ASSIGNMENT – 1 (Business Communication)

Name – Kunal Sunil Kabara

Roll No. – 66

Section – B

Q.1. Differentiate between oral and written communication along with their advantages
& dis-advantages ?
ANS - Oral communication: Oral communication implies communication through mouth. It
includes individuals conversing with each other, be it direct conversation or telephonic
conversation. Speeches, presentations, discussions are all forms of oral communication.

 Advantages of Oral Communication

1. There is high level of understanding and transparency in oral communication as it is
interpersonal.
2. There is no element of rigidity in oral communication. There is flexibility for
allowing changes in the decisions previously taken.
3. Oral communication is not only time saving, but it also saves upon money and efforts.
4. Oral communication is best in case of problem resolution. The conflicts, disputes and
many issues/differences can be put to an end by talking them over.
5. Oral communication is an essential for teamwork and group energy.
 Disadvantages of Oral Communication
1. Relying only on oral communication may not be sufficient as business
communication is formal and very organized.
2. Oral communication is less authentic than written communication as they are informal
and not as organized as written communication.
3. Oral communication is time-saving as far as daily interactions are concerned, but
in case of meetings, long speeches consume lot of time and are unproductive at
times.
4. Oral communications are not easy to maintain and thus they are unsteady.

 Written Communication: A ‘Written Communication’ means the sending of messages,

orders or instructions in writing through letters, circulars, manuals, reports, telegrams,
office memos, bulletins, etc. It is a formal method of communication and is less flexible.
A written document preserved properly becomes a permanent record for future
reference. It can also be used as legal evidence. It is time-consuming, costly and
unsuitable for confidential and emergent communication. Written communication, to be
effective, should be clear, complete, concise, correct, and courteous.

 Advantages of Written Communication:

1. It is suitable for long distance communication and repetitive standing orders.

2. It gives the receiver sufficient time to think, act and react.

3. It can be used as legal document.

 ASSIGNMENT – 1 (Business Communication)

4. It can be sent to many persons at a time.

 Disadvantages of Written Communication:

1. It cannot maintain strict secrecy which would have been possible in oral communication.

2. Written communication has no scope for immediate clarification if not understood

properly.
3. It is not effective in the case of emergency.

Q.2. What are the electronic modes of communication. Elaborate their advantages &
dis-advantages ?
ANS - Electronic communication is any form of communication that’s broadcast, transmitted,
stored or viewed using electronic media, such as computers, phones, email and video. But
each has specific uses and is better suited for certain scenarios.

1. Email

In an email stats report covering 2021 to 2025, research firm Radicati predicts that
businesses’ and consumers’ total number of emails sent and received per day will surpass
319 billion by the end of 2021. With so many emails flying in and out and no clear
prioritization, the risk of losing vital intel is high.

2. Instant messaging and live chat

Instant messaging (IM) refers to the real-time or instantaneous transmission of messages via
the internet or an internal network or server.

IM tools such as Slack and Facebook Messenger reduce, and often eliminate, the unnecessary
and time-consuming back-and-forth of phone calls and emails. IM also lets you immediately
raise and address issues that could otherwise languish unnoticed for days or weeks.

3. Phone and voicemail

With most business communication now happening via mobile and desktop apps or cloud-
based platforms, it’s easy to forget the old-school phone system. Customer behaviour may
have evolved in response to technology, but there’s still a need for a personal touch.

4. Video

Explainer videos are short videos that highlight the features of a product or service. They’re
particularly helpful for potential customers researching a product or current customers trying
to understand how one functions. Explainer videos can also be used for online advertising.
 ASSIGNMENT – 1 (Business Communication)

 Advantages:

1. Downward: Communication flows downward when leaders or managers share

information with lower-level employees. Some don’t warrant a response, such as
announcements, memos, company handbooks and instruction manuals.
2. Upward: Communication flows upward when lower-level employees respond to a
downward communication, such as when the CEO directs the project manager to make
a proposal. Other examples include status reports, project questions or complaints.
3. Horizontal: This happens between colleagues at the same level. Think sales and
marketing managers coordinating to improve brand messaging or employees
sharing information to facilitate collaboration.
4. Diagonal: In organizations that follow a matrix or flattened hierarchy structure,
diagonal communication occurs between people at different levels of the organization,
such as lower-level employees emailing senior-level employees and vice-versa.
5. External: The first four types happen within the organization. External communication
is about communicating with people outside, such as the legal or PR departments.
External can also mean organizations outside the company entirely.

 Limitations:

1. Lack of nonverbal cues - Face-to-face communication gives added context from

nonverbal cues. A shrug can indicate indecision. A frown can signal disapproval.
And silence might mean you have more explaining to do.
2. Disruption due to server outages or electronic malfunction - Outages are disruptive and
costly if you rely on electronic communication to support business activities, particularly
email or softphones. Data compiled by Atlassian found that significant IT downtime can
cost companies anywhere from $137 to $9,000 per minute and up to $1 million an hour.
 ASSIGNMENT – 1 (Business Communication)

Q.3. Differentiate between verbal & non-verbal communication and the role of both in
organization ?

Parameter of
Verbal Communication Non-Verbal Communication
comparison
Language, words, sentences, and voice are Body language, facial expressions,
Medium of
used as the means of communication in sound, and pauses in speech are all
communication
verbal communication. examples of nonverbal communication.
The human voice, which speaks one word Nonverbal communication employs a
Channels of at a time, is the only channel of variety of methods, including the use of
communication communication used in verbal your whole body, facial gestures, and
communication. voice tone.
When both participants in a conversation
A phone call, a face-to-face chat, over can see each other, nonverbal
Examples of
loudspeakers, via audio recordings, and so communication can take place. This
communication
on are all examples of verbal contact. allows them to fully comprehend what
they're doing nonverbally.
Nonverbal contact is a never-ending
Verbal communication is a linear and cycle. While you can train yourself to do
voluntary form of communication. You it more consciously, it is not well-
decide what you want to say, gather your thought-out and essentially
Mode of
thoughts, form sentences, and then deliver unintentional. Nonverbal communication
communication
your message. It is a well-planned phase in is not linear like verbal communication.
which the speaker concentrates on It is more dependent on how one
successfully delivering their message. responds to external stimuli using body
language and other cues.
Consciousness Verbal contact is a deliberate act. It On an unconscious stage, nonverbal
in entails a combination of thought, contact occurs. It isn't something that is
communication processing, and articulation. consciously considered.
It's a bit more difficult to decipher
If you understand the language and the nonverbal communication than it is to
words being used, verbal communication decode verbal communication. To
Decoding the is fairly simple to decipher. You can decipher what the other person is trying
communication understand what someone is saying if to say, you must pay attention to a
you pay careful attention to what they are variety of variables such as the speaker's
saying. body language, facial expressions, and
tone.