Overview • What is communication? • Internal and external communication • Factors affecting the choice of communication • Methods of communication • Oral • Written • Visual • Modern methods of communication
Communication is • The transfer of information(data) from one person to another.
Internal Communication is • With people inside the organisation. • e.g. Notice Board.
External Communication is • Between the organisation and people outside. • e.g. Letter
Factors to consider when choosing a method of communications.
1. Cost • Is the method cheap or dear?
2. Speed • How long will it take to reach its destination?
3. Secrecy • Is the method confidential?
4. Record • Will a copy of the informationexist?
5. Destination • Is it internal or internal? • How far is it going?
The 3 methods of communication are • 1. Oral/Verbal • 2. Written • 3. Visual
Oral Communication is • Sending a verbal message. • Internal Eg. Intercom, face-to-face meeting. • External Eg. Radio, telephone.
Advantages Quick Instant Feedback Disadvantages No Record May be hard to remember Oral Communication
Types of Meetings • AGM: Annual General Meeting. • EGM: Extra-ordinary General Meeting. • Ad hoc: Informal meeting on the spur of the moment.
Chairperson • Calls meeting to order. • Ensures that meetings run smoothly.
Secretary • Sends out notices of meetings. • Writes up the Agenda. • Keeps minutes.
Treasurer • Keeps a record of all finances. • Prepare final accounts. • Prepares financial reports.
Written Communication • Some record is kept. • Internal Eg. Notice Board, Memo • External Eg. Letter, e-mail, fax
Advantages Record kept Don’t have to remember everything Disadvantages No instant feedback May not be confidential e.g. fax Written Communication
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.
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
An Agenda is • A list of topics that will be discussed at a meeting.
Visual Communication • Using charts, graphs, videos and television to give a messages internally & externally.
Advantages Easy to understand Shows trends and comparisons Disadvantages Some people may not understand Takes time to prepare Visual Communication
Rules for preparing charts/graphs • Give it a title. • Label the Y axis (eg. year) • Label the X axis (eg. quantity)
Bar Chart • Is a series of bars. • Used for comparing quantities.
Line/Trend Graph • Is a chart that uses lines. • Used for showing changes over time.
Pie Charts • Is a circle divided into segments. • Used to show percentages or proportions.
Government Agency involved in communication • An Post • Provides a national & international postal service.
Other services • Publicity post • Delivers leaflets for a small fee.
Swift post • Letter will be delivered quicker for a fee.
Freepost • Special envelopes where customers can reply to business & they pay the postage.
Private telecommunications providers • Eircom • BT • Perlico • Orange • Meteor • Vodafone
Telecommunication services • Telephones • Freefone • Texting • Answering service
Internet • E-mail • www
Teleconferencing • Up to 20 people can talk together.
Video-conferencing • TV link up of sound & pictures for meetings without travel.
Recap • What is communication? • Internal and external communication • Factors affecting the choice of communication • Methods of communication • Oral • Written • Visual • Modern methods of communication