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Communication in a business environment.

1.1 – Explain why different communication methods are used in the business environment.

Different communication methods are used in a business environment simply to send messages to an individual or group of people, in my job role we use communication methods to inform others of certain events, or to receive information on events that are/have occurred. As well as to request action or information.
To properly communicate in a business environment you must: be clear on what you mean to communicate; with whom you want to communicate with and why you wish to communicate with this person; you must put the message in a form that can be easily understood by the audience as well as understanding your audience, this is necessary with all forms of communication.

There are different communication methods intended for sending messages, these methods are:
• Emails
• Memos
• Letters
• Face to Face meetings
• Telephone
• Presentations

1.2 – Describe the communication requirement of different audiences.
The style of communication used needs to be adjusted and adapted to suit the needs of your target audience and situation, the most suitable way of determining which form of communication should be used is to consider which form would suit the audience better, whether this be written or spoken communication. There is a variety of requirements you need to consider when choosing a means of communication, these include: age, gender, ethnicity and special needs, for example younger people tend to have shorter attention spans than those who are older therefore in this situation it would be pest to keep your presentation short and simple.

1.3 – Explain the importance of using correct grammar, sentence structure, punctuation and conventions in business communications.
A – Grammar: Using correct grammar is important as it helps to ensure that what is written can be easily understood, this is because a sentence that contains many grammatical errors can be read wrong which is likely to lead to a misunderstanding. It is extremely important to ensure that you are using correct grammar whether you are writing or speaking as this helps you to communicate properly as your target audience can get a better understanding of what it is you are trying to say.
B – Sentence Structure: Using correct sentence structure is important for communicating in business as it ensures that your writing has some kind of variation. Using a range of sentence structures will help you to emphasise different ideas and points. Having a good sentence structure will allow for the communication to be correctly interpreted.
C – Punctuation: You must always use correct punctuation as this enables communication to be easily understood as well as readable. We use punctuation when writing to clarify meaning and separate sentences. If you make an error in you punctuation you may convey an inaccurate meaning to the one intended.
D – Spelling: It is essential to use correct spelling in business communications; this is because ensuring your spelling is correct tends to make it easier for your target audience to understand the text. Using incorrect spelling can lead to; communications being misinterpreted, confusion and mistakes being made. Even just one spelling mistake can change the meaning of your sentence which can give the audience the wrong message or impression.
E – Conventions: Ensuring that you use the correct conventions is important as it helps to ensure that your writing is in an easier format that your target audience is comfortable with. Conventions used in communication include:
• Spelling
• Punctuation
• Capitalization
• Grammar, and
• Paragraphing
Each of these conventions help to ensure that your writing is understandable and enhances the readability for your target audiences, this is so they can fluently read your writing without having to stop to try and figure out what was actually intended to be written. Using correct vocabulary is important business documents such as emails and letters as you need to ensure you are professional and respectable to your colleges and clients/customers at all times.

1.4 – Explain the importance of using appropriate body language and tone of voice when communicating verbally.
A great deal of face-to-face communication is made up of non-verbal communication and is usually expressed through the tone of voice and body language.
Your tone of voice includes the volume at which you speak, the type of emotion used and where you place the emphasis on the words you use. One sentence can have a range of meanings depending on which words you choose to emphasise; this is why it is important to ensure that you use appropriate tone when emphasizing words as it draws the intended audience’s attention. Incorrect use of tone could potentially mislay the wrong impression and information.
Using body language can portray subconscious messages whilst communicating. Body language includes:
• Eye contact
• Facial expressions
• Gestures, and
• Composure
You recognise body language instinctively, usually without having to be told what it means. Most of the time when relaying messages it is not about what you say but how you choose to say it, if your body language contradicts what you are trying to say your message will not be clear enough to your target audience.

Post Author: admin