Main Communication Techniques Used by Companies

This essay explores the main communication techniques used by companies and how they meet the needs of customers. It discusses social media, verbal communication, and written communication. The essay also highlights the importance of effective communication in establishing healthy relations between employers and employees.

Business Environment
Model

Table of Contents
ESSAY on “Explain the main communication techniques used by companies and how they meet
the needs of customers”...................................................................................................................1
MAIN BODY...................................................................................................................................1
Social media...........................................................................................................................2
Verbal Communication..........................................................................................................3
Written Communication.........................................................................................................4
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................9

ESSAY on “Explain the main communication techniques used by companies
and how they meet the needs of customers”.
INTRODUCTION
Communication can be defined as the process of exchanging information, ideas, thoughts,
opinions and many more. This process can be executed on one on one basis or within a group. In
other words, communication can be referred to as the procedure of meaningfully interacting with
the humans (Cardon and Marshall, 2015). This can be seen as the procedure which is adopted
within the organisations with the motive of transmitting the views and opinions of one person to
another person or group. As per the opinions of Newman and Summer, communication can be
defined as the exchange of ideologies, opinions, facts, feelings and emotions. This is an
important procedure which is leveraged by the entities for reaching out to the audience prevailing
within the market and setting effective interaction with them.
MAIN BODY
Within the confines of an organisation, communication is leveraged by the different
members of the entity with a view to facilitate the exchange of information within the premises
of corporation. The information is shared within the company among the different types of
operations, functions and activities with the sole motive of setting the delivery of important
information to personnel functioning within the confines of the company. In the present era,
communication allows the representatives working within the periphery of the entity to make use
of different types of media and techniques so that the important data can be easily transmitted to
other individuals (Addams and Allred, 2015). The flow of information by way of communication
is acknowledged to be a vital process for each and every company as in the absence of this
procedure the employees may get engaged in misunderstandings and conflicts with each other.
Communication is also regarded as the key to undertaking crucial decisions for the welfare of the
company in the long run. The facilitation of communication allows an organisation to establish
healthy relations between the employer and the employees.
Also, it can be analysed that in the same manner that communication assists in flow of
information within the confines of the entity, it is leveraged to converse with the public at large.
For this purpose, several methods, channels and networks of communication are used by an
organisation. This helps the entity to inform the individuals about the organisation as a whole
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and its overall corporate culture which is focussed upon fulfilment of needs and wants of
customers as and when a new demand emerges in market place. In addition to this,
communication provides assistance in understanding the behavioural conduct of individuals
working within the confines of a company in a better manner so as to remove any kind of
misunderstanding. Whereby the employees within an organisation have effective bonding with
each other owing to the facilitation of communication and work collaboratively for the
achievement of corporate goals and objectives, the entity is better able to identify and meet the
needs and demands of customers.
Social media
In this relation, one of the most significant ways used to facilitate communication by the
companies across the globe with customers is through the usage of social media platforms.
Social media helps the company to get direct feedback from the customers. It is one of the most
popular media used by the entities operating as a part of the economy to set interaction with the
people nowadays. Social media has become very common with the increased popularity of
websites like Twitter, LinkedIn, Myspace, Google Plus, Facebook, Whatsapp, YouTube and
many more. Social media is used by the companies to create awareness of the organisational
products and services, thereby assisting in promoting the same within the people. Today, more
than three trillion users are active on the internet from all over the world.
Across the globe, organisations make use of the wide range of social media platforms
rather than the traditional ones like newspaper, television, radio and many more for setting
networking with them looking upon the benefits that this communication technique holds. This is
an economic form of communication channel or technique which holds the capacity to reach a
large base of customers in a very short span of time (Mikkelson, York and Arritola, 2015). As
corporations have to incur a small amount for employment of social media as against the other
techniques of communication, it is one of the most commonly used way to reach out to people.
This even provides assistance to the organisations in delivering information to the customers
about the various ways through which they are taking efforts to meet the needs and demands of
people prevailing within the market place.
One of the key components of social media for marketing communication is Social
Media Optimization abbreviated and commonly referred to as SMO. This is regarded to be an
internal component of social media strategy. This provides due assistance to an organisation in
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capturing the attention of new visitors to a website in order to inform them about the products
and services offered by the company along with the ways in which the company has an edge
over the rival firms in terms of delivery of value to them. Social Media Optimization can be done
by the entities in two ways (Pearson, 2017). The first one is through adding social media links to
content such as RSS feeds and secondly through updating the statuses, tweets or the blog posts.
