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External communication.

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Introduction

External Communication External communications are those with people and groups outside the organisation, for example, customers, suppliers and the local community. The effectiveness with which these are carried out can affect the firm's image and reputation and help or hinder efficiency. It is important therefore that the organisation communicates well with those groups and keeps them informed at all times. Types of Communication There are five types of communication: Written- letters, memoranda, reports, notices Oral- telephone, face-to-face, meetings Visual- charts, tables, posters, advertisements Electronic-facsimile, computer, email, pager Non-verbal- body language ? The nature of the information- is it long or short? Is it confidential? ? The speed with which it needs to be sent- does it need to be there today? ? Whether it is best in written or oral form- would a telephone call be best? ? The cost- would the cost be too much? Written Communication Written communication uses words, numbers and images. A record is kept of the message and it is possible to reach a large number of people at the same time. Letters A formal method of communication, which is usually external. It is possible to set out detailed instructions, confirm arrangements or pass on information. Letters can also be used internally for such matters as the appointment or dismissal of staff. Advantages ? ...read more.

Middle

? Anyone can look at any paperwork and discuss any issues accordingly. ? Feedback can be given and received ? The body language of the speaker can ensure the message was given effectively. ? Problems can be sorted out quickly. Disadvantages ? In big meetings there is no way of telling whether everybody is listening. ? There is also no way of knowing whether any body has understood the message. ? People are not always available for meetings. ? Not everyone is willing to speak up at meetings. ? Some people may have to travel, which is expensive in terms of time and cost. Oral communication can be useful to Wacky World because it gives direct important information and allows the other person to get the write idea and understand better with instant feedback. Visual communication An organisation can use charts, tables, pictures, maps, diagrams, photographs, films, videos and advertisements to attract people's attention. Visual communication gives impact to the information and usually simplifies it. Charts and diagrams These can be included in reports to show numerical data, which can be easier to understand than lots of complicated technical data. They enable trends to be seen at a glance Tables These are a simple way of presenting information. They present information clearly, whilst being simple to produce. If information is in pros form, it can be long-winded, but in a table it will be easier to understand. ...read more.

Conclusion

Video Conferencing Video conferencing involves using computer links and closed circuit television, allowing people to see and hear each other. Advantages ? Saves people travelling long distances for meetings ? Savings are made in terms of time and cost ? Face-to-face communication rather than telephone or letter. Disadvantages ? The hardware required is still expensive ? Needs a dedicated telephone line ? People may prefer live meetings ? Everyone needs to be available ? Connection or system could fail. Pager A pager is a device that is carried around by the owner an enables him or her to be contacted in cases of urgency or emergency or merely to pass on messages. Advantages ? Very portable ? Not expensive to buy. ? No extra rental charges. Disadvantages ? No oral communication can take place ? The pager has to be switched on ? There is a charge for each message sent. Non-verbal communication Sometimes information is exchanged without speaking or writing. If no words are used, the communication is non-verbal, or body language is used. An expression or gesture, such as a frown, nod or smile, can indicate agreement or disagreement with decision. Sometimes these non-verbal messages can be misinterpreted and people can receive the wrong message Electronic communication is very useful to Wacky World as important documents can be sent across to different places quickly, as they might need to order new stock for gift shops or new rides, or get permission slips from council to build things which is time efficient. ...read more.

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