Unit 204 Nvq Business and Admin

Topics: Communication, Writing, Nonverbal communication Pages: 5 (2039 words) Published: November 19, 2012
Unit 204 – Communicate in a business environment-Nvq level 2 in Business and Administration

Why do you need to know the purpose of any communication you are sending and its Intended audience (1.1, 1.2) In what way does this affect the language you might use when producing written communication or information? (2.3) The purpose of communication is for human us to be able to understand each other for different reasons. So if we develop our communicative skills we can use this skill as a tool to help me learn or explain something to someone or both. We also communicate to help one another, listen to each others' problems, and solve difficulties we face in life, find solutions to obstacles that may come into our lives. If we know the audience, we can more effectively communicate with and persuade that audience. My motivation is to get satisfaction from expressing my ideas and getting recognition from the audience. Colloquial, casual, and formal writing are three common styles that carry their own particular sets of expectations. Style also depends on the purpose of the document and its audience. Colloquial language is an informal, conversational style of writing. Casual language involves everyday words and expressions in a familiar group context such as conversations with family or close friends. Formal language is communication that focuses on professional expression with attention to roles, protocol, and appearance. It is characterized by its vocabulary and syntax or the grammatical arrangement of words in a sentence. Describe different methods of communication and when you would use them? (1.3,1.4) Different methods of communication that I would use in a business environment are: ® Written communication by exchange of letters, emails or faxes. I would use every day to communicate with customer, colleagues at work and with my supervisors ® Verbal communication when I use the phone or I talk with someone face to face. I would use this when talking with customers by phone and when I talk with my work colleagues and managers face to face or by phone. Communication can be informal, like face to face communication that occurs in general in a daily situation, or formal and It follows proper order, and procedures, and can be recorded to store the outcomes. What are some of the key information sources you may need to refer to when preparing written communication and information? (2,1) The Key information sources I may need to refer to when preparing written communication and information and that can guard me against inaccuracies can be guidelines, policies, procedures, records, meeting notes, specifications, handbooks, directories, service plans, organisation charts and the organisation intranet and I could speak with colleagues or managers. If I am responding to a customer or to a manager I would read them through carefully to check I have addressed all the relevant points. When using email what are some of the key principles you should follow? (2.2) The key principles I should follow when using email are:

® Start the email with a proper greeting as Mr, Mrs. If is acceptable within the organisation we could ‘Hi’ or ‘Hello’. ® We must explain the purpose of the message in a concise manner in the subject line. ® Get to the point of the message as soon as possible.

® Don’t write in capital letters.
® Be careful of sending out email to a large number of people because some people don’t want their email address to be known by estrangers. ® Don’t open an attachment or click in a link in an email from someone I don know as it could end up infecting the computer with a virus. ® It is not acceptable to use emoticons and abbreviations (like the ones used in mobile text messages). I could look very unprofessional. ® Never use email to discuss confidential information and follow the Data Protection legislation. ® Don’t use work email account to send personal emails.

What should you do to ensure that your written...
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