Methods of communication (Cambridge International A-Level Business)

Spoken communication

• Spoken communication is the process of sharing information using the voice
• It includes both formal and informal conversations and can happen face-to-face or through devices such as phones or video calls
• It is often supported by body language, tone, and gestures, which help convey meaning

Examples of spoken communication in a business

Spoken communication includes meetings, telephone calls and presentations

• Team meetings

  • Employees and managers discuss progress or upcoming projects

• Telephone calls

  • Used to speak with customers, suppliers or colleagues

• Presentations

  • A manager explains a new strategy to staff, often using software to share images, graphs and illustrations

• Video conferences

  • Staff from different locations join a virtual meeting

• Informal chats

  • Quick updates or feedback shared between co-workers during the working day

• Customer service calls

  • Staff answering customer questions or solving problems

Strengths and weaknesses of spoken communication

Written communication

• Written communication is the sharing of information through written words, either on paper or digitally
• It includes anything that can be read, such as emails, reports, letters, notices, or messages sent through digital apps
• Written communication is often used when the message needs to be clear, permanent, or shared with several people

Examples of written communication

• Emails

  • May be used for daily updates, requests or instructions between employees and managers

• Business reports

  • These are usually formal documents outlining results, plans or research

• Notices and memos

  • These can be used for internal announcements about meetings, policy changes or deadlines

• Agendas and minutes of meetings

  • These record what will be or has been discussed in face-to-face or virtual meetings

• Letters

  • These may be used for formal communication with external stakeholders such as customers, suppliers or job applicants

• Contracts and agreements

  • These are legal documents confirming terms and conditions

Strengths and weaknesses of written communication

Electronic communication

• Electronic communication is the use of digital technology to send and receive messages
• It includes written, spoken, or visual communication shared using electronic devices such as computers, smartphones or tablets
• It allows quick and efficient contact within and outside the business, across any location or time zone

Examples of electronic communication

• Emails:

  • Fast written messages that can be sent to individuals or groups

• Video calls(e.g. Zoom, Microsoft Teams)

  • Real-time spoken and visual meetings

• Instant messaging apps(e.g. Slack, WhatsApp)

  • Quick, informal messages between staff

• Company websites

  • These are used to provide information to customers, investors and the general public

• Social media(e.g. LinkedIn, Instagram)

  • This can be used to promote the business and interact with external audiences

• Internal platforms

  • These include intranets that can be used to share updates, documents and announcements with employees

Strengths and weaknesses of electronic communication

Visual communication

• Visual communication is the use of images, symbols, charts or other visual elements to convey information
• It helps to simplify complex ideas and make messages easier to understand and remember
• Visuals are often used alongside spoken or written communication to strengthen the message

Examples of visual communication

• Graphs, charts and infographics

  • These are often used in reports or presentations to show trends, sales data or performance

• Logos and branding

  • These provide a visual identity of the business that creates instant recognition

• Training videos or animations

  • These can help employees understand how to use equipment or follow procedures

• Presentations (e.g. PowerPoint)

  • Software used in meetings or pitches to illustrate key points

• Signs and symbols

  • These can include health and safety signs, arrows or labels around the workplace, providing instructions or information

Strengths and weaknesses of visual communication