1 Communication in Administration Higher Administration

Unit Outline Methods of Communication Barriers to Communication Security of Information Communicating Information: –Produce presentations – ; ediaries; emerging technologies –Research and download info from the Internet 2

3 Methods of Communication Higher Administration

Internal Communication What are the purposes of Internal Communications? –Giving information. –Gathering information. –Giving reassurance. –Clarification of issues. –Starting actions. –Influencing actions.

Internal Communication What forms of Internal Communication exist within the school?

External Communication What are the purposes of External Communication? –Providing information. –Giving instructions. –Confirming arrangements. –Improving customer service. –Public relations.

External Communication How does the school communicate externally?

Choice of Method Think about the relationship between sender and receiver… and how quickly the message needs communicated. –Face-to-Face –Oral –Written –Electronic 8

Face-to-Face Meeting / interview / conversation Immediate feedback Uncertainties clarified Body language and facial expressions Oral Most popular – telephone Quick response Useful for general and brief enquiries 9

Written Letters / memos / reports / forms Permanent record Allows time to read and understand content Electronic Intranet / internet / / blogs / podcasts / social networking 24/7 Increased speed of communication 10

Examples: Intranet Staff may use the intranet within the organisation to access relevant policies – always up-to-date 11

Examples: & Read Receipt A manager may send an urgent (could have attachments) to all staff requesting a read receipt to confirm that the has been received. 12

Examples: Staff Meeting Human Resources may arrange a meeting to inform all staff about a change in organisational structure – questions can be asked and answers clarified 13

14 Value of Information Timely Accurate Appropriate Available Complete Concise Cost-effective Objective CccOAaaT

15 Barriers to Communication Higher Administration

16 Skills of People Involved The Sender must be able to explain the message properly. The Receiver must be able to understand the message. e.g. asking for an order to be sent asap, rather than specifying a particular date.

17 Jargon A word or phrase which has technical or specialist meaning is known as jargon. Meaningless to those that don’t have the required knowledge. e.g. Technical information not understood by the Marketing Department - misleading advertising and possibly poor sales.

18 Communication Method Being able to communicate to the right number of people using the right method. e.g. a notice when it is impossible to speak to everyone at once.

19 Perceptions and Attitudes Employees are likely to have confidence in people that they trust, because of past experiences of reliability. What would you do if someone that you don’t trust gives you some information?

20 Information Overload? The message needs to be clear and in the right language. It must not contain too much information. Presentation slides should be concise. It must not be presented too quickly.

21 Chain of Command (Length) If information is passed down by word of mouth it is possible for the message to become distorted. Might end up with the wrong information or the wrong emphasis placed on the information.

Emotional Barriers Some people find it difficult to talk about certain issues which may affect the individual or the organisation. Can you think of some examples? 22

23 Wrong Target Businesses sometimes send the wrong information to the wrong person. This can create a poor image of the business in the eyes of the public.

24 Breakdown of the Channel Channels of communication can sometimes break down. Perhaps because of technical problems with computers (e.g. banks can’t tell you your balance) Another reason for a breakdown in the channel of communication could be too much background noise.

25 Audience Loses Interest PowerPoint presentations should be eye-catching with appropriate use of images, animation and slide transitions. A speaker should be provided with a microphone so those at the back can hear

26 Security of Information (including Data Management) Higher Administration

This is a separate presentation… 27

Data Security Research Research recent examples when data security has been breached and prepare a short report. This report should contain a minimum of three examples with the background to each explained. 28

OakHosting (Sale to Squidix) 29

30 Electronic Communication Higher Administration

Presentations Addition of slides and content: –Promote and demote slides and text within –Import data from the internet –Insert data from spreadsheet or database –Create notes 31

Presentations Complex Features: –Advance slides automatically timed –Create a hyperlink to URL or document –Customise animations and transitions –Create a loop presentation –Embed multimedia –Use of master slides (slide and handout) 32

E-diary Enter and edit appointments Recurring Appointments Task manager Selected printouts eg daily, weekly, monthly, task list 33

Send, receive and print Mailing Lists Create and manage folders Automatically manage messages Create automated responses Be aware of etiquette 34

Publications Create and edit publications eg newsletters and notices 35

Communication and Research Receive, process and transmit information using: –Intranet –Internet – s –Blogs –Presentations –Documents –Podcasts –Social networking sites –Other emerging technologies 36

Communication Tasks Take a lengthy report and summarise suitable for delivery to an audience eg Italy Presentation (part of task) Creating a school newsletter based on the calendar, HT Updates and news articles, access to pictures provided. 37

38 Communication in Administration Higher Administration