2.4 Communication Presentation Notes

Communication
Learning objectives
 What is communication?
 Why is it important?
 Internal & External communication
 The advantages & disadvantages of different
methods of communication
 Selecting the correct method of communication
 The direction of communication
 Formal & Informal communication
 Barriers to communication
 Reducing barriers to communication
 ICT and communication
Communication in the Workplace
What is Communication?
The process of sending and receiving

information
The process of communication can be represented
diagrammatically
receiver
Sender (Information)
Information should be sent by

the correct method or channel
e.g. letter, meeting
Sometimes it is possible to respond to the information

and give feedback
Sender receiver Two way

communication
Sender receiver
(Feedback)
Why is communication important for
businesses?
Good communication is vital for all organisations to operate
efficiently.
 It provides information
 It provides clear instructions
 It allows for activities to be coordinated
 It clarifies issues and points
 Can improve customer service
What are the benefits of good communication?

 Increased motivation amongst employees
 Increased productivity
 Improved quality
 Satisfied customers
 A good business image
 Effective links with the outside world eg banks, suppliers.
Fork Handles - Watch the video clip. Is there effective
communication in the shop? How does this effect the
business, customer and staff?
Internal and external communication
 Internal  External
 This takes place within  This takes place
an organisation eg a between the
manager and organisation and the
supervisor, two outside world
employees  eg a business ordering
from suppliers
 asking customers to
pay bills on time
 advertising goods or
services
Formal and Informal communication
 Channels/methods of communication which

are recognised and officially set up eg
meetings, reports and notice boards are
examples of ‘formal communication’
 Sometimes communication can be
‘ informal’- eg chatting in the canteen.
This is also sometimes called the
‘grapevine’. Managers sometimes use it to
test reaction to new ideas.
The direction of communication
1) Upwards 2) Downwards 3) Horizontal
 When messages are sent from managers to subordinates.

 It can be for instructions or statements on important business
decisions.
 It does not allow for feedback..
 If there are many levels of workers, the original message may
become distorted.
 When a message or feedback is passed from subordinates to
managers.
 Workers can contribute ideas and opinions.
 When workers at the same level in an organisation
communicate.
 Information and ideas can be exchanged formally and
informally.
What are the different methods of
communication ?
 Written W
 Oral O
 Visual V
 Electronic E
 Non Verbal N
The way a message is passed is also called
the channel of communication.
Non verbal
Written Oral
Letter Body language
Telephone
Memorandum Visual Electronic
Meetings E mail
Agenda Posters
Minutes
Interviews Fax
Tannoys TV Video conferencing
Reports
In house journals One to one conversation Videos
/magazines Charts and diagrams
Notices
Activity
For each of the methods, state the advantages
and disadvantages, copy and complete the table
on the next slide
Channel of communication
Method Advantages Disadvantages
Written
Oral
Visual
Electronic
Non-verbal
Identify the different channels of
communication
Non Verbal
Oral
Non Verbal
Written Oral
Oral Oral
Oral
Written
Electronic Electronic Oral

Which methods of communication should
be used in the following situations? Why?
 Reply to a customer complaint

 Tell a subordinate their performance was
poor
 Finding out why a delivery from supplier
due today had not yet arrived
 Telling staff in your department about
major changes to the procedures for
applying for courses and claiming travelling
expenses where the mileage had been
reduced.
What are Barriers to Communication?
List as many as you can think of.
 Unclear messages sent
 Use of jargon e.g. C U L8R
 Wrong choice of medium
 Style used
 Clear concise and to the point
 Correct person for the message
 Language used is too difficult
 Not speaking clearly
 Long message- lose interest
 Wrong channel used
 Message becomes distorted
 No feedback
 Distance
 Breakdown of medium eg postal strike, computer crashes
ICT and communication
The use technology has meant that
businesses:
 Have access to more information than
before eg Internet
 Are more efficient eg email
 Can use data in different ways
 Can present data in many forms
 More people are able to work from
home
Questions
(1) Which method of communication would you use
for the following:-
give an instruction to a large number of people

explain a detailed plan to several other people
obtain a quick reply to your message
(2) State 3 benefits of good communication to a

business
(3) Internal communication in your business is very

poor.
List 5 barriers to communication
The steps taken to remove each barrier
Questions
(4) Which communication method might be most
appropriate for the following, give reasons.
 There should be no smoking in the staff canteen

 The management want to explain how the new computer
system works
 Details of sales figures need to be sent to shareholders
 The Sales manager wants to remind the Finance manager
of their meeting
 The office manager wants to obtain views from all office
workers on how paper waste could be reduced
 A supervisor plans to warn, for the last time, a worker who
is always late for work
 Next year’s holiday dates need to be made available to all
workers
 The personnel manager wants to call an applicant for an
interview
 The production manager wants to send some plans for
expansion to the managing
 Director who is abroad.
Build a Better Answer
Identify one barrier to effective
communication within a business.
 1 mark for the identification of one relevant
barrier tocommunication.
 Possible answers include:
 • Poor explanation by the sender
 • Too much jargon
 • Communication structure too complex
 • Poor equipment e.g. IT failure
 • Insufficient, contradictory or excessive
communication.
Explain one possible impact that poor communication might
have for a business?
 For 3 marks, development will clearly show how
poor communication affects a business. Within the
answer there will be at least three clearly
identifiable strands of explanation or two
identifiable strands with a clarifying example.
Possible answers include:
• De-motivation of staff
• Workers become less efficient
• Mistakes made
• Problems with suppliers
• Customer dissatisfaction
• Poor or slow decision making.

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Communication

The process of sending and receiving

Information should be sent by

Sometimes it is possible to respond to the information

Sender receiver Two way

What are the benefits of good communication?

 Channels/methods of communication which

 When messages are sent from managers to subordinates.

Electronic Electronic Oral

 Reply to a customer complaint

give an instruction to a large number of people

(2) State 3 benefits of good communication to a

(3) Internal communication in your business is very

 There should be no smoking in the staff canteen

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