Business information Essay
In this assignment I will explain different types of electronic and non-electronic methods and will use different types of suitable recipients to refer to them. I will also explain different types of audiences. Age and attention span Most people who are younger can concentrate for less time whereas older or more educated people can focus or listen for a longer period of time. Younger people respond more to videos, images and PowerPoint presentations, whereas older people can read for a long time such as reports etc. Age, gender and ethnicity
To illustrate your explanations, it’s a good way to interact with the audience by reflecting on their ethnic background, interest and their experiences. Also draws from the experiences of men and women in a positive ways. Special needs of audience Accessibility Large fonts in leaflets and PowerPoint presentation should be used for people who are partially sighted and colours like green and yellow should be avoided due to visually impaired people. People who need to lip read should be sat at the front so the speakers can face towards them.
Some people who have mobility problems, such as wheel chairs need to have enough space to come so therefore chairs along the
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Most people lose interest so it important to get key points across quickly and explain the topic that is related to the audience. Sometimes to be humorous can help to maintain interest but if no-one laughs at your joke then it will put off the audience, so it is important to know when to be funny. Also to interest your audience you can put up some activity for them to do and this will help them engage with you. Legibility There is numerous ways to make a document legible to the reader: 1. White space- it is vital not to have pages full of writing as this will become a barrier for audiences to read the message.
2. Font- some fonts are readable but not all, so Times New Roman, Tahoma and Arial are easy to read. 3. Font size- a small size can stop legibility so size 12 can be a good standard. On the other hand size needs to be changed in PowerPoint presentations and overhead transparencies to size 18 or 24 as this will look big on slides but look good when on slide shows. 4. Colour contrast- light text on dark background or vice versa is known to be best for most people especially those visually impaired.
Black and white is often a really good choice. 5. Line spacing- this is spaces between lines and wider spacing is better to read. Distraction avoidance If your message seems to be important then it is vital to make sure you and the audience are not distracted. People who might be late arriving then it is a good idea to have someone outside to allow late comers into the presentation without any disturbance. Lastly, make sure all mobile phones are off including your own. Business and industry- related experience and knowledge
Some people who do not have experience will need to basically be explained to, but if you explain basics to people who already have experience, they will see you as patronising and may not listen, so when you come to the main point your audience will already have lost interest. Electronic Methods of communication Methods used for communicating Suitable recipient Justification Touch screens -is computer technology which is used by customers to touch certain areas on the screen. Self-service tills are touch screen which is used in supermarkets.
This allows the customer to select and purchase goods themselves instead of queuing up to a member of staff. Touch screen can be expensive to install from the beginning but it will be ideal in the long run as it can save money as it will not be assessed by an employer. Touch screen can be used outside of the business hours and is good to display information that can be accessed very quickly without any help needed. Telephone call- is a method of fast communication through a telephone handset. An example is when a customer has purchased goods which are faulty and it wasn’t there fault.
They would ring up and report a complaint over the phone. A telephone call is mainly not ideal for a business as sometimes you cannot get hold of the person. For example, the customers may not be at home and have loss of connection etc. All these can lead to problems as it may be a serious matter and things can get worse and will not look good for the business. DVD- is the video medium of choice for business these days. It can be used to show presentations to staff member. For example one of the staff members has been told to make a presentation on an upcoming product, which they will then show in a meeting in the business.
Another example can be when new staff join the business can give them a DVD on health and safety regulations and fire safety for them to watch at home. A DVD is a good method as a DVD can be played on a DVD player as well as a PC and laptops. 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 explain topics relevantly. Mobile phones- this communication is on the move with additional features available. This method can be used to send a text message to the customer for reminding them for there next payment.
For example a customer might be texted 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. Sometimes if somebody is busy on the phone then they can contact them by sending a text message and the message will be received. They can also contact customers or their boss if they are running late for a business meeting etc. WAP (Wireless Application Protocol) – is a technology used by portable communication devices. This method can be used to purchase good.
An example is when a customer can go on to the internet (business site) to purchase goods as they might be really busy and not have time at home. Also an employee can be on the move and quickly might need to give an instant message that they might be late and give a valid reason. WAP is ideal because it is convenient as it is always available. Also the user’s location can decide what can be sent to them. WAP is ideal for someone who does not have access to a PC. An example, if some needs to access the internet whilst going to work they can use their phone to do what they need to do.
Video conference- is a video and audio communication through computer or TV screens between two or more parties. In business a meeting is going to be held but the manager can’t make it. So they might do a video conference meeting where the manager is and one at the business. The meeting can be about new updates on how the business is getting on. Video conference is perfect for businesses as it cuts out travel expenses. People can be accessed and contacted easily as technology has taken a large part. Business people can work from anywhere from their houses to work etc and information can be gathered rapidly.
Fax- a method 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 a signature is included to confirm the purchase. Also pictures can be sent, for example in a business a launch of a new product poster and the manager had time to come and check. It can be sent through fax. Fax is a good method as this can send paperwork quickly which cannot be sent though emails. The speed is really fast and don’t need to worry about receipts as this is sent through fax for future references.
Website- a site that can be found on the world wide web. This method can be used in a business to sell goods over the world wide web with an online presence and access or communicate with a much wider customer base. Also the business can update the sites to quickly change prices on when the circumstances have changed and provide the correct information on what the customer wants. E. g. information on the business or on the new changes. A website is a very useful method as information can be gathered anytime regardless of the closing or opening times of the business hours.
Also all sorts of information can be founded or enquired within the business or even customers. The information on any websites can give help to customers or any client who want to know more about the business. Email- are a powerful kind of communication. An email can be sent to customers to gain feedback. Such as a questionnaire can be sent to see what the customer feels about the business. The business can send information on the 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 Methods used for communicating Suitable recipient Justification Memo- an internal form of communication and 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 method is a suitable method as this 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. An example is that a HR department is having a meeting for recruiting someone from the business so a memo can be sent to tell each department who needs to attend, time etc.
Report- a common written communication in a business. The task might be given a formal reply depending on what task has been given. 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- this 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 material 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 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. This method is useful to understand, this keep records of what has been purchased and for how much. This is good as if any mistakes happen then businesses can refer to invoices and rectify 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. A letter 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 when it’s 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. The business will use flow chart to see how well the business is doing. With the flow chart this will allow the business to understand what they are doing wrong and therefore they can amend and improve. This method is suitable as it is easy to understand. It has images/diagrams instead of writing. This is because with images it shows a logical order of what is happening. This can go into detail to see problems and therefore be analysed.