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Project Work On Communication - Edwin, Abhir, and Ari

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Abhir Appaiah
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0% found this document useful (0 votes)
38 views33 pages

Project Work On Communication - Edwin, Abhir, and Ari

Uploaded by

Abhir Appaiah
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Project Work

on Business
By: Edwin, Abhir, and Ari
01.
ACTIVITY A
Define the term communication
Communication is the transferring of a message from the sender to the
receiver, who understands the message. There are two types of
communication. External, and internal communication
Define the term message
Message is the information or instructions being passed by the sender
to the receiver. Messaging is the way brands initiate and reply to
customers over different messaging channels
What is effective communication
and why is it necessary?
Communication is when a message transferred from one person to another and
is understood by the latter. We communicate everyday (by talking, by chatting, by
texting, etc.) but we need to learn how to communicate effectively. In business, if
we do not communicate, we would be working as individuals with no co-
ordination with anybody else in the

business. The management, whose tasks are guiding, instructing and


commanding subordinates could not be done because they cannot
communicate with them
Define the term ‘internal
communication’
Internal communication is between members of the same organization.

to provide efficient communication between the departments and


employees of a company
Define the term ‘external
communication’
External Communication is between the organization and other
organisations or individuals. External communication is communication
between the organization and other organizations or individuals.
Discuss the purpose of external
communication with stakeholders
External communication is communication between the organization and
other organizations or individuals.

Main examples of external communication are:

Orders for goods from suppliers

Sending information to customers about prices and delivery times

Advertising goods or services ( in detail in chapter 14)

Asking customers to pay bills on time

One type of communication is not more important than another.


Difference between internal
and external communication
Internal communication is messages sent between people
inside a business. For example:

● The boss talking to his subordinates.


● A report sent to the CEO.

External communication refers to messages sent to people or


organisations outside the business. For example:

● Orders for goods from suppliers.


● Talking to customers.
● Advertising to the public.
● Both types of communication is almost the same, the only
difference is who is being communicated with.
Explain the process of
effective communication
External communication is communication between the organization and other
organizatins or individuals. Main examples of external communication are:

Orders for goods from suppliers

Sending information to customers about prices and delivery times

Advertising goods or services ( in detail in chapter 14)

Asking customers to pay bills on time

One type of communication is not more important than another. The key feature of both
types are the same. The methods of

communication are also similar though the growth of social media has made it easier for
an organization to communicate with the “outside world”. The main difference is who is
being comunicated with
Explain the number of benefits to
businesses due to effective
communication
• Reducing the risk of mistakes - the receiver of a message must understand what it is they are being asked to do by
the sender. If the message is not understood then the instructions or task will not be completed correctly.

• Enabling faster decision-making - if the number of people who need to receive the communication is kept to a
minimum, then this will speed up the decision-making process.

• Enabling quicker responses to market changes - the longer it takes to communicate changes in markets, the slower
the business will be to respond and may mass marketing opportunities as a result.

• Improving coordination between departments - decisions taken by one department often has an impact on other
departments. There needs to be effective communication between departments so that each knows what the other is
doing and can respond appropriately.

• Improving morale and motivation of the workforce - if the workforce knows what is going in the workplace and is
able to take part in discussions, this will make workers feel valued and part of the organisation.
Difference between one-way
and two-way communication
There are two types of communication. One-way communication
is when there is no feedback required for the message, or the
receiver is not allowed to reply. This might be the sign that says
"No smoking", or your boss saying: "give me a biscuit". The other
is two-way communication, when feedback is required.
Therefore, both people are now involved in the communication
process. This could lead to better and clearer information.
How to choose the appropriate
communication method to the
organization?
i) Speed- is it important that the receiver gets the information really quickly.

ii) Cost – is it important to keep costs down or is it more important to communicate effectively, regardless of cost.

iii) Message details – If it contains technical plans, figures and illustrations then, clearly, written and other visual
forms of communication are likely to be essential.

iv) Leadership style – is the leadership style a democratic one?.If it is, then two-way verbal forms of
communications with employees are much more likely to be used than they would be an ‘autocratic leader’.

v) The receiver – who is /are the ‘target’ receiver(s)? If just one person has to be communicated with, and they
work in the next office, then one-to-one conversation is likely to be used..

vi) Importance of a written record

vii) Importance of feedback


What are the different ways of
communication or types of
communication media?
Verbal: Involves the sender speaking to the receiver.

Written: The message is written to the receiver.

Visual: Using charts, videos, images or diagrams to communicate a


message.

There is no best method of communication, so the appropriate medium of


communication must be selected depending on the situation. First the
sender also has to analyse the advantages and disadvantages of each type
of communication.
What is meant by ‘verbal
communication’ with examples?

