Business & Administration Knowledge Questions Part 2

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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. 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.

4) 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.

8) Explain the importance of always checking written information for accuracy, grammar, punctuation and spelling. And the methods used to check the accuracy of written...
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