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Methods of Communication

Methods of Communication

Methods of Communication

Methods of Communication

Effective communication skills are most essential now-a-days. Variety of methods of communication are used. Some are used mainly are Internal communication & External communication. further are discuss in them which are highly used as the method of communication.

Internal Communication (Methods of Communication)

Spoken Messages
Advantages: Can provide instant feedback; opportunity for discussion.
Disadvantages: Often costly to arrange in both time and money; frequently no permanent record.

Some of the main methods are:
* Face-to-Face Meetings.
It is a good methods of communication, it is estimated that managers in companies spend almost half their time in meetings. They may be one-to-one or group meetings. The bigger the company, the more meetings there are likely to be. Meetings are useful because they allow instant feedback and discussion to take place.
* Presentations.
A manager, often accompanied by members of his or her staff, uses a presentation to explain a project or a plan to colleagues. Visual aids, such as transparencies projected on to a screen, are often used to illustrate points in the talk. Presentations are also given externally to clients or potential clients. For example, an advertising agency might make a presentation of its campaign to a client.

Written Messages comes under the category of methods of communication 
Advantages: Permanent record; suitable for both simple and complex messages.
Disadvantages: Usually takes some time for message to arrive; slow feedback, or sometimes none at all.
*Reports.methods of communication
These are widely used in business. They are the written equivalent of a presentation. Visual aids, such as charts and
*Photographs. methods of communication
They are often used to illustrate them. There is a standard format for a report. It should include a title, a brief introduction, headings or subheadings for each section, a conclusion, a list of recommendations and the name of the author(s) and the date.
*Staff Bulletins or Magazines. methods of communication
Now a days it is consider as one of the good methods of communication. Many big firms publish bulletins or larger magazines to give employees information about the company, to make them feel they are part of a team, and to increase their morale. The magazines are usually illustrated

Electronic Messages
Advantages: Speed; accuracy; quick or instant feedback: message is usually or can be recorded.
Disadvantages: Expensive; whole systems sometimes crash.
*Telephones methods of communication
These were one of the earliest means of electronic method of communication and are still widely used for both internal and external communication. (An answerphone is an essential for external messages.)
*Personal computer (PC). methods of communication
The PC, which processes data at enormous speed, has revolutionized communication and many other aspects of business.
*Computer Software methods of communication
By using different kinds of software, PCs can perform a variety of tasks, including word processing letters and documents; storing information on a database; and making financial calculations with a spreadsheet.
*Local Area Networks methods of communication
Firms can link all the computers in the same building to form a local area network (LAN). The computers can communicate with each other and also share common facilities, such as a printer. The PCs are all linked to a more powerful computer, or server, which stores a vast amount of information. For example, it can send relevant parts of the business plan to computers in different departments. A LAN makes it much easier for managers to access information from other departments and also to keep a check on the work that their staff are doing and to see that they are not playing computer games!

External Communication (Methods of Communication)

Spoken Messages
Advantages: Can provide instant feedback; opportunity for discussion.
Disadvantages: Often costly to arrange in both time and money; frequently no permanent record.
* Face-to-Face Meetings methods of communication
* Presentations methods of communication
Interviews. These are usually used for external purposes, such as interviewing a possible employee or a supplier, but they are sometimes used internally on formal occasions, e.g. in internal promotion. interviews can produce feedback and give a quick impression of a person, but the impression may be wrong or superficial.Talks. Formal talks are sometimes used to publicize the firm’s activities at trade or public meetings. They are also given internally on induction courses. Annual general meetings (AGMs). Companies have to hold a general meeting for their shareholders every year. Shareholders are told about the company’s financial results and activities during the past year and its plans for the future. They are invited to elect or re-elect directors and to vote on other matters. Any shareholder has the right to question the board of directors. In practice, very few private investors ever attend AGMs.

Written Messages
Advantages: permanent record; suitable for both simple and complex messages.
Disadvantages: Usually takes some time for message to arrive; slow feedback, or sometimes none at all.
*Business Letters methods of communication
Letters are still one of a firm’s main means of communication with the Outside world. They are particularly useful for
*Contracts methods of communication
Sending the same letter to a large number of people;
*Answering queries methods of communication
Explaining complex matters which it would be difficult for the receiver to understand immediately; Dealing with any matters where it is important that a written record should be kept. Letterheaded paper is used, which sometimes includes the firm’s logo. There is a standard format for letters, which includes references, the date, the inside address, the salutation, the text of the letter and the close.
*Annual report and accounts
By law, companies must send a copy of their annual report and accounts to all shareholders.
*Business forms
A variety of forms are used for routine messages. Using pre-printed forms ensures that no relevant information is omitted. They also save time, as an individual letter does not have to be sent. Many of them are trading documents. Some of the main ones are:
Quotations by a firm for supply of goods or services;
Delivery notes, which are delivered with the goods and signed by the customer to show they have been received;
Invoices, which give details of the goods and show the amount of money owed;
Credit notes, which are sent when a customer has been overcharged or faulty goods have been returned.
Statements of account sent to regular customers every month giving details of transactions and the amount owed.

Electronic Messages
Advantages: Speed; accuracy; quick or instant feedback; message is usually or can be recorded.
Disadvantages: Expensive; whole systems sometimes crash.
* Mobile Phones
These portable telephones allow users to make calls from most locations, indoors and outdoors. The messages are transmitted by radio beacons. Satellite phones, which work anywhere in the world, were being introduced in 1998.
*Video-conferences
These allow business people to talk to colleagues in any part of the world. Special cameras and software are used to transmit words and images to computer screens or visual display units.
*Fax
A fax, or facsimile machine can send an exact copy of a document to another fax machine anywhere in the world. The sender puts the document in a fax machine, dials the fax number of the person or organization, and the fax machine at the other end prints a copy of the document automatically. Letters, plans, diagrams and drawings can all be transmitted in this way.
* Personal computer (PC)
PCs and notebooks – lightweight, portable computers – have revolutionized external communication, too. At one time, big companies employed a small army of clerks to deal with trading documents. Now the work can all be done by a few computer operators in each firm. The work is done far more efficiently and speedily. Space is also saved, as all the records can be stored in the computer files instead of in large grey filing cabinets. Standard business letters, mail ‘shots’ to thousands of customers, letters to selected customers using a database, and many other communications can now be made far more easily and quickly.
*The Internet 
The Internet is one of a good method in the mothods of communicaiton, which links millions of computer users, is the most rapidly growing means of global communication. The Internet provides an electronic mail, or e-mail, service to other users all over the world, which is much quicker and cheaper than the traditional postal service. The service provider stores the message in an electronic mail box until the receiver views it. In addition there are also millions of ‘sites’, or pages, on the World Wide Web (WWW), which provide information in words and pictures on almost every conceivable topic. Using a software browser, computer users can ‘surf’ the Net from site to site all over the world. The Internet is also used for shopping, research, education and games

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About Mustafa

My name is Mustafa Awais, I am basically from Pakistan & Currently living in Saudia Arabia, I am Civil Engineer as well as Web Master.

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