Communication Overview What is communication? - PowerPoint Presentation

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Communication

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Overview

What is communication?

Internal and external communication

Factors affecting the choice of communication

Methods of communication

Oral

Written

Visual

Modern methods of communication

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Communication is

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

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Internal Communication is

With people

inside

the organisation.

e.g. Notice Board.

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External Communication is

Between the organisation and people

outside.

e.g. Letter

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Factors to consider when choosing a method of communications.

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1. Cost

Is the method cheap or dear?

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2. Speed

How long will it take to reach its destination?

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3. Secrecy

Is the method confidential?

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4. Record

Will a copy of the information

exist?

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5. Destination

Is it internal or internal?

How far is it going?

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The 3 methods of communication are

1. Oral/Verbal

2. Written

3. Visual

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Oral Communication is

Sending a

verbal

message.

Internal

E.g.

Intercom, face-to-face

meeting

.

External

E.g.

Radio, telephone.

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Oral Communication

Advantages

Quick

Instant Feedback

Disadvantages

No Record

May be hard to remember

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Types of Meetings

AGM

: Annual General Meeting.

EGM

: Extra-ordinary General Meeting.

Ad hoc

:

Informal meeting on the spur of the moment.

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Calls meeting to order.

Ensures that meetings

run

smoothly.

Chairperson

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Secretary

Sends out notices of meetings.

Writes up the Agenda.

Keeps minutes.

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Treasurer

Keeps a record of all finances.

Prepare final accounts.

Prepares financial reports.

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Written Communication

Some record is kept

.

Internal

e.g. Memo’s, emails

External e.g. Letter

, e-mail,

faxes

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Written Communication

Advantages

Record kept

Don’t have to remember everything

Disadvantages

No instant feedback

May not be confidential

e.g. fax

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A Memo is

A short note used within a business.

To

:

Mr

. Kelly

From

:

Senior Administrator

Date

:

10/10/14

Subject

:

Recycling

paper.

Message

: Please place used paper in recycle bins.

Signed

:

Mary

Jones.

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A Notice of a Meeting is

Information about a meeting.

Sent by

a

secretary.

Name:

PM Smith

Date:

20/10/14

Place:

Head Office,

H

arrogate

Time:

9.00am - 3.00pm

Signed:

Aoife

Malone

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An Agenda is

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

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Sample Agenda

1.

Minutes

Summary of last meeting.

2.

Matters Arising

Issues that need further discussion.

3.

Correspondence

Letters 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.

AOB

Any Other Business

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Visual Communication

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

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Visual Communication

Advantages

Easy to understand

Shows trends and comparisons

Disadvantages

Some people may not understand

Takes time to prepare

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Telecommunication services

Telephones

Mobile Telephones

Freefone

Texting

Emailing

Answering

service

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Modern methods of communication

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Internet

E-mail

www

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Teleconferencing

Up to 20 people

can

talk

together.

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Video-conferencing

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

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Recap

What is communication?

Internal and external communication

Factors affecting the choice of communication

Methods of communication

Oral

Written

Visual

Modern methods of communication