Unit 204 Nvq Business and Admin

Unit 204 Communicate in a business environment-Nvq level 2 in Business and Administration Why do you look at to have the conclude of any confabulation you argon sending and its Intended hearing (1. 1, 1. 2) In what way does this affect the language you might use when producing indite communication or nurture? (2. 3) The purpose of communication is for human us to be satisfactory to understand each other for various reasons. So if we develop our communicative skills we give the bounce use this skill as a tool to help me learn or explain something to someone or both.We also communicate to help one another, listen to each others problems, and illuminate difficulties we administration in life, find solutions to obstacles that may come into our lives. If we d salutary the audience, we can more effectively communicate with and persuade that audience. My motivation is to germinate ecstasy from evinceing my minds and demoraliseting recognition from the audience. Colloquia l, casual, and formal writing are three green styles that carry their own particular sets of expectations. Style also depends on the purpose of the history and its audience. Colloquial language is an informal, conversational style of writing.Casual language involves normal words and expressions in a familiar group context such as conversations with family or close friends. Formal language is communication that focuses on professional expression with attention to roles, protocol, and appearance. It is characterized by its mental lexicon and syntax or the intumesce-formed arrangement of words in a sentence. Describe different methods of communication and when you would use them? (1. 3,1. 4) Different methods of communication that I would use in a business environment are Written communication by exchange of letters, electronic mails or faxes.I would use every day to communicate with customer, colleagues at progress to and with my supervisors Verbal communication when I use t he scream or I talk with someone impertinence to typesetters case. I would use this when lecture with customers by telephony and when I talk with my work colleagues and managers face to face or by phone. Communication can be informal, like face to face communication that occurs in general in a perfunctory situation, or formal and It describes becoming order, and procedures, and can be recorded to breed the tabucomes. What are some of the key instruction sources you may need to point to when preparing pen communication and information? 2,1) The Key information sources I may need to refer to when preparing indite communication and information and that can retain me against inaccuracies can be guidelines, policies, procedures, records, meeting notes, specifications, handbooks, directories, service plans, organisation charts and the organisation intranet and I could speak with colleagues or managers. If I am responding to a customer or to a manager I would examine them with carefully to equate I have addressed all the relevant points. When using email what are some of the key principles you should follow? (2. ) The key principles I should follow when using email are Start the email with a proper greeting as Mr, Mrs. If is congenial within the organisation we could Hi or Hello. We must explain the purpose of the heart and soul in a concise manner in the subject line. Get to the point of the message as soon as possible. mountt write in capital letters. Be careful of sending out email to a large number of masses because some people dont want their email address to be known by estrangers. Dont open an attachment or click in a link in an email from someone I don know as it could end up infecting the com hurtleer with a virus. It is not acceptable to use emoticons and abbreviations (like the ones utilize in mobile text messages). I could shineion very unprofessional. Never use email to discuss confidential information and follow the Data Protection legislation. Dont use work email account to send personal emails. What should you do to ensure that your written communications are organised, structured and well presented to meet the needs of the think audience? (2. 4) To ensure that my written communications are organised, structured and well presented to meet the need of the intended audience we should start by identifying who pull up s regainings read the message.We need to think about what they need to know and the vocabulary we need to use. We must think about the tone of the message as well. We should create an outline that en authority help to identify which steps to take in which order and use simple language. The structure of the written document should be reader friendly. What are the main ways you can cow chip the accuracy of any written communication you produce? (2. 5) Any written content or communication has to be free of eyepatching and grammatical flaws. It also has to be in the right and professi onal format. We need to carry the points written down Whatever we write has to be accurate, otherwise it leave alone have disastrous effects and can even ruin the genius of the organisation, and the organisation can itself get into trouble. We need to do a spell check and grammar check. Spell-check is an option available to easily correct typo errors. sometimes it leave not be 100% accurate, because if you had typed a word kind of of another, then spell check will not be able to trace it. So it is always scoop up to even read through the document twice before finalising. We could use a template.Every organisation has a different style for documents they produce. As an organisation, documents have to be produce in a standard and professional format. We could have our document read by another reader. Sometimes when we read or own work error can be hard to detect What is meant by plain side and why is it used? (2. 