Importance of Proper Communication in Businesses through Different Services

Effective communication by sharing different business information is critically crucial in active businesses. Maintaining the flow of information is also important and for that it is mandatory to know the art of making communication effective. Different miscommunication and communication barriers can affect the pace of the flow negatively and it is important for the employees of businesses to be well aware of that. However, for boosting up the effectiveness of communication,businesses use different types of business information.

• Verbal Information

• Written Information

• On Screen Information

• Multimedia Information

• Web-Based Information

While using different types of business information it is also important to know when to use which type of business information to share information in an efficient way. Knowing what these information types are and their purposes can be a dynamic help for the employees of Businesses to learn the art of using information accordingly. Below, the information types and their purposes are described in brief: 

• Verbal Information: This is the method where people use speech in order to exchange different effective information. It is one of the most popular ways of communicating and sharing information under work areas like Businesses and obviously the easiest one. Having a control on the intonation of our voice is an astonishing boost up to make verbal communication more efficient. Sometimes, it might not be able to meet a person to do verbal communication but telephone and voice call facilities are always there. As a matter of fact, verbal communication is a very fast process of communication too as all people need to do is express what we feel about or share information using speech. Some minor disadvantages of verbal communication are, sometimes, the sound can get distorted and that can cause miscommunication and last but not the least, when employees are doing a verbal communication, they don’t get the time to think before replying, mostly the reply is expected immediately. Verbal Communication is a basic ability humans have that separates us from the animal kingdom. (Richards et al, 2010)

There are different purposes of Verbal Information, the most basic and important purpose is to provide the information properly and make sure if the receiver has understood it or not, this is a purpose which is common in most of the information types from my list. Other than this, verbal communication is a great way to make a request, as it enables the ability to speak to the person who has to be requested so, it helps to show our emotion properly and can bargain too. Providing instructions is a work of daily basis in Businesses’s office as the seniors are always instructing the newcomers and their subordinates and using verbal communication in order to instruct actually is a great choice, as the instructor can put strength in the voice where he should mentioning the importance and use various types of emotions. Confirming an agreement is another thing that verbal communication helps to do but there will not be any evidence and that is a major drawback, so, it is wise to confirm not so important agreements while sharing verbal information. Finally, making promotion of idea, products and service, it is obviously a leading purpose of Verbal Information because Verbal Information is very persuasive as it helps to show emotion and bargain and they are two great methods of persuading. 

Along with the advantages, there are some disadvantages of verbal communication too! A major drawback of it is that no evidence is recorded of the communication and for professional purposes, evidence is hugely required. On the other hand, voice can sometimes get distorted due to different noise and other communication barriers and that causes a miscommunication sometimes. Finally, while the employees of Businesses are speaking, they mostly don’t get enough time to think and reply and that creates a problem. 

• Written Information: The sharing of information using the medium of written words is written information. For external communication of Businesses it is one of the most used forms of information as it is very fast in conveying information to high distance. Using, e-mails, letters, texts and any other communicating way where we write fall under this type of communication. Using different writing styles accordingly is an uplift to the efficiency of this form of information sharing, for example, while informal information sharing, we can use a smiley face emoji in order to look friendly. Written Information is indeed one of the most common forms of business information there is.

Written Information has different purposes, an advantage written information provides verbal information does not is that it keeps the permanent record of any information, which can work as an evidence in the future and this is one of the most important purposes of written information. On the other hand, establishing different corporate relationships are mostly done using written paper work, as it is a greater evidence than verbal form of information. While you are communicating verbally there remains a chance of getting the speech distorted and that distortion can make the information vague but when you are communicating in the written form of communication there is no chance for the information to become vague and that is another great purpose of written information. The clarity of the information is enhanced in written communication and it can be viewed more than once, so, most of the important information like company notices, changes in departments and many others in Businesses is conducted using written information, the employees find it easier and can view the information in ease. (Richards et al, 2010)

A very few disadvantages of written information include the huge consumption of time. Specially, when the communication is internal, written information might not be the most suitable form to go for, because people might fail checking the piece of paper where we send the information or the e-mail. So, verbal communication is obviously better within an organization unless, it’s a huge company. Maintaining secrecy might be another problem and delicate information might be leaked as the record is kept. While communicating verbally voice might get distorted and that might lead to miscommunication. 

• On-screen Information: In on-screen information we use the screen or a display in order to convey the information we want to provide, the screen can be a computer, television or any other kind of screen. In Businesses, on-screen information is used in a daily basis for providing information using different presentations, on the other hand, you can see different Businesses Advertisements on television, that can be considered as on-screen information too. This form of information is a very smart and fast one because it can reach many people at once and on the other hand, it can attract more people compared to verbal or written form of information. In this digital age, on-screen information can be a huge help at times. 

