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Communication in Administration

Communication in Administration. Higher Administration 2015-2016. 1. Unit Outline. Methods of Communication Barriers to Communication Security of Information Communicating Information: Produce presentations Email; ediaries; emerging technologies

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Communication in Administration

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  1. Communication in Administration Higher Administration 2015-2016 1

  2. Unit Outline • Methods of Communication • Barriers to Communication • Security of Information • Communicating Information: • Produce presentations • Email; ediaries; emerging technologies • Research and download info from the Internet

  3. Methods of Communication Higher Administration 2015-2016 3

  4. Internal Communication • What are the purposes of Internal Communications? • Giving information. • Gathering information. • Giving reassurance. • Clarification of issues. • Starting actions. • Influencing actions.

  5. Internal Communication What forms of Internal Communication exist within the school?

  6. External Communication • What are the purposes of External Communication? • Providing information. • Giving instructions. • Confirming arrangements. • Improving customer service. • Public relations.

  7. External Communication How does the school communicate externally?

  8. Choice of Method • Think about the relationship between sender and receiver… and how quickly the message needs communicated. • Face-to-Face • Oral • Written • Electronic

  9. Face-to-Face • Meeting / interview / conversation • Immediate feedback • Uncertainties clarified • Body language and facial expressions Oral • Most popular – telephone • Quick response • Useful for general and brief enquiries

  10. Written • Letters / memos / reports / forms • Permanent record • Allows time to read and understand content Electronic • Intranet / internet / email / blogs / podcasts / social networking • 24/7 • Increased speed of communication

  11. Examples: Intranet • Staff may use the intranet within the organisation to access relevant policies – always up-to-date

  12. Examples: Email & Read Receipt • A manager may send an urgent email (could have attachments) to all staff requesting a read receipt to confirm that the email has been received.

  13. Examples: Staff Meeting • Human Resources may arrange a meeting to inform all staff about a change in organisational structure – questions can be asked and answers clarified

  14. Value of Information CccOAaaT Accurate Complete Objective Appropriate Concise Timely Available Cost-effective

  15. Barriers to Communication Higher Administration 2015-2016

  16. Skills of People Involved • The Sender must be able to explain the message properly. • The Receiver must be able to understand the message. • e.g. asking for an order to be sent asap, rather than specifying a particular date.

  17. Jargon • A word or phrase which has technical or specialistmeaning is known as jargon. • Meaningless to those that don’t have the required knowledge. • e.g. Technical information not understood by the Marketing Department - misleading advertising and possibly poor sales.

  18. Communication Method • Being able to communicate to the right number of people using the right method. • e.g. a notice when it is impossible to speak to everyone at once.

  19. Perceptions and Attitudes • Employees are likely to have confidence in people that they trust, because of past experiences of reliability. • What would you do if someone that you don’t trust gives you some information?

  20. Information Overload? • The message needs to be clear and in the right language. • It must not contain too much information. Presentation slides should be concise. • It must not be presented too quickly.

  21. Chain of Command (Length) • If information is passed down by word of mouth it is possible for the message to become distorted. • Might end up with the wrong information or the wrong emphasis placed on the information.

  22. Emotional Barriers • Some people find it difficult to talk about certain issues which may affect the individual or the organisation. • Can you think of some examples?

  23. Wrong Target • Businesses sometimes send the wrong information to the wrong person. • This can create a poor image of the business in the eyes of the public.

  24. Breakdown of the Channel • Channels of communication can sometimes break down. • Perhaps because of technical problems with computers (e.g. banks can’t tell you your balance) • Another reason for a breakdown in the channel of communication could be too much background noise.

  25. Audience Loses Interest • PowerPoint presentations should be eye-catching with appropriate use of images, animation and slide transitions. • A speaker should be provided with a microphone so those at the back can hear

  26. Security of Information(including Data Management) Higher Administration 2015-2016 26

  27. This is a separate presentation…

  28. Data Security Research • Research recent examples when data security has been breached and prepare a short report. • This report should contain a minimum of three examples with the background to each explained.

  29. OakHosting (Sale to Squidix)

  30. Electronic Communication Higher Administration 2015-2016 30

  31. Presentations • Addition of slides and content: • Promote and demote slides and text within • Import data from the internet • Insert data from spreadsheet or database • Create notes

  32. Presentations • Complex Features: • Advance slides automatically timed • Create a hyperlink to URL or document • Customise animations and transitions • Create a loop presentation • Embed multimedia • Use of master slides (slide and handout)

  33. E-diary • Enter and edit appointments • Recurring Appointments • Task manager • Selected printouts eg daily, weekly, monthly, task list

  34. Email • Send, receive and print email • Mailing Lists • Create and manage folders • Automatically manage messages • Create automated responses • Be aware of email etiquette

  35. Publications • Create and edit publications eg newsletters and notices

  36. Communication and Research • Receive, process and transmit information using: • Intranet • Internet • Emails • Blogs • Presentations • Documents • Podcasts • Social networking sites • Other emerging technologies

  37. Communication Tasks • Take a lengthy report and summarise suitable for delivery to an audience eg Italy Presentation (part of task) • Creating a school newsletter based on the calendar, HT Updates and news articles, access to pictures provided.

  38. Communication in Administration Higher Administration 2015-2016 38

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