M1: Explain how oral communication can be used in business situation
“M1: Explain how oral communication
can be used in business situation”
There are number of different ways used to communicate orally in businesses such as by telephone, video conference, voicemail, face to face conversation, interview, presentation, group discussion etc. Business communication is very important because it shows how people interact within the business and communication should be clear so that information is understood. I am now going to chose four oral communication methods and I will give examples in a detail of each method of oral communication which can be used in businesses.
- Face- Face communication:
Face to face is the best and easiest method to use to communicate with other people. This is because the person can make clear point across to the listener and if they do not understand then they can use the speaker’s facial expressions and body language to help them understand, what the person is trying to say. In businesses the best way is to communicate in private without any distractions or disturbances. This is the reason why most of the businesses schedule all their interviews in advance and leave instructions not to be interrupted during interviews. For this communication the person must have strong listening skills and speaking skills.
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The advantage of this communication is that it is an easy method of confirming something, giving out information or get information for the other person. The disadvantage is that there is no record or written minutes.
For example, if an employee has done something which is wrong then the manager will have face to face communication to warn them about it. This is because the face to face communication allows for certain information to be exchanged and the employee can also get feedback on what the problem is and how they can solve it.
Interview is the best form of communication when people are applying for jobs. This method is used to find who is best for the job by finding out more about people. It is a suitable method to use for this situation because then the employer will know enough about the possible candidates, which will help them, chose the right person for the job.
The advantage of this communication is that the interviewer will get to know the candidate much better, which will make it easier for the interviewer to chose the right person for the job. The disadvantage is that the interviewee may fell under pressure so they will not be able to answer the questions properly because of their nerves.
For example, there is a new store opened in the centre and the business has arranged lots of interviews for all posts before opening the store up. The Human Resources manager may take all the interviews and hire the selected candidates, which the manager thinks are the perfect people for the job and they have all the skills and qualities needed for the specific job.
This form of communication is used by every business and everyone. It is very easy and fast. The businesses might call to get information or give information about something. In a business it is important that you have telephone skills and ability to listen properly.
The advantage is that you can contact any person at any time because it is much faster than the older method which was writing a letter. As it is electronic it will not take that much money, nor it will waste your time and it will get the message across on time. The disadvantages is that the person you are trying to call might not pick up or you might not understand what the other person is trying say to you and you cannot see their body language to help you to see what they are trying to see.
For example, when customer makes a call to the business, the receptionist must greet the customer and ask them what the problem is. Then if the customer wants to make a complaint then you must ask them what the problem is and take all the details of that product or service. You should apologize for that mistake and stay calm even if the caller is angry. Before ending the call you should make sure that the customer has no more queries and thanks them for the call and also let the customer hang the call.
This form of communication can be used to give information through meetings. Business meetings are arrangement s for people to meet on a regular basis to talk about the business issues, which is between two or more people. There are different types of meeting such as staff meeting, team meetings, one to one meetings etc. This depends upon the reason for holding the meeting. You have a specific role in the meetings which is linked with the type of work you do or skills you have. Board meeting is the most formal meeting which might require a minimum number of people to attend. There is an order of business which is followed and listed in agenda in advance. After all meeting discussion then all agreed actions are summarised in notes and minutes of the meeting.
The advantages are that by these meeting each individual takes part in the group discussion, new ideas are shared and the problems are solved quicker. The disadvantage is if the meeting is badly organised then it can waste everyone’s time.
For example a meeting could be held to inform employees about a change, there could also be a meeting held about overtime or if a member of staff is off sick, then the meeting could be held about who would cover the shifts while that person is off. This method is suitable for all kinds of situations because this way staff will get information about the changes, what they need to do, when it is in for etc.
Here's what a teacher thought of this essay
A sound description of the methods of oral communication. It makes the point that different methods can be used in different circumstances by picking good examples. This point could also be made more explicitly