Importance of communication to business

Importance of good communication in trade

1. Information; Communication facilitates the issuing of regulations, instructions, orders, quotations, and many others which are vital for smooth business operations.
2. Conveys complaints; Through communication, consumers are able to express their complaints to suppliers. This helps suppliers to improve their goods or services according to the needs of consumers.
3. Movement is reduced; Good communication enables people to contact each other without the need for physical movement, allowing them to save time and concentrate more on their business activities.
4. Market is widened; Communication helps in making the public aware of the goods and services available, thus increasing sales and expanding the market reach.
5. Links markets; It connects different markets, making it possible to transfer surplus goods from one market to another where there are shortages.
6. Countries linked; Communication creates strong relationships between firms and the international market, allowing for the easy flow of information across borders.
7. Leads to efficiency; Effective communication improves understanding between employers and workers, leading to greater efficiency and better working relationships.
8. Saves money; Businesses can save money and time as they no longer need to travel long distances to communicate; they can use telephones and other communication devices.
9. Saves life; In the case of accidents, fast communication helps to save lives and goods by quickly alerting emergency services like ambulances.
10. Advertises goods; Through various means of communication, businessmen can make the public aware of the goods and services they offer.
11. Provides employment; The communication sector provides employment opportunities in areas such as post offices, telephone companies, and delivery organizations.

Services rendered by post office

Telephone services

This is one of the quickest methods of oral communication where people talk to each other using telephone receivers. Communication can happen in two ways:

1. By speaking through a switchboard operator who connects the call.
2. By direct dialing without involving an operator, especially in cases where automatic systems are used.

Direct dialing is charged depending on factors such as the distance between the caller and receiver, the time of the day, and the duration of the conversation.

Telephones are operated internationally as well through a system called International Direct Dialing (IDD), which allows people to make calls across countries without the help of an operator.

Types of telephones

1. Conventional Telephones; These are the traditional landline telephones connected by wire. They are fixed at specific places such as homes, offices, or businesses, and require a physical connection to a telephone network.
2. Mobile Telephone; A mobile telephone is a wireless device that allows people to make and receive calls anywhere, anytime, without the need for a fixed line. It uses cellular networks and can also send messages, browse the internet, and perform many other functions.
3. Car Phone; A car phone is a type of mobile telephone that is installed in a vehicle. It was especially popular before portable mobile phones became common. It allows people to make calls while driving.
4. Voice Bank (Telephone Answering Machine); A voice bank, or answering machine, is a device attached to a telephone line that records messages from callers when the receiver is not available to answer the call.
5. Loud Speaking Telephone; This type of telephone allows the user to speak and listen without holding the handset. It uses a loudspeaker and microphone, making it possible for several people to participate in a call at once, often used during meetings.
6. Cordless Telephone; A cordless telephone has a handset that is not connected to the base by a wire. It allows the user to move freely within a certain range while talking, as it uses radio signals to communicate with the base station.
7. Con Far Fones (Teleconferencing); This type of telephone is used for teleconferencing, where many people from different locations can communicate and hold meetings by connecting through telephone lines or internet services at the same time.
8. Pay-phone (Telephone Kiosks); A pay-phone is a public telephone that requires the user to pay before making a call. Payment can be made using coins, a telephone card, or a credit card. Pay-phones are usually found in public areas like streets, bus stations, and airports.

Advantages of telephones

1. Fast means of sending information; Telephones allow urgent information to be sent quickly over long distances, making them suitable for emergency or time-sensitive messages.
2. Eliminates physical movement; People do not need to travel from one place to another to deliver information; they can easily communicate by making a call, saving energy and reducing transport costs.
3. Accurate and relatively cheap; Telephone conversations are usually clear and direct, and the cost of making a telephone call is often cheaper compared to traveling or sending written messages.
4. Saves money and time; Since communication is instant and there is no need to travel, telephones help businesses and individuals save both time and money.
5. Immediate replies; Unlike letters which may take days to be delivered and answered, telephone conversations allow for instant feedback, making communication faster and more efficient.
6. Mobility with mobile phones; Mobile phones provide the flexibility to make and receive calls anywhere and anytime, as long as there is network coverage, enhancing convenience.

