Is the imparting or exchanging of information by speaking, writing or using some other medium. Some communications can be visual including...

• Tables/Charts/Graphs

• Signs/Maps

• Illustrations/demonstrations

• Pictures/ photographs

• Film

To be considered effective a communication must be

• Accurate 

• Up-to-date

• Relevant

• Presented in a form that the receiver understands

• Delivered in the most appropriate way

• Be on time

• Precise and as short as possible

• Be fit for purpose

The way in which a business communicates has a massive impact on it's Corporate Image. It can change the way consumers perceive the business and affect their choice to buy or not buy a particular good/service.

Clear communication will help customers to enjoy a positive relationship with the business.

Employees are better informed and better decision making takes place within the business improving business efficiency.

Staff understand their roles and responsibilities better and therefore are more likely to carry out their day-to-day activities.

Staff motivation improves as they have a clear understanding of the aims and objectives of the business leading to greater productivity and quality of work.

We live in a global world and many companies even small scale local ones now operate across different countries and even continents. Effective communication is essential when dealing with different cultures and languages and it is important to check that meanings translate accurately into different cultures.

When a business is communicating it is important to avoid the following as they can lead to confusion or even misunderstanding of the intended message.

• Jargon – using language or abbreviations which are unfamiliar

• Noise – distractions make the message difficult to hear and understand

• Delays – communication should be as immediate as possible

• Too many people – to achieve accuracy, communication needs to be given directly from the sender to the receiver.

• Wrong channel – complicated instructions would be better written down. If detailed instructions are given over the telephone for example, they may not be understood fully

• Inefficient use of equipment – electronic mail is an excellent means of communication but its benefits are lost if, for example, the receiver does not open the mailbox regularly

• Poor technology – information may be lost or misunderstood if the quality of the reproduced message is poor.

• Timing – information may be received about available goods or available services at a time when the receiver is not interested.

• Poor feedback – if the receiver gives some feedback, it acts as proof that the message has been understood.

• Language – different language and local dialect.

• Cultural difference – message may be lost between countries due to cultural

• Physical disabilities  - such as hearing problems or speech difficulties

Poor communication by businesses can have many affects for both the employess and customers of the business and almost always result in negative results

• Low Efficiency

• Low Morale

• Decreased innovation

• Decreased productivity

• Mistakes

• Loss of profits and business

• Loss of staff

• Poorer quality

• Conflict

Report

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

Business Letter

A business letter is used to communicate formally with customers / employees / suppliers etc.

It is usually word processed on letter headed paper and posted out.

Agenda

An agenda is sent to those attending a formal meeting before the meeting starts.  It contains a list of topics to be discussed at the meeting.  The meeting then follows this structure when it takes place. Agenda will commonly detail...

• Date of meeting

• Time of meeting

• Location of meeting

• Attendees

• Minutes of last meeting

• Matters arising

• Topics listed for this meeting

• AOB

• Date of next meeting

Minutes

Minutes are a word processed record of the discussions, decisions and actions taken in a meeting.

They are formal in nature and keep as a record of what has happened for future reference. Minutes may include the following:-

• Date

• and apologies

• Previous attendees minutes passed or amended

• What discussions took place

• Decisions made

• Actions which need to take place

• Date/time/location of next meeting

Digital communication technology have developed rapidly in recent years. This allows us and businesses many new ways of communicating. The following methods of digital communications are commonly used by businesses nowadays.

• Social Media

• Websites

• Intranet

• Video Conferencing

• Voice Over Internet Protocol (VOIP)

• Email

Social Media

Social Media defined by the Oxford Dictionary:-

“Websites and applications that enable users to create and share content or to participate in social networking.”

Examples of Social Media:

Facebook

Twitter

LinkedIn

Tumblr

Instagram

Pinterest

YouTube

Snapchat

Advantages

• Connecting – business are now posting information on their products or services via social media as a way of connecting with their customers.

• Speed – businesses can post messages instantly to their customers

• Advertising – businesses can post offers, promotions, competitions so that customer can like/ share / follow.  Which advertises the company to their friends etc.  Greater way to market their product to the world

• Time – social media can be accessed 24/7 so customers can visit and see what is happening / find out information etc

• Contact – to join social media you need to provide some personal information which makes it easier for businesses to communicate and target customers

Disadvantages

• Information 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 / offers etc with rival businesses

• Negative Comments – customers can make negative comments which are untrue or unfair

• Privacy – businesses  lose their privacy

Websites

Websites defined by Dictionary.com:-

“A website is a connected group of web pages with a common domain name, usually maintained by one person or organisation.”

