hello everybody welcome to cents business YouTube channel I hope you guys are enjoying my videos and this is another great with you which will help you a lot in getting an a star in your eye GCC business topic so we'll cover two point four internal and external communication in this lesson so lessons objective is we'll talk about internal and external communication just like I said earlier and we will also talk about the benefits and limitation of different communication methods and we'll talk about importance of effective communication and we'll move on to communication for ears and so on so what is communication the importing or exchanging of information by speaking writing or using some other medium so that is what communication is it is a process by which information or instruction is exchanged between one group or person to another so we have two people here this guy's the sender he has an idea and he sends it to him who is the receiver so he evaluates a accepts a and replies to it or sends feedback this is what communication is an effective communication is communication is that turns pairing of message from the sender to the receiver who understands the message so communication becomes effective when this guy here sends a message that is clear and understandable to this guy so that's what basically effective communication is so somebody that can understand clearly what the sender is trying to say or the point that they are trying to make that's what communication is so now there's different categories of communication so we have token of verbal communication we have written communication we have visualization of visual communication and we also have nonverbal communication like body language guessed how we dress act or even our sin I'll talk about these three just now but before that I would like you to do a quick task that will help you understand this topic more and keep the topic in your long-term memory so what I'd like you to do is to write down ten modes of communication that can be used by a business you can pause this video if you'd like more time I'll give you five seconds now and you can comment your answers below so as a reminder for yourself so you have five two seconds perfect now let's view our answers so I hope you have had one of at least 10 of these on your list and you have commented below for me to check you could have done the task in a group or alone if you're watching this on youtube or on my website but if you're watching this in on in your class you can you could have done it in a group of foes so let's start with verbal communication so verbal communication can be done face-to-face over the phone radio television and all the media's so the benefit or the advantage of a verbal communication is that it is fast it saves time in communication the opportunity for receiver to reply because communication is face-to-face or over the phone for example they can instantly reply back to your question quick and obtaining feedback once the message is delivered it is flexible and effective for all if this type of can it's cheaper way of communication and hand saves money so this is one of the better ways to communicate if you want to save money the disadvantages however is that emotions are visible hands leads to trouble in some cases if you tell somebody something that they don't like face-to-face they might find offensive and you might get punch well I hope not but do you get the point that I'm trying to make so no permanent record of discussion so there's no record and discussion whatsoever so somebody your manager could say or could you book me a flight to Spain and then he goes on holiday and comes back and says oh I never told you to do that you stood it off your head to get one thing so no legal validity so it cannot be proved so anything that's been said cannot be proved because it's not written or recorded or anything else just a variable conversation so it's difficult for certain people to understand the speech so we need to make sure that if we ever do if we do if you ever do come across to communicate verbally someone make sure that your speech is clear and understandable so now let's talk about rates and communication and written communication is letters emails books magazine internet or fear or the media so the advantage of this is that it's permanent record of messages so all messages are permanent so there's a proof of it and everything so may be required by law so some documents some information for example health and safety not just need to be recorded for legal purposes can be easy listen to many people for example on email to all in place so if you want to do verbal communication in a branch that won't be a problem so if you're but if you had branches all over the world so like Afghanistan Pakistan India of China you say UK then you wouldn't be able to do a verbal communication with them so a letter communication would be perfect so you could send a letter or email to the whole of your company and everybody would receive the same email and understand the same message that you're trying to make so easy presentation of complex matters so you could easily present information in the information that's complex in an easier way using this format of communication so use it as a reference so if there if somebody says oh no I didn't say that then you can go back and take the records out and say well you did according to this letter or according to this email so it can be used as a reference the disadvantage however is the reader may find long late is boring and hard to read no feedback from receiver unless they reply no body language so you cannot see their body language expensive and time-consuming so if you are sat there writing a letter that's time consuming and you'll be so you could have been doing something else but you're writing the letter so it's that production time has been taken as well so lack of understanding due to complex words like jorgens used so so not everybody will understand your letter because of complex words that you might have used or jargon or words that are not familiar to them and our final type of communication visual communications this is graphs charts maps logos and other visualization can communicate messages so the advantage of this type of communication is that it is interesting reader may pay more attention to posters videos than boring letters information can be clearer than all the methods for example video instruction can be clearer than later instruction so if you are telling somebody how it's done but if you show them I'll feed you some people will find that a lot easier so simple and easy understand and a lot of people will understand visual communication and you'll find it simple and easy disadvantage is that there's no feedback so you could be playing an advert or a Forester to your employees but they will look at it but you won't get any feedback and some people may find charts and graphs difficult and it can be costly if you're selling they're designing or paying employing somebody to design these posters or create these videos and/or visual messages it can be very costly so communication is done and these three ways so you can be done internally or externally it can be done formal or informal a one-way communication or a to waste of Education so now internal communication is from from two people within the organization so internal communication is done within the organization so let's see you work for Apple if you want to contact HR about your wage slips that is an internal communication so or if you work for Apple and you want to communicate an apple so that is in London for example but you are in China that is also an internal communication because it's all part of Apple and it is within the organization you both work for Apple so examples would be employees talking to you so example examples would be talk in place talking to each other director sending an email to all employees not to sports in office these are all examples of internal communication but for internal communication can result and workers don't understand what they have to do for motivation wastage because in place will be doing wrong tasks because of because they have been giving the wrong instructions so these are the downsides or result of poor communication so now we're going to talk about external communication the external communication is done from people inside the business to people outside the business so less is the company so anything communication between all these departments is internal any communication outside this department to