Communication Overview n n What is communication Internal

Communication

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

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

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

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

Factors to consider when choosing a method of communications.

1. Cost n Is the method cheap or dear?

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

3. Secrecy n Is the method confidential?

4. Record n Will a copy of the information exist?

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

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

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

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

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

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

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

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

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

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

A Memo is n n n n 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 n n n n Information about a meeting. Sent by the secretary. Name: 1 st year PTM Date: 20/10/08 Place: SHS, Tullamore Time: 9. 00 -3. 00 Signed: Aoife Malone

An Agenda is n 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. 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

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

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

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

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

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

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

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

Other services n Publicity post n Delivers leaflets for a small fee.

n Swift post n Letter will be delivered quicker for a fee.

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

Private telecommunications providers n n n Eircom BT Perlico Orange Meteor Vodafone

Telecommunication services n n Telephones Freefone Texting Answering service

MODERN METHODS OF COMMUNICATION

Internet n n E-mail www

Teleconferencing n Up to 20 people can talk together.

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

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