COMMUNICATION

This is the process of transmitting information from one place to another. There are two
branches of communication namely-postal services and telecommunication services.

The importance of fast and accurate transmission of commercial information to

commerce

 It enables businessmen to get in touch with one another quickly to contract for the purchase
or sale of goods.
 It enables the businessmen to instruct one another about the delivery of raw materials or
goods etc to prevent waste of time in production.
 It enables the businessman to gain knowledge about price and conditions in other markets in
order that they can compete favorably
 Communication provides a link between the businessman and other markets in the world
and this helps the businessman to enlarge his market
 The businessman can deal with enquiries as well as complaints from his customers
 Communication enables quick and rapid exchange of information which increases the
efficiency of business. Managers can issue instructions to their subordinates for the smooth
and efficient running of the business.

Postal services

1. Letter Post: - a businessman can send written information to his customers or suppliers
through the post office. He/she has to buy the correct amount of stamp and affix this on the
envelope before posting. The letter may be posted FIRST class which implies that the letter
is delivered overnight. A SECOND class mail is not so urgent so it is delivered within three
days Letters weighing 750 grams or more will be treated by the post office as second-class
mail.

2. Business Reply service: - This is a special service provided by the post office to
businessmen who want to encourage replies to is questionnaires or advertisements. The
businessman first obtains a license from the postmaster to use the service. He then sends
self-addressed envelopes showing his license number to his customers to mail their replies.
The businessman pays for the cost of postage on all replies received at the post office. In
addition he pays certain fixed charge for utilizing the service.

3. Freepost: - a businessman who wishes to encourage responses to his advert on his products
applies to the post office for a license to use the freepost service. Respondents are instructed
to send their replies to a special address with the word “freepost" written below the
addressee's name. The post office charges a fee for providing the service.

4. Registered letter: - a businessman who wants to send valuables to another businessman

through the office must first register the letter or parcel at the post office before mailing.
 The businessman or sender has to mark the envelope or parcel with a cross on both the front
and back before presenting it to the postal clerk. The postal clerk then enters the name and
address of the addressee in a special registration receipt book. A copy of the receipt is given
to the sender. The letter "R" and the receipt number are written on the letter to be posted.
The cost of posting the letter is higher than that of an ordinary letter. When the letter arrives
at its destination, the addressee is sent a registration slip or receipt informing him of the
arrival of his registered article. The addressee is expected to report at the post office with
the slip and a personal identification before being given his letter or parcel. If a registered
item is lost is the post, the post office pays compensation to the sender.

5. Cash on delivery: This is a service provided to mail order companies. The post office
undertakes to collect payment on behalf of the businessman at the time goods are delivered
to the buyer. This means that if the buyer does not pay for goods, he cannot take delivery of
them. The mail order company is protected from incurring bad debt. The post office charges
a fee for providing the service to the mail order companies.

6. Franking machines: These are special portable machines used for posting letters in place
of stamps. The machine makes some wavy lines on the envelope where stamps are normally
affixed. Businesses that deal with a large volume of correspondence apply to the post office
for permission to lease or purchase a franking machine. The machine has a meter which
records the number of letters passed through it so that the businessman pays the correct
amount to the post office when the machine is taken there for reading of the meter. A
businessman may also prepay for the cost of postage and if the amount is used up he/she has
to pay more money to the post office to continue using the service.

7. Expedited Mail Service (Courier service): This is a cheap courier service provided by the
post office for businessmen to send their letters and parcels. The sender has to complete a
special address slip at the post office stating his particulars including his phone or fax
number and the particulars of the addressee including his/her phone number. A record of the
time of delivery of the letter or parcel is made. A copy of the slip is affixed on the EMS
envelope supplied by the post office for dispatching the mail. When the letter or parcel
arrives at its destination, the addressee is contacted by the quickest means for fast delivery.

8. Poste restante: This service is provided to a person visiting a town but he/she does not
know where he/she will be staying. The person contacts the post office to apply for the use
of the service. His/her letters have to be addressed to the main post office in the town and
the inscription poste restante has to be indicated on the letter. The letters are kept at a
special counter with poste written across. The addressee has to call personally at the post
office to collect his or her mail.

Example of poste restante: J.Tebogo

Poste Restante
Post Office
Gaborone
Botswana
9. Express mail: A businessman who wants his letter to be delivered urgently to a supplier or
customer will pay extra for the letter to be labeled 'EXPRESS' in order that it is sent by the
fastest available means to its destination.

10. Private box: a businessman may apply to the post office to rent a private box. If the request
is granted, he is given a box number and keys to the box so that he can collect his/her letter
anytime.

11. Data post: The post office delivers packages overnight from door to door. The packages are
transported by road to their destination Packages can be collected and returned at pre-
arranged times.

