NCFE Business skills

Assessing advantages and disadvantages of using written communication in a business environment

Email is free services developed by Google, where the users can communicate with others through sending content, documents and files. It is a fruitful communication platform, where the users can send the mails to other participants for interacting with others or informing others successfully (Smith and Brunner, 2017).

Email communication

The major Advantages of Email communication are such as,

• E-mail is a secure system, aside from the cost of the user internet connection.
• One of the main advantages of email communication is that without having to pay anything, the user can send as many notes, photographs, files, documents, and presentations as per the requirements of the users (Majluf and Abarca, 2021).
• Email encryption enables the users to securely transfer the email messages and files safely to any recipient.
• It can be delivered very fast as compared to traditional post, and in recent years email is the mostly utilized system for transferring messages and files from one user to another.
• It can be utilized 24 hours, and the users can send the file safely without any security issues.
• It can also be sent from one person to several people.
• It is easy to prioritize.
• It is a reliable and secure system for sharing messages and authentic information with others.
• Automate email can also be generated (Darics, 2020).
• It is considered a fast client communication system in the business environment.

However there are some disadvantages of using email which are,

• The precipitants need access to the internet to receive the mail, which becomes difficult for users who do not have internet at that particular time.
• Virus issue is another major disadvantage of email, where viruses are spread easily through email attachments from one computer system to another, which may hamper the quality of electronic devices (Smith and Brunner, 2017).
• Spam is another major disadvantage of email, where users suffer from junk mail or unsolicited email in the system (Darics, 2020).
• Phishing is also another issue where users falsely claim to be a legitimate company to scam the user by providing information such as personal information, bank details, and others.
• System fail is also another disadvantage as well as face-to-face communication cannot be developed through email communication.

Letters writing

Letters are also utilised by the users for sharing the information or requesting some activities. The business letters are also effective in the recent years, where the business representative focuses on creating had written letters of sharing the authentic information and data as well as develop good communication (Majluf and Abarca, 2021). It is considered as best method of communication and it is more meaningful, impressive and compact.

The advantages of letters are such as,

• It is less costly as compared to other communication modes.
• The letters can also be sent long distances within a short time as per the needs and preferences of the users. Letters are advantageous for the users where it is possible to draft the actual thoughts, create subject matter, and present the facts in a systematic and logical way (Ruben and Gigliotti, 2017).
• Ideas can be conveyed efficiently in the letters and it is free from ambiguity.
• The size of the letters can be small or big as per the requirements of the users.
• Same communication can be developed with several people at a time by printing the letter.
• Many unpleasant and delicate matters which cannot be spoken face to face can be shared through personal letter.
• Letters are suitable for all communication, internal and external.
• It is widely acceptable in business firms, as well as other fields such as education, health and social care, and the hospitality industry.
• Written communication is effective and acceptable by all.
• It reduces the risk and develops clear communication between two parties.
• Easy understanding, good cooperation, and effective control are also other advantages of written letters (Ruben and Gigliotti, 2017).

The major disadvantages of letters are such as,

• It is a slow and time-consuming method of sharing information.
• It is also lengthy and expensive to transfer information.
• Lacks personal touch and face-to-face communication are other disadvantages.
• There is a lack of confidentiality and secrecy.
• The cost of filing and indexing is also a major disadvantage.
• There is complexity and sluggishness in the letter writing activities.
• There is flattery and inflated information (Tricco et al., 2018).

Reports

Business reports are also effective for the users to create good report, with authentic data and information and share the knowledge successfully (Tricco et al., 2018).

The advantages of reporting are,

• It is helpful to develop vision and strategy on sustainability of the business activities and other strategic planning.
• It improves management systems and internal processes as well as it is also beneficial to set goals to run the operations efficiently (Tricco et al., 2018).
• It provides clear insights about the business and operations successfully.
• It also attracts the employees and investors for the business.
• Leadership and competitive advantage are also developed through successful reporting.
• It is also helpful to share authentic organizational data and controlling the whole system successfully.
• Employee motivation and performance management are also possible through efficacy reporting, where the information and organizational data are developed in a systematic way (Kelly and MacDonald, 2019).

The disadvantages of the reporting tactics are such as,

• It is time-consuming to develop reports by including all the information and data.
• The report can be biased, which may divert the information from its validity and relevancy (Kelly and MacDonald, 2019).
• Technical reports are not easily understandable, which may lead to misunderstanding and internal conflicts.
• The organizational report is also complex for investors to identify financial performance, which may raise confusion among stakeholders.
• They are expensive to research and write (Kelly and MacDonald, 2019).

Assess advantages and disadvantages of using verbal communication in a business environment

In the business environment, verbal communication is considered as open discussion where the users can exchange information openly through verbal communication. Face to face interaction can also possible through verbal communication and the users can share their feedback and opinion for better information gathering (Stanton, 2017).