Apart from social media, there are many other techniques of communication that are used
by businesses across the globe. In this relation, the techniques are majorly classified into written
and verbal communication. These are explained in a detailed manner along with the various
methods used within these techniques to converse with customers, as follows:-
Verbal Communication
Verbal communication is basically termed as the oral form of communication that is used
by businesses at workplace while having interaction with their employees or other business
associates. Verbal communication at workplace can take place in any form that is face to face or
through the medium of technological tool such as mobile phone, video call or other kind of
group setting. It has been also seen that business associations personally believes in making use
of verbal form of communication in order to help businesses out in making quick decision as if
they uses another form communication that is written then they won’t be able to quick decisions’
as they cannot discuss things at the same time (Nickerson and Planken, 2015). Also, it can be
further said that verbal form of communication also makes overall interaction simpler as
compared to other forms.
It is highly important for the companies who strictly make use of oral form of
communication to use simple and common language that is familiar with the all included
members. Along with this, it is also important for the individuals who involves in verbal
communication method to make use of soothing body language that does not confuses listeners.
In addition to this, it has also been seen that verbal communication are acknowledged as the
simplest form communication through which individuals can easily develop their own
understanding over the actual situation of the company. As a result, it becomes easier for them to
perform the work in better manner and serve its customers more appropriately. Some of the
common types of modern business communication techniques that are obtained by organizations
are specified as below:
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Meeting: It is determined as the effective form of verbal communication in which all
business associated people are asked to meet at one place mainly conference hall of the company
where they clearly speaks with one another regarding the work or project in which they are
collaboratively working with one another. In these meetings, issues related to particular task area
being shared with one another in order to find out appropriate solution towards the same.
Meetings always do not include all people at one place. Meetings are also conducted for
particular departments too (Veltsos, 2017). Here, it can be said that by conducting regular based
meeting session businesses are easily able to mould their organizational work according to the
needs and required of customers as they are having clear cut discussion about customers’
requirements in the meetings.
Video calling: With the changing time, it has been seen that technology is growing
constantly. This growth in technology simply helps companies in making their verbal
communication smoother even though when they are miles away from their business associated
people. It can be further said that in modern business area it is not always business associated
people to physically meet with one another thus they makes use of technological advanced
method for having face to face verbal discussion but through video calls. This makes them
communicate clearly and also makes their decision making process simpler.
Written Communication
Written communication includes any form of message in which include instant messages,
job description, memo, bulletin, report, email, letter, telegram, fax, postcard, advertisement,
brochure, news release, internet website etc. In addition to this it has been evaluated that most
important advantage of the written communication is that individual can have written proof in
case of any dispute. This form of communication play important role in any business sector it has
been identified that communication skills vital role in a workplace structure of an organisation.
As with the help of strong communication network entity can ensure effective accomplishment
of goals and objectives (Thomas and Stephens, 2015). As with the help of having strong
communication system delegation of roles responsibilities and management of team can be
undertaken with the help of relationship building. Mentioned below there are certain types of
written communications is defined:-
Letter:
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Letter is an essential mode of written communication in which one person can send
letters to other without asking any response. In context with organisation aspect this is an
essential form of communication in which higher authority can send letters to different
departments or improvement in order to communicate necessary and relevant information. A
letter can be sent by lower hierarchy to top hierarchy or vice versa consisting of proposed
changes through which a company can better identify and meet the demands of customers
prevailing at market place.
Memo:
Memo is defined as a common form of internal written communication which is mainly a
short form of letter. In this individual can communicate with other in same premises. If it is
talked about in organisational context by undertaking use of memo higher management,
supervisors can effectively able to communicate with each other in organisational sector.
Newspaper:
This has been evaluated that newspapers nowadays is most common and widely used
form of written communication in which organisations communicate with their employees in an
effective manner. It includes plan policy, objective and other essential information in order to
inform the same to employees. It has been identified that some of the organisations publish
weekly newspaper in order to ensure effective communication process.
Internal Circular:
This form of written communication method is mainly undertaken by an organisation for
their internal communication process (Bovée, Thill and Raina, 2016). Internal circular plays a
key role in which an entity informs to employees essential information in relation to ways
through which the fulfilment of needs and wants of customers can be ensured by the company.
Report:
Report is defined as an organised statement that include findings as well as fact that
mainly include information that are been obtained by proper examination, enquiry and evaluation
of past events related to particular problem or aspect. With the help of this form of written
communication and it can effectively able to undertake decision making.
Bulletin:
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This form of written communication mode mainly include a notice board in which
bulletin is published by organisation higher authorities in order to provide necessary and
emergency information related to important subject matter in short span of time.
