People and organisations outside the business

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External contacts – The communication of the business, Ikea with the public, for e.g. Ikea communicating with customers about new products and sales. Within Functional Areas Within the functional area, Customer Service, they can communicate Face to Face. They can use this communication method in meetings or morning huddles. They may use meetings to help to tell employees about aims for the week, profit targets, profit or losses within the business, redundancy, promotions and wages.

They may also use a Morning Huddle, which is a bit like a meeting but less formal and much quicker. The advantages of using this method is it is very direct, informs staff of daily targets, solves problems and any issues that arose the previous day, is a two way communication, allows for clarification and is quick and easy. The disadvantages of using the Face-to-Face method are that it may not be confidential; the conversation may be forgotten if no written record is kept, the listener may be distracted. Overall using the Face-to-Face method is very effective because it is quick and easy, free and much clearer than any other type of communication.

Within the functional area, Customer Service, they can communicate by using a notice board. Ikea may use this method in a department like Marketing and Sales to keep the workforce as a whole up to date with what is going on. Notices may relate to vacant posts, holiday arrangements, union matters or social events, aims of the day and sales information are likely to be displayed on a notice board.

The advantages of using a notice board to communicate are they keep workers informed and attempt to make them feel a part of a large work force. It is very easy and quick to use if you need to communicate with the whole department, a written record is kept, they can attractive and most employees look at them in their break. The disadvantages of using a notice board to communicate are there are very impersonal, the notice is sent to all the workers, is not confidential, notices can be taken down, it could not be clearly sent across because there is not enough of data and if the notice does not look attractive employees may not look at it. Overall using the notice board as a communication method is very effective, if want the whole department to know about the subject.

Between Functional Areas

Communication can be used between functional areas; one way this can be done is through e-mail. An example of using email is, marketing and Sales staffs needing to communicate with the production department, so they don’t promise goods that aren’t in stock. An advantage of using this method of communication is it can send reports and attachments with graphics, all staff has an e-mail address, it is very quick and may take seconds to send a large amount of data, not much of a cost. The disadvantages of using e-mail to communicate are, the e-mail may be sent to the wrong person, may have delivery problems and possible delays in receiver opening their mail may have been too busy and this could cause delays for the sender. Overall using e-mails to communicate is very effective because, it is fast and easy and can hold a lot of information and graphics such as graphs.

Communication can be used between functional areas; one way this can be done is through an internal phone. An example of doing this is if administration needs ICT support with sending e-mails or other computer related problems. Advantages of using internal phones as a type of communication are, it is fast and easy to use, you can speak directly to a person, no cost, can be very descriptive on a phone. The disadvantages of using an internal phone are the person may not be at their desk so may not be able to receive calls, there is no body language to rely on, may be a bad line which makes the conversation not clear also there may be a lot of interference. Overall this is an effective way of communication if you want to get hold of people fast.

External Contacts

Ikea uses communication to external contacts; they use such things as catalogues or leaflets to inform customers about new products, existing ones and store information. Leaflets are used in Ikea because they can advertise the organisation and show the public in not too much detailed written communication, what the business is about. The advantages of using these types of communications are they are packed with loads of information, they explain the Ikea way of doing things, product information, product promotions, store location and contact details. There are hardly any disadvantages of using these types of communication, except it could be very expensive but they do, get their money back in sales.

Ikea uses communication to external contacts; they use such things as Formal Letters. Ikea may use a formal letter to confirm a school trip, as a receipt of a complaint letter or to inform workers of wage raises, promotions and redundancies. The advantages of using a formal letter to communicate are it is very formal, very personal, can include diagrams; can be delivered anywhere in the world, can be typed up and saved, provides written and visual information, can range from one to many pages, doesn’t use any electronic means so is a lot cheaper.

The disadvantages of using a formal letter to communicate are, it will take a certain amount of time to reach the recipient because of the type of stamp or if it has to be delivered abroad, can be lost, not 100% sure of security, can be easily opened and read or sent to the wrong address and is very long to produce a letter. Overall using a formal letter to communicate externally is very professional but can easily be lost, damaged or sent to the wrong address.

Ikea uses communication to external contacts; they use such things as telephones. Ikea may use a telephone to phone suppliers about quantity of goods and cancellations, contacting the press for a news story or even to conform a school trip. The advantages of using a phone are, it is fast and easy to use, you can speak directly to a person, can be very descriptive on a phone. The disadvantages of using a telephone are the person may not be there to take the call, there is no body language to rely on, may be a bad line which makes the conversation not clear also there may be a lot of interference. Overall using a phone to communicate is effective if you want to get hold of somebody fast or in an emergency.

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