Listening Speaking Writing Reading
Speaking:
Speech takes place between people in close proximity o each other. Provided the listener (i.e. receiver) is attentive, ambiguity can be removed by questioning. Questioning is very a very important process because it can clarify meanings and point of views. For speech to be effective means of communication it is important that individual is aware of:
- His of her own role as a communicator
- The receptiveness of the listeners
- The listeners own knowledge of the subject
Writing and reading
Written messages vary from the very simple to the very complex. The following are some examples of situations where written communications are appropriate:
- The information needs to be received by several people in different places
- The information is highly complex, requiring extensive study
- The information needs to be referred to over a period of time
Some types of written communication are more easily read than others. For example, company accounts and other financial and quantitative information maybe complex and require the reader to have specialist background knowledge. The target audience and nature of the information are very important factors take into consideration when deciding how to present data.
Internal communications:
Internal communications are communications an organisation. The purpose of most forms of internal communications is to transfer information ore to initiate some action. Internal communication may flow:
- Downwards from higher to lower levels
- Upwards from lower to higher levels
- Horizontally between people and departments at the same level
- Multidirectional, in all directions
Purpose of internal communication
Informing
The different parts of the organisation must be kept informed of the activities of other sections so that thy can ensure that there work fits into the overall pattern.
Organising
The various sections of the firm must be organisation and coordinated so that they carry out the part they must play in the control and operations of the organisation’s activities.
Direction
Circumstances on occasion require parts of the organisation to be directed in the specific tasks and duties are expected to carry out in order to achieve the firms aim.
Reports:
Reports are form of internal communication. In simple term , a report is a written communication from someone who has collected and studied some facts to a person who has asked for the facts. Because he or she needs them for a particular purpose or to help with making a decision. It is therefore a basis for some form of action.
Formal reports will have many of the features listed below.
- Title page
- Contents page
- Terms of references ( explaining the reason of the report )
- Procedure (how the task was completed)
- Findings
- Conclusion or recommendations
External verbal communications
The most frequently used form of external verbal communications is the telephone. Its great benefit is that it is fast and allows people who would find it difficult to meet to converse. A telephone call maybe the fist point of contact and outsider has with an organisation. If a bad impression is created trough this first call, it maybe difficult to correct. Developing a telephone technique which makes the caller feel at ease and which creates the impression of efficiency is always important. There are therefore basic rules for answering the phone.
If you have to make a telephone call make sure that:
- You have all the necessary information to hand
- You know who you want to talk to
- You are prepared to leave a message on a answering machine in necessary
- You speak clearly
Business letter
The business letter is the most widely used form of external communication it maybe used for,
- Make arrangements without the parties to meet
- Provide both parties with a permanent record of such arrangement
- Confirm verbal agreements