Advantages

• Can sell and advertise your product 24/7

• Can communicate with a wider audiences

• No need to communicate face-to-face, no need for high street premises

• More information about the business can be communicated to customer

• Commination can be instant if required

• Communication can be via videos / demonstrations

• Costs – instruction manuals downloadable rather than having to print  etc

Disadvantages

• Cost to construct / maintain / security the website

• Website Optimisation – your business can get lost in the vast amounts of websites available unless you use a lot of money to promote it

•  Cost of staff / warehouse to run an online business

Intranet

Intranet defined by Business Dictionary:-

“An intranet is a private network of an organisation internet technology.”

An intranet is meant for the exclusive use of the organization and its employees.

Advantages

• Intranet is an easy, economical and fast way of communica­tion within a business

• Reduces travel as employees can communicate via the intranet without having to travel from branch to branch etc

• Intranet permits easier employee com­munications

• Instant information - Once information is stored by one employee, it is available to all employees who have access.

Disadvantages

• The intranet exposes corpo­rate information to the risk of loss of privacy and even unauthorised access

• Due to the easy of sharing information, the amount of emails may increase and pile up quickly, putting pressure on staff

• Less interaction between staff leading to isolation of staff within the business

Video Conferencing

Video Conferencing defined by Cambridge Dictionary:-

“Video Conferencing is a system by which many computer users can communicate with each other all at the same time using webcams over the internet.”

Advantages

• Reduce costs – no need for expensive travel

• Reduced carbon footprint

• Save time – no time wasted in travel

• Can link to anyone in the whole at any time

Disadvantages

• Cost of equipment – high initial cost of the equipment required

• Reliant on internet speed – connectivity speed may cause break ups in sentences

• Less personal - takes away the face-to-face communication in the one place

Voice over Internet Protocol

Voice over Internet Protocol defined by Dictionary.com:-

“Voice over Internet Protocol (VoIP) is a protocol for transmitting the human voice in digital form over the       Internet or other networks as an             audiostream, instead of using traditional telephone lines.”

Facetime

Skype

Teamspeak

WhatsApp

Viber

WeChat

Advantages

• Cost – calls made via the internet no telephone needed, usually cheaper than normal phone call especially long distance calls, some even free

• Easy to send documents - with VoIP, you can send large documents, videos and pictures to any contact using the included VoIP software.

• Low Initial Investment - To get started, you only need your existing Internet connection, a free VoIP software and a microphone (if not built in) start-up costs are negligible.

• Flexible – more flexible than telephone and generally better quality.

• No geographical constraints – you can carry it with you everywhere

Disadvantages

• Needs a good broadband connection

• VoIP calls over computers or mobile devices may suffer from performance issues in case of poor hardware. A slow computer, for example, can affect your ability to load VoIP software, make calls and multi-task during calls.

Email

Email defined by www.dictionary.com:-

“A system for sending and receiving messages electronically over a computer network.”

Advantages

•  It will be convenient and quick to send and receive messages. 

• Receiver does not need to be available to receive it they can read it at a later date

•  It can be sent 24/7 

• Emails can be sent to multiple recipients at once.

• It saves time

• It is relatively cheap to send emails in comparison to posting letters. 

• More environmentally friendly

• There is a permanent copy for future reference 

Disadvantages

• Meaning can be misinterpreted

• May get lost in spam

• Can be sent too regularly and disregarded

• Communications can fall victim to viruses 

Advantages

• Enhanced quality / professional appearance

• Enhanced circulation / keeping everyone up-to-date

• Better decision making due to more up-to-date material

• Faster production

• Better use of resources / material can be altered and edited

• Corporate Image – the public image of the business is enhanced

• Internet has a vast range of materials and resources available to any business.

• Benefits of email, 24/7 websites, help desk,  24/7 assistance

• Availability of  intranet / social media / video conferencing

• Advertising much easier and less costly via digital technology

• Business instantly reachable via apps, social media, websites etc

• Businesses can communicate globally in an instant via VoIP etc

Disadvantages

• Health and safety /ICT users may suffer from eye strain, backache etc

• Capital costs – business have to spend a lot of money to install the new technology

• Training costs – employees need to be trained or retrained

• Information overload – which can result in customers / employees switching off

• Reliance on technology – if the technology breaks down or you can’t connect to wifi the technology will not work

• Hacking – the possibility of customer and employees personal data / bank details being stolen