Telephone Call A method of fast communication through a telephone handset. An example of this could be a customer who has purchased goods which were faulty. They could ring the business in question and report a complaint over the phone. A telephone call is not ideal for a business as sometimes you cannot get hold of the person. For example, the customers may not be at home and could lose connection etc. All these issues can lead to problems as it may be a serious matter and things can get worse and this will not look good for the business.
DVD The video medium choice for businesses. It can be used to show presentations to staff. For example a member of staff has been told to make a presentation on an upcoming product, which they will then show in a meeting. Another example can be when the business hires new staff, they can be given a DVD on health and safety regulations and fire safety for them to watch at home. A DVD is a good method as it can be played on a DVD player as well as a PC and laptop. DVD has a high quality of images, sounds and colours which will be easy for people to see and understand what is going on. This will attract audiences because DVD’s tend to explain topics relevantly.
Mobile Phones This communication is available on the move. This method can be used to send a text message to the customer to remind them about there next payment. For example a customer might receive a text to remind them that they need to pay for the next monthly bill for their recently purchased contract phone. A mobile phone is an ideal method for a business as it is easy to communicate. If somebody is busy on the phone then they can contact them by sending a text message and the message will be received as soon as the other person has finished on the phone. They can also contact customers or their boss if they are running late for a business meeting etc.
WAP (Wireless Application Protocol) this technology is used by portable communication devices. This method can be used to purchase good. An example of this could be a customer that wants to purchase a product but does not have enough time to visit the store, they could instead, go on to the internet and visit the businesses website and purchase the desired topic online. WAP is ideal because it is convenient and is always available. Also the user’s location can decide what can be sent to them. WAP isn’t just available on a computer but on other devices as well such as a mobile phone.
Video Conference is a video and audio communication through computer or TV screens between two or more parties. A meeting is going to be held but the manager can’t make it. So they might have a video conference meetings o the manager can participate and be kept in the loop. Video conference is perfect for businesses as it cuts out travel expenses. People can be accessed and contacted easily. Business people can work from anywhere; from their home to work etc and information can be gathered rapidly.
Fax a method of communication that needs a reproduction machine and a telephone line to send pictures and documents. A fax can be sent to a business for an order of stock which requires a signature to confirm the purchase or pictures can be sent through fax, for example a business is launching a new product but it isn’t practical for the manager to travel to view the product so instead an image of the product could be sent via fax. This is a good method for business as it can send paperwork quickly which can not be sent through email.
Website this is a site that can be found on the World Wide Web. This method can be used in a business to sell goods over the website with and access or communicate with a much wider customer base. A website is a very useful method as information can be gathered anytime regardless of the closing or opening times of the business. The information on displayed on the website can provide help to customers or clients who want to know more about the business.
Emails are a powerful kind of communication. An email can be sent to customers to gain feedback. Such as, a questionnaire that can be sent to find out what the customer thinks about the business. The business can send information on new upcoming products, promotions on sales or general acknowledgement of the business. An email is a perfect method for personal reasons and business reasons. It is used globally from any part of the world. Each email is sent and received within seconds. The email transmission is cheap or sometimes costs nothing. No matter how old you are an email is very easy to use. Also everything can be done in one action. Sometimes businesses attach files or images for future use. For example, images or files can be sent to customers or business people to promote new products.
Non- Electronic Methods of communication
Memo an internal form of communication, used for short messages. This is usually not a signed document. A memo can be used in a business to inform staff of upcoming meetings. It can also inform staff on what kind of research they might need. E.g. research ideas on new products. This is a suitable method a it is straight forward and easy to send. One memo can be sent to many people and can inform rapidly. It can also be used for communicating with all departments of the business.
Report a common written communication in a business. A manager might ask a member of staff to investigate the efficiency levels in the production department and to make some recommendations for improvements. A report is ideal as it shows progress of what the businesses are doing. Numbering each point gives the logical order and it is easy to understand what is next. This flows very easily and can help to make judgements.
Publicity materials can come in many forms. It is used to attract attention, inform and enhance corporate image. Publicity materials can be used to make a promotion on a poster of new products that have been launched. This will show images and colours. Also a website can be used for publicity materials to inform existing or new customers of upcoming products or updated products. Publicity materials are suitable to put a point across using leaflets, bill boards, posters or word of mouth. It is easy to promote the business, for example ideas for new products to catch customers or new client’s attention.
Invoice this document is used to confirm the details on goods purchased and details on the payment. Both total amounts and the date when payment is needed. This method can be used if a business has bought products from their supplier, this will show the details of purchased products. It is useful to understand, it keeps records of what has been purchased and for how much. This is good because if any mistakes are made then businesses can refer to invoices and rectify the mistakes.
Letter an old fashioned written document which is usually formally structured and does not contain slang words or abbreviations. Mostly used for external communication. A letter can be sent from a business to a customer to inform and ask them about a new credit card that has come out. The business will ask the customers if they want to purchase the credit card or not. It is an ideal method as this can be sent to anyone, anywhere. This method shows the recipient that you have took time and cared enough to write a letter. When a letter is received it doesn’t come in to the category of junk mail. Letters can be kept for future reference and referred to if needed.
Flow charts this method is good for illustrating a process that takes a number of logical steps and requires decisions to be taken along the way. Businesses use flow charts to see how well the business is doing. The flow chart will allow the business to understand what they are doing wrong and therefore they can amend and improve where needed. This method is suitable as it is easy to understand. It provides diagrams instead of writing because they show a logical order of what is happening. This can go into detail, to reveal problems and therefore be analysed.