Business Communication and its Types

This report discusses the significance of business communication in various organizations. It highlights the need for effective communication between management and both internal and external users. The document also touches upon legal and ethical issues related to internet information sharing and explores different electronic modes of communication used in businesses.

BUSINESS
COMMUNICATON

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
P.1 Types of business information, their sources and purposes..................................................3
TASK 2............................................................................................................................................5
P.2 Business internal Information...............................................................................................5
P.3 Covered in poster................................................................................................................13
P.4 Evaluation of external corporate communications of an existing product or service ........13
TASK 3..........................................................................................................................................14
P.5 Legal and ethical issues in information..............................................................................14
P.6 Operational issues related to business information.............................................................14
TASK 4..........................................................................................................................................15
P.7 Electronic and non-electronic communicating methods....................................................15
CONCLUSION..............................................................................................................................16
REFRENCES.................................................................................................................................17

INTRODUCTION
Communication is the process of sharing data between different individuals. It takes
place when two or more than two parties interact with each other. This unit will give the learner
knowledge to explore different types and purposes of communication that are followed in KFC
(Collis and Hussey, 2013). It is food chain which is famous for providing the best chicken
products. Thereafter in report different forms in which data can be exchanged and also the legal
and ethical issues are discussed in detail which are faced by the company while carrying out its
operations.
TASK 1
P.1 Types of business information, their sources and purposes
Information that is accurate and timely, specific and organized for a purpose, presented
within a context that gives it meaning and relevance, and can lead to an increase in
understanding and decrease in uncertainty”. Once prepared and, structured accordingly, data
becomes information. Information adds value, and once facts and figures have been organised
into information it has meaning, intended to be interpreted. Information gathering may be
performed internally, within an organization, collecting information on sales performance,
production output, or maintenance reliability (Dyrud, 2012). It may also be accomplished
externally, outside the organisation, harvesting information on markets, competitors and
customers.
Information Types
Organisations, such as KFC, use various types of information, alongside ways to communicate.
 Verbal – This is the easiest and quickest way to communicate; however, it may not
always be more effective; KFC communicate verbally to their customers, over the
counter. They inquire about your current order – what you would like to eat and drink.
The server will also try to up-sell, possibly suggesting to super-size or add a desert, over-
and-above your original request.
 Written – Words, pictures, charts; from sources such as publications, books, journals,
and newspapers; Once an order is taken on the EPOS system the information is
transferred to the kitchen, as text on a screen (Pollach and Kerbler, 2011).

 Multi Media – Multiple forms of media, together; data, text, graphics, audio, video, etc.
like an interactive webpage, with audio; You can order online, through the KFC website,
which combines names and prices, alongside pictures of their products. On-Screen –
Multimedia TV and CD-ROMs that combine text, graphics, animation, audio and video;
Routinely you will witness advertisements on television of offers and new promotional
activity for the food chain.
 Web-Based Information – Combines multimedia technologies and streams them over
the Internet; access to rich information anywhere, anytime; When surfing websites you
will notice many interactive banner advertisements for KFC, which when clicked will
take you to their website, gathering valuable information on their consumer, of where
they were transferred from and when. There may also be an interactive flick-book menu
to browse (Cornelissen and Cornelissen, 2017).
Information Sources
 Internal – An organisation’s own intellectual property, such as financial records,
customer records, order information, maintenance records, etc. usually gathered from
their respective department records – Production, Sales, Finance, Marketing,
Maintenance, Administration or HR.
 External – Collected from outside an organization, such as market research, the Internet,
newspapers, bulletins, reports, publications, usually from the government, trade
groupings, or commercial databases.
 Primary – Collected first-hand by the investigator, by possibly interview or
questionnaire, gathered for a specific purpose. It generally is a more costly method, but
provides more specific, quality information (Okoro, 2012). Secondary – Gathered second-hand, by someone else, for another purpose, however can
still be used – lower cost, though generally not as specific and of reduced quality.
Information Purpose –
 Compare actual performance
 Targets may be set
 Action to remedy the situation
 Market research reports can monitor altering market conditions
 Identify whether there current offerings are suitable for that specific time

 Maintaining records of what currently employed is a legality
TASK 2
P.2 Business internal Information

P.3 Covered in poster
P.4 Evaluation of external corporate communications of an existing product or service
This specific advert is designed by KFC as a visual attraction for its consumers to entice them to
invest into the brands products. The simplicity and deep red used make this type of
advertisement very eye-catching to a passer-by. Though there isn’t a lot going on within this

poster, so some may describe it as boring/disinteresting, however it does the job and is purely
image based. The advertisement in cantered around the image of the KFC combos and as people
say, an image speak a thousand words so is at of more use compared to a long detailed
description of this companies product. This image is likely to appeal to those who are hungry so
will result in this advert having a level of persuasion over this person to go and invest in this
food item. Though there is no specific message highlighted in this advert, it is likely to assume
that this poster is aiming to entice more people to discover the breakfast food available by this
company (Downing, 2011). The simplicity of this design is very successful and straight to the
point which will inform the potential consumer much more greatly compared to a poster with a
lot going on/a lot to observe and read.
TASK 3
P.5 Legal and ethical issues in information
Legal issues – Different legislation to protect the business information from various source of
hackers. The types of legal law that exists are data Protection Act 1998, freedom of information
act 2000, Computer Misuse act 1990, Human Right Act 1998 and Privacy Act 1974. Data
Protection Act controls how your personal information is used by organizations, businesses or
the government. Everyone responsible for using data has to follow strict rules called ‘data
protection principles (Scollon, Scollon and Jones, 2011).
Ethical issues - Business ethics are moral principles concerning acceptable and unacceptable
behaviour by businesses. Codes of practice exist in organisations to maintain business ethics on:
 Use of email
 Internet
 Whistle-blowing
 Organisational policies
 Information ownership
 Picture
P.6 Operational issues related to business information
Business such as KFC deal with operational issues and also how their employees manage
to overcome the same. Through research it is found that KFC receive massive amounts of