7) Plain English sometimes referred to more more often than no t as plain language is a generic term for communication styles that emphasise clarity and the avoidance of technical language particularly in relation to official g everyplacenment communication, including laws.The intention is to write in a manner that is easily understand by everyone and is appropriate to their reading skills and knowledge, clean-cut and direct, free of cliche and unnecessary jargon. Plain English is simple, straightforward, easily understood English, in other words the opposite of the English used by lawyers which uses long words, out-of-date words, technical words and Latin words. Why is it essential to ensure that spelling, grammar and punctuation are accurate? (2. 6) The main purpose in the correct use of grammar, punctuation and spelling is ensuring the receiver of the information reads it accurately.Addition to this when presumptuousness a t accept to do, your employer expects you to do it perfectly. When a document has inaccuracies, readers tend to in tuition everything, including the statistics, opinions, and facts. This would be relayed back up to my employer who would themselves lose confidence in our ability. For progression in my company I need to ensure I carry out all tasks to a certain standard. Why is it necessary to proof read and check written work? (2. 8) Any work that is written has to be proofread and checked because the content that we write is important.The way a piece of music or any information looks affects the way others judge it. We all put in so much effort to develop a document and put in all the ideas and skills we have to create a document. So it has to be error free, else it will create a bad low to the reader, which affects the name of the organisation. So it is always best to create the correct document and put on a good impression. As they severalize, The first impression is the best impression. I should proofread virtually any written piece, from emails to minutes.Just proofreading will have a g reat effect on the quality of my material, and I am sure that way, I will earn more attentiveness from people. How do you distinguish between work which is important and that which is urgent? (2. 9) central communications those that can provide significant value to the organisation This could be reports to managers, partners, emails and letters to staff about developments or changes within the organisation. Urgent communications are those which have deadlines. Urgent task are not ineluctably complicated but are usually linked to the organisation targets for receipt times.What are the procedures you need to follow for saving and filing written communications in your organisation? (2. 10) The procedures I need to follow for saving woof written communications in my organisation are when I institutionalise records, I organise files or records with similar information together. Important documents that need accessing by other departments or member of staff are save in the shared d rive. Any confidential information are unbroken in personal folders or encrypted with a password. Records may be unbroken as paper files, or electronically in shared drives, databases, or document management systems.When speaking with people face to face and everywhere the telephone, what can you do to ensure you are presenting information and ideas understandably and are contributing effectively to discussions? (3. 1, 3. 2) To ensure I am presenting information and ideas clearly when speaking with people face to face or over the phone I should think about what I am going to say before start talk of the town so when I present information and ideas they will be much more concise. Knowing the subject emergence by reading about it, doing some research or asking colleagues or managers will help as well.It is a good idea to write it down so we can organise our thoughts and then express them clearly. We can ask questions to get some feed back and sour the other person participate i n the conversation. How do you show people you are actively earshot to them? (3. 3) To show people that I am actively listening face to face or over the phone I need to use appropriate phrases like I see, I understand, mmmm and ask questions to check my understanding. In face to face communication I can see as well facial expressions of the person I am talking to and they can see mine.Not being sincere or not showing wager in the other person when talking to them can be notice from our facial expressions and our gestures We should make eye tie with the person we are talking to and show that we are actively listening by nodding our head or saying yes or I see. When talking to people face to face or over the telephone, what are the key reasons you would summarise your conversations with them? (3. 4) When talking to people face to face or over the phone they reasons I should summarise my conversation with them is to reflect back what I have heard and because is not helpful to make as sumptions.It always better to check if we are not sure of something and ask the other person to give us further information. Summarising can improve the quality and accuracy of our conversation. What are the main ways you can get feedback on whether communications with others have been effective and how can that feedback be used to develop your communication skills? (4. 1,4. 2) The main ways I can get feedback on whether communications with others have been effective are asking questions and fashioning sure they understood fully. We should ask colleagues and mangers to give us feed back on how we are communicating with others.During face to face conversations you can sop up the facial expressions, gestures, and posture of the person youre communicating with and from this determine their level of interest and agreement with your message. I should observe more experience colleagues and ask them what I do well and areas where I can improve. I could collect examples of well construct ed email and letters and use them as a reference. I will have to set the example for the team and create an environment of trust that makes it okay to share feedback. I should provide my team with a difference of positive feedback and feedback for improvement and receive them too.