi-directional: numerous people participate in the discussion all of who give/receive messages

Types of business communication :
- External: communications occur between a company representative and a person/organisation outside of the business, e.g., director and supplier
- Internal: communications occur between staff employed by the business organisation, e.g., manager and director.

Question 2

Factors affecting the choice of communication channel
(E.g., email, telephone, written, notice board, magazine, newsletter, or the internet)

Answer 2

• Urgency/speed: how quickly a message needs to be communicated, will play a major part in the selection of the most appropriate medium
• Confidentiality: if the messages private, an a letter or email is better than a noticeboard, in relation to banking security checks must also be carried out to minimise fraud
• Permanent record: proof a message was sent may be required, likely choice would be to send via email or recorded delivery (post)

Question 3

Barriers to effective communication
(Barrier = anything preventing or distoring the correct message from being communicated)

Answer 3

• Jargon: too much use of technical information or unfamiliar language/abbreviations may be meaningless to some individuals
• Poor technology: out of date, technology can result in communications becoming slower lost in transmission, rendering information virtually useless
• Language/cultural differences: messages may be misinterpreted, can cause tasks been carried out incorrectly.

Question 4

Evaluate the impact of technology on communication
X2 advantages
X2 disadvantages

Answer 4

Advantages:
- Technology can greatly speed up the communication network
- Communication can now operate on a global scale instantly

Disadvantages:
- Costs businesses a lot of money to bring in and constantly update latest technology
- Can encourage a culture where little to no face-to-face contact is made, this can result in a lack of rapport between individuals

Conclusion:
The impact of technology will impact all stakeholders, they must be considered when considering improving technology. However, it is necessary in today’s IT culture that businesses still need to consider the importance of meeting and discussing issues face-to-face, while still following the most up-to-date forms of communication.