Notesale: Turn your study into money

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Conor Cunningham P7

Task 2
Methods of Communication
In this task you will be examining both electronic and non-electronic methods of
communicating in a business
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You should also include examples of recipients (audience) that each method would be
suitable for
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Use the unit specification to help frame the tables
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It will be in the form of a factsheet and will explain the various methods of
communication, the recipients with examples of its usage and the reason why each method
is appropriate for the different users identified
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Letters signed are used
to prove something has been given or agreed by business
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Letters are more traditional and due to the fact
that not everyone has access to computers and email accounts, letters are sometimes
posted out instead
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A business such as SRC may send letters to the following;
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Students
Staff
Parents/Guardians
Suppliers

Conor Cunningham P7

A letter would typically be sent to the above recipients stating
things like changes to course programmes, a school trip date
or special offers
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They
will also provide a date and time as to when they are due to
arrive for induction
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However, quite often when
businesses communicate too much text, the reader may not
read it all
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Fax
A fax is a scanned document that is sent through a telephone line to a recipient
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For example, a contract or
agreement which is to be signed
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For example, a fax could be
sent to a supplier with information surrounding an order
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It is a quick method
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Report
A report will contain an analysis of any research carried out or a piece of work carried out by
SRC
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Furthermore, they contain
lots of information so can be an excellent way to get facts and figures across
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However, it is typically extremely informative and professional
language is used
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Another example would be to potential investors or building societies who will
take in to consideration the proposal of a new building for SRC
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However, due to the fact that it is paper based, it can be costly
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It is
also known as a “bill” which contains VAT, which can be claimed back if you are a VAT
registered company
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Conor Cunningham P7

Businesses very often send invoices to their customers which will show the products
purchased and the price owed
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These two examples are both appropriate
recipients as they are buying and selling goods and invoices track that
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Flow chart
A flow chart shows visually in words and shapes a sequence of activities
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Flow charts involve presentational skills and are
eye catching
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Flow charts can be quicker to assemble than typing lots of information
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Publicity material
Public material is referred to any marketing activities used by a business
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Public material should be eye catching,
professional and use professional and appropriate language
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This would be done to attract people to enrol at the
college
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They are
appropriate recipients as they will have a keen interest in
the college
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However, not all prospectuses may be used and therefore can
be a waste of money
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It may include publicity material
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Screen based information
usually requires presentational skills which are neat and easy to understand
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They would be appropriate recipients of screen based
information as it is informative and some younger people are used to reading off a screen
more than paper
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On the other hand, the
technology to access this form of communication can be expensive and not everyone has
access to it
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Emails are the most common form of written
communication which many businesses now use
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It is a quick way to communicate
with little discussion or interaction
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Some emails require immediate responsiveness and others can be
replied to in a few days or even weeks
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SRC admissions can send emails to a batch of students to contact them
instead of phoning which would be a lot slower
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SRC will send emails to
tutors and students containing any information they feel they should know such as holidays
or special events they are having
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Emails are effective as they can be received by large number of people
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SMS
SMS stands for short message service
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It provides organisations
with a more creative way of staying in touch with their customers and staff
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In a
business such as SRC, some tutors may be absent and not
have internet connection to email their colleagues so
therefore they will send a text message to other tutors or
the secretary to say why they are absent and any work
their class should complete
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Messaging is quick and is not instant
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World Wide Web (WWW)
The World Wide Web has revolutionised business
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Many companies have now gone global from a small

Conor Cunningham P7

base as a result of the ever growing “E-Commerce”, which is retailing online
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WWW is intended for;
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The general public
Staff
Customers
Suppliers

SRC have their own website containing success stories, general information, course
information and an online prospectus
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These individuals are all appropriate recipients of the website as they are related
to, or have an interest in the college
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However, they are connected by audio and video links
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Individuals can make eye contact
even if they aren’t in the same room
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It is common for businesses with more than one office to use video conferencing to
communicate as it saves time and money
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The intended
recipients of a video conference would be;
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Staff
Other businesses
Government
Investors
SRC may use video conferencing to discuss the courses
they offer with another college or campus
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Two colleges are appropriate participants in a
video conference as it will save time and money
arranging a meeting
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People can communicate
using a blog where they share their views and opinions on an issue
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SRC may use a blog to allow students to express their ideas and
feelings about the college
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Students would be a very suitable group to be involved with a blog as
the college could learn so much from their ideas
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It is similar to SMS however this is carried out using an internet connection such as WiFi or 4G
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Instant messaging can be sent to one
individual, or more informal in to a group of people
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Intended recipients of instant messaging
could be;
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Staff
Shareholders
Customers
Students

SRC are considering sending these messages to students as it is more likely that students will
read a text message rather than a letter or long paper based documents
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It is also free of charge as it requires only an internet connection
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Social media
Individuals can create a profile using social
media website such as Facebook, Twitter and
Instagram
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There is also the option to share
images, videos, sounds and links to websites
via social media
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Conor Cunningham P7

Intended recipients of social media would be;
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General public
Customers
Competitors
Staff

SRC have a Facebook page which can be seen by anybody who has access to the internet
and have a Facebook account
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Using social media is also an effective way to get their mission across to
parents, students and other people who have an interest in the college
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SRC communications
All forms of communication used both electronically and non-electronically by SRC are
suitable for any gender, age, disability and sexuality
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The SRC website has software included which can translate information to
people of foreign languages so SRC take in to consideration the different types of people
when they communicate any type of information

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