Read the information below about a business communication decision. Rift Valley Spices exports packaged herbs from Kenya. Its sales manager must obtain a re...
Question 1 Report
Read the information below about a business communication decision.
Rift Valley Spices exports packaged herbs from Kenya. Its sales manager must obtain a retailer's approval of new label artwork before printing 20 000 packs. The retailer is based in Sweden and wants to see the colours and ask questions while the artwork is displayed. The manager is considering a live online meeting, email or an international telephone call. A quick answer will help the company begin trade before the seasonal demand period.
(a) Which one of the following methods would allow both businesses to view the label artwork and speak at the same time? [1]
(i) Email
(ii) Video conference
(iii) Recorded voicemail
(iv) Postal letter
(b) State two features of a video conference that could help the company communicate with its retailer. [2]
(c) Explain one reason why email may still be used after the online meeting. [2]
(d) Suggest one reason why the company should not rely only on an international telephone call for this decision. [3]
Answer Details
(a) The method that allows both businesses to see the artwork and speak at the same time is a video conference. [1]
(b) A video conference allows participants to view live visual material, including shared label artwork, and to speak and receive an immediate response. It also enables people in different countries to join using the internet. [2]
(c) Email should still be used to provide a written record of the retailer’s approval or instructions. This can be checked later, forwarded to printing staff, and used to avoid disagreement about what was agreed. [2]
(d) An international telephone call gives audio only, so the retailer may not see the label’s colours and layout accurately. This makes misunderstanding more likely. Incorrect approval could then delay printing or result in unsuitable packs, causing extra costs or lost customers. [3]
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