Communicate In A Business Environment Essay

Learning Outcome 1 Understand the purpose of plan communication1.1Explain why variant communication methods argon used in the business environment.Effective communication is vital to the smooth running of a business and various methods of communication are used within a business environment to achieve this. Each signifier has various benefits to communicate effectively to their designated target audience. When communication is carried out properly it means the sender and receiver both correctly obtain the same information. Each form of communication impart be chosen to which is applicable to the situation for example for a one-to-one/ team meeting will be best carried out face-to-face as it is the most effective way to make sure a point is understood properly, as it is a lot more personal and professional. Whereas if a come with wants to distribute a monthly newsletter, this wouldnt request to be as personal as a face to face, it could be carried out over email. and then this wouldnt mean a employee would have to take time out of work and the messages can be sent on a large scale without taking much time to process.Read moreIdentify the different reasons pot communicateessay1.2Describe the communication requirements of different audiences.Communication styles need to be adjusted and adapted depending on the targetaudience and situation. This is determined by considering which mean of communication is most effective whether it be written or verbal. The various requirements that may need to be catered for include age, gender and ethnicity and special needs. For example, younger people have shorts attention spans, while older people are more patient and are able to sit for longer period of time. Another example is making the visual communication more favorable such as large fonts for partially sighted people. When preparing verbal presentations people with special needs should be considered, such as people who lip read, so they can be positioned appropr iately in the room. People with mobility problems such as wheelchair users may require wide aisles for easy access. If arranging group activities you will be required to consider the group of people so that a special needs member can cooperate.1.3Explain the importance of using correct grammar, designate structure, punctuation, recite and conventions in business communications.aGrammarThe aim of having correct grammar is to ensure what is written is correctly understood. A sentence that contains grammatical errors can be exhausting to read and can cause misunderstandings. It is important to use correct grammar whether writing or speaking to communicate effectively to help people get a better understanding and to express your communication more precisely and clearly.bSentence structureIt is important to use correct sentence structure in business communications so your writing has variation and isnt all the same. Using a variety of sentence types can help emphasise different points and ideas. A good sentence structure allows the communication to be correctly interpreted whereas a poor sentence structure can be misinterpreted.cPunctuationIt is essential to use correct punctuation to enable the communication to be readable and easy to understand. Punctuation is used in writing to consort sentences and clarify meaning. An error in punctuation can convey an inaccurate meaning to the one intended.dSpellingIt is important to use correct spelling in business communications as standardising spelling makes it a lot clearer to understand the text. Incorrect spelling can lead to confusion, mistakes being made and communications being misinterpreted. One misspelled invent can change the entire meaning of a sentence giving the reader the disparage message or impression.eConventionsIt is important to use conventions in business communications to ensure the writing is in a easier format which the reader will be comfortable with. Conventions are the spelling, punctuation, capitalization, grammar and paragraphing making writing more understandable. This enhances the readability for the audience so they can fluently read the communication without having to stop and try figure out what was in truth intended. The use of proper grammar and vocabulary is appropriate in business documents, such as emails and letters, as it is important in a working environment to form a professional respectable relationship with colleagues and customers. If sending an email or letter professionally for business use this would be in a genuinely formal format, whereas if the email was getting sent to a friend the language would be very informal with possibly the use of flag or text talk. The use of conventions always needs to be adjusted depending on the audience, purpose and context.1.4Explain the importance of using appropriate body language and regulate of vox when communicating verbally.A large part of face-to-face communication is made up of non-verbalinformation and is expressed by body language and tone of voice. The tone of your voice includes the volume which you speak, the type of emotion you use and the emphasis placed on the words you use. The same sentence could have various meanings depending on which word is emphasized so it is important to us the appropriate tone when placing emphasis on words to draw the listeners attention.Doing this incorrectly could mislay the wrong information and impression. Body language portray subconscious messages when communicating. Examples of body language include eye contact, facial expressions, composure and gestures. Body language is recognised instinctively, without having to be told what it means. When relaying messages a lot of the time it isnt what you say it is how you say it and if your body language contradicts this, the message will not be clear to the audience.