12. Airmail service: this service is provided to businessmen who want to send letters or parcels
abroad. The mail is transported using air transport. The postage charge is higher than that
for surface mail.

13. Surface mail: These letters are sent by rail, ships, and boats or by trucks. The cost of
postage is low.

14. Parcel post: This service is used for posting large or heavy items. Although the post office
has a weight restriction a special arrangement can be made for much larger and heavier
items. A postage forward service is also available where the receiver pays for the cost of
postage. A license has to be obtained to use this service.

15. Other services: Philatelic services: the post office sells decorative stamps commemorating
some special events. These stamps are not for posting letters but for stamp collection.

16. Financial services: the post office assists businessmen and individuals to send money by
using postal orders or money order. Agency services payment of old age pension, Botswana
savings bank, Department of Transport, Department of Customs, Botswana
Telecommunications Corporation and The Red Cross.
PAYMENTS THROUGH THE POST OFFICE

a) National Giro Bank: This is a facility for making payments which allows monetary
transfers between account holders.

b) Postal orders: This is a facility offered by the post office for sending small amounts of
money. The post office provides postal forms to be filled in by the sender indicating the name
of the payee, the post office of payment e.g. Monarch Post Office. The orders are marked not
negotiable as this protects the payee should the postal order be stolen.

c) A crossed postal order can not be cashed over the counter but it has to be paid into the bank
account. It is a safe way of sending amount of money and a small commission is made for using
this facility.

d) Money Orders: These are used for sending much more money and the commission charge
by the postal office is higher than postal order service. Money needed urgently can be sent
through telegraphic money orders. The sender pays telegram charges and supplementary fees.

The post office instructs the post office by telegram to pay a certain amount of money to the
payee. The sender may add extra message for an extra cost.

FACTORS AFFECTING THE CHOICE OF MEDIUM OF COMMUNICATION

a) Speed of transmission: If communication is urgently needed then express mail delivery

should be faster than ordinary mail. However, if faster and instant communication is required, a
telephone, telex or fax can be used.

b) Cost of medium: where two methods are equal in efficiency, the cheapest can be used.
Mail services are the cheapest while telecommunication services are sophisticated and
expensive.

c) Safety of medium: to ensure that information is received it is sometimes necessary to send by

registered post which is very useful for sending legal documents such as certificates, cheques
e.t.c. where acknowledgement of receipt of the document is important.

d) Record of information: A letter, telex, fax will serve as a best method as it keeps record of
transmission and such can be used in a court of law. A telephone does not keep a record of the
message sent.

e) Accuracy of information: For accuracy sake, a telex, or letter can be used as they convey a
full message unlike a telephone or telegram which economizes on the usage of words. When
detailed information is required e.g. when exact copies of the original can be sent electronically
by a telefax, is can be more accurate too.
f) Length of message: If the length of the message is long. Verbal communication would not be
appropriate as the receiver would not be able to remember all the details so written information
would be necessary such as telex, fax, and e.t.c.

g) Nature of the message: Some messages need confidentiality or secrecy while others can be
displayed for anyone. Letters especially registered mails are more confidential.

TELECOMMUNICATION

In Botswana, telecommunication services are provided by Botswana Telecommunication

Corporation.

Telephone: This is an instrument that enables a businessman to contact his partners and other
businesses both locally and abroad to discuss business issues. The subscriber Trunk Dialing
(STD) enables the businessman to dial directly without passing his call through the operator.
The telephone provides many services to the user. This includes answering services, voicemail
for receiving and recording messages while the line is busy with another call, redirecting calls
to another number and toll free service (Free fone)

Advantages:
1. It is a very fast means of communication
2. It is easy to use
3. It is cheap for local calls
4. It allows discussion or dialogue for efficient resolution of problems and misunderstanding

Disadvantages:

1. There is no written record of the transaction therefore further confirmation has to be made in
writing.
2. They are expensive over long distances especially in the case of international calls.

Facsimile transmission (Fax): This is a special machine that is connected to the telephone
system for sending exact copies of documents. In order to send a message to his partner, the
businessman will dial the fax number of the partner after putting the document he wants to send
into the fax machines. The businessman presses the start button of his fax machine and if the
partner's fax is not busy, the document is immediately reproduced in the partner's office.

Advantages:

1. It is a fast means of communication

2. It is easy to use It provides a written or permanent record of the transaction
3. The businessman can send exact copies of drawings and plans to his partner
4. Multiple copies of a document can be sent at the same time
5. It is cheaper to use than the telephone
6. The message can be delivered even if the office is closed
7. The machine may be used as a photocopier

Disadvantages:

1. It does not allow for secrecy because anyone in the office can read the message unless codes
have been used.
2. It does not allow for dialogue

Telegram:

It is used to send urgent messages. The businessman who wants to send a message will go to
the post office to complete a telegram form IN addition to the message to be sent, the
businessman has to write the name and address of the addressee.
There is a flat charge for the first thirteen words. Any additional words are charged per word.
The message is transmitted from the sending post office to the addressee’s post office using
telephone, a fax or telegraph. The message is written on a new telegram form and delivered to
the addressee.

