Assessment Criteria 1.1 – Explain why different communication methods are used in the business environment.
There are many different ways to communicate within a business environment. The main methods are as follows:
Face-to-face (this includes body language and verbal language)
Sometimes only a certain method of communication will be effective in terms of impact, time and money. If you have other members of staff based many miles away it would be highly likely that the best way to communicate is by the telephone. This is being cost, time and impact effective.
If you were going to deliver some disappointing news, face-to-face communication will be appropriate rather than the telephone or by letter. This is because face-to-face communication is valued a lot more because you can then observe the person’s body language which helps you understand how they really feel about the conversation at hand.
Email is a good way to communicate with a large number of people in many locations all at the same time. However, the information that you are passing on may be more appropriately communicated via a conference telephone call so then you get a quick response.
Assessment Criteria 1.2 – Describe the communication requirements of different audiences.
The nature of your communication may need to be adapted and adjusted depending on the audience and situation you are in. you will need to determine what form of communication will be most effective. You will need to take into consideration: age, gender and ethnicity also in some cases if there are any special needs involved. It is a well known fact that younger people have shorter attention spans whereas older people can be able to sit for longer periods of time. If you are using verbal communication, you may need to think about people with any special needs I.E deaf people.
Assessment Criteria 1.3 – Explain the importance of using correct grammar, sentence structure, punctuation, spelling and conventions in business communications.
Grammar – Using incorrect grammar could mean it can be difficult to read and could cause misunderstandings. Using correct grammar, verbally or non-verbally, is very important to ensure that what you are trying to communicate is done so effectively, more precisely and very clearly.
Sentence Structure – It is important to use correct structure for sentences to show that you have variation and isn’t all the same. When using a variety of sentences it will help emphasise points and ideas. Poor sentence structure can be very easily misunderstood.
Punctuation – When correct punctuation is used in communication, it is easy to understand and readable. Punctuation is key to separate sentences and can clarify meaning. When punctuation is conveyed incorrect, an inaccurate meaning can sometimes occur.
Spelling – Standardised spelling is important to ensure that it is a lot clearer to understand the text. Confusion, mistakes and misinterpretations can be made when spelling is not done correctly. It only takes one misspelled word to change the entire meaning of what you’re trying to pass on.
Conventions – When using conventions in business communication, it ensured the writing to be in easier format. Spelling, punctuation, capitalisation, grammar and paragraphing are convention within communication. It can make reader more comfortable and easier to understand. The aim, is that the text should be easily read and read fluently.
Assessment Criteria 1.4 – Explain the importance of using appropriate body language and tone of voice when communicating verbally.
Face to face communication is a very large part within communication. It is made up of non-verbal information and the language of your body, Also the tone of your voice has an impact on this. This is the volume of your voice, emotion and emphasis that you put on the words that you are using. However, various meaning depending on which word is emphasised, can be portrayed from the exact same sentence. Use appropriate tones to grab the reader’s attention.
The wrong impression and maybe some information may be portrayed incorrectly. A subconscious message can be sent by your body language. For example: facial expressions, composure, eye contact and gestures all have an impact on how the message communicated. People instantly recognise your body language so if the message you are trying to get across is told with poor body language it may not be as clear to the audience.
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