222.1 Understand the requirements of written and verbal business communication
1.1Explain why different communication methods are used in the business environment
1.2Describe the communication requirements of different audiences
1.3Explain the importance of using correct grammar, sentence structure, punctuation, spelling and conventions in business communications
1.4Explain the importance of using appropriate body language and tone of voice when communicating verbally
Explain why different communication methods are used in the business environment
Communication between individuals in business is interchangeable and varies in accordance with context and the type of audience. Communication is either verbal – over the phone or face to face, or written, in the form of letters and emails. In addition, the communication may involve the use of jargon and abbreviations that not all audiences will be able to interpret and as a result may create difficulty in the business environment. Effective communication is vital to ensure the smooth running of a business. All forms of communication have advantages and disadvantages, for example – emails are one of the most used forms of communication within a business, emails are fast and cheap, but, the require the internet and moreover, an email address. When communication is carried out successfully, the sender and the receiver both obtain and understand the same information. The communication method is chosen depending on the situation, for example, whether the message must be professional or not.
Describe the communication requirements of different audiences
Types of audiences vary greatly in the business environment. It is important to adapt the communication methods and behaviours to meet the needs of different audiences, both internal (colleagues) and external. This can often simply change from whether the communication required is verbal or written. Communication types correlate with the audiences on a range of factors; these are:
An individual’s age may reflect on their attention spans and therefore the communication method may be adapted to keep them focused and maintain correspondence. Adjacent to this, individuals who are older may have less visual qualities and therefore visual methods of communication can become obsolete.
Explain the importance of using correct: grammar, sentence structure, punctuation, spelling, conventions – in business communications
Business environments encourage the use of proper English to ensure the transmission of accurate and readable information. This is of strong significance and can be met buy the sender ensuring that documents make sense and are accurate before they are sent e.g. by doing a spellcheck and careful proofreading. Having grammatically and punctually correct information is hugely important as it leads to the audiences full understanding of the point(s) being made. In addition, if the sentences are structured correctly, it will make more sense to those who read them and assist in emphasizing points and messages. Moreover, if a document or piece of information contains spelling errors, it will give the reader a bad impression of the writer and doubt their professionalism. Finally, it is paramount that there is use of the correct conventions in business communications. Conventions allow the writing to be in an easier format which the reader is both comfortable and familiar with. This saves the reader(s) time in trying to figure out what sets of information means and also its intended purpose.
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Explain the importance of using appropriate body language and tone of voice when communicating verbally
Body language and tone of voice are incredible important in face to face contact. Body language is simply a form of non-verbal communication, it is either positive or negative and can dramatically the way in which information is perceived. An individuals body language should be considered with the words being used, and body language ultimately determines the outcome of the conversation. Body language involves the use of different facial expressions, gestures and an individual’s physical posture – for example, a person standing straight shows confidence whereas someone with crossed arms may be demonstrating the characteristics of a stern and defensive individual. Furthermore, if there is eye contact in the communication it shows that there is the maintaining of interest, and vice versa, although eye contact over prolonged periods of time can lead to the feeling of discomfort.Tone of voice has a significant affect on how a message is delivered and more importantly conveys and demonstrates the attitude and feelings of the speaker, such feelings may be that of boredom or even fear. Tone of voice can however be useful in emphasising particular words or phrases.