Business Communication Methods and Tools

The assignment focuses on identifying different forms of business communication, including face-to-face interviews, internal tools, and electronic methods. It highlights the significance of corporate communication in sharing ideas and protecting information within a company. The report also touches upon the use of various business information sources by Mark & Spencer's, as well as legal and ethical issues affecting business information.

BUSINESS
COMMUNICATION

Table of Contents
INTRODUCTION ..........................................................................................................................3
TASK 1 ...........................................................................................................................................3
P1 Various types of business information, their sources and purposes......................................3
TASK 2............................................................................................................................................4
P2 Internal business information use the various type of appropriate methods..........................4
Remaining part covered in PPT..............................................................................................5
P3 Corporate communications....................................................................................................5
Remaining part covered in Poster...........................................................................................6
P4 External corporate communications of an existing product or service..................................6
TASK 3............................................................................................................................................7
P5 Legal and ethical issues in relation to the use of business information.................................7
TASK 4............................................................................................................................................7
P6 Operational issues in relation to the use of business information..........................................7
P7 Electronic and non-electronic methods for communicating business information................8
CONCLUSION ...............................................................................................................................9
REFERENCES .............................................................................................................................10
INTRODUCTION

Present report based on communication is process to share the information and interact
with each other to use many forms of interaction (Bovee, 2010). Business data sharing, exchange
the ideas and thoughts between people within and outside an organization that is present for the
commercial benefit of the company. This report based on Mark & Spencer's it is a retail firm to
provide the clothing, home products and luxury food products. They use the various topics such
as marketing, brand management, customer relation or behaviour, advertising, employer
engagement and corporate communication. Firm includes the various channels of media. It is
related to the professional and technical tools.
TASK 1
P1 Various types of business information, their sources and purposes.
It is a process to sharing the information with the use of many sources and use in the
business for a purpose. There are many sources of business information use by the Mark &
Spencer's that may includes the verbal, written, on-screen, multimedia and web.
Verbal information- This type of information simply sharing the ideas and thoughts
between individual using in speech. It is most common interact form used to inform and instruct
people within the organization. It is a great type of from to resolved the any confusion for
example, through the face to face and team brief meeting.
Written communication- This type of information includes the type of appropriate
methods to make the use written words for sharing the information (Guffey and Loewy, 2010). It
is used by the firm for due to the fact that on a hard copy can be kept and read by one or more
person. Its includes many type of forms such as letters, mails, handouts etc.
Types of
communication
Type Purpose Sources
Verbal
Communication
 Team brief meeting
Between all customer
sales, selection
coordination and
manager
 Face to Face
communication
To inform the all
employees to about the
sale and offers.
Described the staff
performance
Internal- Finance and
marketing
External- Competitors
Internal- HR
department, job

description
External- Government
laws, Candidates CVs
Written
Communication
 Letter are sent from
many departments
related to operation
process.
Present new ideas,
plan to inform and
instruct employees.
Human resources and
operation departments
are use websites
mails .
On screen information- It is new from of sharing techniques that are use by Mark &
Spencer's to sharing new ideas for business. This information can be spread to la lot of
employees at one time. Its use in the meetings to use projector showing the presentation that
allow the all members to see.
Web based information- Its show the information may people and read at a time. They
use the many business websites for sharing the information.
TASK 2
P2 Internal business information use the various type of appropriate methods.
Business information use different methods for internal interaction to the user’s needs for
sharing the information. Mark & Spencer's use these methods in written communication. Its
includes any type of interaction that make use in the written words to sharing the new ideas and
plan for the business process (Hooker, 2012). There are some methods of business tools given
below-
Visual communication- It is form of communication is direct face to face interaction
between one or more person. Its includes speeches, presentation, meetings, discussion and any
other forms of oral communication, Company use the face to face source in meeting with staff
members to described their performance, sales and gain trust.
Verbal communication- This from is very common to do listening than speaking
because in this form to deal with the clients,. Its involves the face to face or telephone
conversation are use for sharing the information related tot he business process and new ideas,
Employees use this form can share their work experience, feelings, thoughts towards the work
and company.

