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University Name

Business Communication

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Analysis of more proffered way of communication

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Your Name

Instructor Name
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Table of Contents
ANALYSIS OF MORE PREFERRED WAY OF COMMUNICATION ...................................................................... 3

Background ................................................................................................................................................... 3

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Advantages of using Hypermedia ................................................................................................................. 4

1. Cost Effective: ................................................................................................................................... 4

Time saving: ...................................................................................................................................... 4

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2.

3. Tractability of site: ............................................................................................................................ 4

4. Fast execution: .................................................................................................................................. 4

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5. Employees Moral: ............................................................................................................................. 4

6. More Organized: ............................................................................................................................... 5

Disadvantages of Hypermedia: ..................................................................................................................... 5
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1. Use of technology: ............................................................................................................................ 5

2. Absence of body language: ............................................................................................................... 5

3. Loss of attention: .............................................................................................................................. 5
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4. Weak security system: ...................................................................................................................... 5

Advantages of Power Point........................................................................................................................... 6
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1. Face to face communication: ............................................................................................................ 6

2. Objective oriented: ........................................................................................................................... 6

3. Informative: ...................................................................................................................................... 6

Disadvantages of Power Point ...................................................................................................................... 6
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1. High Cost: .......................................................................................................................................... 6

2. Time: ................................................................................................................................................. 6

3. Low overall employee moral............................................................................................................. 6

Conclusion & Recommendation ................................................................................................................... 7

References .................................................................................................................................................... 8

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ANALYSIS OF MORE PREFERRED WAY OF COMMUNICATION

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Background

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The economic condition of the world is really very bad and especially the impact on developed
countries is gigantic. Due to such crisis our company is also going through very tough
conditions. The economic condition is still very vague and it is not clear how deep this crisis
could be. Even the best economists are not comfortable to predict the future outcome of the

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economy. Some of them even say the worse part has yet to come and it has not bottom out. This
recession could even be more dangerous and its implications would be far deeper than great
depression of 1930. Almost every company has laid-off its employees in order to reduce the
operating cost. The business activity is almost stagnant to declining. The current credit crunch
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has squeezed the credit off take and financial institutions are very reluctant to extend credit to
companies. Due to this reason employees are caught up with fear of losing their job. Their moral
and motivation level has gone down. Their body language is not very positive and their
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productivity has reduced significantly do to stress. In such a crisis like environment it is the duty
of the top management to make the situation clear to their employees and to make their
employees understand about the current situation of the company and the economic condition.
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Our company is going to announce annual result to its employees. Most of the employees are
already expecting to get fired and the circumstances are very unambiguous. It is a very critical
time in the history of the company. It cannot afford to lose its employees productivity as well as
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it has to reduce its operating cost, so the mode of communication has to be very clear and
unambiguous. There are two communication options are under consideration, one is to bring all
the employees under one roof and to give them a PowerPoint presentation. The second option is
to announce the result using hypermedia. The advantage and disadvantages of both the mode of
communication has been discussed below in order to decide what would be the best option for
the company to announce the annual report and to convey its employees the message.

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Advantages of using Hypermedia

1. Cost Effective: the most important concern for the company is to reduce its cost in

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order to remain competitive and survive in this hard time. The use of hypermedia would
allow the company to safe lot of travelling, accommodation and miscellaneous expense
of their employees to bring them under one roof.

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2. Time saving: time saved is money saved. This phrase explains the importance of
time. Time is most essential component of any business and the time manager requires to
fly over the head quarter could be used to generate more business activities. Web

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conferencing can be used to save time, and have access to the most up-to-date in data.

