Good morning, everyone. Today we are going to talk about methods of communication in business. Communication is one of the most important skills in any organisation. Without clear communication, even the best ideas can fail. Businesses use different methods depending on what they need to say, who they are talking to, and how urgent or formal the message is. The four main methods we’ll look at are spoken, written, electronic, and visual communication.
Let’s start with spoken communication. This is simply when people talk to each other, either face to face, over the phone, or through video calls. The big advantage here is that it allows immediate feedback. If something is unclear, people can ask questions straight away. Spoken communication is also more personal because tone of voice and body language help build understanding and trust.
However, there are some weaknesses too. It doesn’t leave a permanent record, so people might forget details. It can also lead to misunderstandings if the message is not clear or if there is noise or distraction. For example, when a manager holds a team meeting to discuss weekly targets, that is spoken communication in action.
Next, we have written communication. This includes letters, reports, emails, memos, and policy documents. The great thing about written communication is that it provides a permanent record. It’s also useful for explaining detailed or technical information that people may need to refer to later.
On the downside, written communication takes time to prepare and review. It also lacks tone and body language, so messages can sound cold or be misinterpreted. For instance, the HR department might send an email about new leave rules. It is clear and official, but if the wording is too formal, employees might find it confusing or distant.
Now let’s move on to electronic communication. This is what most businesses rely on today. It includes emails, instant messaging, video conferencing, company websites, and social media platforms. Electronic communication is fast, efficient, and allows global connection. It’s perfect for businesses with teams spread across different countries.
But there are also challenges. Employees can get overwhelmed by too many messages or notifications. There are also security risks if confidential data is shared online. And of course, it depends on technology, so a power outage or poor internet connection can cause delays. A good example would be a multinational company like Unilever holding a virtual meeting with employees from various countries using Zoom or Microsoft Teams.
The fourth type is visual communication. This uses images, graphs, charts, videos, and infographics to share information. Visuals make complex data easier to understand and can keep people more engaged. They are especially useful when dealing with large amounts of information or when language differences exist.
However, visuals can sometimes be unclear without proper explanation, and creating them may require technical tools and skills. For example, a marketing team might use colourful charts and images to show sales trends during a presentation. This helps everyone see the results more clearly.
So, how do businesses choose the right method? It depends on several factors. If the message is urgent, spoken or electronic communication is best. If it’s formal or needs to be recorded, written communication works better. If the audience is large or global, visual and electronic methods are most effective. For example, a CEO might give a speech at a company event to motivate employees, then send out a written summary of new company goals through email afterward.
To sum up, different communication methods suit different situations. Spoken communication builds personal connection, written communication keeps a record, electronic communication connects people quickly across distances, and visual communication helps simplify complex data.
By the end of this lesson, you should understand when and why businesses use these different methods, what their strengths and weaknesses are, and how choosing the right method helps keep communication clear