Verbal/Oral communication might be:

● One-to-one talks.
● Telephone conversations.
● Video conferencing.
● Meetings.
Explain the advantages and
disadvantages of verbal
communication
Verbal Pros: Verbal Cons:

● Information is transferred quickly. This ● In big meetings, we do not know if


is an efficient way to communicate in everybody is listening or has
meeting to lots of people. understood the message.
● There is opportunity for immediate ● It can take longer for verbal feedback
feedback which results in two-way
to occur than written feedback.
communication.
● Verbal communication is
● The message might be enforced by
seeing the speaker. Here the body inappropriate for storing accurate
language and facial expression could and permanent information if a
make the message easily understood. message. (e.g. warning to a worker)
What is meant by ‘written
communication’ with
examples?
● Letters
● Memos
● Reports
● Notices
● Faxes
● E-Mails
● Intranet
● Internet
Explain the advantages and
disadvantages of written
communication
Written advantages: Written disadvantages:

● There is hard evidence of message which can ● Direct feedback is not always possible, unless
be referred to and help solve disputes in future electronic communication is used. However, this
over the content of the message. could result in too many emails sent (information
● It is needed when detailed information is overload). Direct feedback via other means of
transferred: it could be easily misunderstood. written communication is hard.
Some countries the law states that businesses ● It is not as easy to check whether the message has
need to put safety notices up because people been understood or acted upon.
could forget them. ● The language used might be difficult to
● The written message can be copied and sent understand. The message might be too long and
to many people. disinterest the reader.
● Electronic communication is a quick and ● There is no opportunity for body language to be
cheap way to get to many people. used to enforce the message
What is meant by ‘visual
communication’ with
examples
Films, videos, and PowerPoint displays: often to help train new staff or inform sales people about new products.

Posters: can be used to explain a simple but important message. (e.g. propaganda poster) Charts and
diagrams: Can be used in letters or reports to simplify and classify complicated data. Computer technology could
help in the design of these charts or diagrams. A printed copy might be needed for hard data to add to reports
and documents.

Photographs and cartoons: these can be used to add variety, colour and humour to a message –all of which
may increase the chances of the communication being read and understood by the receiver.
Explain the advantages and
disadvantages of visual
communication
Visual communication Pros: Visual communication Cons:

● Present information in an appealing ● No feedback is possible. People


and attractive way that encourages need to check via verbal or written
people to look at it. communication that they have
● They can be used to make a written understood the message.
message clearer by adding a picture ● Charts and graphs might be
or a chart to illustrate the point being difficult for some people to
made. understand. The message might be
misunderstood if the receiver does
not know how to interpret a
technical diagram.
Difference between formal
and informal communication
Formal communication is the channel of communication that is recognised by the
business, such as notices on boards, emails and memos. Formal means of communication
is important. It shows that the information given is true.

Informal communication might be communication between friends and co-workers. There


is no set structure and the information transferred is not recognised by the business. This
channel of communication could be used by the manager to try out new ideas, before
publicly announcing it to the rest of a company. However, informal communication can
result in gossip can rumour, and managers have no way to remove these informal links
from people.
Discuss the different direction
of communication in the
organization
downwards communication:

● Used by managers to send important messages to subordinates.


● Does not allow feedback.
● The message might be altered after passing different levels.

(upwards communication:

● Used by subordinate send feedback to managers.


● Feedback from subordinates ensures that there is effective communication.
● Feedback results in higher morale and new ideas contributed to the business.

horizontal/lateral communication:

● People at the same level of management communicate with each other.


● Information and ideas can be exchanged both formally and informally.
● Can cause conflict between departments. (e.g. Production department asks the Finance department for a budget to
hire new staff but is rejected)
What are the most common
reasons for communication
failure of barriers to
communication?
The main causes of barriers to effective communication can be divided
into three main areas: problems with the channel of communication

problems between senders and receivers

problems with the physical environment.


How businesses can
overcome these barriers to
communication?
Make sure that the language used is appropriate to the receiver. This might mean using

simple rather than complex words, or avoiding the use of complex technical terms that are not understood by
people without technical knowhow.

Keep the channel of communication as short as possible. The more people a message is passed through, the
greater the risk of the message being changed before it gets to the final receiver.

The sender must always insist on receiving feedback as this shows that the message has

been received and understood.

The sender must use the most appropriate medium for the message; for example, it would

not be appropriate to send a long and complex instruction by text message.

Physical barriers, such as noise, should be removed. If two people are having a conversaiton in a noisy
environment, then they should move to somewhere quieter if the source of the noise cannot be turned off.
02.
ACTIVITY B
Mind Maps
Posters
03.
ACTIVITY C
Edwin Reflection
This project allowed me to learn all about communication very
proficiently. Along with all this, the poster that I found allowed me to
clearly understand all of the aspects and uses of a business plan.
Also, this project helped me to get better with working with others
and reaching deadlines, as well as becoming more informed on
business and marketing in general. I am happy with how my group
and I worked together, as we created a good and informative
presentation, however next time I would want to make sure to work
faster and more efficiently, in order to have as much time as possible
to check work and make sure the presentation is good.
Abhir Reflection
This activity was nice because the answers were short responses
with images. It was also fun to add posters, images and mind maps.
I look forward to doing these activities again because we had to use
the notes and basic, logical thinking to answer the questions.
Ari Reflection
This project allowed me to learn all about communication very
proficiently. Also, it helped me to get better with working with others
and reaching deadlines, as well as becoming more informed on
business and marketing in general. I am happy with how my group
and I worked together, as we created a good and informative
presentation, however next time I would want to make sure to work
faster and more efficiently, in order to have as much time as possible
to check work and make sure the presentation is good.
Thanks!
Do you have any
questions?

CREDITS: This presentation template was created by Slidesgo, and


includes icons by Flaticon, and infographics & images by Freepik

Please keep this slide for attribution

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