Disadvantages of telephones

1. Limited ownership; Very few people, especially in rural areas, have access to telephones in their homes, limiting the reach of telephone communication.
2. Costly maintenance due to misuse; Frequent or careless use of telephones can lead to high bills and expensive maintenance, especially in businesses where many employees share the service.
3. Lack of physical contact; Telephone communication does not allow face-to-face interaction, which sometimes makes it harder to build trust or express emotions clearly.
4. No reference; Since most telephone conversations are verbal and not recorded, there is no permanent record for future reference, unlike written communication.
5. Network problems; Communication may sometimes be interrupted due to poor network coverage, especially in remote areas.
6. Risk of misunderstandings; Without seeing the other person's expressions or gestures, there is a greater chance for messages to be misunderstood over the phone.

Letters (service by post office)

The post office carries letters both within the country and abroad. People usually communicate with others by writing letters. This method involves writing by the sender and reading by the receiver, making it suitable mainly for literate individuals.

Sometimes letters can also be delivered by hand directly to the receiver. However, when using the postal system, the sender must buy and affix a postage stamp on the letter. The cost of the stamp depends on the distance the letter will travel.

Letters can be categorized as either personal (informal, like writing to family or friends) or official (formal, like business letters or government communication).

Special types of letters called express letters are given priority during sorting and handling. They are delivered faster than ordinary letters to ensure urgent communication.

Advantages of letters

i. Less costly than telephones: Sending a letter is often cheaper than making long-distance telephone calls, especially for non-urgent messages. ii. Detailed information can be sent: Letters allow the sender to write detailed and lengthy information, which would be difficult to communicate quickly over a phone call. iii. Acts as a record for future reference: Letters are written documents that can be stored and referred to later when needed, providing a permanent record. iv. Illustrations and pictures can be sent: Letters can carry drawings, charts, or photos, which help in explaining ideas more clearly. v. Suitable for formal communication: Letters are ideal for official, legal, and formal business communication where written proof is required. vi. Can reach remote areas: Letters can be delivered to distant and rural areas where other communication methods may not be available.

Disadvantages of letters

i. Suitable only for the literate society: Only people who can read and write can use letters effectively, making it unsuitable for the illiterate population. ii. Not good for urgent information: Letters take time to reach the receiver and are not suitable for urgent communication. iii. Benefits mainly those with post office boxes: To receive letters, one must have access to a postal address or post office box, limiting the service. iv. Immediate replies cannot be received: Letters do not allow for immediate feedback or clarification, causing delays. v. Risk of getting lost or delayed: Letters may sometimes be lost, misplaced, or delayed during postal delivery, affecting important communication. vi. Limited interaction: Letters do not allow real-time interaction between sender and receiver, reducing the ability to solve issues quickly.

Qualities of a good letter

i. Should be well dated: A good letter must show the correct date of writing to help track and organize correspondence. ii. Should have a subject or theme: Every letter should clearly mention its subject so the reader knows its main purpose. iii. Should use clear language: The language must be simple, clear, and direct to avoid misunderstanding. iv. Should be simple to understand: The ideas must be presented in a straightforward manner for easy comprehension. v. Correct spelling and grammar: Proper spelling, grammar, and punctuation should be used to maintain professionalism and credibility. vi. Should bear names of sender and receiver: A letter must clearly mention both the sender's and receiver's names and addresses for proper delivery.

Telegram services

i. Brief written information: Telegrams are used to send short written messages quickly over long distances. ii. Cost depends on words and distance: The fewer the words and the shorter the distance, the cheaper the telegram. iii. Use of few words encouraged: To minimize cost, senders must summarize their messages using very few words. iv. Printed copy delivery: The recipient gets a printed copy of the telegram the same day or the next day. v. Decline due to phones and telex: The use of telegrams has dropped because faster communication tools like telephones and telex machines have developed. vi. Example of shortened telegram: Instead of a long message, one can send something short like "FATHER KATO SERIOUSLY ILL RUBAGA HOSPITAL NEED ASSISTANCE PETER".