other people is external so example of external communication would be emplaced talking to customers so you work for this cooperation and you want to talk to customers over the phone over the email or any other form of communication that would be an external communication so ordering materials from suppliers so you work for this company and you want to order material from suppliers that is an external communication advertisement so this company places an advert here and that tells people to order something they this company is advertised it communicating to these externally to get them to come to or to buy our products so poor external communication results in unhappy customers and fuel cells so if we have four external communication skills if our colleagues are not talking clearly to the customers or external then we could have unhappy customers they will not be happy and they will could probably lose a lot of money bad business reputation at the end of the day nobody wants to do business with a company that has bad reputation problem with suppliers customers due to incorrect information sent to them for example wrong supplies being delivered or incorrect amount of money paid to the suppliers so another problem with the external communication might be that people within our organization not paying attention and sending the wrong amount of money or communicating wrong messages to external parties so then we have formal and informal so formal communication is recognized and approved by the business so it's formal emails official meetings legal and commercial notices reports public speaking these are all formal and then we have informal communication information is sent and received casually so and for me informal means that the communication is relaxed so you don't really need to take notes or things like that is relaxed it's between two people it doesn't really need to be recorded so it can be employees talking during lunch break conversation with employees sending a friendly email to your colleague all these can be casual or informal discussion or your manager talking to you about what would you think of a new kitchen for your department so that would be of informal communication there's no need to write to be serious about it and then we have one way in - we communication so one way communication is that does not allow for a response so one-way communication is this guy here for example he can say all he wants but this guy doesn't need to reply anything it doesn't he doesn't request a reply from this guy it is a one-way communication a two-way communication is where the receiver sends feedback to the sender about the topic so this is the receiver and this is the sender for example so he a two-way communication is they both need to send and receive communication that's what a two-way communication is and I'm really sorry for the terrible driving I cannot drive to save my life so factors that affect the choice of an appropriate communication level so the speed speed is one of them so if the speed if the receiver has to get information quickly then a telephone call or a text message has to be sent if speed is an important a letter or email will be more appropriate so the quicker you want the information you'll have to pick a correct way of God getting that information so cost if the company wishes to keep costs down and might choose to use letters or face to face meetings as a medium of communication otherwise telephone posters will be used so if they want to save cost they won't try and make it as a quick phone calls and things like that to reduce cost of communication message details if the message is very detailed and written and visual Muppets will be used because you don't want to get get on phone to somebody talk to them for hours with laws of details and then hung up the phone they don't understand a single word you said oh they can remember anything for this art of situation a letter or a visual method of communication would be best so leadership style a democratic style would be used will would use two-way communication movements such as verbal mediums so democratic leaders if you remember we talked about this in a previous video is the type of manager who requests for ideas who what he makes the final decision autocratic one is it just uses one way he doesn't really need to ask anybody or anything he just comes up with the idea and just uses it and makes it into brings into action I'm not Socratic he doesn't take into consideration all the people's idea what one you used not says and now now there are some more factors that I wrote down for you to understand is the receiver so if there is only receiver then personal face-to-face or a telephone call would be more appropriate if the stuff is to be sent a message and not cerumen will be sent so it depends on the receiver as well an awesome depend on the importance of our written record so the message that you're trying to get across doesn't need to be recorded is important or is it not important and also the importance of the feedback do you need to get the feedback or not if it's so let's say if you need to approve a contract and a quick email to your manager would be appropriate rather than creating a poster and sticking it on his wall does that make sense so it's important that we know what is the purpose of the communication and then we need to find a way to communicate which is appropriate so we get the best results so communication barriers barriers means what could stop was the problems so problems with the sender can be difficult technology or language is used to communicate so some senders will use a language that is not understandable by the receiver so it is important that we ensure we use a language that is clear easy and simple so the sender speaks too quick or not clear enough so if the sender is speaking to Claire too quick or not clear we need to ensure that we put something in place so that the speak the sender speaks clearly he speaks slowly and normal so that everybody understands that the sender sends the wrong message or sends it to the wrong person so we need to ensure that the messages they send is intended to the person that's receiving it so poor listening habits of skills or another problem could be that some people don't have good listening habits so that could cause a problem because if you are communicating to them and they are not listening then that could be a communication barrier noise so sometimes noise in the background or noise in the office or Department can be a barrier because they will not hear you clearly and there could be a miscommunication too much information or overloaded with information so if you give somebody too much information to take on that could also cause a lot of bit of problem then some more communication barriers are found on the internet which might be interested to you so you can also prejudge relationship emotional responses systems so these are some other communication of careers and our final topic problems with communication channels so sometimes it's not just a communication that's problem it's the channels that we communicate it can be a problem too so communication channel basically means the ways we communicate or techniques we used to communicate so the wrong communication channel was used for example important later placed on a board that doesn't get seen so if there's a very important update about half and safety for example or about the wages that should be sent to all employees so they all view understand and read it but placing that on board would be or not scored would be not appropriate because not everybody looks at not sports so that is the wrong channel to use so no poor opportunity no opportunity for feedback I said it uses a one-way communication channel which does not allow receiver to contribute ideas so using a way which just gives information it just communicates one way so there's no way of getting any ideas back but where you do need ideas back is of wrong Moffat so where if you need to use a two-way communication but you use a one-way communication system then that could cause problem and you'll not get any new ideas or anything that you wanted finally question time thank you very much for watching and please write down any questions concerns suggestions you have in the comment section below and I will be more than happy to answer them for you what do you think of these videos do you like them if so please let me know in the comment section below thank you very much for watching and please watch the next video to help you understand more goodbye