Business Communication SWHArif Altaf. Overview What is communication? Internal and external communication Factors affecting the choice of communication.

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Presentation transcript:

Business Communication SWHArif Altaf

Overview What is communication? Internal and external communication Factors affecting the choice of communication Methods of communication Oral Written Visual Modern methods of communication SWHArif Altaf

Communication is The transfer of information(data) from one person to another. SWHArif Altaf

Internal Communication is With people inside the organisation. e.g. Notice Board. SWHArif Altaf

External Communication is Between the organisation and people outside. e.g. Letter SWHArif Altaf

Factors to consider when choosing a method of communications. SWHArif Altaf

1. Cost Is the method cheap or Costly? SWHArif Altaf

2. Speed How long will it take to reach its destination? SWHArif Altaf

3. Secrecy Is the method confidential? SWHArif Altaf

4. Record Will a copy of the information exist? SWHArif Altaf

5. Destination Is it internal or internal? How far is it going? SWHArif Altaf

The 3 methods of communication are 1. Oral/Verbal 2. Written 3. Visual SWHArif Altaf

Oral Communication is Sending a verbal message. Internal Eg. Intercom, face-to-face meeting. External Eg. Radio, telephone. SWHArif Altaf

Oral Communication Advantages Quick Instant Feedback Disadvantages No Record May be hard to remember SWHArif Altaf

Types of Meetings Department Meeting. School Meeting. Informal meeting on the spur of the moment. SWHArif Altaf

Chairperson Calls meeting to order. Ensures that meetings run smoothly. SWHArif Altaf

Secretary Sends out notices of meetings. Writes up the Agenda. Keeps minutes. SWHArif Altaf

Written Communication Some record is kept. Internal Eg. Notice Board, Memo External Eg. Letter, , fax SWHArif Altaf

Written Communication Advantages Record kept Don’t have to remember everything Disadvantages No instant feedback May not be confidential e.g. fax SWHArif Altaf

A Memo is A short note used within a business. To: Mr. Kelly From: CSPE Class representative. Date: 10/10/08 Subject: Recycling paper. Message: Please place used paper in recycle bins. Signed: Mary Jones. SWHArif Altaf

A Notice of a Meeting is Information about a meeting. Sent by the secretary. Name: 1 st year PTM Date: 20/10/08 Place: SHS, Tullamore Time: Signed: Aoife Malone SWHArif Altaf

An Agenda is A list of topics that will be discussed at a meeting. SWHArif Altaf

Sample Agenda 1. MinutesSummary of last meeting. 2. Matters ArisingIssues that need further discussion. 3. CorrespondanceLetters of apology etc. 4. Chairpersons Report Recap of the years events. 5. Treasurers Report Summary of finances. 6. Election of Officers Appointing new officers. 7. AOBAny Other Business SWHArif Altaf

Visual Communication Using charts, graphs, videos and television to give a messages internally & externally. SWHArif Altaf

Visual Communication Advantages Easy to understand Shows trends and comparisons Disadvantages Some people may not understand Takes time to prepare SWHArif Altaf

Rules for preparing charts/graphs Give it a title. Label the Y axis (eg. year) Label the X axis (eg. quantity) SWHArif Altaf

Bar Chart  Is a series of bars.  Used for comparing quantities. SWHArif Altaf

Line/Trend Graph Is a chart that uses lines. Used for showing changes over time. SWHArif Altaf

Pie Charts Is a circle divided into segments. Used to show percentages or proportions. SWHArif Altaf

Government Agency involved in communication An Post Provides a national & international postal service. SWHArif Altaf

Other services Publicity post Delivers leaflets for a small fee. SWHArif Altaf

Swift post Letter will be delivered quicker for a fee. SWHArif Altaf

Freepost Special envelopes where customers can reply to business & they pay the postage. SWHArif Altaf

Telecommunication services Telephones Freefone Texting Answering service SWHArif Altaf

MODERN METHODS OF COMMUNICATION SWHArif Altaf

Internet www SWHArif Altaf

Teleconferencing Up to 20 people can talk together. SWHArif Altaf

Video-conferencing TV link up of sound & pictures for meetings without travel. SWHArif Altaf

Recap What is communication? Internal and external communication Factors affecting the choice of communication Methods of communication Oral Written Visual Modern methods of communication SWHArif Altaf