communication c
DESCRIPTION
ccTRANSCRIPT
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Communication
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Overview What is communication? Internal and external communication Factors affecting the choice of
communication Methods of communication
Oral Written Visual
Modern methods of communication
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Communication is
The transfer of information(data) from one person to another.
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Internal Communication is
With people inside the organisation.
e.g. Notice Board.
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External Communication is
Between the organisation and people outside.
e.g. Letter
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Factors to consider when choosing a method of communications.
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1. Cost
Is the method cheap or dear?
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2. Speed
How long will it take to reach its destination?
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3. Secrecy Is the method confidential?
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4. Record Will a copy of the information exist?
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5. Destination
Is it internal or internal?
How far is it going?
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The 3 methods of communication are
1. Oral/Verbal
2. Written
3. Visual
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Oral Communication is Sending a verbal message.
Internal Eg. Intercom, face-to-face meeting.
External Eg. Radio, telephone.
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Oral Communication Advantages
Quick
Instant Feedback
Disadvantages
No Record
May be hard to remember
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Types of Meetings AGM: Annual General Meeting.
EGM: Extra-ordinary General Meeting.
Ad hoc: Informal meeting on the spur of the moment.
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Chairperson Calls meeting to order. Ensures that meetings run smoothly.
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Secretary Sends out notices of meetings. Writes up the Agenda. Keeps minutes.
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Treasurer Keeps a record of all finances. Prepare final accounts. Prepares financial reports.
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Written Communication Some record is kept.
Internal Eg. Notice Board, Memo
External Eg. Letter, e-mail, fax
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Written Communication Advantages
Record kept
Don’t have to remember everything
Disadvantages
No instant feedback
May not be confidential
e.g. fax
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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.
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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
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An Agenda is
A list of topics that will be discussed at a meeting.
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Sample Agenda1. Minutes Summary of last meeting.2. Matters Arising Issues that need further
discussion.3. Correspondance Letters of apology etc.4. Chairpersons
ReportRecap of the years events.
5. Treasurers Report
Summary of finances.
6. Election of Officers Appointing new officers.7. AOB Any Other Business
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Visual Communication Using charts, graphs, videos and
television to give a messages internally & externally.
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Visual CommunicationAdvantages
Easy to understand
Shows trends and comparisons
Disadvantages
Some people may not understand
Takes time to prepare
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Rules for preparing charts/graphs
Give it a title.
Label the Y axis (eg. year)
Label the X axis (eg. quantity)
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Bar Chart Is a series of bars. Used for comparing quantities.
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Line/Trend Graph Is a chart that uses lines. Used for showing changes over
time.
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Pie Charts Is a circle divided into segments. Used to show percentages or
proportions.
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Government Agency involved in communication An Post
Provides a national & international postal service.
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Other services Publicity post
Delivers leaflets for a small fee.
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Swift post
Letter will be delivered quicker for a fee.
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Freepost
Special envelopes where customers can reply to business & they pay the postage.
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Private telecommunications providers Eircom BT Perlico Orange Meteor Vodafone
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Telecommunication services Telephones
Freefone Texting Answering service
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MODERN METHODS OF COMMUNICATION
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Internet
E-mail www
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Teleconferencing
Up to 20 people can talk together.
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Video-conferencing TV link up of sound & pictures for
meetings without travel.
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Recap What is communication? Internal and external communication Factors affecting the choice of
communication Methods of communication
Oral Written Visual
Modern methods of communication