Communication

1. Communication

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

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

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

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

6. Factors to consider when choosing a method of communications.

7. 1. Cost • Is the method cheap or dear?

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

9. 3. Secrecy • Is the method confidential?

10. 4. Record • Will a copy of the informationexist?

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

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

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

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

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

16. Chairperson • Calls meeting to order. • Ensures that meetings run smoothly.

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

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

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

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

21. 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.

22. 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

23. An Agenda is • A list of topics that will be discussed at a meeting.

24. Sample Agenda

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

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

27. Rules for preparing charts/graphs • Give it a title. • Label the Y axis (eg. year) • Label the X axis (eg. quantity)

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

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

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

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

32. Other services • Publicity post • Delivers leaflets for a small fee.

33. Swift post • Letter will be delivered quicker for a fee.

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

35. Private telecommunications providers • Eircom • BT • Perlico • Orange • Meteor • Vodafone

36. Telecommunication services • Telephones • Freefone • Texting • Answering service

37. Modern methods of communication

38. Internet • E-mail • www

39. Teleconferencing • Up to 20 people can talk together.

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

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