information. However, some information could possibly be more important than others, as a
result the following policies have to be put in place so that the information is managed accurately
(Martin and Chaney, 2012).
 The first policy is security data, this is effective because it protects database from any
person who tries to hack into the system without the right details or legally.
 Secondly, backups: this is the process or data that has been copied so that it may be used
if the original data stored is lost or stolen.
 Thirdly, Health and safety regulations: All organisations must follow this policy as it
ensures and prevents accidents or injuries in the workplace.
 And lastly, business continuity plan set of documents, instructions and procedures which
enable a business to respond to (Brown and Roloff, 2011).
TASK 4
P.7 Electronic and non-electronic communicating methods
As technology progresses, new communications are born and old ones--many of which seemed
new not so long ago--fade away. In order to connect with employees, colleagues, bosses, clients,
customers, suppliers or any other business contact, company may have various choices like:
Mobile device – Although communication with mobile devices may be less formal than other
forms of communication, people are increasingly turning to text messages and short emails using
cell phones and personal digital assistants (Vernuccio, 2014). Text messaging in particular has
strong appeal, as anyone with a cell phone has texting capability. Internet capability have
changed the way email works, often turning it into a means of keeping in touch via short, quick
messages.
Social Networking Media – The capability and uses of social networking media
continue to evolve. Some maintain social networking represents a new frontier in marketing
and business networking (Schultz, Utz and Göritz, 2011). Companies promote events,
communicate with customers, offer
discounts and draw attention to sales using social networking media. Recruiters and
salespeople often seek key contacts through social media sites. For example, recruiters may
search for a chief financial officer (CFO) candidate by sifting through and connecting with CFOs
who are listed on business social networking sites. This gives them a new way to reach people

without having to get past secretaries or working hard to get private home phone numbers.
E-mail – One of the older forms of electronic communication remains a staple of modern
business. Because of its versatility, email can be used for asking questions and getting
answers, holding mini-group conferences, making people aware of issues, passing along
documents, sharing information and much more. Most courts now admit email as evidence and
legal proof of contracts and transactions. From a marketing standpoint, email has become a
popular medium for sending messages to customers (Smith and Alexander, 2013). For many
companies, email blasts
supplement and replace what used to be print direct mail. Now instead of getting a card in the
mail about their favourite store's upcoming sale, customers receive graphically enhanced
emails. Not only does this reach people directly, but email blasts help companies save on
printing and mailing costs.
CONCLUSION
From the above report it can be concluded that business communication is of immense
importance to the different business. It helps the management to communicate with both the
external and internal user and help in conveying relevant data to them. This report also gives the
knowledge of different legal and ethical issues that are associated with the information shared on
internet. Thereafter different electronic modes of communications is also discussed which give
complete knowledge about how they are utilised in the business.

REFRENCES
Books and Journals
Collis, J and Hussey, R., 2013.Business research: A practical guide for undergraduate and
postgraduate students. Palgrave macmillan.
Dyrud, M.A., 2012. Posting, tweeting, and rejuvenating the classroom.Business Communication
Quarterly,75(1), pp.61-63.
Pollach, I and Kerbler, E., 2011. Appearing competent: A study of impression management in
US and European CEO profiles.The Journal of Business Communication (1973),48(4),
pp.355-372.
Cornelissen, J and Cornelissen, J.P., 2017.Corporate communication: A guide to theory and
practice. Sage.
Okoro, E., 2012. Cross-cultural etiquette and communication in global business: Toward a
strategic framework for managing corporate expansion.International Journal of Business
and Management.7(16). p.130.
Downing, J.R., 2011. Linking communication competence with call center agents’ sales
effectiveness.The Journal of Business Communication (1973).48(4). pp.409-425.
Scollon, R., Scollon, S.W and Jones, R.H., 2011.Intercultural communication: A discourse
approach. John Wiley & Sons.
Martin, J.S and Chaney, L.H., 2012.Global Business Etiquette: A Guide to International
Communication and Customs: A Guide to International Communication and Customs.
ABC-CLIO.
Brown, L.A. and Roloff, M.E., 2011. Extra-role time, burnout, and commitment: The power of
promises kept.Business Communication Quarterly.74(4). pp.450-474.
Vernuccio, M., 2014. Communicating corporate brands through social media: An exploratory
study.International Journal of Business Communication.51(3). pp.211-233.
Schultz, F., Utz, S and Göritz, A., 2011. Is the medium the message? Perceptions of and
reactions to crisis communication via twitter, blogs and traditional media.Public
relations review.37(1). pp.20-27.
Smith, K.T. and Alexander, J.J., 2013. Which CSR-related headings do Fortune 500 companies
use on their websites?.Business Communication Quarterly.76(2). pp.155-171.
ONLINE
Business Communication and its Types. 2013. [Online] Available
through<http://www.notesdesk.com/notes/business-communications/business-communication-
and-its-types/>. [Accessed on - 6th June 2017].