Publication of monthly paper:
This is one of the most common and trendy forms of written communication that are
widely been undertaken by large organisations like Tesco, General Motors, Apple etc. In this
entity publishes monthly paper that includes all the information that is required to be known by
their employees (Bovée, Thill and Raina, 2016). With the help of this form of communication, an
entity can ensure strong communication bridge between its workplace structure and
management. By facilitating strong internal communication and removing any kind of internal
conflicts, the organisation is able to build an effective team through which it can satisfy the
requirements and demands of customers prevailing in market place.
Formal management report:
This form of written communication involves higher officials of entity in which they are
provided with hand books by organisation in which principle, rules, work facility and procedure
are stated (Coombs, 2015). It has been identified that officer’s notebook mainly acts as guide of
the officer. This may contain information regarding the ways through which organisation can
cater to the needs and preferences held by target market and undertake measures to best fulfil
them within due course of time.
Officer’s notebook or handbook:
This is most essential form of written communication to organisations in which the
emphasis is upon upward communication. It is also known as official report that mainly includes
research, detailed information and data related to business decision. By undertaking use of this
form of communication management can effectively able to discuss certain subject or issue with
their employees in a well defined as well as effective manner.
Circular:
Circular is defined as a document that provides instruction, information and order related
to specific aspect. A circular is mainly signed by head offices of organisation. It has been
evaluated that this form of communication are sent by fax or mail in various departments in order
to provide detailed information to individuals (Kernbach and et. al., 2015). This may contain
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important information through which the entity can meet the needs and wants of customers in an
effective manner.
Thus, it has been evaluated that there are different type of written communication through
which messages and important information can be provided to individual. Most important
advantage of this communication is that it creates record of evidence and can be further use has
legal document that further provide many benefits to entity in number of manner. In addition to
this written communication not only allow sender with different advantages but it also provides
sufficient time to receiver to think act and react in an effective manner. This form of
communication can be sent to different individuals at a time and can be undertaken as future
reference. Further has been evaluated that in this form of communication can include use of
diagrams, statistical data, pictures, chart etc that can be through which necessary information or
message can be make understandable to respective person. It is an essential form of
communication for an organisation in which they can allot respective roles and responsibilities to
individual and can reduce vagueness and fix responsibility to each and every person in well
define and uniform manner.
CONCLUSION
Communication is defined as a process in which an individual convey information to other
individual this can be in the form of emotion, facts, concept, opinions, ideas and attitude. There
are different type of communication that is verbal communication, body language and written
communication. Further, it has been evaluated that there mainly two form of communication that
include written or oral. By setting effective communication with the customers, the organisation
is able to deliver information of the mission and goal of the company to them. This aids the
enterprise in better understanding their purchase behaviour so as to adopt such strategies with the
help of which it can retain the customers for a longer period of time in future context.
Communication can be set by the company to interact with the customers in a number of ways.
This encompasses the wide range of techniques that are handy in assisting the organisation to
build networking with the individuals pertaining to the market place.
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REFERENCES
Books and Journals
Addams, L. H. and Allred, A. T., 2015. Business communication course redesigned: All written
and oral communication assignments based on building career skills. Academy of
Educational Leadership Journal.19(1). p.250.
Bovée, C. L., Thill, J.V. and Raina, R. L., 2016. Business communication today. Pearson
Education India.
Cardon, P. W. and Marshall, B., 2015. The hype and reality of social media use for work
collaboration and team communication. International Journal of Business
Communication.52(3). pp.273-293.
Coombs, W. T., 2015. The value of communication during a crisis: Insights from strategic
communication research. Business Horizons.58(2). pp.141-148.
Kernbach and. et. al., 2015. The use of visualization in the communication of business strategies:
An experimental evaluation. International Journal of Business Communication.52(2).
pp.164-187.
Mikkelson, A. C., York, J. A. and Arritola, J., 2015. Communication competence, leadership
behaviors, and employee outcomes in supervisor-employee relationships. Business and
Professional Communication Quarterly.78(3). pp.336-354.
Nickerson, C. and Planken, B., 2015. Introducing Business English. Routledge.
Pearson, R., 2017. Business ethics as communication ethics: Public relations practice and the
idea of dialogue. In Public relations theory (pp. 111-131). Routledge.
Thomas, G. F. and Stephens, K. J., 2015. An introduction to strategic communication.
Veltsos, J. R., 2017. Gamification in the business communication course. Business and
Professional Communication Quarterly.80(2). pp.194-216.
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