Examples of Verbal Communication within the organisation

Verbal communication at the organisational workplace is mandatory for the organisational stakeholders including leaders, management team and employees. The leaders and management team try to develop group discussion, where verbal communication is important among the staff (Stanton, 2017). In a group discussion, the leaders and managers empower the employees in the discussions session and encourage them to share their feedback and knowledge. This is helpful for the organisational leader to identify different opinion of the employees through positive international and open communication which in turn provides a scope to run the business activities strategically and achieve future success through creative decision making practice (Razak et al., 2019).

Examples of Verbal communication outside the organisation

The organisations are concerned about developing verbal communication outside of the organisation, so that it is possible to manage their operations strategically. For example, the organisational representatives try to provide the best quality services to the customers through supporting them and resolving their queries (Razak et al., 2019). The customers are used to call the organisational representatives and ask the questions about the products and services that the organisation provides to them (Tong, St John, Li and Wilbur, 2020). In this regard, the sales representatives or the employees of the company try to communicate with the customers through telephonic device and develop strong interaction so that information exchange can be possible. Through one communication with the customers over the telephone, the organisational representatives try to help them out and resolve their queries successfully.

Style of Language used for both

There are different styles of language, which are utilised for communicating with others. Within the organisation, mainly formal language is utilised, where the business representatives, employees and investors can interact with each other with formal language (Quintanilla and Wahl, 2018). Apart from that, persuasive, and narrative language are also utilised for the business communication at the organisation (Tong, St John, Li and Wilbur, 2020). On the other hand, for the communication outside of the organisation, informal language is utilised. Expository and descriptive language is also used for the organisation.

Describe the difference between an important communication and an urgent communication

Important business communication

Important business communication focuses on improving the organisational practice by eliminating the existing issues and risks. It is helpful to inform the employees and reduce errors at the workplace (Quintanilla and Wahl, 2018). It is the role of the organisational leaders and management team to share the information with the workers and lead them successfully towards achieving the future success. Important business communication is mandatory for business growth and informs the employees about their performance activities and productivity to improve their efficacy in long run. Everyday business communication is important, where the leaders and managers can share important information about the business (Coffelt, Grauman, and Smith, 2019). Important messages are effective for exercising the organisational activities, cooperating with the employees and other stakeholders, developing long run planning and manage the operational activities strategically. The important information in the workplace is also effective for develop relationship and trust among the employees and managers, as well as ensure personal and professional growth in the workplace for the benefits of the staff.

Example

For example, the organisational leader and management team try to share the important information with the employees to run the business activities. It is important for the corporate leader to share the information and production and operations with the employees so that they have clear job role and responsibilities (Coffelt, Grauman, and Smith, 2019). The employees also can acknowledge the organisational vision and utilise the organisational resources for better performance and fulfilling their job responsibility. Hence, sharing the individual job role and responsibility as well as the information about operational activities of the company is effective so that the employees can perform with their full potential and contribute in the organisational success.

Urgent business communication

Urgent business communication is also mandatory for the corporate leader to develop urgent communication on serious topic and discussion in the organisation (Dwyer and Hopwood, 2019). The messages and information through urgent communication are effective for the employees and managers where the corporate leaders try to share urgent information so that the employees can follow the instructions and manage their performance and productivity in long run. Urgent business information needs verbal communication for sharing urgent workplace information and organisational data with the employees. In this regard, the urgent information is helpful to make changes in the workplace, lead the employees efficiently and drive the projects towards achieving the future success (Dwyer and Hopwood, 2019). Problem solving activities can be handled effectively through urgent information sharing, where the corporate leaders can share urgent information about business situation with the employees and senior management team and develop creative decision and innovative planning to run the business activities strategically.

Example

For example, urgent communication in the business increases efficacy of the organisational operations to meet the customer’s requirements. The corporate leaders share urgent information through verbal communication, with the employees and management team in the organisational workplace. Through urgent communication, the leaders try to share the existing organisational issues, lack of market efficacy and business problems (Tiferes et al., 2019). Through urgent communication, it is possible to develop creative solutions in the organisation by empowering the employees (Dwyer and Hopwood, 2019). The leaders try to develop creative decision through urgent communication, where the organisational resources are utilised, and the employees also try to analyse current issues and develop innovative solutions to run the business strategically. Hence, for change management practice in the workplace, urgent verbal communication is important, where the leaders can convince the staff and lead them towards achieving the future success.

2.1 Agree the purpose of a specified written communication

Formal/informal:

Formal communication follows a specific structure and channels of interacting with others such as emails to the business clients (Osborne and Hammoud, 2017). On the other hand, informal communication is a free flow of information and data in any directions. Formal communication is utilised in the teaching professionals with correct pronounce and grammar to share information with College Board members and educational board (Tiferes et al., 2019). The informal communication is usually used with friends and family members, and the lecturers also communicate informally to share working activities and knowledge.

Technical/non-technical:

Technical communication is utilised mainly for the technical courses, job oriented training and specialised skills and the lecturer utilise it with the purpose of sharing the technical training and developmental programs in the college. On the other hand, non-technical language is utilised for academic oriented training and developmental program. In the college, the lecturers utilise both technical and non-technical language, in order to improve their knowledge and skill set through learning and development. Through technical language, it is possible to improve the technical skill for the participants who are also bale to gather job oriented training and experience. The non-technical communication is also necessary for improving student’s capability for future performance (Osborne and Hammoud, 2017).