3. Tractability of site: internet has reduced the time dramatically. The technologies
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like blackberry and wireless internet solution manager has a flexibility to attend meting
from any place instantly. This mode of communication has greatly helped managers to do
speedy meeting without the expense of losing important business clients. If the meeting is
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placed under one roof, there is high probability that mangers might end up losing
important and vital clients, as it would become difficult for them to handle clients at
different locations.
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4. Fast execution: larger amount of data and details can be passed online through
broadband connection. The processing and execution on such details can be done at a
much faster pace.
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5. Employees Moral: All the reports and presentations would be digital and accessible
to every employee of the company. The presentation would appear on everyone's
computer screens, clearer and available for examination at each member's own individual
pace. All the employees would feel more ownership in the company and it would greatly
help them to understand the current condition. Their moral would go up with it as they
have a feeling that nothing is being hidden from them.

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6. More Organized: The schedule of the meeting and the general flow from start to end
is more structured. The use of hypermedia technology would keep all the details of
documents and graphs updated, that can immediately be shared among meeting members.

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Disadvantages of Hypermedia:

1. Use of technology: It is possible that not every employee of the company is familiar

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with the technologies; older employees and businessmen are not very comfortable with
the use of technologies and may get frustrated trying to cope up with the systems. The
implementation of such technology would also be expense and may require some extra

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time as well.

2. Absence of body language: Since this is going to be web conference, managers
can't see the people there are meeting with and they won’t have the opportunity to make
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decisions based on the ambiance of the room. They could not observe the body language
of the employees as they would in an actual physical meeting.

3. Loss of attention: There is high probability that employees end up lose their
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interest and get bored when a particular topic under discussion has no interest to them at
all and they may end up losing attention to meeting which is highly required from
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employees in such a emergency situation.

4. Weak security system: If the security system is not powerful enough, there is
probability that important details about the company leaks out, and we would be allowing
access to company financial health and most important files to anyone with an internet
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connection. The chance of being hacked increases tremendously. The implication of bad
security system would be that may be other company tries to do hostile takeover and
inside info can also be use to trade stocks of the company.

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Advantages of Power Point

1. Face to face communication: The use of PowerPoint would enable management

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to meet face to face with each other under one roof and could also observe the body
language of the each other.

2. Objective oriented: The employees would remain attentive and the meeting is more

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objective oriented and employees tend to give more attention to the speaker.

3. Informative: the PowerPoint presentation would be more informative and one person

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would be able to communicate all the necessary information without any interruption.

Disadvantages of Power Point
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1. High Cost: To call a PowerPoint presentation meeting would cost lot of cost of
travelling, accommodation and other expense to company, which it is not in a position to
afford.
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2. Time: Lot of time would be required to move from one place to another and there is a
chance that manager have to delay or reschedule their meetings with important clients
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which does not put good impression on clients.

3. Low overall employee moral: It is not possible to bring all the employees under
one roof, so the participation of all employees is not possible in the meeting, which is
very essential in such a crisis like situation to take the employee in confidence and brief
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them about the current condition of the company.

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Conclusion & Recommendation

PowerPoint is excellent mode of communication if one has to present text and photos etc in a

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linear fashion. But the critique of this mode of communication is that, it is more of a passive
rather than interactive style of communication. Hypermedia would give the management many
more opportunities for creating more versatility in making their multimedia presentations.

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Creating their own animations rather than 'choosing' canned ones, having a non-linear
presentation, and making presentations with much user friendly effects. It is much more creative.
A lot of planning must go into a hypermedia presentation and this itself, is a critical to present
the annual report. Although there are cons, they are far outweighed by the pros and one can

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maximize business meetings by choosing the hypermedia as a mode of communication. The use
of hypermedia would help company to save time and cost which is critical for the company at
this point of time. The flexibility of location would also help its manager to stay in touch with
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the vital clients and would not have to reschedule their meetings with them. Today one of the
most important aspects of business is high quality customer services, which could only be
attained by continuously lassie with the clients and fulfilling their requirements and needs.
Another important reason to recommend this mode of communication is that it would allow more
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participation from the employees and they would feel more sense of ownership. More
participation would also float out of the box ideas which may be critical for the future success of
the company.
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References

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 R V Lesikar, M E Flatley, (2004), Basic business communication:
skills for empowering the internet generation, 10th edition

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 Danette Paul, (2001), Journal of Business and Technical
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Communication, Vol. 17, No. 114-122
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