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7-Communications Flashcards

1
Q

communication

A

transferring info from one person to another

internal/external

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2
Q

types of internal communication

A

upward-lower to higher levels
downward-higher to lower levels
horizontal-moves between people at same level

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3
Q

types of communication

A

oral
written
visual

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4
Q

advantage of written communication

A

permanent record

re-read

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5
Q

disadvantage of oral communication

A

receiver may not listen
no record
no time to prepare

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6
Q

advantages of visual communication

A

useful for statistics

easier to understand

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7
Q

disadvantages of written communication

A

feedback slower

info overload

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8
Q

disadvantages of visual communication

A

not enough detail on its own

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9
Q

advantage of oral communication

A

quick

emotion and body language

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10
Q

functions of meetings

A

save time:brought together and told details at same time
help solve problems:build relationships to solve conflict
assist decision making:experience and knowledge

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11
Q

essential elements of a meeting

A
  1. well planned
  2. notice
  3. agenda
  4. quorum
  5. minutes
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12
Q

Quorum

A

minimum amount of people that must be present before meeting can start-fair decisions

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13
Q

Minutes

A

summarised written record of what happened at the meeting

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14
Q

notice

A

written document prepared by secretary setting out date,venue and time of meeting

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15
Q

agenda

A

sent to attendees in advance.

written list of all topics to be discussed (in order of importance)

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16
Q

Importance of agenda

A

Prioritisation
Clear communication-only those interested will attend
Advanced preparation-questions prepared

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17
Q

Chairperson

A

responsible for starting,controlling and concluding the meeting

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18
Q

Role of the chairperson

A 
Quorum
Open meeting-with first agenda item
Close meeting-with last item on agenda
Vote-if 50/50
Maintain order-everyone gets to speak and discussion is relevant
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19
Q

Characteristics of a chairperson

A

Impartial
speak clearly
know rules
tactful

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20
Q

Secretary

A

responsible for organisation,administration and paperwork for the meeting

21
Q

Role of a secretary

A 
Organise venue and equipment
Prepare notice and agenda
Record minutes
Paperwork
Advise and assist chairperson
22
Q

Characteristics of a secretary

A

Good organiser,summariser and writer

23
Q

Memo

A

written document used for internal communication

brief note from one person to another

24
Q

Report

A

written document where one person sets out their findings of an investigation of an issue
recommendations on how to solve issue

25
objectives of a report
inform people of an issue investigate an issue investigate solutions convince reader of an action
26
Memo headings
To : Date: From: Subject: Signed
27
Report headings
``` Title To From Date Table of contents Executive summary Terms of reference Findings Conclusion Recommendation Appendices Bibliography ```
28
Notice and Agenda headings
Notice and Agenda for ... LTD The AGM of .....LTD will take place in/on..... The agenda is as follows: 1. 2. 3. Signed
29
Minutes headings
Minutes for...LTD The AGM of.. took place in/on..... The minutes are as follows: 1. 2. 3. Signed
30
Factors to consider when choosing a method of communication
``` Cost Urgency Confidentiality Nature of message Legal requirements ```
31
Barriers to effective communication
``` Language e.g. Jargon Prejudice-personal bias Info overload Timing-sent too late Poor listening ```
32
How to overcome barriers to effective communication
Language-clear and simple Prejudice-train staff to be understanding Info overload-short and to the point messages Timing-plan and send on time Poor listening-ask receiver questions
33
Principles of Good Communication
``` use appropriate language read and write well send message on time listen carefully be honest ```
34
Electronic Date Interchange
system that links computers of two different companies programmed to send orders and invoices directly to each other without human involvement e.g. M&S shirt stocks fall below certain level-order automatically sent
35
advantages of EDI
reduced paper work | reduced labour costs
36
Video conferencing
This is a meeting held between people who are in different locations. People sit in front of computers and images and sound are sent to each other as if they are in the same room.
37
Advantages of video conferencing
reduced travel costs | saves time
38
Internet
This is a collection of information on any topics that can be access using a computer with internet connection. Many businesses have a website which represents this business online.
39
Advantages of Internet
Advertise and raise brand awareness Increased sales Better decisions
40
Email
send a typed message from one computer to another using internet
41
Advantages of email
Reduced business costs | Faster
42
Disadvantages of email
Security | Virus
43
Benefits of good communication from a manager
reduced conflict less errors low staff turnover high staff morale
44
costs of technology
Capital investment | Redundancies
45
Opportunities of technology
Increased sales new product development cost savings
46
General Data Protection Regulation
gives individuals rights and greater control over their data | imposes greater obligations on organisations that collect this data
47
GDPR:obligations of businesses
Obtain info fairly and openly Delete info once no longer needed keep data safe and secure Give copy of personal data to person who asks for it-within 40 days (6.35)
48
GDPR:rights of individuals
Get a copy of data. Have any errors corrected/deleted Remove details from direct marketing list-within 40 days Compensation if mishandled obtain details about how their data is processed have their data erased-no legitimate reason Data Portability-obtain data and transfer to another organisation object to processing of data in certain circumstances.
49
Data Protection Commissioner Functions
Investigate complaints Force data controllers to give info-gives written 'information notice' (offence not to obey) Force data controllers to correct/delete-'enforcement notice' Keep register of data controllers-allows public to see who has their personal information

Business (12 decks)

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