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Communication

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 information exist?

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.

Oral Communication

Advantages

Disadvantages

Quick

No Record

Instant Feedback

May be hard to
remember

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

Written Communication

Advantages

Disadvantages

Record kept

No instant
feedback

Dont have to
remember
everything

May not be
confidential
e.g. fax

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.

Sample Agenda
1. Minutes
2. Matters Arising

Summary of last meeting.

3. Correspondance
4. Chairpersons

Letters of apology etc.

5.

Summary of finances.

Report

Treasurers
Report

6. Election of Officers
7. AOB

Issues that need further


discussion.

Recap of the years events.

Appointing new officers.


Any Other Business

Visual Communication

Using charts, graphs, videos and


television to give a messages
internally & externally.

Visual Communication
Advantages
Easy to understand

Shows trends and


comparisons

Disadvantages
Some people may
not understand

Takes time to
prepare

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
Eircom
providers

BT
Perlico
Orange
Meteor
Vodafone

Telecommunication
services

Telephones

Freefone
Texting
Answering service

MODERN METHODS OF
COMMUNICATION

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