Business & Administration Knowledge Questions Part 2 Essay

1) Explain the reason for knowing the purpose of communication. There are many different types of communication; we need to understand the purpose of communications for each type so that we can get what we need from the other person(s). In order to do this we need to have information to begin with, the person’s name of whom you are trying to contact, pen and paper, questions and the information needed if they ask you a question in return. 2) Explain the reason for knowing the audience to whom the communication is being presented.

We need to know who the audience is so that we can change how we speak to suite them: if it is a business associate we would change are manner to being professional; a friend we would be chatty and informal; if it was a child we would be playful and try to get them interested in what I’m trying to communicate to them. 3) Explain how and when the different methods of communication are used in the workplace. There are many different types of communication in the work place some of these are letters, messages, memos, e-mails, telephones calls.

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Letters are to be sent out side of the work place they represent the organisation from which they have been sent. Memos are similar to business letters in construction but they are used for inside the workplace. Telephone calls talk to someone from outside and inside the workplace. Messages are used for when the person is unavailable to the caller or visitor, in these messages they will leave their full name, company name or home address, the landline or their mobile number, the reason for calling or visiting what is needed from the person they are trying to contact and the date and time that the message was taken down. ) Identify the difference sources of information that may be used when preparing written communication. The sources for information that can be used for written communication are the original piece of communication like an e-mail, letter or message. e. g. someone left a message and you need to give a reply to the person about their enquiry. 5) Describe the communication principles for using electronic forms of written communications in a business environment.

The electronic forms of written communication are e-mails and memos. E-mails should be clear notes and shouldn’t be long if it appears to be a long one add the information as an attachment. Memos are written like a business letter with a beginning middle and end only it cannot be sent outside of the organisation. When sending electronic information always make sure you have the correct e-mail address. 6) Describe the reasons for using language that suits the purpose of communication

The purpose for different language for different communication is that if we are talking to children they need to understand what is trying to be conveyed so when we talk we would use simpler words than we would if we were talking to adults. When talking to colleges and friends it would be informal when talking to a customer would be polite and formal like it would be when talking to someone higher up than ourselves like the boss. 7) Describe ways of organising, structuring and presenting written information so it meets the needs of an audience.

For the different forms of written communication it has different ways of organising, structuring and presenting the information. Formal letters need the sender’s name and address, date, references – if used – recipient’s name and address, salutation, a heading, the opening sentence, body of the letter, closing sentence, complimentary close, and signature name. Messages is an informal written communication that state the full name, company name, home address, phone number of the company or themselves, reason for phoning or visiting, any action required. ) Explain the importance of always checking written information for accuracy, grammar, punctuation and spelling. And the methods used to check the accuracy of written communication and the importance of proof reading. It is important to check written communication before sending it out for any errors such as accuracy, grammar, punctuation and spelling because it would seem very unprofessional if it was sent with all those errors in it. That may in fact course a company to lose customers or potential clients. 9) Explain what is meant by plain English, and why it is used.

Plain English is a form of English that is clear, concise, direct, and natural. Plain English is a style of language that should be used in user manuals, legal documents, articles and speeches. 10) Explain how to identify work that is important and work that is urgent. How we identify work that is important and work that is urgent is that the urgent work should be done as soon as possible and it should be done over the important work but it should be done to the same standard of that work, however if to much urgent work comes in you would need help to get it out again. 1) Describe your organisations procedures for saving and filing written communication. When finished the written communication if it is a letter save it to the computer, then print out the documents how many times is needed, then one extra to be filed as a hard copy and proof that it has been created and it has been sent out. 12) Describe ways of verbally presenting information and ideas clearly. The way to verbally present information and ideas clearly is to have the information you want to give out in bullet form in front of you so that you can build on what has been put down and is not just reading it from the sheet of paper.

Look directly at people and make gestures, if you are not face-to-face and are on the phone speak clearly and gently and give the information and ideas out carefully. 13) Explain how to contribute to discussions that help move them forward. Prepare for the discussion by reading papers before hand also make sure you have the facts on the discussion at hand. To make discussions move forward. Give them a new idea but a similar to the topic on hand so you don’t seem odd when you say something.

Listen to other people in the discussion so you don’t repeat what they say or speak over them. 14) Describe methods of active listening. Methods of active listening are means to concentrate on what the other person is saying. You not only need to hear the words, but you also consciously note the other details, such as whether the speaker was nervous, impatient, stressed or worried. As we notice these details we change how we speak to suit them to make them more comfortable with what they are trying to convey. 5) Explain the purpose of summarising verbal communications. The purpose of summarising verbal communications is so that we keep people interested, if it was long winded it would become boring for them to hear and they would tune out and miss something important. It also confirms the important aspects of the conversation. 16) Describe ways of getting feedback to develop communications.

Some ways of getting feedback are questionnaires on how you have done or you get some feedback from the supervisor on how you can do it better or just ell you how you were doing, when receiving the feedback adjust how you are speaking to the best way for everyone to understand. 17) Explain purpose of using feedback to develop communications skills. The purpose of using feedback to develop communication skills is so that you can make yourself understood by several people, in what you are trying to convey or tell them. The feedback would help you to understand what you are doing wrong and right when speaking, e. g. you are too quiet or you are too loud.

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