Internal/external:

The major internal communication channels are such as email, intranet, meeting, training and developmental programs as well as phone calls and newsletter which are utilised by the lecturers to share the information with others in the college. On the other hand, the external communication can be enhanced through advertisement, engagements, conferences and news releases (Coffelt, Grauman, and Smith, 2019).

Was there another non written method that could have been used?

Apart from the written communication methods in the institution, there is several non-written method, through which it is possible to communication. Verbal communication is considered as non-written communication for better performance of the participants, it is necessary to arrange group discussion in the institution, in order to encourage the respondents and enhance their abilities to interact with other lecturers and board members in the college (Osborne and Hammoud, 2017). Open discussion with others and teachers group can be conducted through verbal communication. Positive body language, respect each other, interactive skill are effective for communicating with others and sharing knowledge and information in the college.

2.2 Research for Written Communication &2.3 Producing the written communication

2.4 Amendments to your work for different Audiences

It is necessary for the college authority to develop job description for the lecturer, so that it would be possible to manage the team of experienced lecturers in the college. Developed informal and informal communication is important in the college for engaging the lecturers. The major job description for the different audiences would be developed through clear and concise way which are,

• To develop educational curriculum
• To participate in research development activities
• To participate in management meetings and administrative work
• To supervise students
• To deliver quality education and training

2.5 Proof Reading

Identify 3 things you would correct/change about the work after reading it again

Error 1.Lack of real business case studies and the involvement of the respondents to gather the information.

Error 2. Lack of clarity in developing real life strategies to improve communication in the organisations

Error 3. Presence of long sentence structure which may raise the issue of misunderstand among the readers.

Exit Ticket/Plenary (The 3-2-1 approach)

Consider

1. List 3 things you have learned today

Ways of developing internal communication at the organisation
                     Improving verbal communication skill
                     Acknowledging different communication practice through email, report and open
                

2. Describe 2 documents you have created today

Job description documents
                    Communication styles documents
                

3. Detail 1 thing you need to know more about

Internal communication practice through latest technology such as Information and Telecommunication Technology

Reference List

• Bhardwaj, S. and Sharma, V., 2017. A Study on Managerial Communication in Multicultural Workplace. BVIMSR’s Journal of Management Research, 9(1), p.60.
• Coffelt, T.A., Grauman, D. and Smith, F.L., 2019. Employers’ perspectives on workplace communication skills: The meaning of communication skills. Business and Professional Communication Quarterly, 82(4), pp.418-439.
• Darics, E., 2020. E-leadership or “How to be boss in Instant Messaging?” The role of nonverbal communication. International Journal of Business Communication, 57(1), pp.3-29.
• Dwyer, J. and Hopwood, N., 2019. The business communication handbook. Boston: Cengage AU.
• Kelly, S. and MacDonald, P., 2019. A look at leadership styles and workplace solidarity communication. International Journal of Business Communication, 56(3), pp.432-448.
• Majluf, N. and Abarca, N., 2021. Sensible Leadership: Human Centered, Insightful and Prudent. London: Routledge.
• Osborne, S. and Hammoud, M.S., 2017. Effective employee engagement in the workplace. International Journal of Applied Management and Technology, 16(1), p.4.
• Quintanilla, K.M. and Wahl, S.T., 2018. Business and professional communication: keys for workplace excellence. London: Sage Publications.
• Razak, M.I.H.M., Athmar, W.A.W., Durani, N., Salleh, A.J. and Hamdan, N.I.B., 2019. Effective communication as a tool for achieving organizational goals. KnE Social Sciences, pp.380-387.
• Ruben, B.D. and Gigliotti, R.A., 2017. Communication: Sine qua non of organizational leadership theory and practice. International Journal of Business Communication, 54(1), pp.12-30.
• Smith, S.A. and Brunner, S.R., 2017. To reveal or conceal: Using communication privacy management theory to understand disclosures in the workplace. Management Communication Quarterly, 31(3), pp.429-446.
• Stanton, R., 2017. Communicating with employees: Resisting the stereotypes of generational cohorts in the workplace. IEEE Transactions on Professional Communication, 60(3), pp.256-272.
• Tiferes, J., Hussein, A.A., Bisantz, A., Higginbotham, D.J., Sharif, M., Kozlowski, J., Ahmad, B., O'Hara, R., Wawrzyniak, N. and Guru, K., 2019. Are gestures worth a thousand words? Verbal and nonverbal communication during robot-assisted surgery. Applied ergonomics, 78, pp.251-262.
• Tong, B., St John, M., Li, E. and Wilbur, K., 2020. Could interprofessional education assessment in workplace learning be streamlined?. Journal of Interprofessional Education & Practice, 19, p.100321.
• Tricco, A.C., Rios, P., Zarin, W., Cardoso, R., Diaz, S., Nincic, V., Mascarenhas, A., Jassemi, S. and Straus, S.E., 2018. Prevention and management of unprofessional behaviour among adults in the workplace: A scoping review. PloS one, 13(7), p.e0201187.