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Internal Communication

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Introduction

Task 3 Internal Communication E-mail This is a method of communication which is available to anyone with a telephone and a computer with a modem. The modem connects the computer to the telephone network allowing it to transmit and receive encoded data which can be displayed on the computer. Each email user has a "mailbox" with a unique address into which messages can be sent ready for the recipient to "collect" and read. This system has become widely used both between businesses and within organisations as a quick and efficient form of communication. The benefits include: 1 It is cheap and easy to use so there will be quick and efficient communication within the business. 2 All individuals in an organisation can have their own personal mailboxes, which can be password protected if desired. 3 Messages can be prepared in advance, so the transmission time is kept to a minimum. This significantly reduces the cost of sending messages. 4 Communications can take place throughout any 24 hour period, therefore allowing international connections to be made even when offices may be closed. This means that effective communication can take place no matter what the circumstances. 5 Only one message needs to be prepared, although it can be sent to a number of mailboxes. This is a useful facility when sending company memoranda to a number of employees. The disadvantages include: 1 Using the system requires both sender and reliever to have am modem and on-line connection to a computer ...read more.

Middle

2 They are easy to use and universally available, as all businesses are on the telephone network. 3 An immediate reply can be obtained which gives feedback to the message passed. 4 The service is relatively cheap. Although long distance calls can be more expensive, different rates for calls at different times of the day can be used to help reduce costs further. 5 The recent growth in the use of mobile telephones has made the system more flexible. This means more and more people can be contacted whenever and wherever. Disadvantages 1 The sender of the message cannot see the non-verbal reaction and so the recipient may say one thing but mean or feel another quite different response. 2 Recent changes in the numbering system within the UK have cost firms money. 3 No formal record of conversations is kept, so it may prove difficult to say who said what at a later date. An alternative to using a telephone would be to simply to use the postal service and send letters or other types of communication, however this would be slower but does have its advantages explained below. Telephones would be used regularly in any business so I think this would be used in CCV, to contact customers and so they can reach you. Mobile telephones The development of the mobile telephone in the late 1980s has given the telephone network a renewed life as means of Communication and there are currently 24 million users in Britain. ...read more.

Conclusion

Letters Business letters are used in internal communication when writing a formal message to an employee. For example, a newly promoted member of staff will receive a letter appointing them to their new post, or an existing employee may be sent a letter advising them of an increase in salary or a change in their working conditions. The way in which business letters are set out is also important. A good, well presented letter containing no errors can promote a positive image and inspire confidence in a company. Advantages 1 It ensures that a clear and accurate message is sent. 2 It provides a permanent visual record which can be stored if required. So the letter can be referred to again. 3 It can be cheaper than telephoning, particularly over long distance or abroad, which can save the business money. 4 It gives time for the recipient to read and consider a response to the message in the letter. Disadvantages 1 It is time consuming when compared with telephone/fax. 2 There is no immediate feedback. 3 A letter tends to be less personal as there is no direct contact between the sender and receiver. 4 A letter may not reach the addressee, as correspondence may be dealt with by junior staff/secretaries. 5 The storage of letters and other correspondence can take up a lot of valuable office space. An alternative to sending letters however could be to use a modem. It might be far more effective and efficient to transfer the information using a modem Letters would be used I think in CCV to formally contact customers. ...read more.

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