Advantages

1. It is a fast means of communication

2. It provides a written record

Disadvantages

1. The message is usually brief because of the cost

2. The message may be misinterpreted
3. The message cannot be sent if the post office has closed.

Confravision or Videoconferencing:

Businessmen is different locations can arrange a joint meeting without physically coming
together although they can see and hear each other. The conference room of each group is a
special studio with speakers and a screen to enable the groups to hear and see each other.

Advantages:

1. Decisions can be made quickly due to dialogue

2. It provides both visual and audio impact
3. It reduces the need to travel and the payment of hotel bills for management staff
4. Top management staff do not have to leave their duty post during meetings
5. There is a reduction in the organization’s budget for travel and hotel
Inter-com system

This is communication within a particular building but not between different geographical
areas.
The system is made up of loudspeakers located at strategic positions in the building and linked
to a central circuit. Messages are transmitted form the central circuit and these are echoed
throughout the building by the loudspeakers.

Advantages:

1. It is easy to operate
2. It is a fast means of communication

Disadvantages

1. It is a one way communication therefore no dialogue can take place.

2. The message is not limited to the receiver only therefore it may be disruptive.
3. There is no selectivity

Voice mail

This is a special service offered by the telecommunication authority. It allows both subscribers
and non-subscribers to receive and leave messages through a voicemail box.
To be connected to the service, the businessman must first register with Botswana telecoms and
receive a voicemail box number. In order to send a message to a subscriber, you dial his
voicemail number and leave the message. In order to receive the message, the owner of the mail
box dials his secret code number to access the messages that have been left.

Advantages:

1. It provides 24 hour service

2. Both subscribers to private telephones and non-subscribers can use the service.
3. The service is cheap
4. It allows for privacy
5. It can store up to twenty messages at a time
Radio paging

This is a service that allows a businessman to be contracted through a beeper which he carries.
If the businessman is needed, his number is dialed and his beeper automatically alerts him to
make contract. In some cases the beeper flashes a message to the businessman.
The radio pagers are connected to telephone lines and airwaves.

Advantages

1. It is a fast means of communication

2. It provides 24 hours service

Disadvantages

1. It does not allow for dialogue

2. The person carrying the beeper has to use a telephone to make contact with the
sender of the message

Internet service

This is a worldwide communication network by which individuals as well as businesses can

communicate. The businessman's computer is connected via telephone lines to a modem. This
allows him to access others on the internet and also to find information on websites.

Advantages:

1. Information on a wide range of topics can be accessed information on the websites.

Information on a wide range of topics can be accessed.
2. Business can advertise and sell their goods and services
3. It is used it to obtain suppliers
4. It is used it to obtain assistance
5. It helps to speed up communication
6. The businessman can order goods from the comfort of his home or office

Disadvantages

1. It contains a lot of uncensored information

 2. If the correct address is not used, the search for relevant information may be futile.

Electronic mail (e-mail)

This is an electronic communication system similar to the internet except that the e-mail allows
for personalized communication.
To communicate using the e-mail, a businessman must have his own e-mail address. Messages
are sent and received by typing on the computer and posting the message electronically.

Advantages

1. It can be used to send files, graphics, audio and video files

2. It is a fast means of communication
3. It is easy to used provided one can type
4. A hardcopy of the message can be kept for future reference

Disadvantages

1. It is expensive to use.

Toll free service

This is a telephone service where the business man provides a telephone number for customers
to dial when they have complaints or want some information. The cost of the telephone call is
paid by the business.

The benefit of fast and accurate transmission of commercial information

1. Mangers can issue instructions to their employees to promote efficiency in the organization.
2. Appropriate business decisions can be made quickly.
3. Orders can be received and sent quickly so production is not delayed.
4. Firms can contact suppliers for rapid delivery of inputs for production.
5. Complaints and queries from customers can be dealt with quickly
6. Businesses can expand their market to include overseas markets.
7. It has created an efficient banking and financial system.
Factors to consider in choosing and method of communication

1. Cost: A businessman will choose the cheaper method of communication to reduce his
expenses

2. Speed of transmission: A business will choose the fastest method of communication for
urgently needed messages or information

3. Accuracy of information: If exact copies of documents or messages etc are required, the
businessman will use a fax, telex or letter post.

4. Record of information: if the businessman wants to keep a record of the transaction or

message, the telex, fax etc may be used as opposed to the telephone.

5. Safety: when sending important business documents etc, it is better to use a registered mail
or EMS especially if the businessman wants to be certain that the information will be received
by the addressee.