REPORT

DPB3053 – BUSINEESS COMMUNICATION

NAMA : NO. MATRIK :

MUHAMMAD FARIS SOLIHIN BIN AZMAN 04DPM17F2095

ADI AIZAT BIN JALIL 04DPM17F2008

NIK MUHAMMAD IKHWAN BIN MOHD ZAINI 04DPM17F2110

ANIS ATHIRAH BINTI AZHARI 04DPM17F2107

NOOR AINUN MARDHIAH BINTI AZMIN 04DPM17F2002

NAMA PENSYARAH : NORDIANA BINTI JAMALUDDIN

Factors in choosing affecting channel of business communication

The choice of communication is greatly determined by a multitude of factors that are

supposed to aid in the process of message delivery. The main goal is to pass the message
from the sender to the recipient with a high degree of accuracy and clarity.

Message transference is often prone to errors that can lead to misinterpretation of all kinds by
the recipient. This is why all the underlying factors have to be considered, to avoid wasting
resources and opportunities. Communication channels have to be evaluated closely so as to
ascertain their suitability. A communication channel is a means of transmitting messages
from the sender to the recipient. This is often a physical medium that handles the process of
message transmission.

The other metric that comes in handy is cost evaluation of deploying one channel of
communication versus the benefits derived. The cost should not outweigh the benefits,
otherwise the organization or business will end up making losses.

The other factors that organizations need to consider include security, safety, and
confidentiality of the channel at play. If the message being transmitted calls for high levels of
confidentiality then the mode of communication ought to facilitate the process. Same applies
to classified messages, they need high levels of security.

The context also plays an important role in many cases, the communication mode being used
needs to align with the relationship that the sender has with the receiver. Other factors such
as the emotional well-being of the parties involved should be taken into account.

These factors lay a perfect backdrop against which informed decisions can be made in an
objective manner. This reduces the probability of errors.

This article throws light upon ten main factors to be considered while selecting the
means of communication. The factors are:

1. Nature of Message
2. Cost
3. Record
4. Distance
5. Scale of Organisation
6. Supporting Technology
7. Urgency
8. Secrecy
9. Safety
10. Relationship.
Factor # 1. Nature of Message:
The means of communication depends upon the nature of the
message. Urgent, confidential, private and important messages
should be distinguished from ordinary, routine, open and less
important messages and the means of communication are to be
chosen accordingly.

Factor # 2. Cost:
The cost of sending a message is also to be considered while
selecting a mode of communication. The result obtained should
justify the expenditure.

Factor # 3. Record:
If the record of the communication is important it should be
written, otherwise oral communication is sufficient.

Factor # 4. Distance:
Distance is another factor for consideration. The mode of
communication to be chosen depends on whether the message is to
be sent to a nearby place or somewhere at a long distance.

Factor # 5. Scale of Organisation:

Means of communication in large-scale business is different from
that in the small-scale. In small business most communication is
oral while in large business it is written.

Factor # 6. Supporting Technology:

Both the sender and the receiver must have supporting
technological communication tool to make communication through
a particular medium. Suppose, A sends an e-mail to B. To get the e-
mail B should have a personal computer.
Again, to get a fax message one should possess a fax machine.
Therefore, while selecting a means of communication one has to
consider whether supporting technological tool is available at the
other end.
Factor # 7. Urgency:
Selection of the means of communication is to be made keeping in
view the urgency of the communication. Time available is the main
factor here. Higher cost may be justified for sending the message in
time.

Factor # 8. Secrecy:
If the message to be communicated is secret or confidential, such
means are required to be adopted that can maintain secrecy. A
telephone call can be overheard, an e-mail or fax may not be
appropriate, and an office memo may be less confidential. In such
cases, face-to-face talking may solve the problem.

Factor # 9. Safety:
The sender has to be careful about the safety of the message.
He/She has to decide whether the message would be sent by
ordinary post or by registered post; through courier or messenger,
etc.

Factor # 10. Relationship:

The relationship between the sender and recipient may be a decisive
factor in the choice of the means of communication. Message of
private nature may require personal contact whereas formal
relationship demands official and conventional mode of
communication.
REFERENCE :

https://www.themedwire.co.uk/factors-that-affect-choice-communication

http://www.yourarticlelibrary.com/management/communication/selecting-the-means-of-
communication-10-factors-to-considered/70164