Unit 4 Business Communications P7

Conor Cunningham P7


Task 2
Methods of Communication

In this task you will be examining both electronic and non-electronic methods of
communicating in a business.

Create a factsheet that describes both electronic and non-electronic means of
communication in SRC, your factsheet must explain;

 The various methods available to be used

 The various recipients with examples of its usage

 The reason why each method is appropriate for the different users
identified.


You should also include examples of recipients (audience) that each method would be
suitable for. Explain in detail the reasons why each method is appropriate for the different
users that you identified. Use the unit specification to help frame the tables. (P7)

This provides evidence for P7
Introduction

This task will examine both electronic and non-electronic methods of communication within
SRC. It will be in the form of a factsheet and will explain the various methods of
communication, the recipients with examples of its usage and the reason why each method
is appropriate for the different users identified.

Non-electronic methods of communication

Letter

Businesses, just like SRC, particularly use letters for legal purposes. Letters signed are used
to prove something has been given or agreed by business. For example, an event in SRC
could be signed by a course coordinator. Letters are more traditional and due to the fact
that not everyone has access to computers and email accounts, letters are sometimes
posted out instead. They are a very formal method of communication and are still used
widely by businesses today.

A business such as SRC may send letters to the following;

 Students
 Staff
 Parents/Guardians
 Suppliers

,Conor Cunningham P7


A letter would typically be sent to the above recipients stating
things like changes to course programmes, a school trip date
or special offers. The SRC will use letters to let prospective
students know whether that have a place in the college. They
will also provide a date and time as to when they are due to
arrive for induction.

Using a letter to deliver information is effective as it can
contain lots of information. However, quite often when
businesses communicate too much text, the reader may not
read it all. Also, there is the possibility that the letter may not
arrive on time to the recipient or get lost in the post.

Fax

A fax is a scanned document that is sent through a telephone line to a recipient. It is used to
send documents quickly if only a hard copy is available. For example, a contract or
agreement which is to be signed.

A fax could have many recipients such as a customer or supplier. For example, a fax could be
sent to a supplier with information surrounding an order. This is an appropriate recipient of
a fax as it is often that business will send an order to a supplier. It is a quick method.
However, it is being taken over by email.

Report

A report will contain an analysis of any research carried out or a piece of work carried out by
SRC. They are important for sharing useful information to other groups in the organisation,
especially at meetings when it is hard to get access to computers. Furthermore, they contain
lots of information so can be an excellent way to get facts and figures across. A report can
be both formal or informal. However, it is typically extremely informative and professional
language is used.

An example of when a report would be used would be to give information to staff at
meetings. Another example would be to potential investors or building societies who will
take in to consideration the proposal of a new building for SRC. They would both be
appropriate recipients of a report as it can sum up a large amount of information in one
document. However, due to the fact that it is paper based, it can be costly.

Invoice

An invoice is a business document which details goods purchased as well as the price. It is
also known as a “bill” which contains VAT, which can be claimed back if you are a VAT
registered company. It is a personalised document.

, Conor Cunningham P7


Businesses very often send invoices to their customers which will show the products
purchased and the price owed. The business will also receive invoices from suppliers
contains details of a recent order purchased. These two examples are both appropriate
recipients as they are buying and selling goods and invoices track that.

SRC may send an invoice to a student if they have to pay tuition fees, damaged something
or are attending a trip.




Flow chart

A flow chart shows visually in words and shapes a sequence of activities. For example, how
to complete accounts or calculate wages. Flow charts involve presentational skills and are
eye catching. A flow chart could be sent to;

 Staff – containing sales and targets
 Media – showing profit and loss of the business
 Departments within SRC – to show the activities they carry out

It is useful when SRC are presenting their financial results to the public or media that they
use flow charts. Flow charts can be quicker to assemble than typing lots of information.
However, if a flow chart is being read by an external individual of SRC, the information in the
flow chart can be difficult to interpret.

Publicity material

Public material is referred to any marketing activities used by a business. For example,
brochures, posters, vouchers or catalogues. Public material should be eye catching,
professional and use professional and appropriate language. They vary between different
companies but all have the same aim which is;

 To have an eye catching design
 To inform the reader
 To improve or promote the company’s corporate image