Communicate In A Business Environment Essay

Unit 301 – Communicate in a business environment

Learning Outcome 1:

Understand business communication models, systems and processes.

1.1 Analyse the communication needs of internal and external stakeholders

Stakeholders are integral to the everyday running of a business. Therefore, communication between them is essential, in order for everyday procedures to be carried out efficiently and correctly. There are various different types of stakeholders, both internal and external.

The first type of internal stakeholders is managers. As the manager runs a department, or the whole organisation, they must be accessible whenever a problem arises via various communication channels, such as telephone and email. An advantage of this is that they will

It is important the following 5 questions are answered to ensure a plan is correctly established.

Who?

This refers to the person who is instigating the method of communication. If it was a phone call for example, they would have to find out the recipient’s name and phone number beforehand. In a meeting scenario, the director may be the overall person responsible for running a meeting, so he must take responsibility in setting up and planning the event.

What?

This refers to the topic of conversation taking place. For example, if it is in an area that does not match your level of knowledge, you should take a message, and get them to say their name, where they’re calling from, number and what they were calling about. Alternatively, if you have a phone system that will allow you to do so, you can transfer calls through to a person in the relevant field. Or if it was an email, you could forward it on to the relevant person. These are important, but basic features for most office-based

It helps dissociate what you planned to write from what is actually there.

Reading from a hard copy

If you were sending an email containing lots of precise details regarding an important matter, it would be worth printing a copy of the draft out and comparing it alongside the source of the original information. Compare each value to its respective record and check the values match. If everything matches, then you’re safe to send the email.

Check the spelling of all words, particularly names

This point is self-explanatory, but if you spell someone’s name wrong, it is likely to frustrate them and it doesn’t give a good impression.

Get a colleague to read

Sometimes, another person can spot mistakes that you may not, so it is always worth having a colleague re-read an email to hopefully pick up on any errors. You could also email a copy to them first, and then they can reply back to that, copying the contents and changing any