Formats used for the Types of Formal and Informal Communication and their associated Business Conventions Flashcards
7.1 Types of Effective Communication (30 cards)
What are the formats for formal and informal communication in a business?
- Reports
- Emails
- Letters
- Websites
- Social Media
- Printed Media
- Photographs and Video Clips
- Team Meetings and Individual Meetings
- Face-to-Face Events
What is a Report?
- Detailed documents relating to a specific topic, project, or set of data.
What can reports contain and why?
They can contain:
- tables,
- charts
- graphics
To explain the written info and help the reader understand the contents.
Are reports formal or informal?
Formal or informal depending on its purpose and audience
What is the structure of a report?
- Formal Reports follow a structure set out by the business
- Informal Reports do no have a structure and tend to be shorted then formal.
Do businesses have policies for Emails?
Yes, businesses have policies for emails which include:
- the layout,
- language,
- use of attatments
- format of signatures that should be used
- what can be communicated and by who.
Are Emails monitored?
- Emails can be monitored by IT and HR departements to check that they are within policy guidelines.
What makes an email legally binding?
- clearly defined conditions
- all partyies agreeing to the .contrent and that they are bound to them.
- details of payment or reward.
What can emails be used for in a business internally?
- informal messaging within colleges
- Formal communication between managers, HR, and business leads
What can emails be used for in a business externally?
formally contact customers, stakeholders and regulators.
What are the benefits of emails?
- Speed - delivery is instant.
- Ease - there are no limits as to when communication is sent and delivered.
- Cost - They are cost efficient.
- Documentation - copies are automatically saved for info and audits
- accessibility - they can be accessed away from the office via a laptop or mobile device
- Digital storage and security - there is no need for filing cabnits with locks, as email uses password protection.
What is a business letters
a business letter is a formal communication used for official correspondence.
Do businesses letters have a structure?
It has a set structure and format and uses formal language. It is usually printed on headed paper with the organisations information on it and is sent out to recipients as a hard copy, can also be sent as an attachment to an email.
What can business letters be used for?
It can be used for job offers, promotions and resignations.
What is the structure of a letter?
- Sender’s name, job title and address (top left)
- Recipient’s name, job title and address (top right under sender info)
- Date (under redipient info)
- Salutation - address the recipient ‘dear sir/miss
- Letter reference
- Main text of the letter
- Closing - formal pharases e.g. ‘yours sincerely.
- Signature with name, job, and organisation name
- List of any enclosures
What are the benefits of a Website?
- An effective way for a business/organisation to promote itself to a wide range of audiences and convey tis desired image.
- They allow customers to find out about the business easily.
What do websites contain?
Websites contain direct, clean, controlled and fixed information about the business’s products, services, policies, and contact details.
What are the disadvantages of a website?
- There are fixed costs for the developement and maintenance of a webite.
- someone needs to be trained on how to set up the business.
- regular maintance is needed to ensure the website is up to date.
what is Social Media
Social meda is online communication that is being used by businesses to market and promote their image, products and services.
What communication types does Social media cover?
- short messages to statements,
- images
- reports
Benefits of businesses using social media
- Can help businesses reach a wide audience.
- develop a social network at low cost instead of leaflets or magazines.
- cost less and easier to maintain than a website.
- Businesses can interat directly with customers who can increase the business’ social media presence and reach by liking and sharing posts.
- It works in real time, providing direct, responsive and personalised contact with customers.
What is Printed Media
A traditional way of advertising.
What can printed media be in the form of?
Can be in the format of posters, leaflets, brochures, magazines and paper adverts and business cards.
What are the limits of printed media?
- More expensive then digital forms
- Audience reach - only the local range and not targeted to certain audiences
- Lifespan - not read by a wide enough audience, can be missed or thrown away.
- Information - is fixed at the time of printing or publication, so it cannot be updated.
