D1 Unit 8 Btec Level 2

A business organisation will have to deal with a lot of documents every day. Different businesses will deal with more documents than others but most will have to write letters and reports, send emails, create meeting agendas and produce and order list of what they want from suppliers. Businesses will have to write back to people with concerns or complaints to make sure the customer is happy, they will have to give information to people outside the business and also may have to give important information people within the business.

No matter where you work communication will always be important, if that’s with someone within the business or someone outside of the business. You will have to send emails to other employees in the business to communicate with them well and so you can all do your job effectively. The main way of communicating in the business would be through email but you would also communicate with people over the phone etc.

Most businesses use written communications. Schools would need written communications, they would need one when they are purchasing equipment for the school as they would have to write down what they have ordered to show as proof they have ordered from the supplier. If written communications are not written it could result in major problems for the business. If a school didn’t write the purchase order and the supplier delivers the wrong items then the school will have no proof of what they ordered and the supplier may argue that it is what they ordered so the school may not get the equipment they want.

Hotels would also need written communication as they may write a letter back to a customer who has stayed at the hotel, either thanking them for staying at their hotel or to even reply to a complaint they may have received from the customer. Written communication is important as it is quick to write an email but if you were to hand write a letter it shows you have put more effort into writing it and it shows that you care about your customers on the other hand hotels also use emails as a form of communication, this is also an effective way to show they value their customers. If a hotel didn’t send an email to their customers who have stayed at the hotel then the customer will not feel as welcome and may feel that the business don’t value their customers as they should do therefore the customer may never want to return to this particular hotel. This will mean the hotel could lose valuable customers and that could lose them money.

Accountancy firms use minutes as a way of written communication. This way it will show how long the meeting lasted and will be easier to show what was discussed and what the outcomes will be. If the manager was to not have regular meeting and didn’t record the minutes of the meetings the business would not be able to make improvements and they will not be able to expand their business to gain more customers. In the meetings they would discuss the weak parts of the business and the good sides therefore they would work on the things that need to be improved and try to look for more ideas to drive the business forward so the business can make more money. If no meetings take place then no discussions would happen and the business wouldn’t be able to improve.

Communications are very important in business’s especially written communications. Written communications will show you value the customer and glad you had them in your business it will make the customer feel welcome and they will feel like they will be able to use the company again and this will make the business earn more money and have more regular customers.