Purposes of communication
State one basic purpose of business communication
To inform stakeholders about something important, such as objectives, policies, or decisions.
Name one verbal method and one written method of communication.
Verbal: meeting. Written: email.
Give one example of internal communication
An email from a manager to their team.
Give one example of formal communication.
An official report or a formal business letter.
State one common barrier to effective communication.
Noise, language differences, or poor technology.
Why is two-way communication generally more effective than one-way?
Because it allows feedback and clarification, reducing misunderstandings.
What is one advantage of written communication compared to verbal?
It creates a permanent record that can be stored and referred back to.
Give one example of external communication.
A letter or email sent to a supplier or customer.
Give one example of informal communication in a workplace.
A casual conversation between colleagues in the corridor or WhatsApp chat.
How can information overload be a communication barrier?
People receive too many messages and may miss or ignore important ones.
Give one example of communication aimed at instructing employees.
A manager explaining step-by-step how to use a new machine or process.
It creates a permanent record that can be stored and referred back to.
A chart or graph in a presentation to show sales trends.
Why might a business use different language or tone for internal versus external messages?
Internal messages may be more informal and technical, while external ones must appear professional and clear to outsiders.
Why do organisations still need formal communication even if informal channels are faster?
Formal communication provides clear, authorised messages and records for accountability.
Give one way a business can reduce barriers caused by language differences.
Use simple language, translation, or training in a common business language.
Explain how effective communication can improve employee motivation.
It makes employees feel informed, valued, and clear about expectations and goals.
Explain why electronic communication can improve speed but also create problems.
Messages are sent instantly, but volume and distractions can cause people to ignore or misread them.
A company posts a job advertisement online. Is this internal or external communication, and why?
External, because it is aimed at the outside labour market.
How can informal communication be useful for managers?
It can reveal employee opinions, morale, and early warning signs of problems.
Explain how organisational structure can create barriers to communication.
Too many levels of hierarchy can slow down or distort messages.
How can poor communication negatively affect decision-making in a business?
Decisions may be based on incomplete, late, or inaccurate information, leading to bad outcomes.
In what situation would non-verbal communication be especially important in business?
During interviews or negotiations, where body language, eye contact, and tone signal attitudes.
Explain one risk of poor external communication with customers.
It can damage the company’s image and reduce customer trust or loyalty.
Describe one possible disadvantage of relying too much on informal communication.
Rumours and inaccurate information can spread quickly and cause confusion.
Describe a realistic situation in which poor communication leads to conflict between managers and employees
Management announces a change in working hours without clear explanation or consultation, making employees feel ignored.