Types of Business Communication - Prime Academic Study

Table of Contents

Email
Phone
Social Media Post
Presentation
Meetings
Text
Report
References

Email

Email is a means or system for transmitting messages electronically, as between computers on a network (Merriam-Webster, n.d.). Email is appropriate to provide large amounts of information through attachments that do not need to be explained in detail, to provide timely information and status updates in the body of an email. Email should not be used to provide complex information in the body of the message, it should not be used to convey a nuanced or confidential message or to exchange the most urgent information. One possible example is emailing partners necessary business documentation through attachments.

Phone

A phone call is an act of speaking to or attempting to reach someone by telephone or by a similar online communication service (Merriam-Webster, n.d.). A phone call is most appropriate when something is to be solved on the spot, as immediate feedback can be received from the interlocutor. Moreover, phone calls can be used to discuss more nuanced topics, as more information can be shared through voice, tone, and other communication mediums. Finally, phone calls can be appropriate when more confidential issues are to be discussed. For instance, in an urgent case, it would be appropriate to make a phone call to the higher-ranked employee to consult on the matter and make an immediate decision.

A social media post is something (such as a message) that is published online (Merriam-Webster, n.d.). Using social media is appropriate when some relatively simple messages are to be shared for a large audience or when content related to a company’s products or services is to be shared with the company’s audience. Social media posts are mainly used to communicate with the company’s customers, be available for them, and spread information among them. For example, a company can make a social media post about its new product to inform its current and potential customers.

Presentation

Presenting is the act of bringing something (such as a play) before the public (Merriam-Webster, n.d.). In the context of business communications, this may be an informational presentation in the form of slides accompanied by a brief speech. Presentations can be used by businesses both internally and externally. Regarding the internal use of presentations, they are appropriate for educational and informational uses, as presentations are suitable to flexibly convey a large amount of information. External presentations are mainly used to persuade an outside party, market, or sell a product or a service to it.

Meetings

A meeting is an act or process of coming together: such as an assembly for a common purpose (Merriam-Webster, n.d.). Meetings these days can be done both offline and online, using teleconferencing and videoconferencing technologies. Meetings are appropriate to discuss complex issues and brainstorm with a limited amount of people who can offer ideas and feedback.

Text

Texting is the act or activity of sending text messages from one cell phone to another (Merriam-Webster, n.d.). Texting is appropriate when a business wants to share a relatively small amount of information with lots of its customers simultaneously. This function may overlap with the social media post function, but texting can be more targeted, as all addressees are chosen. One possible example is a business sending all of its customers information about its discounts.

Report

A report is usually a detailed account or statement (Merriam-Webster, n.d.). Reports are most appropriate when a large amount of detailed quantitative information is conveyed, usually at the end of specific projects or specified periods. For instance, at the end of a particular project, its manager may report to their immediate superiors about its results in terms of profits, sales, etc.