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, e-mail, 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: 1st year PTM Date: 20/10/08 Place: SHS, Tullamore Time: 9.00-3.00 Signed: Aoife Malone

An Agenda is

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

Sample Agenda

1. Minutes Summary of last meeting.

2. Matters Arising Issues that need further discussion.

3. Correspondance Letters of apology etc.

4. ChairpersonsReport

Recap of the years events.

5. Treasurers Report

Summary of finances.

6. Election of Officers Appointing new officers.

7. AOB Any 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

E-mail 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