OCR Level 3 Cambridge Technical in Business: (Student)

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4/12/2017 OCR Level 3; Cambridge

Technical in Business
Unit 6 Business Communication

[Student]
Unit 6: Business Communication

Task 1
P1:
Types of business information
Following are the various types of business information
Verbal Information
It is the most common and best way to communicate, despite of the fact it is not always the most
efficient way of communicate in most of the larger organizations. While it can immediately solve
many problems.

Written Information
These types of information can be in the form of words, shapes, charts, graphs, diagrams and other
visual art. These can be originated from vast range of sources, such as internet, newspapers, books,
articles, trade journals and other official publications.

Screen Information
Such type of information can be produced with the help of screens. This can be watched through
multimedia televisions and CD-ROMs which integrate text, animation, video and audio.

Multimedia Information
Multiple types of media combined together to produce multimedia. Media can be text, graphics,
audio, video and animations.

Interned based information


This knowledge can be gathered through internet browsing. Which ultimately displays many
benefits of multimedia technology. Now a days fastest broadband speeds are available which
allows the users to browse sophisticated content anywhere in the world. Anyone can assess the
information anywhere in the world on just one click.

Sources of business information


Business information can be collected from variety of internal sources within the organization and
from the external sources which means the data can be collected from somewhere outside the
company. Internal sources included various departments such as Finance, HR, Production,
Marketing etc. External sources are Government publications which have important statistics,
regional and Labor Market Trends. Other common external sources are Trade groups, Commercial
databases, and market researches.

Purpose of business information


Genuine and valid information is necessary for all business organizations. Without this
information a business cannot flourish and the manager has no idea where its company stands in
national and international market and how to proceed the organization in future. An organization
utilizes this information for variety of purposes including

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Unit 6: Business Communication

 Updating the company’s information


 Apprising future plans
 Develop tactical directions and analysis
 Communicating promotional pakages
 Fascinating supporters
 Attracting demands [1]

P7:
Electronic Communication Methods.
Internet
Internet is a universal source of accessing information. It can be utilized as a mean of
communication for audience and users. Electronic communication are primarily the screen based
and email. The target ordnance is anyone who can assess the internet. Through World Wide Web
and google anyone can assess the information
Email
An electronic form of letter through which anyone can be addressed. It is not very reliable form
communication because the sender’s personal mood and expression cannot be assessed. The target
audience are teen and young people. It can only be used for questions and answers and to pass
orders to down level management.
Phone Call
Phone call is more personal as compare to emails and there is less chance of misunderstanding and
misinterpretation. The target audience are management, customers, employees or friends.
SMS (Short Message Service)
It is used extensively in business by creative means. It can act as a marketing gadget, through SMS
employers can communicate 24 hours. It can be used for promotional codes. The target audience
can be anyone whole subscribed the company’s SMS service.
Video Conferencing
It allows the companies to communicate from far away. It has no expense of travel one just need
a web camera. These services allow the two companies, departments and sectors to interconnect
with one and other transfer the information. Target audience can be company’s managers and other
business people.
Digital Broadcasting
Such type of communication allows the viewers to connect with programmers and entertainers
which are provided by the broadcasters. The audience targeted by such means are the viewers and
subscribers of TV and Cable programs.

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Unit 6: Business Communication

Non-electronic Communication Methods.


Face-to-Face
One to one communication is the most effective way of communication. It is more influencing and
everyone is open to interaction. Both parties can express what they want and respond
correspondingly. Both can exchange hardcopies, visions and thoughts. A wide range of audience
can be targeted.
Invoice
The invoice lists the quality, ingredient, price and description of every product. It is a sort of legal
document and the target audience are the customers and dealers.
Memorandum
It is a sort of notice or order. It is used to communicate within the organization. The target
ordinance are the internal staff and employees of the organization.
Letter
Letter must be a high standard formal or informal sort of communication. It must be clear and
instructions should be there how a reader should respond. It can give rise to legal liability. It can
be specialized or simple, impartial or emotional. The audience can be anyone with the literacy
skills [2].

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Unit 6: Business Communication

Task 2
P5:
Legal Issues
These are different components of legislation and laws which protect the use of business
information
1998 Act of Data Protection
It is the requirement of various businesses to collect, store and use information regarding publics’s
personal data. The data protection act protects the information from being misused. The stored
private data should be
 Gotten in a legal and fair manner.
 Utilized only for the purpose which is stated
 Adequate and relevant
 Precise and necessarily up-to-dated
 Handled in line with one’s right
 Sheltered from transfer to any outside area from European Economic Area.
2000 Act of Freedom of Information
This act provide people and organizations with the right to ask for information from any public
authority. The public authority should facilitate the applicant and should provide the relevant
information in the requested format within twenty working days.
Computer Misuse Act 1990
This act respond to the act of misusing the computers especially the activities like hacking
someone’s computer, the protected files or to try to transfer data or viruses in the other party’s
computer. This is split into 3 sub components including
 Unlawful access to computer material
 Unlicensed and Unapproved asses to computer system with intention of offense
 Unauthorized modification of computer material [3].