Non-verbal communication- This type of method not involving the words to share the
thoughts, ideas and experience. Its includes the people face expressions, gestures for share own
ideas and information (Laster and Russ, 2010). Its also involves the vocal sounds, hands, charts
and many types of images.
Remaining part covered in PPT
P3 Corporate communications.
This method is a total communication activity which is generated by Mark & Spencer's
for its public in order to achieve the its planed objectives and goals.
Its includes the various business factors are follows-
Internal factors- These factors are interrelated to internal function and departments of
the company such as employees, stakeholders and share holders to use the corporate
commination process for purpose to share own idea, information and its work schedule or
experiences.
External factors- These all factors is outside of company environment to provide
information through many agencies, channel partners, media, general public, government and
industry body.
Mark & Spencer's corporate communication-
Primary Secondary Tertiary
 Products and services
 Management team
 Staff
 Corporate behaviour
 Advertising
 Public relation
 Publicity
 Word of mouth
 Spin
Aspects of corporate communication-
 Manage the internal and external tools and fulfilling the communication management
functions within and outside the business entity.
 Proper dealing with controlled and uncontrolled media channels.
 Serving the information to internal and external audiences.
 Proactive planning for communication tools and use strategies and tactics.

 Create a brand image and reputation in the market and branding its products and services
(Jones, 2011).
 Employees with help of this communication to monitoring the all responses from
customers and markets.
Remaining part covered in Poster
P4 External corporate communications of an existing product or service.
Corporate communication is set of internal and external activity of sharing information
that aim to create the favourable point of view among the stakeholders. External tool involves
many things like advertising and it is the best sources of firm to target different market. A
specific advertisement will attract customers into reading and observing these advertisement to
increases the interest the customer to buy their products. Colours and place of these advert are
very important for a reason to attract the kids and many adults to know about company products.
A specific advertisement is designed by Mark & Spencer's as a visual attraction for its
consumers to invest into the brand products in the market. A good advertising always show the
company thoughts and products that they are providing to their customers. Mark & Spencer's use
this form of communication of an existing products in the market to give the information about
the product are providing by the firm. A advertisement of a existing product in the TV channels
to remind the customer about the products are also available in the market. Organization choose
a advertisement is always use the relevant information about products and its use attractive
colours, images and place to increases the customer interest to buy product. Its also us the tag-
line of the product or company and give a positive message and many instruction for how to use
products.
External corporate communication use this form advertisement for an existing products in
the market to help in reminding about the products is available in the market (Varis and Littunen,
2010). This form of communication is very effective on the mind of the customers that they are
create interest to buy these products.
TASK 3
P5 Legal and ethical issues in relation to the use of business information.
Company face the many legal issues is refer to different legislation to protect the business
information from different sources of hackers. They includes the many legal laws such as data

protection act, freedom of information act, computer misuse, human rights and privacy act. In the
business information process of organization use main acts to protect from the hackers these are-
Data protection act 1998- Under this act give the instruction for how personal
information use by company or the government (Schlosser and et. al, 2010). In the current
environment every one responsible for using data has to follow the guidelines-
 Used lawfully
 Used for specific purpose
 kept safe
This act cover the information or data to stored in a computer or an organised documents to help
in maintain privacy and integrity of people giving the data.
Freedom information act- This act allow the public to access the information help by
the many public authorities to freedom of information search. This act give the freedom to public
to view certain information about their status and activities. This act also affect on the Mark &
Spencer because the staff would not want all their information to spread outside from the
organization. The human resources department are not allowed to publish certain information
because they will lose the money.
Computer misuse act- This act related to the misuse the information to stored in
computer by the employers that they many hackers are hack the some mailboxes of the company
and the employees. This act make makes a offence to access any computer system to which do
not have an authorised to use by anyone.
TASK 4
P6 Operational issues in relation to the use of business information.
Mark & Spencer's have some private policy shows that the business complies with legal
regulations that they state all the information related about the customers meets the term of data
protection legislation.
Information security- Security of the information means that data is safe from the
unauthorised access and alteration and destruction (Mawby, 2010). Management team should
dictate who share the and update information related to the employees and the business
processes. Information technology department is usually responsible for advising and
implementing rules for safe the information and data.

