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Purpose of Planning Communication

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Unit 204

Outcome 1- Understand the purpose of planning communication.

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1.1- Explain reasons for knowing the purpose of communications.

By knowing the purpose of communication you know how to respond, to whether it is designed to start a debate, send a message to people or just a general information briefing and know how to interpret the information. It is important for me to know the purpose of communication when I contact another company as I need to find out information and normally very specific information, so the purpose of my communication is information retrieval.

Whenever anyone communicated they are transferring information, an opinion or a message so this needs to be clearly laid out so the purpose remains clear.

1.2- Explain reasons for knowing the audience to whom the communication is being presented.

By knowing who your audience is it is easier to adapt your communication to make it audience acceptable. If a business man with many years of experience will be able to understand more complex business jargon where as a new employee to a business would need things explaining in a jargon-less way, unless you also clearly explain what the technical term means but this can be time consuming.

In my work I occasionally deal with customers and as I am still new at work I don’t use any form of jargon, this is useful because customers may become confused when presented with terms they don’t understand.

1.3- Describe different methods of communication.
There are several methods of business communication.

· Video conferencing- allows for people in different locations to hold interactive meetings. · Emails- which provide an instantaneous medium of written communication worldwide. · Reports- important in
documenting the activities of any department. · Presentations- very popular method of communication in all types of organisation, · phone conferencing – allows people to speak long distance. · Face-to-face meetings- are personal and should be succeeded by a written follow up.

1.4- Describe when to use different methods of communication.

· Video conferencing- this method is used a lot in business as it allows for two (or more) people speak on what may be the closest face-to-face communication they can achieve. Used a lot with international business communication. · Emails- are constantly used as a method of communication, ideal for when you require a lot of information i.e. file transfer or when a reply is not needed with a great amount of urgency.

· Phone conferencing- is ideal for a management meeting or for when multiple members are involved and transporting everyone to the same location is not practical. · Face to face meetings- this method is ideal for building business relations, for building a good relationship with customers/clients and for business meetings or presentations.

Outcome 2- Understand how to communicate in writing.

2.1- Identify different sources of information that may be used when preparing written communication. · Books- an old fashioned but still very useful source of information. Books can now be found available on the internet but a much wider range is available in public libraries and is great for information research. · Archived documents- this source of information is used a lot in business where retrieval of older information specific to a particular topic (e.g. financial reports covering the businesses lifetime) are required for the written communication.

· People- asking people can be a great source of information, they can give you an opinion, personal account and if they are more experienced/educated within the topic you are researching can give you a great amount of details or simplify a piece of information so you can understand it easier.

2.2- Describe the communicational principles for using electronic forms of written communication in a business environment.

Electronic forms of business communications are communications through emails, faxes etc. Anything that is stored or transmitted electronically are electronic forms of data or communication. One has to make use of all the different tools available in the organisation, and learn to use them accurately and effectively in order to perform the job efficiently and save time. communication is. 2.3- Describe reasons for using language that suits the purpose of written communication.

Written or spoken language exists to communicate thoughts and information. In the work place, the profitability of the business very often depends on this skill whether it’s communication with colleagues or customers.

2.4- Describe ways of organising, structuring and presenting written information so it meets the needs of an audience. This all depends on what information you have to communicate and the knowledge and experience of your audience with the subject. For example: If you are talking/writing about computers and your audience is well versed in computers, you can pack your communication with all the technical terms and jargon you like. If your audience is rank beginners, you have to go slower and use few if any technical terms.

2.5- Describe ways of checking for accuracy of written information.

– Spell check and grammar check: Spell check is an option available to easily correct typo errors. Sometimes it will not be 100% accurate, because if you typed a word instead of another, then spell check will not be able to trace it. So it is always best to read through the document twice before finalising. Also, some new words will not be added on to the spell checkers database and so relying solely on the spell checker is not good. – Use a template: Usually every organisation has a different style for documents they produce.

They will be all be available, you should research through to find the correct style for the document that you produce depending on needs, department and organisations follow the style guide to produce the document. As an organisation documents have to be produced in a standard and professional format. – Take help from another reader: Another way to ensure accuracy is to have your document read by another reader. Sometimes when we read through our own work, minor and sometimes major errors can be hard to detect. Sometimes you would have written things repeatedly, which will be easily picked up by a different person. Also grammatical, punctuation and style errors can be picked up if the reader is an experienced person.

2.6- Explain the purpose of accurate use of grammar, punctuation and spelling.

The main purpose in the correct use of grammar, punctuation and spelling is ensuring the receiver of the information reads it accurately.

2.7- Explain what is meant by plain English, and why it is used.

Plain English is plain language used for communication that emphasises clarity and avoids technical language. This is very important particularly in relation to official government communication.

2.8- Explain the need to proof read and check written work.

Any work that is written has to be checked and proofread because the content that we write is important. The way a paper or any information looks affects the way others judge it. We all put in so much effort to develop a document and put in all the ideas and skills we have to create a document. So it has to be done with no errors, else it will create a bad impression to the reader which affects the name of the organisation.

2.9- Explain how to identify work that is important and work that is urgent.

Importance and urgency are two totally different things. When something is urgent I rush to do it, when something is important I prioritise it. In our day to day work schedule we have a mix of tasks, some important, some urgent and some of low priority. But all tasks have to be completed before the deadlines, as it is very important for the progress and running of the organisation.

2.10- Describe organisational procedures for saving and filing written communications.

Every organisation has its own policies and procedures for saving and filling documents. I always follow the policies and procedures of my organisation when I file documents. Documents with similar information are filed together for ease of accessibility when necessary. Documents that need to be shared with other departments and other staff are always stored on shared drives. Most companies are very particular about the storage of confidential information. Irrelevant of where they are stored, they usually are password protected and stored safely in personal and protected folders, encrypted if necessary. Records may be kept as paper files, or electronically in shared drives, databases or document management systems.

Cite this Purpose of Planning Communication

Purpose of Planning Communication. (2016, May 24). Retrieved from https://graduateway.com/purpose-of-planning-communication/

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