unit 3 management skills- communication

Question 1

what is communication, consultation, feedback, importance of upward/downward/horizontal , methods of communication

Answer 1

-communication involves people exchanging information in order to better understand each other
- consultation implies good two way communication
- feedback is required to ensure the message has been and acted upon
- upward/downward/horizontal channels of communication ae necessary so that everyone understands what tasks they have to preform
- there are a variety of methods of communication used in business depending on the message- written, oral, visual, electronic

Question 2

importance of effective communication- productivity increases

Answer 2

instructions are understood by all employees and deadlines are clearly communicated to employees resulting in increased productivity

Question 3

importance of effective communication- better industrial relations

Answer 3

clear communication and openess to listening to others means that any dispute between stakeholders in a business can be resolved before it becomes a critical issue

Question 4

importance of effective communication- intrapreneurship encouraged

Answer 4

new ideas flow easier and can be developed quickly in a business with effective communication

Question 5

importance of effective communication- team approach

Answer 5

in a modern business a matrix structure is applied where employees work on projects in teams. for teams to be effective, members must be able to communicate clearly and objectively

Question 6

importance of effective communication- clear goals established

Answer 6

it is easier to plan with employees and agree individual targets for them which motivates employees

Question 7

barriers to effective communication - language

Answer 7

use of jargon / over complicated , unfamiliar or technical terms. speaker needs to choose language appropriate to the audience

Question 8

barriers to effective communication - medium chosen must be appropriate to the message

Answer 8

medium should match the formality of the message ensure the medium is correct considering the need for feedback and proof the recipient has received the message

Question 9

barriers to effective communication - timing

Answer 9

messages must be delivered at the correct time, emails outside of work hours may not be read

Question 10

barriers to effective communication - information overload

Answer 10

too much information being transferred at once will result in confusion. too much detail may overwhelm the audience, the message should be clear and concise

Question 11

communicating effectively - audience knowledge

Answer 11

knowing your audience will influence tone, voice, quality of the message , your message must reflect education level , aims and objectives of your audience

Question 12

communicating effectively- accuracy

Answer 12

have a thorough knowledge of the topic to be discussed/ all factual information must be accurate . have an intro , plan of action and expected outcomes

Question 13

communicating effectively - clarity/ appropriate language/ conciseness

Answer 13

if the language used is too technical / difficult for the receiver to understand then the message may be misinterpreted

Question 14

communicating effectively - visuals

Answer 14

“a picture is worth a thousand words” and visuals supports such as bar charts and line graphs communicate data very effectively

Question 15

what is an anual general meeting (AGM) and what are its main functions ?

Answer 15

an AGM is a meeting held once a year and attended by the directors and shareholder of the company

main functions
- shareholders elect a board of directors
- shareholders appoint auditors
- chairperson gives a report on company performance
- auditors present reports on the accounts
- declare on dividends
- shareholders have an opportunity to question the director

Question 16

what is an extraordinary general meeting (EGM)

Answer 16

a meeting of shareholders and company directors held to discuss a matter of urgency that cannot wait until the next meeting . no other matters are discussed at this meeting

Question 17

what is a board meeting ?

Answer 17

a meeting with the board of directors and are usually held on a monthly basis. progress and performance is discussed . tactical and strategic plans are formulated. problem solving is a key function

Question 18

what is a statutory meeting ?

Answer 18

first meeting of company shareholders. its objective is to inform shareholders about the affairs of the company. held once in the whole life of a company. held by every limited company. should be held within the prescribed period mentioned in the company ordinance

Question 19

what is an AD HOC meeting ?

Answer 19

a meeting that takes place at short notice to discuss a matter that requires attention and that has arisen unexpectedly

Question 20

what are the roles of a chairperson ? (7)

Answer 20

• the chairperson in conjunction with the secretary is responsible for convening the meeting by drawing up the notice and agenda
• chairperson opens the meeting only after ensuring the quorum is present s/he calls the meeting to order and welcomes everybody seating in the correct tone
• s/he ensures that minutes of previous AGM are read, adopted and signed
• chairperson ensure that the agenda is followed in the agreed order ensuring compliance with standing orders
• chairperson guides the discussion with points of order and allowing discussion only on matters in the agenda
• chairperson organises vote taking and in the event of a tie s/he has the casting vote
• has the power to adjourn the meeting

Question 21

what are the roles of a secretary ?

Answer 21

• the secretary sends out the notice and agenda to all those entitled to attend. this should be sent out in plenty of time giving members/ shareholders time to prepare
• secretary arranges a suitable venue ensuring that essential resources are present such as refreshments, audio and visual equipment and seating plans are in order
• secretary informs the meeting of important correspondence and documents are received by the organisation
• secretary assumes the minutes secretary role. this involves reading the minutes of the previous meeting and having them approved and signed by the chairperson, taking notes of the meeting so that minutes of present meeting can be written up accurately later
• secretary advises the chairperson on points of order, information, etc during the meeting

Question 22

duties of the data protection commissioner

Answer 22

1.enforces GDPR- order data controllers to provide information to the data subject when requested. it can also force a data controller to delete incorrect information held on the data subject.

2. promotes public awareness of GDPR- informs the public about their rights under the GDPR through its website and publishes materials such as guidelines and infographics.
3. imposes fines - can impose fines up to €20 million or 4% of annual turnover, whichever is larger, for very serious breaches of the GDPR.
4. data audits - it can enter a businesses premises, speak to relevant staff and inspect and copy information and about data processes.

Question 23

benefits of meetings as a form of communication

Answer 23

1. allows for confidentiality- a meeting could be used to inform staff of redundancies or for dealing with other sensitive information securely
2. allows for feedback - feedback can be given and received, allowing discussion which improves decision making/ co-ordination between parties.

3.records are kept - minutes can be taken by a secretary and stored for future reference of agreements and decisions made between parties.

4. act as a creative forum - meetings allows for brainstorming and idea generation, leading to innovation and improved/ new ideas for goods…

Question 24

what are the responsibilities of the data controller

Answer 24

1. collect no more data than is necessary from an individual for the purpose for which it will be used

2.obtain personal data fairly from the individual by giving them notice of the collection and its specific purpose.

3. retain the data for no longer than is necessary for that specified purpose.

4.to keep data safe and secure

Question 25

what are the data subject rights ?

Answer 25

1. customers have the right to request a copy of personal data held within 30 days.

2.data must be erased if requested by the customer- information must be portable.

3. customers have the right to question the use of their personal data.