The benefits and limitations of the communication medium
Each communication medium, such as letters, emails, and telephone, has both benefits and limitations.
Memos and letters
Some companies use memos or letters to communicate within an organisation, although low channel richness. The benefits of them are:
- They can be used if the messages require more privacy.
- The distortion in messages that are likely to happen in oral communication can be avoided because memos and letters are often written directly and concisely. They are helpful to utilise when there is a small notification to make to staff within an organisation.
- They can be preserved since they are written documents. Preserved documents can be used as a reference in the future.
- If people want to leave tiny notes to their managers or co-workers in the office, it is quick and easy to make a memo.
- The memo is an inexpensive medium of communication. Therefore, it does not require telephone expenses.
The limitations of memos and letters are:
- They are not suitable for illiterate people. People who have disabilities in the brain or eyes may not be able to understand the contexts.
- The memo is usually written concisely; therefore, it might lack explanations or clarification to its readers, causing misunderstanding.
- The readability of memos or handwritten letters heavily depends on the writers. If the handwriting is unclear or has a misspelling or poor grammar, it might make it difficult for receivers to encode the messages.
- It is not recommended to deliver important messages through a memo since it might not be read directly.
- Memo might be lost if the senders just leave it on the desk in the office.
- A formal memo or letter is time-consuming since it takes time for drafting and writing.
Emails
Email is the dominant method of business communication in today’s society. It is widely used both in and out of an organisation to communicate with subordinates, managers, co-workers, alliance partners or even customers. The information richness of this medium is higher than memos or letters. Some of the benefits of emails are:
- Messages can be saved and stored in the folders so that receivers can read them anytime.
- It is efficient for communicating with people worldwide at any time.
- It is quick and inexpensive to deliver and receive.
- Some customers, especially teenagers or the young generation, might hate getting phone calls from the company, so it is useful to use email to contact these customers.
- It is quick to communicate with many people by sending a group message.
- It is an excellent tool for follow-up after a meeting.
The limitations of emails are:
- It requires good network conditions in order to send and receive properly.
- It could cause information overload. Some messages may be sent to junk mail or left unread if the receivers do not organise their folders frequently.
- The workers in the office may be distracted by emails, lowering their work performance.
- It is nonverbal communication, and sometimes receivers do not give feedback to the senders, leading to misunderstandings between both parties.
- It can contain viruses. The browser can be hacked through emails from outside the company, ending up with the stolen important information.
- People have their own style of writing, which sometimes can be very confusing.
- The tone of the email is difficult to control.
Telephone
The telephone allows quick contact with people, and the information richness is higher than email but lower than face-to-face conversations. This communication medium is widely used in the business world, from contacting subordinates to customers.
The benefits of using the telephone are:
- It is efficient to use when a quick reply is required, or the messages are important. It allows for immediate response to questions or feedback, avoiding misinterpreting the context.
- It allows direct and timely communication.
- Speakers can change their tone of voice to express their emotions or indicate subtle meanings in communication.
The limitations of using the telephone are:
- Receivers might not be ready for the phone call because it is too spontaneous.
- It might be difficult to be heard in a particular environment. For example, the receivers get phone calls outside the home or office.
The effectiveness of face-to-face communication
Although email and phone calls are easy and quick ways to communicate, they cannot replace the roles of face-to-face communication. Talking face-to-face is a standard form of communication and provides visual cues, voice tone, and lots of other information, enriching the conversation and building a deep connection with others. Its benefits are that it allows for immediate responses to questions, misinterpretations, and feedback. Secondly, it provides visual cues such as body language and how they move or react.
To make interpersonal communication effective, several things are needed to be considered:
- Answering the phone or checking the text frequently during the conversation gives bad impressions. Give people your undivided attention by listening carefully to what the speaker is trying to say. It is recommended to turn the notifications off beforehand so that the conversation will not be distracted.
- It is important to give honest and comprehensive information.
- When people ask you questions, do not wait too long to answer or give feedback since the conversation is happening in real-time.
- Make sure the conversation is not one-way by inviting responses.
- Do not raise your voice or get emotional because you do not like others’ ideas. Discuss and share your ideas and opinions in a suitable manner.