Telex (teleprinter)

i. Direct global connection: Telex connects subscribers directly to other users worldwide. ii. Automatic printing at receiver: The message typed on the sender's machine is automatically printed at the receiver's end. iii. Unattended message receiving: Even if the machine is unattended, it will still receive and print the message. iv. Suitable for sophisticated organizations: Telex is mostly used by embassies, airlines, and national assemblies. v. Reliable for written communication: It provides written proof of communication unlike telephone conversations. vi. Effective across long distances: Messages are transmitted instantly to any part of the world.

Fax (facsimile)

i. Modern method of written communication: Fax machines send written documents over long distances instantly. ii. Transmits real images: Maps, drawings, and photographs can be sent in their real form. iii. Uses telephone lines: Fax uses telephone connections to transmit the information. iv. Immediate delivery: A fax can be sent and received almost instantly after it is created. v. Suitable for urgent documents: Especially useful for sending official documents, signatures, or plans. vi. Reduces need for posting: No physical delivery is needed, unlike letters.

Radio and television

i. Modern developments in communication: Businesses can advertise and share information quickly. ii. Broad audience coverage: Messages reach large groups of people at once. iii. Information is audio-visual: People receive information both by hearing and seeing. iv. Useful for advertising: Businesses promote goods and services through radio and TV ads. v. Quick information transfer: News and announcements reach people in minutes. vi. Educational and entertainment value: Apart from business, radio and TV educate and entertain.

Radio-call

i. One-way speech at a time: Only one person speaks while the other listens, then they switch. ii. "Over" signal usage: Speakers must say "OVER" to indicate that they have finished speaking. iii. Works without wires: It operates without cables, using radio waves. iv. Useful in remote areas: Suitable for places where no telephone network is available. v. Emergency usage: Radio-calls are very useful in emergencies like disaster operations. vi. Reliable for field communication: Ideal for police, army, and field workers.

Registered post

i. Secure sending method: Letters or parcels are registered to ensure safe delivery. ii. Suitable for valuable items: Used when sending important goods or money. iii. Receipt issued: A receipt is given at the post office after registering. iv. Compensation guaranteed: If lost, the sender may be compensated based on the item's value. v. Not placed in letterboxes: Registered mail is handled separately and safely. vi. Ideal for rural areas: Very useful where telephones and fast communication are unavailable.

Recorded delivery (certificate of posting)

i. Proof of posting: The sender gets a certificate showing that the mail was posted. ii. No guarantee for valuables: Not recommended for sending items like money or jewelry. iii. Low-cost security: Cheaper than registered post but still gives posting evidence. iv. Traceable if needed: Although not as secure, it gives a trail to follow. v. Suitable for non-valuable documents: Good for contracts, letters, and certificates. vi. Used in normal mailing: Common for everyday correspondence needing proof.

Business reply service

i. Free reply for receiver: The business pays for the return postage, not the customer. ii. Convenient for customers: Encourages more people to reply since they don't pay. iii. Popular in marketing: Companies use it to receive feedback and orders. iv. Prepaid envelopes/cards: Enclose these within the letter to the customer. v. Builds customer loyalty: Shows that the company cares about customer convenience. vi. Saves time for sender and receiver: No need to organize separate payments for replies.

Express delivery (express post)

i. Fast special delivery: Mail is carried by special messengers to the receiver quickly. ii. Charged by weight and distance: The heavier and farther, the more it costs. iii. Express label marking: Packages are labeled "EXPRESS" for quick identification. iv. Suitable for urgent parcels: Used for documents and goods needed quickly. v. Reduces delivery time: Faster than normal postal services. vi. Available in urban centers: Widely available in towns and cities.

Poste restante

i. To be called for: Mail is kept at the post office until collected by the receiver. ii. Useful for travelers: People who travel can collect their mail from a post office. iii. Requires identification: Receiver must show ID to collect the mail. iv. Addressed specially: Mail is addressed with "Poste Restante" and the town name. v. Temporary solution: Ideal for people with no fixed address for a short period. vi. Common at tourist centers: Available at big towns and tourist places.

Selecta post

i. Organized departmental delivery: Post office arranges mails according to departments of an organization. ii. Extra fee required: Organizations pay additional fees for this service. iii. Saves sorting time internally: Reduces time needed to distribute letters within an organization. iv. Suitable for large organizations: Best for universities, government ministries, and big companies. v. Department-specific addressing: Envelopes must indicate the correct department name. vi. Increases internal efficiency: Helps faster communication inside organizations.