The purposes of on-screen information are many, one of them is reaching uncountable people at once as it has been mentioned before, it is without a doubt a great form of distributing information. On the other hand, there can be receivers who are not blessed with literacy and for them it is tough to apprehend an information by reading, so, when we are using on-screen information the receivers who are not literate can understand the information with the help of the TV News. It is a very fast form of communication which reduces time wastage in an immense way. For companies like Businesses, it is very important to stay updated with the other international companies and to maintain the global grade it is important to make proper use of on-screen information as most of the other companies like Businesses are also using on-screen information for making proper attraction towards their companies. Last but not the least, conserving the information is one of the most important tasks to perform, so, it is very important that we perform it efficiently and using on-screen information at this case is without a doubt one of the greatest choices Businesses can go for.

A huge disadvantage of on-screen information is that it is way more costly than the first to information.  Airing a new on TV or an Add will cost Businesses a lot and for every second. On the other hand, producing an onscreen information costs time too, whereas verbal and written information don’t cost that much time, not even half. 

• Multimedia Information: It is a very attractive form of information where Businesses use the blend of video, animation, audio text and many others to catch the attention of its customers or any other information receivers. Just like on-screen information it is also spread information in a very fast way, however, multimedia information can whether be on screen or off-screen, there is no condition like it has to be on-screen only. Some examples of multimedia information are, newspaper, presentation, TV News, TV Advertisements and many others. Multimedia information is naturally the most attractive form of information there is. In this modern age, most people prefer multimedia information to persuade. 

Purposes of Multimedia Information are many, one of them is to compete with the rival companies, as we know, most of the rival companies of Businesses like Grameenphone, Banglalink and some others make proper use of Multimedia Information in order to attract their customers, so, it is crucial for Businesses to do that to in order to stay competitive. On the other hand, making the information entertaining is a huge boost-up to efficient communication and making proper use of multimedia in the information without a doubt does the greatest job while performing tasks like this. Making the information entertaining also makes it attractive by the way. Multimedia Information can reach plenty of people at once, even while conveying a presentation in Businesses’s office mostly, there are more than thirty viewers, so, just imagine how many viewers Businesses’s TV Advertisements get at once. Just like on-screen information, Multimedia information also helps the people who are not blessed with literate knowledge to receive the information and that is a huge help for Businesses. The most important purpose of Multimedia Information is to attract the viewers, as by using multimedia components we can make the information attractive, entertaining, top-notch and overall, extremely persuasive.  

Although Multimedia Information is very persuasive and up to the date there are some disadvantages. One of the disadvantages is that, you need electricity to get access to it as mostly, the information is on-screen, for example, on Television or Social Media sites. Even for presentation slides, we need a computer to operate. On the other hand, it is costly compared to the first two methods explained. 

• Web-Based information: The method where we use the Internet and Web Technologies to maintain a proper communication and provide information to our customers, users or any other kind of receiver is Web-Based Information. It is a fast and elegant form of information and is very popular right now. Businesses, uses this form of information on a daily basis, for example, updating their web-site and providing the latest information on it. Making use of the social media sites is also a very popular web-based information sharing nowadays, perhaps, the most effective one too.

There are many purposes of web-based communication and one of them is maintaining cost efficiency. Comparing to TV Advertisements, Newspaper Advertisements and many others, it is way more cost-efficient, in easier words, extremely cheaper. First of all, the information you provide on the web stays there forever, but in newspaper, it will be viewed once day and then it is over, it is pretty much the same for Television. On the other hand, it also can reach a huge number of people at once. Updating the information is another thing which you can do when you are using web-based communication, which is technically impossible in the other forms of business information. For example, if you have a website, you can easily update the information by contacting with the IT officer of Businesses. On the other hand, websites are widely used to provide the information of the companies in an organized way, for example, the backstories of companies like Businesses, their motives and many others. Using web-based information is an enhancement to data security too, as it stays on the web forever and no one barring Businesses can change it unless the website is hacked. Finally, most of the other rival companies have websites and to maintain professionalism it is very important for Businesses to have a website and provide information on the web. The use of internet has increased immensely this decade and most people will search for the website of Businesses, mostly their beloved customers and if they do not find it then they will be disappointed with the company because the rivals have their website.

A minor disadvantage of web based information is that there are mostly no one to interact and let you know more about the information provided on the website, which sometimes keeps the information vague and the customers of Businesses look for a verbal assistance when the information is vague. So, it is important to have an all-time available customer service crew along with the website.