- The environment might not be optimal for the conversation. You have to select what you listen to since there might be other people talking in the other room or hear a dog barking.
Physical appearance
Physical appearance is equally important to the quality of your work. Dressing in a good manner increases self-confidence and also impresses and attracts people to work. In the professional world, the first impression will last. If you talk to customers with torn clothes, the customers will not trust you, lowering the company’s image or reputation. Therefore, a professional appearance is necessary to gain trust and respect in the workplace. Moreover, co-workers, managers, and subordinates want to work with people who are nicely dressed and clean. When you make face-to-face conversations in work, do not wear too many accessories. Change how you wear your clothes depending on the situation. Wearing appropriate clothing and proper hairstyle in the workforce gives others good impressions.
Body language
Body language such as facial expressions and gestures can convey lots of information in business communication. Facial expressions can convey hidden emotions that contradict language expression. For instance, when an employer explains to employees their tasks and employees say they understand what they need to do but their face looks confused. It means they don’t have confidence. Another visual cue is gestures. If there are few gestures, the speaker may seem dry, stiff, and dull. However, if there are too many gestures, the speaker may appear unreliable and spastic. Too much movement also distracts the conversation, making the context difficult to be understood. Therefore, speakers need to consider how they behave during the conversation.
The effective written communication
There are two types of writing styles: formal and informal writing. A formal writing style is used for business and professional purposes. Therefore, the writings must be clear, properly framed, well organised, and require careful proofreading. In contrast, an informal writing style is used for personal or casual reasons, such as writing to family or friends. Colloquial language, slang, contractions, and abbreviations are accepted to use. In the business world, a formal writing style is required. For example, proper tone and language in emails or letters to clients are important to build trust.
Tips for the effective formal writing
- Identify potential readers. Ask yourself who will read it, why they should read it, how many audiences will read it, how well the readers understand English, What the audiences expect from the text, and what you want your audience to do after reading it. And then formulate your messages by selecting the best writing style.
- Mention your goal and the purpose of the writing clearly at the beginning of the message. Do not elongate the test and get to the point right away.
- Make sure you use the proper tone of voice and expression, and choice of words in the text.
- If you want to communicate through emails, do not click send button too early. Make sure to proofread.
- When the message is delivered to an international audience, you need to consider their background, culture, and time zones. For example, whether they allow you to use their first name, and how they want communications addressed.
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The policy regarding the use of IT
A computer device has consisted of various elements for its effective functioning and processing. Hardware is a device that is physically linked to the computer. For example, the Processor, Memory Devices, Keyboard, and Mouse are all specified as hardware. In contrast, software is computer programs and procedures that enable a computer to execute a specific task. It is engineered and cannot be executed without hardware. For example, Excel, PowerPoint, and Photoshop are all specified as software.
A computer device is used in almost all workplaces to communicate inside or outside offices or companies. For instance, people use emails, chat, and video to interact. Using computers in the workplace is efficient and useful, yet there are possible threats that need to be addressed. Cybercrimes, for instance, happen when hackers or attackers illegally access a computer for malicious purposes. If the computer is unprotected and receives a fraud email claiming there is an urgent matter, it could be someone trying to steal personal or sensitive information stored on a company or personal computer. Moreover, the computer can get viruses that can steal important data or damage the computer system. For example, a computer can be infected by Malware, which refers to any malicious software created by cyber criminals, when you download or install infected programs or click infected links. This can result in data theft to the destruction of systems of a device.
Although using a computer in business has become omnipresent, some people know little about proper data protection. In order to prevent personal data from being stolen, ‘data protection principles are needed to be considered. (GOV.UK, 2018) For example, the information is:
- Used fairly and transparently
- Used for specified reasons
- Used when relevant and limited to what is necessary
- Correct and kept up to date
In order to prevent possible threats to a computer, it is necessary to consider:
- Use strong passwords
- Use Virus Buster
- Update software
- Utilise a full-service internet security suite
- Strengthen personal or office network
- Do not click any suspicious links, sites, emails
Reference:
GOV.UK (2018). Data Protection. [online] gov.uk. Available at: https://www.gov.uk/data-protection.
