methods-of-communication

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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

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	Weaknesses
Quick and immediate, as it allows instant feedback	Can be easily misunderstood, especially if instructions are complex
Builds relationships through tone and emotion	Not always recorded, which can lead to confusion or memory issues
Flexible, as it allows questions and clarification	Background noise or other distractions can reduce effectiveness
Suitable for sensitive or personal topics	Hard to share with many people at once without a formal structure
Encourages teamwork and motivation as it creates a human connection between people	Relies on good listening skills to ensure information is not missed

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

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	Weaknesses
Creates a permanent record that can be referred to later	Can be time-consuming to write and read
Helps ensure accuracy and clarity, especially for complex topics	No immediate feedback, as delays in clarification may cause problems
Can be easily shared with multiple people	The tone can be misunderstood or seem too formal
Suitable for formal communication and legal documents	People may ignore or overlook written messages
Useful across different time zones or when people are unavailable	Lacks the personal touch of face-to-face or spoken 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

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	Weaknesses
Fast and efficient, as messages can be sent instantly anywhere	May lead to information overload as a result of too many messages or emails
Can combine text, images, audio and video	Can be impersonal, reducing human connection
Supports remote working and international communication	Technical problems, such as system crashes or poor internet connection, can cause delays
Easy to store and retrieve as messages can be saved and reviewed	Security risks due to data breaches or hacking of sensitive information
Helps with collaboration through shared documents or group chats	Employees may ignore or misunderstand messages if they are poorly written

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

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	Weaknesses
It can make complex information easier to understand	It can be misinterpreted if visuals aren’t clear or well-designed
It helps people remember information better than text alone	Some messages need explanation, which visuals alone can’t provide
It can be engaging and eye-catching, especially for presentations or marketing	It can be costly and time-consuming to produce high-quality visuals
It is useful for people with low literacy or language barriers	Not all employees may have access to or skills with design tools