Learning for everyone Communication Learning for everyone Overview

Learning for everyone… Communication

Learning for everyone… Overview Ø What is communication? Ø Internal and external communication Ø Factors affecting the choice of communication Ø Methods of communication ØOral ØWritten ØVisual Ø Modern methods of communication

Learning for everyone… Communication is Ø The transfer of information(data) from one person to another.

Learning for everyone… Internal Communication is Ø With people inside the organisation. Ø e. g. Notice Board.

Learning for everyone… External Communication is Ø Between the organisation and people outside. Ø e. g. Letter

Learning for everyone… Factors to consider when choosing a method of communications.

Learning for everyone… 1. Cost Ø Is the method cheap or dear?

Learning for everyone… 2. Speed Ø How long will it take to reach its destination?

Learning for everyone… 3. Secrecy Ø Is the method confidential?

Learning for everyone… 4. Record Ø Will a copy of the information exist?

Learning for everyone… 5. Destination Ø Is it internal or internal? Ø How far is it going?

Learning for everyone… The 3 methods of communication are Ø 1. Oral/Verbal Ø 2. Written Ø 3. Visual

Learning for everyone… Oral Communication is Ø Sending a verbal message. Ø Internal E. g. Intercom, face-to-face meeting. Ø External E. g. Radio, telephone.

Learning for everyone… Oral Communication Ø Advantages Ø Disadvantages Ø Quick Ø No Record Ø Instant Feedback Ø May be hard to remember

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

Learning for everyone… Chairperson Ø Calls meeting to order. Ø Ensures that meetings run smoothly.

Learning for everyone… Secretary Ø Sends out notices of meetings. Ø Writes up the Agenda. Ø Keeps minutes.

Learning for everyone… Treasurer Ø Keeps a record of all finances. Ø Prepare final accounts. Ø Prepares financial reports.

Learning for everyone… Written Communication Ø Some record is kept. Ø Internal e. g. Memo’s, emails Ø External e. g. Letter, e-mail, faxes

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

Learning for everyone… A Memo is Ø A short note used within a business. Ø To: Mr. Kelly Ø From: Senior Administrator Ø Date: 10/10/14 Ø Subject: Recycling paper. Ø Message: Please place used paper in recycle bins. Ø Signed: Mary Jones.

Learning for everyone… A Notice of a Meeting is Ø Information about a meeting. Ø Sent by a secretary. Ø Name: PM Smith Ø Date: 20/10/14 Ø Place: Head Office, Harrogate Ø Time: 9. 00 am - 3. 00 pm Ø Signed: Aoife Malone

Learning for everyone… An Agenda is Ø A list of topics that will be discussed at a meeting.

Learning for everyone… 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

Learning for everyone… Visual Communication Ø Using charts, graphs, videos and television to give a messages internally & externally.

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

Learning for everyone… Telecommunication services Ø Telephones Ø Mobile Telephones Ø Freefone Ø Texting Ø Emailing Ø Answering service

Learning for everyone… Modern methods of communication

Learning for everyone… Internet Ø E-mail Ø www

Learning for everyone… Teleconferencing Ø Up to 20 people can talk together.

Learning for everyone… Video-conferencing Ø TV link up of sound & pictures for meetings without travel.

Learning for everyone… Recap Ø What is communication? Ø Internal and external communication Ø Factors affecting the choice of communication Ø Methods of communication Ø Oral Ø Written Ø Visual Ø Modern methods of communication