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Communications

Communications. What Is Communication?. Communication is the way information is sent and received Business success depends upon clear and effective communications within and between organisations. Good Communications. This depends on the sender making Sure that the message is:

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Communications

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  1. Communications

  2. What Is Communication? Communication is the way information is sent and received Business success depends upon clear and effective communications within and between organisations

  3. Good Communications This depends on the sender making Sure that the message is: • Easy to understand and free of jargon • Sent by an approved method • Sent to the right person

  4. What Methods Of Communication Are There?

  5. Telephone • Most commonly used method of communication for quick one-to-one discussions • Connection available from various companies • Telephone systems hold, transfer and divert calls

  6. Telephone Services Directory Enquiries • Dial 192 directory enquiries • Dial 153 international numbers • Charge for this service Call Return • Dial 1471 to find out who called you • Telephone number can be withheld by person dialling Caller Display • Displays the number of the person calling • Telephone number can be withheld by person dialling

  7. Telephone Services Charge Card Calls can be made from a public call box and charged against the owners bill Transfer Charge (Call Collect) The recipient pays Calls are arranged through operators Additional charge for this service

  8. Mobile Phones Features Messages Inbox Call Divert Internet Access Quick Dial Text Messages Security Access Phone Book

  9. Voicemail • A specialised type of e-mail • A computer-linked system for recording, storing and forwarding telephone messages • Messages are spoken and left in a voicemail box

  10. Voicemail (cont) • Is protected by a PIN number • The system indicates when messages are waiting to be read Problems • Callers can be kept waiting while trying to contact someone • System is impersonal • Some callers may not want to leave messages

  11. Intranet • A Local Area Network (LAN) where an network of computers are connected • Allows internal communication to take place • Data is exchanged without the need for Internet access

  12. Intranet (cont) • In-house web pages can be used Problems • Communication is limited to internal use • Communication with other branches may not be possible

  13. Pagers Small hand –held devices which alert users when information has been received • Inexpensive to operate • Easily carried • Beep or vibrate to alert users

  14. Pagers (cont) • Used by people who need to be contacted quickly Problems • May be lost due to size • Messages sent are limited in size • Allow only one-way communication

  15. Public Address System • Operates through a loud speaker system • Useful for announcements and general messages • Can be hard to hear • Relatively cheap to operate • Useful for large gatherings of people

  16. News Weather Finance TV Listings Holidays Movies etc Road Reports Exchange Rates Teletext • Teletext broadcasts pages of information to speciall equipped TV’s Information includes:

  17. Electronic Diary Is used to: • Store information relating to appointments, meetings etc • Customers and suppliers details • Inform staff of important dates, times etc • Keeps a central record of meetings

  18. Electronic Diary (cont) Problems • Equipment failure • Information must be constantly updated • Wrong information may be communicated

  19. Paper Based Communication Business Letter • Provides a permanent record • Inexpensive • Often use between businesses • Prepared using house style • Slower than electronic mail

  20. Memorandum • An internal method of communication • A short note from one person to another • Prepared using an acceptable house style

  21. Other Business Documents Requisition Internal request for for goods to be bought or issued from stock. Sent to a supplier requesting info about goods or services Sent by the seller to the buyer • Sent with the goods being delivered • Buyer can check order with delivery note • Copy is signed and returned as proof of delivery Letter of Enquiry Order Delivery Note

  22. Order Invoice Credit Note Statement Sent by the seller to the buyer Sent by the seller to the buyer Gives details of what was bought including price Sent by the seller to the buyer Acknowledges the receipt of returned goods Sent by the seller (usually at the end of the month) Advises the buyer how much they owe and how much they have paid that month Other Business Documents

  23. Letter of Enquiry Quotation Order Delivery Note Invoice Credit Note Statement

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