If you know the audience, you can communicate more effectively and persuade the audience which will give you satisfaction from expressing your ideas and getting recognition. There are two types of verbal communication which are Verbal communication and written communication, which both have advantages and disadvantages such as, with verbal communication, communication is quick but the listener may not be able to hear clearly, or the listener can give immediate feedback, but It’s easy for the listener to get distracted If they work in a noisy and busy environment.
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With written communication, it is ideal for formal communication, but preparing it can be time consuming. Also the record allows other to read the communication and then refer to it, but it has to be made sure that there are no errors and 100% accurate. 1. 2 Describe the communication requirements of different audiences There are times when it is more appropriate to use verbal communication rather than written communication.
There are also situations when an informal communication is better than a formal one as it’s not a simple question of whether he audience to who the communication is being passed on to is part of the same organization or individuals from outside the organization. Depending on the situation, If you need to write something formal then writing a business letter Is the right choice, rather than a note or an email, which are less formal. Knowing the audience helps you eliminate communication methods that are not appropriate and to focus on communications that are ideal for the particular Job. . 3 Explain the importance of using correct grammar, sentence structure, incaution, spelling and conventions In business communications. It is important to use correct grammar, sentence structure, punctuation, spelling and conventions when communication in the business as it is a reflection of their professionalism in all things that they do. This comes under written communication for example writing business letters. They tend to use headed paper which has their details on such as, the name and address of the business and the telephone, fax and email address of the business.
It also will have the address of who the letter Is being eating and the complimentary close. To prevent bad grammar, punctuation and spelling the letter should be checked several times, not only by the person who has typed it but by someone else to make sure. The important points to look out for is, the correct spelling of the recipient’s name, the correct spelling of the recipient’s address, check each part of the address beings on a new line for example, the number or the business/house and the street name on one line, a new line for which area the address is being sent to and a new line for the postcode.
But always check that there s a postcode on the letter and that it is correct. If any of this is not correct or the sentence structure is incorrect this could affect the business and the way it is coming across, being professional in a business is the main approach. 1. 4 Explain the importance of using body language and tone of voice when communicating verbally It is important that when you are communicating verbally you use the correct body language and tone of voice as you are representing the business.
Face to face communication is the most important way in which we all communicate every day. In any organizations there are many different kinds of face-to-face communication, including; conversations which take place in the work place, brief chats around the business, formal meetings, speaking with customers/suppliers, giving advice to customers or suppliers. First impressions always count especially if you are trying to sell a product or design to another business.
There are a number of things to consider when having a face to face conversation, or when you are talking on the telephone such as; the way you speak, for example, whether or not you are making ourselves clear, or whether you are using slang during your conversation, the pitch and tone of your voice if you are talking to quite you may come across to shy or having no confidence, or talking to loud may make you come across over confident and may put off the customer/supplier, how carefully you are listening and paying attention to what is being said, make sure you listen to what people have to say so you are ready to answer a question or give some advice, make sure you speak at the correct time and not talk over anyone or while a conversation is going on, make sure oh ask appropriate questions if you need to, and finally body language, are you putting across the right message? When talking face to face be aware that your body language can be read by the other person, make sure you use the right facial expression such as smiling, hand gestures such as nodding your head when agreeing, posture make sure you’re not slouched, make sure you’re not to close or to far away from a customer/supplier and eye contact is important this shows that you are interested when someone is speaking to you or when you’re speaking to someone.