Methods of Communication

Importance of communication

Communication is the transferring of a message from the sender to the receiver, who understands the message.
- A message is the information or instructions being passed by the sender to the receiver.
Effective communication is important because it:
- reduces errors
- speeds up decision making
- improves motivation
- strengthens customer relations

Internal communication is between members of the same organization.
- Examples include:
  - notices on a table/board
  - someone asking a question
  - phone call
External commmunication is between the organization and other organizations or individuals.
- Examples include:
  - orders for goods from suppliers
  - sending info to customers about prices and delivery times
  - advertising goods or services
  - asking customers to pay bills on time

Method	Type	Advantages	Disadvantages
Meetings	Verbal	Allows immediate feedback, body language and tone can be read, good for brainstorming	Can take up too much working time, no permanent written record of what was said, hard to coordinate across time zones
Email	Writtten	Fast, low cost and leaves a permanent record, can send large documents to multiple people instantly	Risk of information overload, vulnerable to security hacks/viruses, lack of personal connection
Text messages	Written	Instant, direct, and high open rates, great for quick, urgent updates	Limited space for detailed info, can look unprofessional for external clients
Social media	Visual/written	Massive external reach to potential customers, dyanmic, interactive and relatively cheap	Public mistakes can ruin a brand’s reputation instantly, requires constant monitoring for negative comments
Phone calls	Verbal	Quick, personal, allows instant feedback, good for resolving tense issues	No written proof of conversation, can be distruptive if the receiver is busy
Posters & noticeboards	Visual	Cheap, eye-catching, stays up long-term, reaches a large internal audience passively	Easily ignored after a few days, one-way only (no mechanism for feedback)

Communication barriers are factors that stop effective communication of messages.

Barrier	Example	Problem	Solution
Problems with sender	Manager uses technical jargon	Receiver misinterprets instructions and makes errors	Use clear, everyday language. Train managers to adapt to their audience
Problems with medium	A printed poster is placed on a crowded, messy noticeboard	Message is unseen	Use direct, high-impact channels like text alerts or direct emails
Problems with receiver	Employee does not trust manager or is distracted	Worker ignores the directive, leading to poor morale or missed targets	Hold interactive, face-to-face meetings where two-way communication is required
Problems with feedback	No channel is provided for the receiver to ask questions	Sender assumes the message was understood when it actually fails	Mandate confirmation replies or include clear Q&A sessions at the end of briefings