Effective communication in a business environment
There are numerous benefits a business can harvest from written communications in its daily activities. Written communications are generally prepared with care, insisting greatly on accuracy and precision, and are hence authentic; this makes writings more reliable and valid than speech. Written communications can provide for a means of permanent recordings of messages that can be useful for future reference. For this reason, recipient of these messages can review and give appropriate feedback. In written communication, individuals are primarily a chance to re-read the message delivered to them allowing for better understanding. Oral communication is generally preferred in situations where the communication matter is temporal and or where direct interactions are required. The interpersonal nature of verbal communication ensures that they create high levels of understanding and transparency (Bolotova, 2014).
Oral communications have a time-saving element especially in situations where immediate action is required. Another advantage is that oral communications provide an opportunity for instant feedback and clarifications when needed. Speech is a powerful tool in persuasion and negotiations and messages transmitted orally with the help of tonal variations, and changes in the intensity of voice become more effective as compared to written forms. In as much as verbal communication saves time, meetings and speeches may take time to complete and lead to unproductivity at times. Oral communications require individual attentiveness on the part of the audience to effectively function. Explain the difference between an important communication and an urgent communication Critical communications involve relaying messages that have elements that contribute to the long- term goals, mission, and vision of the business (Lamichhane, 2016).
Activities such preparing circulars and brochures may act means of disseminating essential communications. Urgent communications, on the other hand, involve relaying messages that are time-sensitive and require immediate attention (Lamichhane, 2016). To communicate appropriately in a business environment by use of email, it is essential to have online etiquette and follow generalized guidelines for writing effective emails ("Journal of Business Communication", 2005). Emails are supposed to be in brief, and detailed, sensitive and personal information should never be shared using this tool. It is necessary not to overcommunicate using emails as the internet is not safe. Purposeful messages should be well structured according to understandable formats; for instance, maintaining functional use of the subject line of the email so as to effectively relay a message to the recipient.
Emails need to be clear and concise, maintaining the subject matter, and since emails are free as compared to traditional business letters, it is vital to create several emails incases where many subjects need to be discussed. It is difficult to guarantee data security since emails can be sent by simple click of the keyboard and when sensitive information is sent. The ease of composing emails can quickly create data overload in employees as they are capable of receiving a lot of information. The time required to review this information can reduce productivity in individuals. In email systems without firewalls or anti-spasm software, unsolicited emails may jam up such systems creating pathways for other internet security issues. To increase the usefulness of the email system, modern solutions are necessary to improve the performance and outcomes of such systems.
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