Ethical Issues
Following are some of the ethical issues regarding business information
Use of electronic mails
Many organization now a days have a code of conduct on the correct and appropriate use of emails.
Internet

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Unit 6: Business Communication

Organization have a code of conduct to use internet for their workers. There is a complete set of
instruction for which purpose employees can use internet and for which they cannot. Many
organizations are adhere to govern the selling on internet.
Whistle-blowing
Blowing whistle may consider a serious ethical issue. They may receive a serious offense from
law implementing authorities. Whistle Blowers might receive legal notice under public interest
disclosure act.
Information ownership
If the business in creating information from there day to day task they should be responsible to it.
They need to secure the information privately and act with truthfulness when anything has to be
altered [3].

P6:
Organizations have to protect, secure and manage uncountable bits of information. Following are
the ultimate issues of safeguarding that
 The organization receive the required information
 The suitable number of staff receive the information
Security of information
Security of the information is the major responsibility of an organization. Information security
management deals with the management deals with the veracity and availability of organization.
Many companies keep this information on the secure IT systems there is a risk of malevolent
attacks such as viruses. The IT security policy should take account of the common risks to the
information that their business relies upon.
Backups
Business organizations should have bake ups to make sure that the data is safe and available in
case of any mishap.
Business continuance plans
These plans are made to make it sure that a company’s is skilled of enduring a worst case of
situations e.g. the regular backups of information. As a results of a plan employees may need to
change the way they are working [3].

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Unit 6: Business Communication

Task 3
P2
 Workshops or Seminars; Internal staff can be communicated well through workshops and
seminars. This is an interactive session hence all the audience and involved and
participating.

 Emails; Email is the most reliable way to communicate both individually and collectively.
Internal business information can be communicated easily through emails.

 Conference calls; Another most steadfast way is conference call in this way every member
can participate and well connected with other members. Through conference calls every
department such as HR, Finance, Marketing etc are also interlinked and well connected
which makes it easy to communicate within the internal staff members [4].

M1:
Workshops or Seminars; the advantage is one to one communication can be carry out and everyone
can interact while the disadvantage of workshops or seminars is that efficient communication
cannot be done.
Emails; it is the most effective way to communicate individually and collectively while face to
face interaction is not possible.
Conference calls; the advantage of conference calls is that everyone can participate and introduce
its ideas and visions, it also does not require the expense of travel but on the other hand it require
time and technology which is crucial to manage.

D1:
Following are the recommendations for improvements
 Company should organize formal meeting and extensive presentations to discuss the real
facts and figures.
 Company can facilitate employees and improve their pay scales in order to improve the
overall productivity
 In order to advertise more appropriate means such as social media and print media needs
to be utilized
 Events should organize and national level.
 Create awareness about the product among local public [5].

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Unit 6: Business Communication

P3:
The stakeholders are the major influencing body and it is very important to get their cooperation
and address their concerns. The most effective way to address the stakeholders is to conduct annual
meetings with extensive presentations. The presentations and meetings should have special
question answer sessions. The meetings should address all the concerns and issues of stakeholders
and satisfy their needs and demands. Addition to that regular routine meetings with stake holders
should also be conducted to maintain effective communication [6].

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Unit 6: Business Communication

Task 4
P4:
The external corporate communication is good but not satisfactory. As the company is
communicating with stakeholders through business letters and seminars which is not enough to
satisfy them and answer their concerns. On the other hand the external corporate communication
should be influencing enough to justify why people should use this brand instead of other brands.

M2:
External corporate communication can be improved through seminars, extensive presentations and
one to one meetings with stakeholders in which all the information can be communicated all facts
and figures should be discussed with top management and stakeholders to make them satisfied.
D2:
Following can be done to improve the next corporate communication of “Dazzling Head Spray”
 Include electronic media and TV communication. National level and appealing
advertisements can attract a large number of audience. In this way the company can have
a phenomenal increase in sales.
 Discount packages for limited time can attract the customers. The company can also launch
small size sample packing in this way organization can built customer’s trust on the
product.
 Improve external communication in order to make the product well known in national
market [7, 8].

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Unit 6: Business Communication

References
[1] http://teachingwithcrump.weebly.com/p1---understanding-different-types-of-business-
information.html
[2] https://www.stuvia.com/doc/282964/unit-4-p7--outline-electronic-and-non-electronic-
methods-for-communicating-business-information-using-examples-for-different-types-
of-audience
[3] http://www.independent.co.uk/news/uk/home-news/what-renegade-mi5-officer-david-
shayler-did-next-1763246.html
[4] http://www.studymode.com/subjects/p2-present-complex-internal-business-information-
using-three-different-methods-appropriate-to-the-user-s-needs-page1.html
[5] http://www.doingbusinesswithmrt.com/2015/04/unit-4-p2-present-complex-internal.html
[6] http://bigbuddysociety.net/essays/evaluate-the-external-corporate-communications-of-an-
existing-product-or-service/
[7] https://www.fastcompany.com/3045455/5-tips-to-create-effective-internal-
communications-with-your-team
[8] https://www.salesforce.com/blog/2015/02/internal-communications-strategy.html

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