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1.1 Different methods of communication are used in the business environment to ensure communication is effective. When communication is effective, a business will run smoothly. Various methods of communication have vastly different benefits and drawbacks that effect how effective communication is achieved. The sender (the business) and the receiver (the client) will only obtain the correct information when communication is effective. Methods of communication have to be chosen to suit the situation, otherwise communication will not be effective.
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1.2 The methods of communication a business uses need to be adapted to suit the situation and target audience. By considering the various requirements that need to be catered for, age, gender, special needs, for example, the communication style that would be most effective can be determined. Some people may have difficulty reading, whether that be due to a language barrier or a medical issue such as dyslexia, may benefit more from verbal communication rather than non-verbal communication.
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1.3 Using correct grammar ensures that what is written can be correctly understood. It is important to check for grammatical errors to ensure that the intended message is received. This also holds true for using punctuation correctly. Punctuation is essential so the recipient can easily understand a document or email. Sentence structure is essential in business communications. Using a variety of structures ensures documents are not entirely the same and that documents have a higher readability rating. Incorrect spelling can cause misinterpretation in communication. This means using correct spelling makes content easy to understand. Convections ensure writing is in a format the reader can understand easily. Convections are the accumulation of spelling, punctuation, grammar, capitilisation and paragraphing in one text. This prevents the reader from having to figure out the intended message of the content.
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1.4 Non-verbal communication makes up a large chunk of what people pay attention to during face-to-face interaction. This can be expressed through your tone of voice or body language. Body language portrays subconscious messages during communication, and is understood instinctively. Tone of voice used can affect the meaning of a sentence through volume and emphasis. If there is emphasis on words that should not have it in a certain context, the entire message can be misinterpreted.