Backups- Mark & Spencer's need to prepare a safeguard to protect against physical data
loss or problems in identifying the data and information. Information technology manager have a
information backup regularly to protect the old information.
Health and safety- Company management information system are relatively low risk. Its
give they instruction to employees for using and the position of screen and monitors (Foster,
Punjaisri and Cheng, 2010). There are some parts of system like keyboards, chairs and tables
must be appropriate position.
Cost- It is the important to manage the cost of the information technology project in
business entity for give the information related to finance department. The benefit of the projects
should exceed the total cost. And total cost are use in the production of the project, material and
its operation process.
P7 Electronic and non-electronic methods for communicating business information.
Electronic methods of communication
Emails- Electronic mail carried via the internet and can be used for internal
communication as well as for the external audience to share the information. Appropriateness of
this method is used for safe the information and read at a time one or more person. Sent the mail
via internet to any person used for sending some important documents, files, images and
spreadsheet.
Mobile device- Its involve the tablets, smart phones for communication which may be
used to contact with friends, relatives and employees with in the organization. The effectiveness
of this method for send the messages related to the meetings schedules.
Non electronic methods-
Notice board- This type of method will used between the staff and manager to inform
those events and targets of the firm. Its display the information to use a board to present the
information towards the employees.
Face to face interview- This type of method are mostly used in recruitment process and
select the right candidate for the job (Sant'Anselmo, Sant Anselmo Robert, 2010). This
communication process to ask the questions to the candidate related to the job.

CONCLUSION
On the basis of this report to identifying the business communication forms to collect the
information and data. Mark & Spencer's use the many business information sources with the
some purpose like share the ideas, thoughts and information and protect form the all hackers.
Determine the internal tools are used for create the corporate communication to give the
information to the customer for existing products and services. Identifying the legal and ethical
issue to affect on the business information and determine the operational issues or electronic and
or electronic methods.

REFERENCES
Books and journals
Bovee, C.L., 2010. Business Communication Today, 10/e. Pearson Education India.
Foster, C., Punjaisri, K. and Cheng, R., 2010. Exploring the relationship between corporate,
internal and employer branding. Journal of Product & Brand Management. 19(6).
pp.401-409.
Guffey, M.E. and Loewy, D., 2010. Business communication: Process and product. Cengage
Learning.
Hooker, J., 2012. 19 Cultural Differences in Business Communication. The handbook of
intercultural discourse and communication. 29. p.389.
Jones, C.G., 2011. Written and computer-mediated accounting communication skills: An
employer perspective. Business Communication Quarterly. 74(3). pp.247-271.
Laster, N.M. and Russ, T.L., 2010. Looking across the divide: Analyzing cross-disciplinary
approaches for teaching business communication. Business Communication
Quarterly. 73(3). pp.248-264.
Mawby, R.C., 2010. Police corporate communications, crime reporting and the shaping of
policing news. Policing & Society. 20(1). pp.124-139.
Sant'Anselmo, R., Sant Anselmo Robert, 2010. Electronic notary system, method and computer-
readable medium. U.S. Patent Application 12/964,155.
Schlosser, F. and et. al, 2010, January. The role of internal business/IT alignment and IT
governance for service quality in IT outsourcing arrangements. In System Sciences
(HICSS), 2010 43rd Hawaii International Conference on (pp. 1-10). IEEE.
Varis, M. and Littunen, H., 2010. Types of innovation, sources of information and performance
in entrepreneurial SMEs. European Journal of Innovation Management. 13(2). pp.128-
154.
ONLINE
What is Business Communication ?. [Online]. Available through.
<http://www.managementstudyguide.com/business_communication.htm>. [Assessedon
3rd June 2017].