How to communicate in a buiness environment

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Communication is the exchange of thoughts, messages, or information, as by speech, visuals, signals, writing, or behaviour. The purpose of communication is for human beings to understand each other, knowing and understanding the purpose aids in effective communication. As you can use communication in many different situations it is important to know the purpose of why you’re communicating so you can make light of the situation and avoid any unnecessary conflict. When communicating it is important to know the audience and their level or interest and ability, as otherwise you risk not getting your information across. If you exceed the audience’s level of interest, their mind may start to wander and therefore your information will be a lost cause.

There are different methods of communication which include, written, verbal and electronic. Written communication could be standard letters and memo’s, verbal includes face-to-face, over the telephone, or over the internet using programmes such as Skype, and finally electronic is the use of emails and faxes. We use different methods of communication on a daily basis. In a business all of the above methods are used. Managers need to communicate with their employee’s to ensure they are working satisfactory as well as the employees communicating with their managers so that they are able to understand what they are supposed to be doing. Written communication is also used in a work place to communicate with clients by writing letters, or communicating with fellow employees in the form of memos. Electronic methods of communication are again used widely in such an environment especially emails and instant messaging services which many large business’ have.

Different sources of information which can be used when preparing written communication can vary depending on situations. If you’re emailing somebody you are more likely to use websites or computer documents as sources of information rather than books or other people’s words. Whereas if you’re writing a letter you are more likely to use what people have said to you or books, because a website as a source would mean the desired person would need to go onto a computer, which isn’t always convenient. In a business environment electronic forms of written communication are much quicker, easier and cheaper to produce than a standard written letter. Many people have emails directly to their phone which means they could be picked up instantly rather than having to wait for written correspondence. Electronic communication is also environmentally friendly and reduces office waste. By using language that suits the purpose of written communication you can ensure that you get your point across to the intended audience, in a straightforward and concise way that way the person reading it will be under no misapprehension as to your meaning.

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The ways in which you organise, structure and present information depends on what information you have to communicate and the knowledge and experience of your audience with the subject. In an office environment you must ensure your written communication such as typed letters and memos follow the same presentation in order to give off a good impression to clients. In many offices programmes can be used to create templates so that all letters can be set out in a specific way in the same font with same formatting every time. It is important that also you structure the information to ...

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