Communication. Overview What is communication? Internal and external communication Factors affecting the choice of communication Methods of communication.

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Presentation transcript:

Communication

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

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

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

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

Factors to consider when choosing a method of communications.

1. Cost Is the method cheap or dear?

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

3. Secrecy Is the method confidential?

4. Record Will a copy of the information exist?

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

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

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

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

Types of Meetings AGM: Annual General Meeting. EGM: Extra-ordinary General Meeting. Ad hoc: Informal meeting on the spur of the moment.

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

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

Treasurer Keeps a record of all finances. Prepare final accounts. Prepares financial reports.

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

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

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.

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

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

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

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

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

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

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

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

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

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

Other services Publicity post Delivers leaflets for a small fee.

Swift post Letter will be delivered quicker for a fee.

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

Private telecommunications providers Eircom BT Perlico Orange Meteor Vodafone

Telecommunication services Telephones Freefone Texting Answering service

MODERN METHODS OF COMMUNICATION

Internet www

Teleconferencing Up to 20 people can talk together.

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

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