Methods for Communicating
Different methods of communication exist to benefit the recipients of the information. Various methods are available for various types of people with different business backgrounds. The information is presented in a manner and form that will be suitable for a certain recipient with certain circumstances. These methods fall under two categories, verbal and written. Verbal methods of communication are those that deal with spoken words, either via electronic devices or face to face. The written form deals with information that has either been printed onto a piece of paper or could be a soft copy that is only available to view on computers.
Electronic Methods of Communication
Name of Method
Description of Method
Recipient of Method
Faxes are used when soft copies are not available and a physical data format is needed to be transferred from one source to another. The recipients of this method include individuals or businesses that would want to send a physical copy to one another. SMS (Short Message Service)
This method is used by companies to send information on their new inventory and their promotional sales to their customers. It is also used to remind and confirm clients and customers of appointments or events. Recipients of this method include customers that have given their information to these companies and have agreed to be contacted and informed of such events. E-mail
E-mails can be used to inform workers of meetings or assign them tasks within the organization; they are also used to contact clients as well as other companies to exchange information. Recipients could be colleagues, workers, superiors, competitors, suppliers, clients and customers as well as promotional e-mails from un-related companies. WWW (worldwide web)
The worldwide web is used to contact customers globally and allow them to purchase products online and receive them on the mentioned basis. It also reveals information and news about the companies to clients. The recipients of this method are clients or people interested in finding out, gathering information and carrying out research about the companies online. It’s accessible and easy. Invoice
Invoices are bills that include information concerning the prices and amount of products, a description and contact details. These are usually worked on and saved on computers. Organizations use this method, particularly suppliers and sellers to send to their customers a bill of the products purchased. Flow Charts
Flow charts are used to depict information about probabilities as well as information about the specific subjects. They are presented in a structural form which is easy to understand and read. These are usually used in presentations. Presenters use flow charts to convey information during a meeting.
(Table 1.1, First Edition, Beran, J., Dransfield, R., Goymer, J., Richards, C., Smith, H.C. 2010) 1. Fax: Faxes are hard copies that have been scanned onto a computer system and sent to the recipient to their telephone lines. Faxes are generally used for business purposes and are often sent when a physical copy is required and cannot be sent through mail. The use of e-mail has made faxes obsolete and has significantly reduced the number of faxes that have been sent before the invention of e-mail. A cover sheet including the details of the sender is usually sent along with the fax to make sure that the sender has been recognized. Although businesses rely on e-mails nowadays, they still have a number of fax machines in their offices. The recipients of this method comprise businesses, private individuals, suppliers and partners for business use only. Faxes are a fast approach to sending important information to such business entities on a short notice.
2. SMS (Short Message Service): SMSs are growing increasingly in today’s world for business use. This method allows businesses to update their customer base on a regular basis. Customers provide their...
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