Principles of Business and Administration Start Date: End Date

1 HABCThe Intermediate Level Apprenticeship inAPPRENTI KITName:Learner N :Assessor/IQA: Start Date: End Date: Principles of Business and Administration (Diploma) HABC 2016 TextbookH/506/1893 Communication in a Business environment HABC 20162V1: October 2016H/506/1893 Understand the requirements of written and verbal Business communication Explain why different communication methods are used in the Business environmentIn a Business environment there are a number of different methods of communication. How and when you use them will often have a significant impact on the effectiveness of these various main communication methods available to you in a Business environment include: face-to-face including verbal and body language telephone writtenThe appropriate use of these various methods will have a significant impact on how effective they are and, in turn, how effective you is one of the most important skills to have and to develop if we are to be successful in a Business environment.

2 In fact, being able to communicate effectively is a very important life skill and will impact on many aspects of your communication methods are used in different circumstances because sometimes a certain method will be more effective in terms of cost, time and impact, and sometimes it will be more examples of why different communication methods can be used at different times are highlighted telephone call to someone who works in an office many miles away from you would be more cost and time effective than if you travelled to the office to speak to them face-to-face for most occasions, but this is also where appropriateness comes into you were speaking to that person to tell them some news that they may find disappointing, such as turning them down for a promotion they had applied for, then it may be more appropriate to see them face-to-face rather than speak to them on the telephone.

3 The reason for this is that people value face-to-face communication the most as it allows you to observe the other person s body language, which can help you to understand how they really feel about something. Body language will be explained in more detail later in this section. HABC 20163V1: October 2016H/506/1893An email can enable you to communicate with a large number of people at the same time and with people in many different locations, so again this can be very effective when you need to inform large numbers of people quickly. However, depending on the nature of the information, it may be more appropriate to use a telephone conference call so others can respond quickly and you can gauge their reaction more and appropriateness are key reasons why different communication methods are the communication requirements of different audiences As already mentioned, there are times when different methods of communication are needed.

4 Before deciding which communication methods to use it is important to consider the needs of the audience you are communicating may need to consider the following when communicating: internal or external audience audience s level of knowledge and experience the aim of your communication most effective and appropriatecommunication method tone and style opportunity for them to respondWhen communicating with an internal audience ( colleagues), you may be able to use abbreviations or jargon to get key messages across. This would not be effective or appropriate if communicating with an external audience where the level of knowledge may not be the same.

5 The tone of your communication would generally need to be more you are communicating with a group of very experienced colleagues, the way you communicate would be different from the way you would communicate with a group of new colleagues. You can assume certain levels of knowledge and experience with one group that you could not assume with the other, thus impacting on the style and content of your communication. You may have to Start at a lower level and go into more detail with an inexperienced group, for aim or purpose of your communication is important, as is the impact you wish to have on your audience. You must take everyone s communication needs into instance, is the aim to inform or inspire, to educate or to motivate?

6 Depending on What methods of communication are used in your workplace?Key Point HABC 20164V1: October 2016H/506/1893your aim, different methods and styles will need to be methods of communication also need to be taken into account when thinking about the needs of your audience. As previously mentioned, face-to-face communication is generally regarded as being the most effective. This could include: one-to-one meetings small group discussions presentations to a large audienceusing multimedia providing the audience with feedbackopportunitiesOther communication methods may be more appropriate. In some cases, these include written forms of communication such as email, which is widely used in most organisations for the everyday communication of day-to-day matters.

7 Sometimes a formal written letter may be the most appropriate form of communication, for example, when you are writing to a customer or a colleague about an important tone and style of your communicationare also important factors for you to consider. For example, you may wish to create a relaxed, informal atmosphere. This would involve the use of more casual, relaxed language and you may choose to discuss matters with colleagues as and when during the day rather than at set times in meetings. Alternatively, you might want to inform your audience of a very important matter in a more conventional way for maximum impact. Therefore, you would use more formal language and hold structured , it is important to remember the significance of providing your audience with opportunities to give feedback.

8 This may be by using question and answer sessions, or it may be via online or paper-based surveys, which invite people to express their views. Sometimes it is appropriate to provide the opportunity for immediate feedback, while other people may need some time to consider their views and then respond at an agreed later is important to consider the needs of your audience when considering the best way to are the different communication methods used in your organisation?Key Point HABC 20165V1: October 2016H/506/1893 Explain the importance of using correct grammar, sentence structure, punctuation, spelling and conventions in Business communicationsThe world of Business is generally a formal environment.

9 This means that the way you communicate is very important and you need to be aware of what other people s expectations are, regardless of whether they are your colleagues, customers or people that work in other organisations. All needs need to be taken into consideration. The main purpose of the correct use of grammar, sentence structure, punctuation and spelling is ensuring the receiver of the information reads it accurately. Additionally, when communicating with others, your employer expects you do it in line with accepted standards, or as they are often referred to, a document has inaccuracies, the readers of the document tend to notice these more than the content, therefore there is a risk that the key elements of your message may be additional risk is that the recipients of your message may distrust the information contained in it including the statistics, opinions and facts.

10 This could also impact on how you are seen by your manager or employer, who may themselves lose confidence in your grammar and punctuation allow the reader to relax and take in what you are trying to you to maximise opportunities for progression in your organisation, you need to ensure you carry out all tasks to the standards expected by your organisation. Using correct conventions in your communication is one of the most aware of when it is appropriate to use different types of communication methods is a useful workplace skill. Sometimes it is more appropriate to speak to someone face-to-face; at other times a phone call or an email or letter may be the best method.