Communication Methods
The first method of communication is oral communication. This method includes phone calls, face to face communication and meetings. The main advantage of this method is that one is able to get immediate feedback on the issue being discussed. The main disadvantage is that it does not provide a record for future reference. Even when minutes are taken in a meeting, they do not capture every detail of the meeting.
The next method is written communication. This includes memos, letters, reports and notices. It is commonly used to pass official communication to employees from the company. Employees also use this method to communicate to the employers. The advantage of this method is that it provides a permanent record of the information passed. Therefore, the record can be referred to in the future and used to solve disputes arising from the information. The disadvantage of this method is that it takes long for one to get feedback.
Another method used in communication is visual communication. It includes charts, adverts, posters and graphs. This method of communication is used in presenting information in a summary through replacing the bulky theory with simple graphs and charts. The advantage of this method is that it leaves a visual impression on the viewer. Therefore, it is hard to forget the information presented. The disadvantage of this method is that it is expensive and requires a certain level of expertise to accomplish.
One method of communication that is gaining popularity is electronic communication. It includes facsimile, email or teleconferencing. The main advantage of this method is that it is fast. Information can be sent to far places within a short period of time. The disadvantage is that not everyone has access to the gadgets required to implement the communication. Also, not all places have a connection to the internet. Therefore, the number of people who can use this method is limited.
Though used under special circumstances, non verbal communication also finds application in businesses. This is the use of sign language or body language in passing information. The main advantage of this method is that it can be used to pass information to people with special needs. One of the disadvantages of this method is that it may be interpreted as vague. This is when the person intended to receive the message does not understand its meaning.
The most effective method of communication for this situation is written communication. This is because written communication provides a record that can be referred to for another purpose in future. The employee should be given a warning letter which is then filed into his or her records. Written communication also helps the employer in case of a law suite after terminating the services of a worker. He has evidence to show past misconducts.
Draft
The draft is that of a formal letter. The letter should contain the company’s address and the employee’s address. The reference should state that it is a warning letter. The first paragraph should outline the mistakes that the employee has done. The second paragraph should give a warning to the employee and inform him or her of the actions to be taken if the behavior persists. If there is a company policy against the mistake that the worker has done, it should be quoted, and the punishment it carries.
You need to let all employees know about a company special event
The best method of communication to use is written communication. Using written communication ensures that the communication has a permanent effect on the employees. Specifically, the best form of communication should be through a company memo. The employees can always refer to the memo in case they forget. It also serves all levels of employees from those who are technology savvy to those who cannot handle computers. The memo also carries the weight of an official document.
Draft
The memo should contain the company’s logo followed by the subject of the memo and the intended recipients. It should then be written in a simple language, to convey information about the special event. A date for the event, venue and time should be provided to employees. The memo should then be placed in a public place where everyone will easily access it. In companies with advanced technology, the memo can be dispatched through emails to those who have access to the internet.
You hear from a friend that a client is about to sign a contract with one of your present competitors
The best method to use is oral communication. Oral communication provides immediate feedback. One is also able to deliberate on various issues affecting the client. In this category, using a telephone call is the best form of communicating. The client may not be physically present in the premises of the business or the distance between the client and business owner large. Therefore, a telephone call saves time on travelling and the client is contacted immediately before negotiating with the competitor.
Draft
After making the phone call, inquire from the client if the information received is true. Once the information is confirmed, the second step is to establish why the client is leaving the services of the company. If the problems can be rectified, the client is given an assurance that it will be rectified soon. The client should also be asked whether there are any other problems with the services offered at the company. The phone call should end with a confirmation that the client is ready to resume business with the company.
You have three bids on a piece of equipment and you need to get a management decision on purchasing
The best method to choose is oral communication. The problem requires immediate feedback. To do this, set a meeting with the managers. This way, the managers share their views on the items that are available. It saves time as the views of all the managers can be collected in one sitting. The information provided by one manager can be backed or added to by the other managers. The employee can also give his views about the bid. At the end of the day, the managers and employee come up with a single bid that suits the company.
Draft
The meeting begins with the employee presenting information about the equipment. The manager then gives a response about the equipment and his preferences. If the employee has anything to add to the manager’s information, he states the information. Discussions about the price and quality of the equipment should be held at this point. The meeting ends with the manager giving the final word about the equipment.
References
David, D. (2009, October 10). Advantages of Oral Communication over Written Communication. Retrieved May 30, 2013, from Saching.com: http://www.saching.com/Article/Advantages-of-oral-communication-over-written-communication/4243
Drew, B. (2013). Benefits of Non Verbal Communication in Business. Chron.
Iyer, S. (2010, March 8). Written Communication in the Work Place. Retrieved May 30, 2013, from Buzzle: http://www.buzzle.com/articles/written-communiatio-in-the-workplace.html
Palmira, S. (2012, March 17). Advantages and Disadvantages of Electronic Communication. Retrieved May 30, 2013, from Buzzle: http://www.buzzle.com/articles/advantages-and-disadvantages-of-electronic-communication.html
Rojas, E. (2013). Advantages and Disadvantages of Visual Communication. Chron.
